Getting Started with SAP Business One
SAP Business One Version 9.3
PUBLIC
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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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