8 SAP Business One Tips and Tricks for End Users (Updated 2019)

Simon Soh
17-Apr-2019 17:25:59

It's the small things that make work easier.

For the past four years, SAP Business One product management director and expert Ari Schapira has shared weekly tips about small and helpful features anyone can use to simplify their daily work.

 

LEARN ABOUT SAP BUSINESS ONE’S LONG-TERM ROAD MAP. CLICK HERE TO DOWNLOAD YOUR FREE REPORT ON SAP BUSINESS ONE IN 20 YEARS’ TIME.

 

From a list of over 200 tips, we’ve curated 8 of them. Let's delve straight in:

 

SAP Business One Tips and Tricks

 

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.

 

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. 

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

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