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SBO Configuration Document SAP Business One Implementation SYSTEM INITIALIZATION SETUP MASTER DATA AUTHORIZATION PACIFIC CEMENT PHILIPPINES, INC. SBO CONFIGURATION DOCUMENT Configuration Stage SYSTEM INITIALIZATION, SETUP, MASTER DATA and AUTHORIZATION Page 2 of 24 TABLE OF CONTENTS SECTION 1. DOCUMENT VERSIONS ....................................................................................................................................................................... 3 SECTION 2. DOCUMENT CONTENTS ..................................................................................................................................................................... 3 2.1. ADMINISTRATION: SYSTEM INITIALIZATION ..........................................................................................................................................4 2.1.1 2.1.2 2.1.3 2.1.4 2.2. Company Details ........................................................................................................................................................................................................... 4 General Settings ............................................................................................................................................................................................................ 5 Document Numbering ................................................................................................................................................................................................... 9 Document Settings ...................................................................................................................................................................................................... 10 ADMINISTRATION: SETUP .............................................................................................................................................................. 12 2.2.1 2.2.2 2.2.3 2.2.4 2.2.5 2.2.6 2.2.7 2.2.8 2.2.9 2.2.10 2.2.11 2.2.12 2.2.13 2.3. ADMINISTRATION: APPROVAL PROCEDURES ...................................................................................................................................... 21 2.3.1 2.3.2 2.4. Approval Stages .......................................................................................................................................................................................................... 21 Approval Templates .................................................................................................................................................................................................... 22 MASTER DATA ............................................................................................................................................................................. 23 2.4.1 2.4.2 2.4.3 2.4.4 2.5. General – Define Users................................................................................................................................................................................................ 12 Financials – G/L Account Determination..................................................................................................................................................................... 14 Financials - Define Transaction Codes......................................................................................................................................................................... 15 Financials – Projects .................................................................................................................................................................................................... 15 Financials – Define Tax Groups ................................................................................................................................................................................... 16 Financials – Define Withholding Tax ........................................................................................................................................................................... 16 Business Partners – Define Customer Groups ............................................................................................................................................................. 17 Business Partners – Define Vendor Groups ................................................................................................................................................................. 17 Business Partners – Define Business Partner Properties ............................................................................................................................................. 17 Business Partners – Define Payment Terms ........................................................................................................................................................... 18 Banking – Define Banks .......................................................................................................................................................................................... 19 Banking – Define House Bank Accounts ................................................................................................................................................................. 20 Field Description Changes ...................................................................................................................................................................................... 20 Chart of Accounts ............................................................................................................................................................ Error! Bookmark not defined. Profit Centers .............................................................................................................................................................................................................. 23 Business Partner - Customers...................................................................................................................................................................................... 24 Business Partner – Vendor .......................................................................................................................................................................................... 24 AUTHORIZATION................................................................................................................................. ERROR! BOOKMARK NOT DEFINED. SAP Business One Implementation Project Pacific Cement Philippines, Inc. SBO CONFIGURATION DOCUMENT Configuration Stage SYSTEM INITIALIZATION, SETUP, MASTER DATA and AUTHORIZATION Page 3 of 24 DOCUMENT ACCEPTANCE (This document is deemed official once accepted by Pacific Cement Philippines, Inc) Created By Denisse Calaquian Name Company – Position Fasttrack Solutions – Project Manager Date Signed Reviewed By Emil Gatus Fasttrack Solutions – Quality Assurance Manager Accepted By Enrico Raymundo Ma. Simolette Tejol Pacific Cement Phils. Inc – Proj. Director Pacific Cement Phils. Inc – Proj. Manager SECTION 1. DOCUMENT VERSIONS (This contains the log of changes made in this document.) Version 1.0 2.0 3.0 4.0 Date Modified Sept 14, 2010 Modified By Denisse Calaquian Remarks Configuration workbook creation SECTION 2. DOCUMENT CONTENTS The succeeding pages contain documentation of the actual initialization settings for Pacific Cement Philippines, Inc. in SAP Business One. SAP Business One Implementation Project Pacific Cement Philippines, Inc. SBO CONFIGURATION DOCUMENT Configuration Stage 2.1. SYSTEM INITIALIZATION AND SETUP Page 4 of 24 ADMINISTRATION: System Initialization 2.1.1 Company Details Menu Path: Administration ► System Initialization ► Company Details ► General Tab General Tab : Local and Foreign Language Company Name 100 Chars Pacific Cement Philippines, Inc. Street / PO Box 100 Chars Km. 11, Brgy. Quezon Block 100 Chars City 100 Chars Surigao City Zip Code 20 Chars 8400 Country Philippines Internet Address 50 Chars www.pacemco.com Printing Header 100 Chars Pacific Cement Philippines, Inc. Active Manager 50 Chars Phone Number 1 20 Chars (086)8267773, (086)8267510/11 Phone Number 2 20 Chars (086)8262506 / (086)8263460 Fax 20 Chars (086)8267773 E-Mail 100 Chars surigao@pacemco.com, pacemphil@yahoo.com pacemco@pldtdsl.net ► Accounting Tab Accounting Data Tab Tax Code 8 Chars Tax Office 100 Chars Federal Tax ID 1, 2, 3 32 Chars 005-222-809 Additional ID – TIN Number 32 Chars Exemption Number 9 Chars Tax Deduction Number 9 Chars Holidays Dates 2010 Weekend Day Saturday - Sunday ► Basic Initialization Tab Basic Initialization Tab Chart of Accounts Template “User Defined” Local Currency 3 Chars PHP System Currency 3 Chars PHP Default Account Currency PHP Display Credit Balance with Negative Sign Checkbox Use Segmentation Accounts Checkbox Use Negative Amount for Reverse Checkbox Transaction Permit More than One Document Type Checkbox per Series Multi-Language Support Checkbox Default Valuation Method Checkbox Moving Average Manage Item cost per Warehouse Checkbox Allow Stock Release w/o Item Cost Checkbox NOTE: Once transactions are entered, the settings for “Basic Initialization Tab” cannot be changed. SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage 2.1.2 SYSTEM INITIALIZATION AND SETUP Page 5 of 24 General Settings Menu Path: Administration ► System Initialization ► General Settings ► Posting Periods (Tab) Period Code Period Name Sub-Periods No. of Periods Period Indicator Active Locked Code 2010-01 2010-02 2010-03 2010-04 2010-05 2010-06 2010-07 2010-08 2010-09 2010-10 2010-11 2010-12 Name 2010-01 2010-02 2010-03 2010-04 2010-05 2010-06 2010-07 2010-08 2010-09 2010-10 2010-11 2010-12 2010 2010 Months 12 2010 Yes No Posting Period Jan 1 2010 Feb 1 2010 Mar 1 2010 Apr 1 2010 May 1 2010 Jun 1 2010 Jul 1 2010 Aug 1 2010 Sep 1 2010 Oct 1 2010 Nov 1 2010 Dec 1 2010 Due Period Jan 1 2010 Jan 1 2010 Jan 1 2010 Jan 1 2010 Jan 1 2010 Jan 1 2010 Jan 1 2010 Jan 1 2010 Jan 1 2010 Jan 1 2010 Jan 1 2010 Jan 1 2010 Jan 31 2010 Feb 28 2010 Mar 31 2010 Apr 30 2010 May 31 2010 Jun 30 2010 Jul 31 2010 Aug 31 2010 Sep 30 2010 Oct 31 2010 Nov 30 2010 Dec 31 2010 Dec 31 2011 Dec 31 2011 Dec 31 2011 Dec 31 2011 Dec 31 2011 Dec 31 2011 Dec 31 2011 Dec 31 2011 Dec 31 2011 Dec 31 2011 Dec 31 2011 Dec 31 2011 NOTE: 1. Sub-Periods a. Year b. Quarters c. Months d. Days 2. Value Date – define a date range that is broader than the current posting period (posting date). This is usually last day of your posting date plus the longest payment terms days. ► BP (Tab) Customer Activity Restrictions Credit Limit Commitment Limit A/R Invoice Delivery Sales Order Set Commission By Sales Employees Items Customer Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox - SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage Consider Deliveries Balance Default Customer Payment Terms Default Vendor Payment Terms Default Customer Pmt Method Default Vendor Pmt Method Submit Credit Voucher Activate Approval Procedure Display Accounts Balance By Control Accounts NOTE: Payment Terms must be defined first in choosing the Payment Terms SYSTEM INITIALIZATION AND SETUP Page 6 of 24 Checkbox Dropdown Dropdown Dropdown Dropdown Dropdown Checkbox Checkbox Cash Advance/Prepaid 30days Outgoing-Check Automatically Default Customer Payment Terms and Vendor SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage ► Budget (Tab) Budget Initialization For Document that Deviates from the Budget Block Deviation from Budget Warning Without Warning For Annual Budget For Monthly Budget Purchase Orders Goods Receipt POs Accounting Note: This functionality is enabled for future use. ► Services (Tab) At the Beginning of Each Session Perform Data Check Open Exchange Rates Table Display Recurring Postings on Execution Send Alert for Activities Scheduled for Today Display Inbox When New Message Arrives Open Window for Credit Voucher Ref. Update Open Postdated Checks Window Update Messages (Min.) Open Postdated Credit Vouchers Window Internet Definitions Use Proxy Server for Web Connection Telephone Area Code For External Line History / Log SYSTEM INITIALIZATION AND SETUP Page 7 of 24 Checkbox Radio Button Radio Button Radio Button Radio Button Radio Button Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Text Box Dropdown 0 No Checkbox 02 9999 SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage ► Display (Tab) Language Color Default Length Unit Default Weight Unit Time Format Date Format Separator Ext. Image Processing No. of Rows in 'List of' Windows Account Segment Separator Decimal Places (0…6) Amounts Prices Rates Quantities Percent Units Decimals in Query Separator Thousand Sep. Display Currency on the Right Exchange Rate Posting Direct Indirect SYSTEM INITIALIZATION AND SETUP Page 8 of 24 Dropdown Dropdown Dropdown Dropdown Dropdown Dropdown English Classic cm kg 24HH MM/DD/YYYY / Partial 0 - Dropdown Text Box Text Box Text Box Text Box Text Box Text Box Text Box Text Box Text Box Text Box Text Box Checkbox 6 6 4 3 2 3 2 . , Radio Button Radio Button ►Path (Tab) Microsoft Word Templates Folder Microsoft Excel Folder Picture Folder Attachments Folder Extension Folder Current Scanner NOTE: The path declared in this tab should be common to all users. All converted files from SAP Business One (through excel, word, bitmaps, attachments) will de stored in the said paths by default. So, the path must be pointed to the server. Use the “Standard Shared folder of SBO”. SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage 2.1.3 SYSTEM INITIALIZATION AND SETUP Page 9 of 24 Document Numbering Menu Path: Administration ► System Initialization ► Document Numbering Note: The document numbering assigned is enough for the rest of the year. This may not be applicable to next year transactions. It may be required to setup another document numbering which is longer for 2010. Series Change Document Name First Series Last Series Menu names Sales – A/R Sales Order MKG - 04 WAS Sales Delivery PHS - 01 A/R Invoice A/R Credit Memo A/R Down Payment Sales Quotations MKG - 03 Sales Order Purchasing – A/P Purchase Order PUR-02 Goods Receipt PO WHS-01 MRR Goods Return WHS-35 A/P Invoice C/T - 08 A/P Credit Memo A/P Down Payment Landed Costs Banking Incoming Payment (Receipts) Outgoing Payment C/T - 10 (Disbursement) Deposits Inventory WHS-17 Issue Goods Issue Voucher Goods Receipt WHS-18 Stock Transfers PHS - 02 Bagged Cement Transfer Transfer/Return Slip Inventory Revaluation Production Production Order Financial Journal Entry SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage 2.1.4 SYSTEM INITIALIZATION AND SETUP Page 10 of 24 Document Settings Menu Path: Administration ► System Initialization ► Document Settings ► General (Tab) Calculate Gross Profit Checkbox Base Price Origin Dropdown Calculate % Gross Profit as: Profit/Sales Price Radio Button Profit/Base Price Radio Button Remarks on the Documents Will Include Base Document Number Radio Button Customer/Vendor Ref No. Radio Button When Displaying a Sales BOM in Documents, Show: Price and Total for Parent Item Only Radio Button Price for Child Items that Comprise Radio Button When Attempting to Release Stock Below The Minimum Level: Without Warning Radio Button Warning Only Radio Button Block Release Radio Button Manage Inventory by Whse Checkbox Block Below Zero Quantity Checkbox Rounding Method By Currency Radio Button By Document Radio Button Exchange Rate Base Date (A/P Documents) Dropdown Round Tax Amount in Rows Checkbox Display Rounding Remark Checkbox Use Warehouse Address Checkbox Manage Expenses (Freight) in Documents Checkbox Expenses and Setup Block Documents with Earlier Posting Date Checkbox Allow Future Posting Date Checkbox (Default) Item cost (Default) (Default) (Default) (Default) (Default) Posting Date (Default) (Default) SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage ► Per Document (Tab) Document Banking Incoming Payment Split BP/Account in Journal Entry Maximum No. of Documents in Payment Split Credit Voucher Display All Transactions by Default Deposit Split BP/Account in Journal Entry In Cash Check Deposits In Postdated Checks Deposit In Credit Deposit Outgoing Payment Split BP/Account in Journal Entry Maximum No. of Documents in Payment Split Credit Voucher Display All Transactions by Default Postdated Deposit Split BP/Account in Journal Entry In Postdated Credit Voucher Deposit Financials Journal Entry Block Unbalanced FC Journal Entry Block Multi Currency Journal Entry Block Editing of Totals in System Currency Block Posting Date Editing per Row Block Document Date Editing per Row Use Automatic VAT SYSTEM INITIALIZATION AND SETUP Page 11 of 24 Dropdown Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox Checkbox SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage 2.2. SYSTEM INITIALIZATION AND SETUP Page 12 of 24 ADMINISTRATION: Setup 2.2.1 General – Define Users Menu Path: Administration ► Setup ► General ► Users # 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 User Code UNM001 UNM002 UNM003 UNS001 UNS002 UNS003 UNS004 UNS005 UNS006 UNS007 UNS008 UNS009 UNS010 UNS011 UNS012 LIS001 LIS002 LIS003 LIS004 LIS005 LIS006 LIS007 LIS008 LIS009 LIS010 LIS011 LIS012 LIS013 LIS014 LIM005 LIPR01 LIPR02 LIPR03 LIPR04 LIPR05 User Name Jose Ramon V. Cortes Inocencio R. Cortes Enrico C. Raymundo Julius B. Yballe Redempto G. Ecoben Renato F. Cortes Glenda G. Cortes Nestor Y. Saldivar Simolette S. Tejol Alex F. Obenza RUBEN F. CORTES Treasury Charlie D. Ortega Ramil M. Nengasca Rene M. Ello/CQ Escasinas Prodn Planner/Shift Engr Issuing Baltazar I. Llenos Purchasing Jovita C. Landero Rosalima O. Roboca Placida S. Dubduban J.M. Sobrecaray Luther P. Arriesgado Sales Leopoldo F. Corro Alfredo A. Cortes Glenn G. Zerda A Zerda/E Catelo Makati Ronald S. Dubduban Marlowe G. Jolejole Felix L. Macalisang Planner Kenneth Karr E. Cagas Department OTP OTP OTP OTP Production Treasury Corporate Sales OTP Controlling Purchasing Treasury Mechanical Electrical Production Production Warehouse Admin Purchasing Controlling Controlling Controlling Warehouse FMP Sales Port Pack House SAED BMH Makati Sales Treasury Electrical Electrical QA Branch Makati Makati Makati Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Makati Surigao Surigao Surigao Surigao Surigao SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 LIPR06 LIPR07 LIPR08 LIPR09 LIPR10 LIPR11 LIPR12 LIPR13 LIPR14 LIPR17 LIPR18 LIPR15 LIPR16 LIS015 LIPR19 LIPR20 LIPR21 LIS016 LIPR22 Richard B. Morite Josel M. Paloma Gheleene S. Buenaflor Joel G. Taganahan Julius N. Galindo Michael C. Resare Emilio P. Desoloc Rustico Lisondra Planner Romeo B. Javellana Planner Erlito M. Orit Planner Receiving Jeffrey E. Dorola Simolette Tejol Jovita C. Landero - PR Cynthia Q. Escasinas SYSTEM INITIALIZATION AND SETUP Page 13 of 24 QA Admin SAED SAED SAED Mechanical Mechanical Mechanical Mechanical Port BMH FMP FMP Warehouse Treasury OTP Controlling QA Production Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao Surigao SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage 2.2.2 SYSTEM INITIALIZATION AND SETUP Page 14 of 24 Financials – G/L Account Determination Menu Path: Administration ► Definitions ► Financial ► G/L Account Determination GL Account Determination – General Tab Sales Tab Permit Change of Control Accts Checkbox Accounts Receivable Domestic Accounts Receivable G/L Foreign Accounts Receivable Checks Received Cash on Hand Down Payment Clearing Default Customer for A/R Invoice + Payment Overpayment A/R Account Underpayment A/R Account Realized Exchange Diff. Gain Realized Exchange Diff. Loss Cash Discount Revenues Account Sales Credit Account G/L G/L G/L G/L G/L G/L G/L G/L G/L G/L G/L GL Account Determination – Tax Tab Sales Tab Withholding Tax Checkbox Default Withholding Tax Code NI Number Expiration Date Certificate No. Down Payment Tax Offset Account Sales Tax Group (Items) Sales Tax Group (Service) 110211000 - Account Receivable Trade 110211000 - Account Receivable Trade 110111000 – Cash on Hand 712000202 - Realized Forex Gain 712000101 - Realized Forex Loss 410111000 - Cement Sales - Type 1 410111000 - Cement Sales - Type 1 VAT Output 12% VAT Output 12% GL Account Determination – Purchasing Tab Purchase Tab Permit Change of Control Accts Check box Accounts Payable Domestic Accounts Payable G/L 210111000 - Accounts Payable Trade Foreign Accounts Payable G/L 210111000 - Accounts Payable Trade Realized Exchange Diff. Gain G/L 712000202 - Realized Forex Gain Realized Exchange Diff. Loss G/L 712000101 - Realized Forex Loss Bank Transfer G/L Cash Discount G/L SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage SYSTEM INITIALIZATION AND SETUP Page 15 of 24 Cash Discount Clearing Down Payment Clearing Account Expense Account Purchase Credit Account Overpayment A/P Account Underpayment A/P Account Expense Account Expense Account - Foreign Expense Account - EU Purchase Credit Account Purchase Credit Account - Foreign Purchase Credit Account - EU Down Payment Clearing Account G/L G/L G/L G/L G/L G/L G/L G/L G/L G/L G/L G/L G/L 210211000 – Customer’s Deposit 210111000 - Accounts Payable Trade 522004909 – Other expenses 522004909 – Other expenses 522004909 – Other expenses 522004909 – Other expenses 522004909 – Other expenses 522004909 – Other expenses 110212000 - Advances to Suppliers GL Account Determination – General Tab General Tab Credit Card Deposit Fee G/L Rounding Account G/L Reconciliation Difference G/L Period-End Closing Account G/L Realized Exchange Diff. Gain G/L Realized Exchange Diff. Loss G/L 2.2.3 Financials - Define Transaction Codes Menu Path: Administration ► Setup ► Financials ► Transaction Codes Transaction Code (4 Chars) C/A SAL FT 2.2.4 Description (20 Chars) Liquidation of Cash Advances Salaries & Wages Fund transfer Financials – Projects Menu Path: Administration ► Setup ► Financials ► Projects Project (8 Chars) Project Name (30 Chars) SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage 2.2.5 SYSTEM INITIALIZATION AND SETUP Page 16 of 24 Financials – Define Tax Groups Menu Path: Administration ► Setup ► Financials ► Tax ► Tax Groups Code (8 Chars) Name (50 Chars) VATINP VATDEF VAT INPUT 12% VAT DEFERRED INPUT 12% Exempt Input VAT DEFERRED INPUT 12% VAT OUTPUT 12% Exempt Output XI VATDIT VATOUT X0 2.2.6 Category (Input or Output) Input Input Effective Date Rate % Tax Account 01.01.10 01.01.10 12 12 110814000 110814000 Input Output Tax 01.01.10 01.01.10 0 12 110814000 110814000 Output Tax Output Tax 01.01.10 01.01.10 12 0 210116000 210116000 Financials – Define Withholding Tax Menu Path: Administration ► Setup ► Financials ► Tax ► Withholding Tax Wtax Code (4 Chars) C010 C030 C070 C100 C120 C140 C158 C160 C640 I010 I030 I100 I120 I158 I160 Wtax Name (50 Chars) EWT – Professional (gross income <=P720,000) EWT – Professional (gross income > P720,000) EWT- Insurance agents & insurance adjusters EWT – Rentals EWT – Prime Contractors/subcontractors EWT- Commercial brokers EWT – Contractors/dealers/end-users (Goods) EWT – Contractors/dealers/end-users (Services) EWT – LGU’s (1%) EWT - Professional (gross income <= P720,000) EWT - Professional (gross income > P720,000) EWT – Rentals EWT - Prime Contractors/subcontractors EWT - Contractors/dealers/end-users (Goods) EWT - Contractors/dealers/end-users (Services) Category (Invoice or Payment) Payment Effective Date Rate % Tax Account 20100101 10 210112000 Payment 20100101 15 210112000 Payment 20100101 10 210112000 Payment Payment 20100101 20100101 5 2 210112000 210112000 Payment Payment 20100101 20100101 10 1 210112000 210112000 Payment 20100101 2 210112000 Payment Payment 20100101 20100101 1 10 210112000 210112000 Payment 20100101 15 210112000 Payment Payment 20100101 20100101 5 2 210112000 210112000 Payment 20100101 1 210112000 Payment 20100101 2 210112000 SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage I640 EWT - LGU's (1%) 2.2.7 SYSTEM INITIALIZATION AND SETUP Page 17 of 24 Payment 20100101 1 210112000 Business Partners – Define Customer Groups Menu Path: Administration ► Setup ► Business Partners ► Customer Groups Group Name (20 Chars) Dealer Contractor LGU End User Advances-Cement Advances-OB Advances-Personal Advances-Medical 2.2.8 Business Partners – Define Vendor Groups Menu Path: Administration ► Setup ► Business Partners ► Vendor Groups Group Name (20 Chars) Surigao Cebu Butuan Manila Foreign Cagayan de Oro Employees 2.2.9 Business Partners – Define Business Partner Properties Menu Path: Administration ► Setup ► Business Partners ► Business Partner Properties Group Name (20 Chars) SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage SYSTEM INITIALIZATION AND SETUP Page 18 of 24 2.2.10 Business Partners – Define Payment Terms Menu Path: Administration ► Setup ►Business Partners ►Payment Terms Code Due Date Based On Start From Months Days 100 Chars Doc. Date, Posting Date, System Date, Closing Date None, Month End, Half Month, Month Start Number Number Document Date Document Date Document Date Document Date Document Date Document Date Document Date Document Date Document Date Document Date Document Date Document Date Document Date - Document Date Document Date Document Date Document Date Document Date None None None None None Document Date None Document Date None COD CBD CASH 15 Days 15 Days - PDC 30 Days 30 Days - PDC 45 Days 45 Days - PDC 60 Days 60 Days - PDC 90 Days 90 Days - PDC Upon Completion/Acceptance of work Per Billing Per Billing every 15th and 30th Per Billing every 5th and 20th 30% Downpayment, Balance COD 30% Downpayment, Balance 30 Days 30% Downpayment, Balance 30 Days - PDC 30% Downpayment, Balance Upon completion/acceptance of work 30% Downpayment, Balance 60 Days 30% Downpayment, Balance 60 Days - PDC 40% Downpayment, Balance COD 40% Downpayment, Balance Upon completion/acceptance of work 40% Downpayment, Balance 30 Days 40% Downpayment, Balance 30 None None None None None None None None 15 15 30 30 45 45 60 60 90 90 15 5 Document Date Document Date Document Date Document Date Document Date Document Date Document Date SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage SYSTEM INITIALIZATION AND SETUP Page 19 of 24 Days - PDC 50% Downpayment, Balance COD 50% Downpayment, Balance Upon completion/acceptance of work 50% Downpayment, Balance 30 Days - PDC 50% Downpayment, Balance 30 Days 50% Downpayment, Balance 45 Days - PDC 50% Downpayment, Balance 45 Days Document Date Document Date Document Date Document Date Document Date Document Date Note: 1. Term Code – Unique identification for the Payment Terms Code (Length (30Chars)) 2. Due Date Based On – put the following if: a. P - If based on Posting Date b. S - if based on System Date c. D - if based on Doc Date 3. Start From – identify the start date of “Due Date Based On” field computation: a. Y – Month Start. The system will compute due date on the start of the month. b. H – Half Month. The system will compute due date starting half of the month. c. E – Month End. The system will compute due date starting at the end of the month. d. Blank – no reference to the particular day of the month. 4. Months/Days – Optional, number of months + days to be added on the “Due Date Based” field. 5. Tolerance Days – Optional, number of days allowed for late payments before finance charging. 6. No. of Installments – Optional, if the payment will be of number of installments. 7. Cash Discount Name – Optional, if there will be prompt payment discount to be given. 2.2.11 Banking – Define Banks Menu Path: Administration ► Setup ► Banking ►Banks Country Code PH PH PH PH PH PH PH Bank Code (30 Chars) BDO PNB UNB BPI LBP RCBC CBC Bank Name (32 Chars) Banco De Oro Philippine National Bank Union Bank Bank of the Philippine Islands Land Bank of the Philippines Rizal Commercial Banking Corp. China Banking Corp. SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage SYSTEM INITIALIZATION AND SETUP Page 20 of 24 2.2.12 Banking – Define House Bank Accounts Menu Path: Administration ► Setup ► Banking ►House Bank Accounts Bank Code Branch (50 Chars) DELA ROSARADAMAKATI DELA ROSARADAMAKATI DELA ROSARADAMAKATI SURIGAO BDO BDO BDO BDO CBC SALCEDO VILLAGEMAKATI SURIGAO DBP LBP LBP LBP RCBC SURIGAO SURIGAO SURIGAO HEAD OFFICEMAKATI SURIGAO HEAD OFFICEMAKATI FORT BONIFACIOMAKATI FORT BONIFACIOMAKATI RCBC RCBC RCBC RCBC Account No. (50 Chars) 5370-005371/5378006771 Next Check No. G/L Account 110111001 5370-006726/537-8006-887 110111002 5370-007935/537-8006-917 110111003 3380-016653/3388-0034-24 124-035821-0 110111005 0850-0076120301/0-01452850-1 0982-1091-08 0981-0822-49 0981-0822-22 8-001-08386-5 110116400 1571-34359-9 3-000-72798-8 110115300 110114600 0-139-90013-9 110114800 9-139-00471-8 110114700 110111004 110111006 110116200 110116100 110114100 2.2.13 Field Description Changes Document Purchase Order Purchase Order Document Section Header Footer Original Field Name Vendor Ref. No Owner New Field Name Your Ref Prepared by Sales Quotation Header Doc Due Date Sales Order Sales Order Incoming Payment Header Footer Header Vendor Ref. No Sales Employee Reference Agreed Delivery Date SO# Sales Manager PR# Purpose SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage Outgoing Payment Goods Receipt Service Call Service Call Header Header Header Header Reference Ref. 2 Customer Customer Name Service Call Service Call Service Contract Footer Header Header Problem type Serial No. Customer Name Service Contract Service Contract Header Header Customer Customer Name Service Contract Service Contract Footer Footer Response Time Resolution Time 2.3. SYSTEM INITIALIZATION AND SETUP Page 21 of 24 OR# I.V No. Department Code Requesting department Symptom Asset Type Requesting department Department Code Requesting department Estimated time Actual Time ADMINISTRATION: Approval Procedures 2.3.1 Approval Stages Menu Path: Administration ► Approval Procedures ►Approval Stages Stage Name Stage Description No. of approvals required Authorizer Department A/P Invoice - 1 Controller 2 A/P Invoice – VP Finance 3 MRR - Warehouse 4 3 A/P Invoice - Controller 1 Alex F. Obenza A/P Invoice – VP Finance 1 Enrico Raymundo MRR - Warehouse 1 MRR - Controlling PO up to 50,000 (Staff) MRR - Controlling PO up to 50,000 by Purchasing Staff PO up to 50,000 PO up to 50,000 by Purchasing Manager PO over 50,000 - 500,000 by Purchasing Staff 4 (Manager) PO over 50,000 - 5 500,000 PO over 500,000 up 6 to 1,000,000 PO over 500,000 up to 1,000,000 Controlling Joven M. Sobrecaray Warehouse 1 Rosalima Robocca Controlling 1 Ruben F. Cortes Purchasing 1 Julius B. Yballe OTP 2 Ruben F. Cortes Purchasing Julius B. Yballe OTP Julius B. Yballe OTP Inocencio R. Cortes Corporate Julius B. Yballe OTP Inocencio R. Cortes Corporate Jose Ramon V. Corporate 2 PO over 1,000,000 7 above PO over 1,000,000 above 2 SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage SYSTEM INITIALIZATION AND SETUP Page 22 of 24 Cortes 8 Sales Order Sales Order 1 Nestor Saldivar Sales 9 Issue Voucher Issue Voucher 1 Joven M. Sobrecaray Warehouse 2.3.2 Approval Templates Menu Path: Administration ► Approval Procedures ►Approval Templates Name Description 1 A/P Invoice A/P Invoice 2 MRR MRR Originator LIS005a - Jovita Landero LIS002a - Cipriano A. Centural LIS004a - Robert P. Macalam LIS004-B – Denis Apatan LIS004-C – Anjanette Cutamora Documents Goods Receipt PO Stages MRR Always Total document is less than or equal to 50,000 Total document is less than or equal to 50,000 Total document is in range (50,001 500,000) PO up to 50,000 by Purchasing Manager PO over 50,000 500,000 by Purchasing Staff UNS008 - Ruben F. Cortes Purchase Order LIS004a - Robert P. Macalam Purchase Order PO up to 50,000 (Staff) PO up to 50,000 (Manager) PO over 50,000 500,000 5 PO up to 50,000 (Staff) PO up to 50,000 (Manager) PO over 50,000 500,000 6 PO over 500,000 up to 1,000,000 PO over 500,000 up to 1,000,000 UNS008 - Ruben F. Cortes Purchase Order PO over 500,000 up to 1,000,000 Total document is in range (500,001 - 1,000,000) 7 PO over 1,000,000 above PO over 1,000,000 above UNS008 - Ruben F. Cortes LIS011a - Nelie E. Lesaca LIS011b - Ronald S. Dubduban LIS011c - Angelito Alvin S. Villano LIS002a - Cipriano A. Centural LIS002b - Rustico A. Gases Purchase Order PO over 1,000,000 above Total document is greater than 1,000,000 Sales Quotation Sales Order Always Goods Issue Issue Voucher Always 3 4 PO up to 50,000 by Purchasing Staff 8 Sales Order Sales Order 9 Issue Voucher Issue Voucher Purchase Order Terms NOTE: Request for Approval of Work Notifications will be sent to Department Head of requesting department. Approval will be done through updating of service contract status SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage 2.4. SYSTEM INITIALIZATION AND SETUP Page 23 of 24 MASTER DATA 2.4.1 Profit Centers Menu Path: Financials ► Cost Accounting ► Profit Centers # Center Code Center Name Group Code 1 1100 Technical 1000 2 1101 Production 1000 Office of the 3 1102 President 1000 4 1103 ITM 1000 5 1200 Quality Assurance 1000 6 1300 Mechanical 1000 7 1400 Electrical 1000 8 1401 Power Plants 1000 9 1500 FMP 1000 10 1710 Purchasing 1000 11 1720 Warehouse 1000 12 1800 Portsite 1000 13 1900 SAED 1000 14 2200 Quarrying/Crushing 2000 15 2201 BMH 2000 16 2202 Mobile 2000 17 2300 VRM 2000 18 2400 Coal plant/Clinker 2000 19 2510 FM#1 2000 20 2520 FM#2 2000 21 2600 Packhouse 2000 22 3100 Administration 3000 23 3200 Controlling 3000 24 3300 Corporate Mgt. 3000 25 3400 Treasury 3000 26 3500 Sales 3000 NOTE: When a new profit center is added to the system, the BP Master date (customer) should also be updated with the same information. Profit center will be used to indicate the cost center where expenses being entered will be charged. SAP Business One Implementation Project Pacific Cement Philippines, Incorporated SBO CONFIGURATION DOCUMENT Configuration Stage 2.4.2 SYSTEM INITIALIZATION AND SETUP Page 24 of 24 Business Partner – Customers *see separate sheet Menu Path: Business Partners ► Business Partner Master Data 2.4.3 Business Partner – Vendor *see separate sheet Menu Path: Business Partners ► Business Partner Master Data 2.4.4 Chart of Accounts *see separate sheet Menu Path: Financials ► Chart of Accounts SAP Business One Implementation Project Pacific Cement Philippines, Incorporated
