Getting Started with SAP Business One

SAP Business One Version 9.3

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Objectives

At the end of this topic, you will be able to:

 Log on to SAP Business One
 Navigate in the system
 Personalize a cockpit and save as a template

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Business Example

 As a new team member at OEC Computers, you will be cross training in a number
of areas.

 You want to set up a SAP Business One cockpit that will make your job easier to do
and quicker to get up to speed on new tasks.

 Your first steps will be to log into the system, learn how to navigate and set up a
cockpit that will support your needs.

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Superusers and End Users

Superusers
 Access to everything
End Users
 Restricted due to authorizations
 Typically see a subset of the menu

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Choose Company

Server
Administration  Choose Company

Company Databases

User Company

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First impressions

Click on the icon

to open or close
the Modules menu

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Drill down or Search the Menu

Drill into the menu, or…

As you type,
…use Menu Search the menu item is
found.
Click on a to find transactions
Module
to open it
further

Click on the
menu item to
open the
A dash indicates a transaction; window.
a folder indicates a menu with
items underneath

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 Menu Bar and Toolbar

Menu Bar

Toolbar

File Toolbar View Toolbar

Print Preview Export to MS-Excel Find Next Record

Print Export to MS-Word Add Last Record

Send E-mail First
Export to PDF Refresh
Record
Send SMS Record
Launch Application
Send Fax Previous
Lock Screen Record

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Online Help

Online Help
 Context-sensitive help
 Field Level Help
System Message Log
 Errors, warnings and information
 Message history

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Cockpit Options

SAP Business One provides To choose cockpit type:

cockpits you can personalize to Administration >
provide valuable information for System Initialization > General
a user’s daily operations and Settings > Cockpit tab
decision-making.
Fiori-Style Cockpit

Cockpit
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Personalizing the Fiori-style Cockpit

You can personalize the cockpit to streamline your work

environment. Move, add or delete widgets.

Use this icon to edit the cockpit

 The cockpit widgets will gray out
 You can drag unwanted widgets to the trash can
 You can rearrange the widgets

Use this icon to open the Widgets Gallery

 Choose widgets by clicking on the plus symbol
below each widget
 Then return to the cockpit by using the arrow

Use this icon to finish editing

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Widget Gallery

Narrow the selection of widgets by type

Use the back

Search for a
arrow to return
widget by name
to the cockpit
after editing

Choose a widget
by clicking on the
plus sign

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Cockpit Widget Types

Operational Widgets Analytic Widgets

 Workbenches  Dashboards

 Common Functions  Key Performance Indicators

(KPIs)
 Messages and Alerts

 My Recent Updates

 Business Object Count

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Four Standard Workbench Widgets

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Common Functions

Common Functions widget allows you to

open transactions with a click.

Wrench icon opens visual instructions

on adding or removing transactions
from the widget.

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Recently Updated Objects Widget

 Widget gives a list of a user’s recent transactions

 Includes marketing documents, master data, accounts and more

Click on an item on the

list to view the
transaction

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Business Object Count Widget

 Displays the number of results from a query

 Predefined widgets exist to count:

• Sales Orders Not Delivered
• Open A/R Invoices
• Purchase Orders Not Received
• Open Inventory Transfer Requests

 You can create your own count widgets, such as

this delivery count widget.

 From the widget you can:

• Open the query results
• Open a related business object

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Dashboards

SAP provides a large number of pervasive

dashboards.

Authorized users can create their

own dashboards and add them to
the widgets gallery

Additional actions can be added to

dashboards so that users can take
immediate action based on analytic
insights.

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Key Performance Indicators (KPIs)

The KPI value appears in the center.

At the top left of The color indicates that this KPI
the KPI widget, has reached its goal.
you see
the name.

In the bottom left, This KPI shows an

you see the data upward trend.
range for the KPI. The arrow’s color
indicates a positive
trend.

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Saving a Cockpit

 Save your cockpit design for your own use

 Or if authorized, save as a template
 Publish a cockpit template for others to use: Tools > Cockpit
> Cockpit Management

Choose Publish in the Cockpit Management –Setup window

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Pre-defined role based cockpits

 Four predefined cockpit are available: Sales, Purchasing, Finance and Inventory
 The authorization for the cockpit widgets corresponds with the authorizations
for an authorization user group with the same name.

Sales Cockpit Sales Authorization Group

Purchasing Cockpit Purchase Authorization Group

Finance Cockpit Finance Authorization Group

Inventory Cockpit Inventory Authorization Group

 The predefined cockpits can be modified. You can also create new templates or modify existing
templates and save them with a different name.

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Assigning users to roles and cockpits

Inventory Cockpit Inventory Authorization Group

My Workbench: Transactions in the Inventory Process

Count Widget: A user’s open inventory transfer requests
My Recent Updates: List of recent updated transactions

KPIs: Overall, inbound and outbound inventory value and inventory

turnover for the year

Dashboards: Top 5 Items by Inventory Value, Inventory Turnover of the last 12

months, by item group, by warehouse

The inventory authorization group gives full authorization for the inventory cockpit’s widgets.

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Assign Role Authorization and Cockpits to a User

1. Open the Users Group window

Administration > Setup > General >
User Groups
2. Choose an authorization group
for the role
3. Assign the appropriate cockpit
for the role
4. Assign users to the authorization user
group
5. Optionally enter date ranges for the
user group or users as desired

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Alternate Way to Assign Users to an Authorization Group and Cockpit

1 2

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Switching Between Available Cockpit Templates

 Users can switch between available

cockpit templates
 To choose a template, click on the
Folder icon and select from a list.

 To switch to a different template,

choose the back arrow in the top
left corner of the cockpit.
 This action returns a user to a
blank cockpit and the Folder icon
reappears.

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Personalized Display Settings

Users can make their own display settings in

the Users – Setup window on the Display tab.

 Skin style
 Colors
 Language
 Font style and size

Use the icon on the toolbar

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Simplifying the main menu

A user can hide or display entries in the main menu using the Form
Settings – Main Menu window

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Summary

 A company is represented as a database inside SAP Business One.

 There are two types of users: superusers and normal (end) users.
 A horizontal menu bar displays at the top of the screen and the main Modules menu is on the
left.
 Commonly-used menu bar functions are represented as icons in a toolbar.
 A menu search allows you to quickly find items in the Modules menu.
 Users can personalize a cockpit to suit their needs. Users can rearrange, delete or add
widgets from a widget gallery.
 Using authorization groups with an assigned cockpit template is an easy way to assign role
based cockpits. Authorized users can modify or create new cockpit templates and
authorization groups.
 Users can change their display settings opening My Personal Settings.
 Users can hide menus and items in the Modules menu by using Form Settings.

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