SAP Business One Purchasing Demo.mp4

Purchasing Management with SAP® Business One: Manage purchase orders, goods receipts, items, and vendors, and integrate your warehouse and accounting in SAP Business One™.

Purchasing management is a core functionality of SAP Business One that enables you to use its integrated capabilities to manage your entire procurement process from purchase order creation to vendor invoice payment.

Create purchase orders in easy-to-understand screens and use the stored data as a basis for subsequent goods receipts. Follow-on vendor invoice documents can be created simply by referencing purchase orders or goods receipts and thereby transferring relevant data.

Return unsatisfactory shipments to your vendor using the goods return function, and post credit memos upon receipt.

The document trail in SAP Business One captures and links every document created during a purchasing process.

Contact Aether Consulting for more information on the purchasing software capabilities of SAP Business One.

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Closed Caption:

hi my name is Richard Duffy I'm the ASAP
business one product evangelist I part
of the essay p global small and
mid-sized enterprise team i'd like to
thank you for taking time to join us for
today's live demonstration of the
purchasing functionality in sapa
business one one of the areas that many
businesses struggle with is this area of
purchasing in particular what i like to
call rogue purchasing this is scenarios
where unauthorized people go ahead and a
place purchases on behalf of the
organization without checking back
against things like budgets or even even
if there is a budget that they don't
have the authority to do that ASAP
business one gives you total control
over that and helps you manage that
let me show you exactly how we do that
i'm going to taking out through the
purchasing process we're going to start
with the purchase quotation we're then
going to go through the process of
putting any door purchase order where
they going to bring in the goods and
look at a couple of other aspects of
that now you can use the purchasing
functionality in ASAP business one not
only for the purchasing of products but
you can also use it for the purchasing
of services you don't even have to
create a purchase order at all if your
business process so dictates you can
just go in and start entering in from
the accounts payable invoice for example
you're getting a utilities bill your
electricity bill or whatever the case
may be
business one gives you the flexibility
to handle all back but in this
demonstration I'm going to take you
through and show you all the possible of
our ways that you can you can use the
software then you'll decide which way is
the right way for your organization so
let's look at the purchase quotation in
the first instance one of the things
that you might do is you might decide
that you want to send out a quotation or
a request for quotation to your
suppliers so you can go in you can
choose your supplier in this case I'm
going to say i want this to go to acme
associates
and I can specify all the parameters
around this quotation dates the validity
dates the document dates i'm going now
go and specify the product's that I want
them to quote on
so again I will going here to my items
and I can specify that I want them to
quote on IBM infoprint i can put in a
required dates are need these by the
third of next month and the quoted date
is going to be today
now I can override that if i want to the
next thing I might want to do is specify
well this is the required quantity so I
want you to quote me for ten of those
and then i'm going to leave the quoted
quantity blank because when they come
back actually provide the quote i'm
going to put that information in and I
might want to leave the unit price blank
as well so i can then say add it's going
to say the document total zero do I want
to continue and that's ok now again and
I've left this field blank just so i can
show you if you leave out any
information that's required by ASAP
business one to properly process a
transaction you'll see down the bottom
you get a little popup message a little
red message telling you what you needed
to do and it'll it will immediately put
the cursor into the field so I forgot to
specify a required eight so it's just
told me that it's put the cursor up here
on the required they now if by chance
you can't remember what the last arrow
was there it is in the error log which I
quickly popped up i can see it was
specified the required date so that's
fine i've looked at that I can minimize
that down again now i'll go and say well
the day I require this I require it by
friday the third and now I'll simply go
back in here and i'll say head it's
updating all those rows
and my purchase line on my purchase
quotation is now done so i can take that
purchase quotation now and I can print
it out again simply by clicking on my
print function and there you go there's
my purchase quotations I'm they're
sending this out to acme associates i
can now take that that purchase
quotation when it comes back in and
update their information into the
purchase quotation so then I am able to
decide which one of my suppliers I want
to purchase from so that's great but
what if i want to say that this purchase
quotation 23 vendors and I want them all
the quote well does that mean I have to
do this one by one
not at all so right throughout ASAP
business one we have a number of
different Wizards and the purpose of a
wizard is to help you automate
repetitive tasks if you look at the
order processing demonstration you would
have already seen the document
generation with it
well in the purchasing module we have
the purchase quotation generation wizard
so if you wanted to take a purchase
quotation and rather than doing it just
to one vendor you want to say that the
multiple vendors that's where you would
use the purchase quotation generation
was it sighs choose it from the menu and
the wizard screen comes up then site
next it asked me do i want to create a
perimeter set so i want to take all
these values that I'm about to put in
and save it so i can duplicate it again
easily i do want to do that so I'll just
say this is my default purchase
quotation set and give it a description
i'm not going to worry about that right
now
next thing I want to do is specify ik
which items do I want to generate a
purchase quotation for so I'm going to
specify my required date for this is the
third of next month my required
quantities 10 and then i'll say next
again it's popping up and it's asking me
to make sure I filled in all the right
information you can see I haven't put in
a validity date so i'm going to put that
in now valid till the third and then
i'll say next
that's all the information that I've got
now if I want to I can specify that this
is not only going to this bender but i
can get it to go to other vendors as
well so all i do is i right click and
i'll say add row and then i'll pick a
different supplier so I also want Far
East imports to quote on this and I'm
going to do the same thing I want to
compare apples with that also i'm going
to give them the same information and
the same required date and if I want to
I can also then go and add other
quotation lines as well other product
cards so i can do as many or as few as I
want H time I run the judge the document
generation with it so i'll say next is
previewing my results
that's what's going to happen i'll say
next and now i can save that parameter
set and execute it I can just executed
without saving the parameter set or i
can save the parameter set and exit it's
going to ask me what happens if I do
encounter an error do I want to skip to
the next vendor or stop the execution
I'm going to leave that has skipped an
extender so i'm going to say that
perimeter set and exit i'll say next and
that's it done so now that allows me to
very very quickly and easily generate
those purchase quotations to a number of
different vendors all at the same time
if you're doing a large amount of
processing can save you a lot of time in
that cycle so that's out purchase
quotation and our purchase quotation
generation wizard so next thing i want
to show you is the purchase order
process let's say for example you just
got a standard purchase order that you
want to
sighs everything I've done up until now
I've shown you the functionality for
doing it for items in this particular
instance i'm going to show you not only
an item purchase order but i'm also
going to show you a service purchase
order
let's do the item one first let's say
from lasercom i'm going to purchase some
product so I'm going to purchase some
printed labels so all I do is I go into
lasercom I i can specify the posting
date the delivery date all of those
things I've got total control over i can
go in here and specifying how many do I
want what I want a thousand of them and
that's my unit price i can specify my
tax code here and again the default tax
code will pop in
but I've got total flexibility there
over overriding that if I want to and
then there's my total price so that it
to do a purchase order it's that simple
I then go in and I'll say add and that's
it my purchase order is now created and
if I want to I can go ahead and print
that out same processes before with
purchase quotation or i can have all
that information automatically taken out
of the back ASAP business one system and
sent electronically to my supplier so
there you see the purchase order that's
being produced as a result and i can
print that out or I'm able to fax it or
whatever the case may be
so that was an example of creating a
purchase order where you're purchasing
product so now i'm going to create a
purchase order in the scenario where
you're purchasing a service i'll go here
and i'll choose vendor and i'm going to
purchase some services this time from
Anthony Smith again i'm going to leave
all of these dates as the default i can
go in and override those in this case
i'm going to change this to a
service-based invoice so all i do is i
change this from item
to service and then I put in a
description so i'll put in here
installation of printers in this
particular instance sticking with our
printer example I've ordered the
printers to come in to stock and now are
in order to get those installed for one
of my customers i also want to give a
purchase order to my installer so that's
what I'm putting in here I get
installation of printers now I can
specify which of my general ledger
accounts is going to be updated here so
which of my expense accounts do I want
to use and again this is a default chart
of accounts that i'm using but you've
got total flexibility with the way your
chart of accounts is designed we'll talk
about that in their general alleged
demonstration so i'm going to choose in
this particular instance that I want to
allocate this cost to my other
professional phase account again up to
you how you can figure that you may have
and implement or an installation costs
account in your general ledger totally
up to you how you can figure that and
then how much am I going to pay Anthony
to do this well i'm going to pay him a
flat right hundred dollars so i put in
100 and that's it i can put some remarks
in as well if I want to I can say please
install as per standard process call
Richard for details
alright so I've got that information
there what I can also do if i want to is
I'm able to add additional information
onto the purchase order so i can add
additional text information if I wish
i'm not going to do that right now I'm
just going to leave the order as it
stands and i'm going to say add and
that's it
there's a purchase order is now being
created for services so I've got the
ability to handle both of those
processes so now I've got my purchase
order for my goods and my purchase order
for my services
what's the next step well two things can
happen i can receive the goods or i can
receive the goods together with an
invoice so in the first instance i'm
going to receive the goods so i'll go in
here and i'll say i want to do a good
receipt p oh that's what we call it i
could pick the vendor all what I'm able
to do is when i'm looking at my purchase
order and let's look at el last purchase
order here last invoice or our last item
based purchase order i'm able to go in
here and i can say copy this to a good
receipt do so i can either go to the
process and then pull in the information
or i can go to the information and then
push that information into the process
if that makes sense in this case I'm
going to create a good received purchase
order so it's saying OK in this
particular instance what you ordered was
a thousand of these labels at fifty
cents so there's the total amount and is
all that ok so i can now say yes that's
all fine and I'll say head so what is
now doing is it's allowing me to pull
that in now these printer labels i've
specified in the system that i want to
track batch numbers so all its doing now
is it asking me to put in the batch
number details
for these particular printer labels so
for example if I've got a track expiry
dates or anything like that i have the
capability to do that so this is best
number one a Charlie golf too because
that's the batch number the data on the
product or it's a batch number that i've
decided i'm going to make up internally
so bringing in a thousand and i can
define what these batch attributes are
so i can say you know I've got to user
definable batch attributes plus i have
these other attributes and expiration
date and manufacturing date location and
details so you know let's say I could
say well the manufacturing date on the
laws of every 16 and then i'll say
update i'll say ok and ok again and now
add and that's it my goods are now in
the warehouse
I've recorded all the batch number
information what I haven't done is I
have not yet created the accounts
payable invoice so let's now go through
that process so I'm gonna go now into
accounts payable invoice because
remember i received the goods but i have
not yet received the invoice so who is
it coming from again this was coming
from lasercom i can say copy from goods
receipt pio it'll give me a list of all
the goods receipt p is that are sitting
in the system and by the way I can if I
want to
by holding down the shift key and
selecting all of them i can bring all of
these goods receipt pios into one
accounts payable invoice so i can
consolidate them in this case I'm just
going to say no I only want the single
one and i'll say choose same thing with
the order processing Wizards going to
say do you want to use the exchange rate
that was active against the document
when you created it for you wanted to up
with today's exchange rate i'm going to
allow to update with today's exchange
rate means the same date anyway but you
get the general idea and I'll say finish
and now about my accounts payable
invoice information so all I do is just
see if there's a thousand of them at 50
states all that information is pulling
for me automatically I just go in and
put my vendors invoice number and say
add up
it's reminding me hey you're posting
date is missing so I want to put the
posting date as of today and then it
automatically knows that I'm on 30-day
terms with this supplier's that's
automatically created and updated my due
date I've got my document date
everything is good to go so i click on
add accounting transactions are about to
be created so i'll say yes i know that I
can't change this now unless i do an
accounting transaction so that's my
accounts payable invoice is now brought
in the next step
perhaps might be if i have to process a
credit memo so just the same as we saw
in the sales order processing
demonstration where we were handling a
scenario where one of your customers
rituals returning goods
you may also need to return goods to
your suppliers how do we do that well in
sapa business one there's two ways we
can do it
it depends on whether or not you've just
received the goods and no invoice or you
received the goods and an invoice so the
first one I'm going to do is where
you've received the goods and the
invoice so I'm going to return the last
set of product that we just received in
so in order to do that I go in I choose
accounts payable credit memo I pick the
vendor that I'm returning to in this
instance it's lasercom I go down here to
my copy from button and i say i'm
copying it from my accounts payable
invoice and then it's going to show me
all the accounts payable invoices that
are in there and there is the one that
I've just done you'll see comes up to
the top when I double-click on the
columns to sort by that field i'm going
to choose that i'm going to tell it to
use the exchange rate from the document
that i received in on and there it is
so I've got a thousand at fifty cents
and I'm now going to return those and
process the accounts payable credit memo
now let's say I only wanted the process
to return one quarter of them again all
i need to do is just say I'm returning
250 and that was my unit price and
you'll see it recalculates everything
and then it's going to allocate this
credit memo against that invoice so the
invoice amount owing will be reduced
hopefully that makes sense or i can go
inside i'm going to return them all and
that's what I'm going to do here so
that's all fine nothing's changing their
and i'm going to say add I need to
select the 1000 from that available
batch drop across here into my selected
batches update
ok and now add and that's it my goods
are returned my batch numbers are
updated and as well as that my accounts
payable has been updated the credit memo
is being recognized and all the
underlying accounting entries of being
processed for me now let's say for
example i was in a situation where all I
was producing was a good return so i
haven't received the the accounts
payable invoice yet or the supply
required me to do it in two steps so
then all I do is I go here in a good
return i'm going to pick a different one
now i'm going to pick blue marks and
let's I i had this
goods receipt p oh and here's all these
different items that were included on
that on that good receipt
let's say I only wanted to get rid of
door to return rather not get rid of to
return one line so i can go shift and i
can select the rose that I want to get
rid of and I can just delete those rows
simply by right-clicking and that's it
so I'm only returning this one row i'll
say head and that's now done so now I've
done the goods returned and then
separately i need to come in and process
the accounts payable credit me know if
there was one or if I'd never received
the accounts payable credit memo then I
wouldn't need to do anything further
that's the process involved in
purchasing we've been through we've
raised our purchase quotation we raised
a purchase order we've brought in the
accounts payable invoice we've also
brought in the goods
we've done a return where we've sent
back the goods on their own always send
back the goods and received a purchase
or an accounts payable credit memo so
that covers the entire end the end
purchasing process you've got any
questions
don't forget you can click on the ask a
question button and we'll be more than
happy to answer those questions for you