Purchasing - Exercises
Unit:
Purchasing-A/P
Topic:
Document Functions
At the conclusion of this exercise, you will be able to:

Use the basic document functions in Business One
You are using SAP Business One to handle your procurement,
sales, and inventory processes. The documents according to the
different processes are basically similar, so you can learn the
basic functions on the basis of a purchase order.
1-1
You want to purchase several items from a vendor. You only know the approximate
name of the vendor: Ballgames.
1-1-1 Call up the purchase order document and begin by entering the vendor. How
can you find the correct one?
_____________________________________________________________
_____________________________________________________________
__________________________________________________________
Assign the required vendor to the purchase order.
1-1-2 You want to enter your items as comfortably as possible. Press the Tab key
in the Item No. field and use the Ctrl- and Shift-keys to choose more than
one item from the Choose from List. Enter any quantities for the items.
Is it also possible to order a service (as a service, not as an item), in the
same document? ______________________________________________
Finally, Add the new purchase order.
1-1-3 In order to maintain changes in the new purchase order you have to find it at
first. Specify three methods of how to quickly find the correct purchase
order.
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
________________________________________________________
1-1-4 Use the Drag & Relate functionality to select the correct purchase order.
The first possibility is to work with the filter, and the second is to drag the
business partner to the purchase orders.
© SAP AG
TB1000
4-1
1-1-5 After you have found your purchase order, maintain the following changes:
Add a row.
____________________________________________________________
Delete one or several rows.
____________________________________________________________
Duplicate a row, enter a new quantity for the new row. Which definition is
necessary to combine rows with the same item in one common row?
____________________________________________________________
After testing the impact of this definition, set No Summary again!
Change the Item Description in a row. How can you leave this field?
____________________________________________________________
Navigate into the Price field of a row and press Ctrl + Tab. What
information is displayed?
____________________________________________________________
Double-click on a row number. Which window opens?
____________________________________________________________
Do not close this Line Details window, but navigate to the Warehouse field
(WH) and press Ctrl + Tab. What information is displayed?.
____________________________________________________________
Update the changes in the purchase order. Then let the system show you the
history of your changes.
____________________________________________________________
1-2
Create another purchase order:
1-2-1 Vendor: S1000
Items: A2000, 10 units and A2001, 10 units.
Do not add the purchase order yet.
1-2-2 For the disposal of the transportation the system has to calculate and to
display the volume and weight of the entire purchase order. How do you get
this information?
____________________________________________________________
Do not add the purchase order yet!
1-2-3 You are not sure yet whether the purchase order is correct or not. How can
you save your purchase order provisionally?
1-2-4 After posting some changes, you want to create a real purchase order out of
the draft.
1-2-5 Has the draft disappeared automatically or can it be used again for further
purchase orders?
_____________________________________________________________
___________________________________________________________
Please delete the draft manually!
____________________________________________________________
© SAP AG
TB1000
4-2
1-3
Create another purchase order:
1-3-1 Vendor: S1000
Items: A2000, 1 unit and A2001, 1 unit.
Please remember that you maintained the Regular Vendor and the
Originator Catalogue No. in the Purchasing Data tab page of the two item
master records in the exercise 2-2 in the Maser Data Unit,
from the purchase order go to Settings on the General tab page and check
the Display Customer / Vendor Catalogue No. box. Choose OK.
Why don´t the vendor catalogue numbers appear in the document?
_____________________________________________________________
___________________________________________________________
1-3-2 For both items A2000 and A2001 and the vendor S1000, maintain the
vendor catalogue numbers in order to make them effective for purchasing
documents: for A2000 it is 600543 and for A2001 it is 555600.
_____________________________________________________________
___________________________________________________________
1-3-3 Check your data by entering a further purchase order with the two items for
the vendor S1000.
© SAP AG
TB1000
4-3
© SAP AG
TB1000
4-4
Exercises
Unit:
Purchasing-A/P
Topic:
Procurement Process
At the conclusion of this exercise, you will be able to:

Use further document functions

Configure document settings

Model the entire purchasing process using SAP Business One
You are using SAP Business One to handle your procurement
needs.You want to map both the extended and the accelerated
procurement process in the system. You also want to learn to use
the options for reversing quantities and values.
2-1
You want to place an order with your vendor, S1000. To do so, you call up the
purchase order document and enter the vendor number.
2-1-1 You order two units of items A1000, A1001, and A1002. Just before you
enter a basketball as a fourth item, you realize that this item does not have a
master record. You therefore create the item in the system and assign it the
number TA200. Enter the following information: description, item
grouping, no manufacturer. Enter a price for the new item in the purchase
order. Do not save the purchase order yet!
2-1-2 Since the goods are often delivered on different dates, you want to activate
the delivery date for your item table. The same applies for the warehouse.
Remember that the warehouse is to be arranged by the quantity field and the
delivery date by the price. Do not save the purchase order yet!
2-1-3 What payment terms does the system suggest? How did it determine these?
_____________________________________________________________
_____________________________________________________________
__________________________________________________________
2-1-4 You decide to increase the quantity of item A1002. Duplicate this row and
enter six more units, but this time case for warehouse 04 (Hamburg). Do not
save the purchase order yet!
© SAP AG
TB1000
4-5
2-1-5 Which indicator must be set in the purchase order containing different
warehouses to get different purchase orders, one for each warehouse?
____________________________________________________________
Set the indicator manually!
How can this indicator be defaulted into new purchase orders?
_____________________________________________________________
___________________________________________________________
Now Add the purchase order, and answer any system questions with
Continue and Add. How many and what kind of purchase orders has the
system created?
_____________________________________________________________
_____________________________________________________________
__________________________________________________________
2-2
The delivery for your purchase order for your general warehouse in Walldorf has
arrived. The vendor's delivery document refers to your purchase order number.
Enter the delivery with reference to the purchase order document. Enter the vendor
number and display all the open purchase order documents.
2-2-1 You want to choose only the purchase order that was delivered to warehouse
01 located in Walldorf. In order to find the right purchase order, you should
activate the Ship to field in the Choose from List by using Settings.
2-2-2 Of the items you ordered, only the first two items have been delivered. For
this reason, copy two of the four items to your delivery document and save
the delivery.
_____________________________________________________________
___________________________________________________________
2-2-3 You receive a further delivery in Hamburg. Of the six open items with
number A1002 for the warehouse 04 in Hamburg, your vendor delivers four.
____________________________________________________________
2-2-4 Check the current stock situation of items A1001 - A1002 using the
Inventory Status report within the Inventory Reports.
A1001
A1002
In Stock
Quantity Ordered
Sales Orders
Available Quantity
2-2-5 Your vendor has also informed you that no further deliveries are expected.
Find the open purchase order and make sure that the system reduces the
open purchase order quantity accordingly.
_____________________________________________________________
___________________________________________________________
© SAP AG
TB1000
4-6
2-3
S1000 sends you an invoice for the above deliveries.
2-3-1 Record all the items, referring to the two deliveries when you enter the
invoice. Before you safe the invoice, define a Vendor Reference Number
for this transaction, for example 00125/04
2-4
You have arranged a delivery by phone with your vendor S1002.
2-4-1 The delivery is for 100 units of item A1003. The vendor delivers the goods
and encloses the invoice. You want to post the entire transaction in the
system in just one step. How do you do this?
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
________________________________________________________
2-4-2 Return 20 of the 100 items of A1003. Make sure that the system corrects
both the values and quantities. Which document do you use here?
_____________________________________________________________
_____________________________________________________________
__________________________________________________________
© SAP AG
TB1000
4-7
© SAP AG
TB1000
4-8
Exercises
Unit:
Purchasing-A/P
Topic:
Units of Measure
At the conclusion of this exercise, you will be able to:

Work with units of measure for purchasing

Maintain master records and work with different units of
measure in documents
You are using SAP Business One to handle your procurement
needs. You want to map both the extended and the accelerated
procurement process in the system. In doing so, use the options
for reversing quantities and values.
3-1
Your forwarding agent informs you that 50 units of item A1015 fit on a Europallet
(EUP). You enter this information on the Procurement tab page in the item master
record.
3-1-1 You enter a goods receipt delivery of more than 50 units of item A1015
and check how many pallets were delivered. How can you display the
packaging unit for the document?
_____________________________________________________________
___________________________________________________________
3-2
Add a new item to your master data. This item is a backpack with the number
T2001.
3-2-1 You normally procure these backpacks from vendor S1004 and, therefore,
want to define this vendor as the regular vendor in the item master record.
The vendor informs you that he can only deliver these backpacks in crates
comprising eight units. For this reason, he would like you to specify crates
rather than individual backpacks when you place your orders. You specify
crates (CRT) as the Purchasing Unit of Measure and specify that one
purchasing unit contains eight items.
3-2-2 Post a goods receipt for vendor S1004 consisting of three crates, each with
eight backpacks. Change the document settings to add the relevant fields
concerning the unit of measure: Base Units, (Purchasing) Unit of Measure,
and Items per Unit. Finally Add the goods receipt.
3-2-3 After posting the goods receipt, display the current warehouse stock. How
many backpacks are currently in stock?
____________________________________________________________
© SAP AG
TB1000
4-9
3-3
There is now another vendor for this item, S1001. From this vendor you should
order the backpacks individually – that is, in the base unit of measure.
3-3-1 Post a goods receipt of 15 backpacks from vendor S1001. Make sure that
you post the actual goods receipt in the base unit of measure.
3-3-2 How many backpacks are now in stock?
____________________________________________________________
© SAP AG
TB1000
4-10
Purchasing - Solutions
1-1
Unit:
Purchasing-A/P
Topic:
Document Functions
Choose Purchasing-A/P  Purchase Order
1-1-1 Choose the Tab key in the Vendor (Number) field, and the Choose from
List window opens. Double-click on the BP Name column and enter B* into
the Find field. The system positions on the first entry beginning with B.
Or:
Enter B* into the (Vendor) Name field, choose the Tab key, and the
Choose from List window opens. The system positions directly on the first
entry beginning with B and only displays the entries beginning with B.
1-1-2 A service as a service (which doesn’t have an item master record) cannot be
ordered in the same document with items (having item master records).
1-1-3 Change to the Find mode.
If you know the document number you can type it in directly.
Or:
You can use Data  Next Record, Previous Record, First Data Record,
Last Data Record or the corresponding buttons in the tool bar.
Or:
If you know the vendor number, type it into the Vendor (Number) field and
add * (S1002*). The Choose from List with all purchase orders of the
vendor S1002 opens.
1-1-4 Go to the Drag & Relate menu.
Double-click on Purchase Orders. All purchase orders are displayed. so use
the Filter function to select the purchase orders only of the vendor S1002
(Customer/Vendor Equal S1002).
Or:
Double-click on Business Partners. All Business Partners are displayed.
Drag business partner S1002 to Purchase Orders, so you get only purchase
orders for the vendor S1002.
© SAP AG
TB1000
4-11
1-1-5 Put the cursor in the respective row of the purchase order, then choose:
Data  Add Row.
Data  Delete Row.
Data  Duplicate Row.
In order to group different rows by item, choose Summary Type: By Items.
After changing the item description, press Ctrl+Tab in order to leave the
field.
The Last Prices Report window opens, displaying last prices out of
documents and Special Prices.
The Line Details window opens.
The physical quantity in Warehouse, the Committed quantity and the
Ordered quantity for the item per warehouse are displayed.
Choose Update.
From the menu bar, choose:
Tools  Show History.
1-2
Choose Purchasing-A/P  Purchase Order.
1-2-1
1-2-2 From the purchase order choose Purchase Order
 Volume and Weight Calculation or the respective button in the tool bar:
1-2-3 You can save the purchase order as a draft. From the purchase order,
choose: Purchase Order  Save as Draft.
1-2-4 Choose Purchasing-A/P  Document Drafts.
Confirm the Selection Criteria with OK, highlight the respective draft and
choose Document Drafts  Open or simply double-click the respective
draft. The Purchase Order – Draft window opens. Post any changes and
choose Add to create the real purchase order out of the draft.
1-2-5 Although the draft is not open any more, it can be used for further purchase
orders (consider the selection criteria!)
In order to delete the draft, choose Document Drafts  Delete.
1-3
Choose Purchasing-A/P  Purchase Order
1-3-1 To make the customer / vendor catalogue numbers effective for documents
they have to be maintained in …….
1-3-2 ….. Inventory  Item Master Data  Define Business Partner Catalog
Numbers.
© SAP AG
TB1000
4-12
Solutions
2-1
Unit:
Purchasing-A/P
Topic:
Procurement Process
Choose Purchasing-A/P  Purchase Order
2-1-1
Field Name or Data Type
Values
Vendor
S1000
Item
Use the Tab key to choose
items A1000, A1001, A1002
Quantity
2 for each item
Choose the Tab key in the Item No field in order to create a new item
directly from the purchase order. Choose New and create a new item for the
basketball with item code TA200. Enter all of the relevant information and
go back to your purchase order. Enter a price in the Price field in the
purchase order. Do not save the purchase order yet!
2-1-2 You can activate the delivery date and warehouse fields in your table by
choosing Purchase Order  Settings , [Table Format].
Mark Visible and Active for the fields Del. Date and WH
You can change the order in the settings by moving the individual fields in
the list with Drag&Drop. Do not save the purchase order yet!
2-1-3 The system took the payment terms from the business partner master record
and defaulted them into the document.
2-1-4 You duplicate the item A1002 by positioning your cursor on the row and
choosing Data  Duplicate Row from the menu. Enter the quantity 6 and
the warehouse 04 into the new row (if the table does not contain the
warehouse field, you can double-click the row number to display the details
and change the warehouse). Do not save the purchase order yet!
© SAP AG
TB1000
4-13
2-1-5 Set the indicator Split PO (Purchase Order) on the Logistics tab page of
the purchase order.
Set the indicator manually!
The indicator can be set to default in:
Administration  System Initialization  Document Settings  Per
Document  Purchase Order  Split PO indicator
Now Add the purchase order.
Since you ordered items for two different warehouses, the system creates
two sub-ordinate purchase orders (children) with a secondary numbering
segment, and a blanket purchase order with a cancelled status (a blanket
with no functionality).
2-2
Choose Purchasing-A/P  Goods Receipt PO.
Field Name or Data Type
Values
Vendor
S1000
Choose Pur. Order.
2-2-1 Choose Choose from List  Settings
Add Ship to for Field Name in the last row. Mark Display and choose OK.
Press Cancel in the Choose from List. Choose Pur. Order again. The field
Ship to field now appears in the rows. Choose the correct document from the
list.
2-2-2 Choose the first two items (you can use Shift and Ctrl to select individual
rows or blocks).
Choose Add.
2-2-3 Create a further goods receipt by referring to your purchase order.
Purchasing-A/P  Goods Receipt PO
Field Name or Data Type
Values
Vendor
S1000
Choose the correct document from the list. Select item A1002.
Change the quantity to 4 and post the document.
2-2-4 Choose Inventory  Inventory Reports  Inventory Status.
2-2-5 Choose Purchasing-A/P  Purchasing Reports  Open Items List.
Choose Open Purchase Orders in the dropdown list. Select the correct PO
and close it by choosing Data  Close from the menu bar.
In order to check the result go again to the Inventory Status report or you
can display the stock situation in the item master record on the Warehouse
Data tab.
© SAP AG
TB1000
4-14
2-3
Choose Purchasing-A/P  A/P Invoice
Field Name or Data Type
Values
Vendor
S1000
2-3-1 Choose G.Receipt PO.
Select the two goods receipt POs with all items, enter a posting date and a
vendor reference number, and choose Add.
2-4
You have arranged a delivery by phone with your vendor S1002.
2-4-1 Choose Purchasing-A/P  A/P Invoice.
You post the invoice in the system directly (without referring to a purchase
order or to a goods receipt PO) with the result that a goods receipt is made
in the background. The stock level increases accordingly.
Field Name or Data Type
Values
Vendor
S1002
Item
A1003
Quantity
100
Choose Add.
2-4-2 Since an invoice has already been entered, you have to create a credit memo
with reference to it in the system. The system clears 20 units from stock and
corrects the values in the general ledger.
Choose Purchasing-A/P  A/P Credit Memo.
Field Name or Data Type
Values
Vendor
S1000
Item
A1003
Quantity
20
Choose Add.
© SAP AG
TB1000
4-15
Solutions
3-1
Unit:
Purchasing-A/P
Topic:
Units of Measure
Choose Inventory  Items Management.
Maintain the material master A1015 by choosing EUP as the packaging unit and 50
as the quantity per packaging unit.
3-1-1 Choose Purchasing-A/P  Goods Receipt PO
Enter item A1015 with a quantity >50.
Double click on row number.
The system then displays the No. of Packages field in the line details. Based
on the ordered quantity, you can see how many pallets are delivered for item
A1015.
Alternatively you can make the No. of Packages field visible in your table
by choosing Purchase Order  Settings , [Table Format].
Select Visible the field.
3-2
Choose Inventory  Items Management
3-2-1 Choose Data  Add.
Field Name or Data Type
Values
Item Number
T2001
Description
Backpack
Regular Vendor
S1004
Purchasing Unit of Measure
CRT
Items per Purchase Unit
8
3-2-2 Choose Purchasing-/AP  Goods Receipt PO.
Field Name or Data Type
Values
Vendor
S1004
Item
T2001
Quantity
3
Choose Settings, [Table Format].
Select Base Units Visible and Active.
Select (Purchasing) Unit of Measure Visible.
Select Items per Unit Visible.
Choose OK.
Back in the document, the Base Units field has to remain No!
Choose Add.
© SAP AG
TB1000
4-16
3-2-3 To go back to the last goods receipt PO, choose Data  Previous Record.
Click on the orange arrow in front of the item code. The system displays the
item master record. On the Warehouse Data tab page, you can find the
current warehouse stock: 24 backpacks are in stock.
3-3
3-3-1 Choose Purchasing-A/P  Goods Receipt PO
Field Name or Data Type
Values
Vendor
S1001
Item
T2001
Quantity
15
Base Units
Yes
The row becomes blue.
Choose Add.
3-3-2 To go back to the last goods receipt PO, choose Data  Previous Record.
Click on the orange arrow in front of the item code. The system displays the
item master record. On the Warehouse Data tab page, you can find the
current warehouse stock. There are now 39 backpacks in stock.
© SAP AG
TB1000
4-17