8 SAP Business One Tips and Tricks for End Users (Updated 2021)

Simon Soh
13-Apr-2021 15:49:27

Note: This post was originally published in April 2019, and was updated with some of the newest tips shared by Ari Schapira.

It's the small things that make work easier.

For the past six years, Ari Schapira – the Chief Product Owner of SAP Business One – has shared weekly tips about small and helpful features in the ERP software that anyone can use to simplify their daily work.

 

Want To Learn More About SAP Business One? Here's Our Comprehensive Guide To The ERP Software For SMEs.

 

Previously, we curated 8 of his best tips for using SAP Business One. Since then, Schapira has shared more weekly tips for SAP Business One, especially since the release of Version 10.

Therefore, we’ve put together 8 more of his newest and most useful tips. Let’s delve straight in:

 

SAP Business One Tips and Tricks

1. Save Your Most-used Data As Tiles

Do you have certain searches, reports and views that you use most frequently in the course of your work? Do you wish you could add them as shortcuts, so you can access them more quickly? Now you can!

When using the new Web Client for SAP Business One Version 10, you can save your most frequently-used views, searches and reports as tiles – which act as shortcuts – on your home page.

Save As Tile 1-3
Source: Ari Schapira, SAP

 

When looking at the data you want to place on the home page, click the “Share” icon and select the “Save as Tile” option. It will open the following dialogue:

Save As Tile 2-3Source: Ari Schapira, SAP

Enter the title, as well as the subtitle and description if necessary, and choose the relevant group for the tile on your home page.

Save As Tile 3-3
Source: Ari Schapira, SAP

 

The tile will now appear on your home page, and you can use it as a shortcut to go directly to the data that you use the most in your day-to-day tasks.

 

2. Use Filters To Get The Data You Need

Your business processes changes your data in the course of your day-to-day operations. This can make it difficult to find the data you need when the time comes.

The Web Client helps with this by providing a filter list in each list view, chart, and overview screen.

Filter Data 1-3
Source: Ari Schapira, SAP

 

You can filter a list using the fields that appear by default, and refine the filter further by entering values.

Filter Data 3-3
Source: Ari Schapira, SAP

 

You can even customise your filter bar by clicking the “Adapt Filters” button. This brings you to a window where you can choose which field to use as filters, and whether to display them in the filter bar. Then, click the “Go” button to apply these filters.

 

3. Get A Quick View Of Specific Details

Sometimes, you just need to double check a specific detail before carrying out a task. Wouldn’t it be great if you could do so at a glance?

With the “Quick View” introduced with the Web Client, you can do just that.

Quick View 1-3
Source: Ari Schapira, SAP

 

For example, let’s say you want to check the customer’s balance while creating an invoice. You’ll see golden arrows on certain fields; click on them to open the Quick View for that field.

In it, you can find key information about the given record. You can also get more details by clicking the “View More” option, which takes you to the respective master data.

 

4. See The Big Picture In The General Overview

One size doesn’t fit all when it comes to reports. Your leaders and managers have different roles and responsibilities, and thus needs different sets of data, reports, and details.

The Web Client introduces the General Overview to fulfil these differing needs.

General Overview 1-3
Source: Ari Schapira, SAP

 

The General Overview displays cards with analytical data from various sources within your business, so that you can see the big picture as well as the details on one screen.

You can also add, remove and edit the cards on the General Overview as you’d like, and save overview sets of cards that show the data you use the most.

 

5. Use Case-sensitive Search For Hard-to-find Data

Case-sensitive Search 1-3
Source: Ari Schapira, SAP

 

SAP Business One already allows you to search for specific data by pressing CTRL+F. This brings up searchable fields that are highlighted in bright yellow, which you can use to find what you need by typing the relevant value into the respective field.

But sometimes, this still returns too many results, or results that you weren’t looking for. How can you further narrow it down from there?

Case-sensitive Search2-3
Source: Ari Schapira, SAP

 

You can do so by enabling case-sensitive search in your General Settings. This makes your searches consider upper-case and lower-case letters in your search values, and returns results that fit exactly what you’re looking for.

 

 

6. New Features In Item Master Data

The Item Master Data is the heart of inventory management in SAP Business One, and it’s been enhanced with several new features.

Item Master Data 1-3
Source: Ari Schapira, SAP

 

You can now update the status of the “Purchase Item” checkbox for items which are the child of a BOM, a parent item in Production BOM, or Template BOM.

For items which are not components of Sales BOM or Assembly BOM, as well as those which are components of Production BOM or Template BOM, you can now change the status of the “Sales Item” checkbox.

The name of the preferred vendors is now also displayed alongside its code, and you can also access the “Last Prices” report from the context menu.

 

7. User-friendlier User Management

User management is a sensitive and important task in any business, yet it can get more complicated as the list of current and former users in SAP Business One get longer over time.

SAP Business One now gives you the option to hide locked users in various windows, giving you greater visibility of your active users.

User Management 1-3
Source: Ari Schapira, SAP

 

This option is available in the following windows:

  • Add-on Administration
  • Alert Details
  • UI Configuration Template
  • Copy Form Settings (available in Users – Setup)

User Management 2-3
Source: Ari Schapira, SAP

 

The default behaviour of the “Users – Setup” window has also been changed from appearing in “Find” mode, instead of “Add” mode.

This is to help prevent you from adding new users by mistake, and enable quick find without having to manually switch to “Find” mode.

 

8. New "End Of Fiscal Year" Field In Inventory Counting

End of Fiscal Year 1-3
Source: Ari Schapira, SAP

 

When inventory counting is distributed between various counters, and takes place over a few days, you can end up with multiple inventory counting documents.

However, they all have the same fiscal year-end. To reflect this more clearly, the Inventory Counting and Inventory Posting forms now include an “End of Fiscal Year” field.

This lets you know which fiscal year your inventory counting or posting is relevant for.

End of Fiscal Year 2-3
Source: Ari Schapira, SAP

 

You can also use the “End of Fiscal Year” field as a selection criteria when generating your Inventory Counting Transaction Reports.

 

SAP B1 in the Long Term

With each new release of B1, you'll find more nifty little features like these that can help shave time off your work and make it just that little bit more pleasant.

It's part of SAP's strong focus on continuous innovation, so you've the peace of mind that your investment remains viable in the long run.

To learn more about SAP's long-term vision for the product, click the button below to download your free report on  SAP Business One in the next 20 years. 

get my free guide now

And if you've any SAP B1 tips yourself, feel free to share them in the comments below!

 

8 SAP Business One Tips And Tricks For End Users (Updated 2019)

1. Get Key Details at a Glance

sap-b1-tooltip-preview

A couple of clicks is all it takes to set up Tooltip Preview. Source: Ari Schapira, SAP


Drilling down into the data is one thing. Want to get key details at a glance instead? Try the Tooltip Preview.

You can configure Tooltip Preview to show only the data you need. That includes business partner (BP) account balances, item master data, and even user defined fields (UDFs).

Especially useful if you want a quick overview of a customer’s outstanding invoices whenever you create a sales order. All without juggling multiple windows.

If you’re running SAP Business One (or B1 for short) 9.2 or newer, you can enable Tooltip Preview through Administration > System Initialization > Tooltip Preview.

 

CONSIDERING AN UPGRADE TO SAP B1 VERSION 9.3? CLICK HERE TO LEARN WHAT’S NEW IN THIS RELEASE.

 

2. Save Time with Posting Templates

sap-b1-posting-templates

Source: Ari Schapira, SAP


Suppose you’ve recurring journal entries, where only the amounts change with each transaction. Utility bills, for example.

With Posting Templates, you can structure these transactions and simplify the posting process.

Simply define the parameters that don’t change, like the account it’ll be posted to and the taxes to be applied. All you need to do next time is enter the actual amounts.

To create your template, select Main Menu > Financials > Posting Templates.

 

3. Secure Access to Sensitive G/L Accounts

sap-b1-confidential-gl-accounts

Source: Ari Schapira, SAP


If there’s a general ledger (G/L) account meant for management eyes only, you can add an extra layer of security and mark it as Confidential.

Simply tick the checkbox on the Chart of Accounts page, or if you're a keyboard power user, press the N key.

Only users fully authorised to access Confidential G/L accounts can then view and interact with the data.

 

4. Clean Up Your SAP B1 Change Logs

sap-b1-9.3-change-log-cleanup

Source: Ari Schapira, SAP


Don’t need change logs stretching all the way back to 2010? Use the Change Log Cleanup utility (available only in SAP B1 9.3 and newer).

Through the utility, you can clean up logs:

  • Module by module (e.g. clear only BP master data), and/or
  • Up to a specific date (e.g. clear all logs created before and on 17/4/2017).

Once you’ve run it the first time, you’ll have the option of running the same clean up scenario again.

To start the spring cleaning, head to Administration > Utilities > Change Log Cleanup.

 

5. Automatically Export UDF Values from BOMs to Production Orders

sap-b1-bom-po-udf

Source: Ari Schapira, SAP


User Defined Fields (UDFs) can be deployed in both Bills of Materials (BOMs) and production orders. Even better, from B1 Version 9.3 onwards, UDF values can be automatically exported from BOMs to production orders.

If your BOM calls for a specific paint colour in a UDF for example, this’ll be reflected in the production order.

Note that the UDF across both BOM and production orders must be the same in every parameter (title, type, structure, etc.)

 

6. Mandatory Journal Entry Remarks

sap-b1-journal-entry-mandatory-remarks

Source: Ari Schapira, SAP


It’s good practice to have remarks for each journal entry. You can enforce this policy with the Mandatory Remarks option in B1 (version 9.3 and newer).

The options give you control over how strict the policy should be, too. You can make remarks mandatory in the header and/or rows only, and block postings without remarks.

Note: this isn’t turned on by default. To enable it, go to Document Settings > Per Document tab and select Journal Entry from the Document dropdown menu.

 

7. Split Combined Deposit Journal Entry into Lines

sap-b1-split-journal-entry

Source: Ari Schapira, SAP


Here’s another trick you’ll find useful for keeping your auditors happy.

By default, deposit documents create a single journal entry. That’s the case even if a document combines several cheques and credit card vouchers.

For transparency purposes, you can instead split a single journal entry into several lines, one for each cheque/credit card voucher.

To turn this feature on, go to Document Settings > Per Document tab and choose Deposit from the Document dropdown menu.

 

8. Schedule SAP B1’s Payment Wizard to Run During Off-Peak 

sap-b1-schedule-payment-wizard

Source: Ari Schapira, SAP


If you’ve plenty of payments to make, running payments through the Payment Wizard may strain your system’s resources.

For better system performance you can schedule actual payment runs on the server any time you like, whether at night or over the weekend. 

This feature is available only on B1 9.3 and newer.

 

 

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