SAP Business One Support

With 2 dedicated support centres, BluekeySeidor provides SAP Business One support of the highest standard

BluekeySeidor and SAP Business One Support + Help Desk keeps a business running smoothly and efficiently

As part of our vision for long-term partnerships with our customers we are committed to providing the high level of SAP Business One Support you need when you need it.  Our SAP Business One support services are accessed through the BluekeySeidor Support Portal and include expert advice, help-desk assistance and problem solving, as well requests for work/service, training, report development and general consulting. In many instances we can deliver better value by helping you remotely.  The BluekeySeidor Virtual Assistant allows us – with your authorisation – to securely take control of your computer when assisting you.  As well as saving time and money, this method educates users and improves troubleshooting. If you do not have access to our web-based Support Portal, you can log a ticket by sending an email to to support@bluekeyseidor.co.za.

SAP Business One Support FAQ’s

Cancelling Journal Entries

You cannot delete journal entries from the database, but you can create a reversal journal entry that voids the original transaction. Use this procedure to cancel manual journal entries.

Note

You can reverse journal entries created by documents by creating the opposite document or a manual journal entry that reflects the reversal.

Prerequisites

The transaction is a manual journal entry of type JE (displayed in the Origin field of the Journal Entry window).

Procedure

 

1. From the SAP Business One Main Menu, choose Financials >> Journal Entry.

2. Display the journal entry you want to cancel.

3. From the menu bar, choose Data Cancel .

-> The following message appears: Create reversal for this transaction?

4. To continue, choose Yes.

Note

If the selected journal entry has been reconciled, a notification appears and you can decide whether to continue or not.

The Journal Entry window displays the reversed transaction. The dates of the new transaction are the same as in the original transaction. If required, you can change the dates.

Note

The reversed transaction format is determined by the selection made in the Company Details. If Use Negative Amount for Reverse Transaction is selected, the amounts in the reversed transaction appear on the same sides as in the original transaction, but with a minus sign. If the option is not selected, the same amounts appear on opposite sides.

5. Choose Add.

Result

The reversed transaction is added to the database. SAP Business One automatically adds the text (Reversal) – original trans. no. to the transaction details for reporting purposes.

How To - Report Scheduling

Steps and Prerequisite to schedule the report:

 

Prerequisites:

  1. The query does not contain any parameters that require manual input.
  2. The query is linked to a print layout template.
  3. You have full authorization for the report scheduling functionality. To grant authorization to a regular user, from the SAP Business One main menu, choose Administration → System Initialization → Authorizations → General Authorizations.
  4. If you wish to visualize the report output in pdf format, it is necessary that Adobe Acrobat is installed.
  5. The SBO Mailer is correctly configured to cater for the sending of the output files.

Scenario

  1. Click on the query manager icon or go to Menu ->Tools->Queries-> Query Manager.
  2. Click on the name of the query you wish to schedule to select it

Expected Result:

  1. Click on the button Schedule.
  2. The Report Execution Scheduler windows open.
  3. Enter all required information, including the recipient(s) of the output file and click on Add.
  4. Go to Menu->Tools->Scheduled Report Overview.
  5. The window Scheduled Report Overview opens displaying the list of reports that are scheduled for automatic execution & their status. The triangle indicates that more data on a report is available. To view, either click on the triangle or click on the Expand button.
  6. To see the details of a particular report, double-click on the Report Title to open the Report Execution Scheduler window. To visualize the output file, click on the format icon.

 

To send the report through e-mail, you can use SBO mailer or outlook integration.

How To - Change Inventory Valuation Method

This function lets you change the inventory method for a range of items at the same time.

Prerequisites

The quantity of the items whose valuation method is to be changed is zero in all warehouses.
Any open deliveries for the selected items have been drawn to returns or to an A/R invoice.
Any open returns are either based on deliveries or have been drawn to an A/R credit memo.
Any open goods receipts POs have been drawn to a goods return or to an A/P invoice.
Any open goods returns are either based on a goods receipts PO or have been drawn to an A/P credit memo.

*** We strongly recommend that you consult with your accountant before changing the valuation method for
items that have open A/P or A/R invoices. ***

Procedure
To open the Inventory Valuation Method Window, from the SAP Business One Main Menu , choose
Inventory >> Item Management >> Inventory Valuation Method .

To select the required range of items, complete the fields in the Inventory Valuation Method window and
choose the OK button. The Update Valuation Method Window opens.

To approve the change of valuation method for a particular item, in the Approval column, make sure the checkbox is selected.

To prevent the change of valuation method for a particular item, in the Approval column, deselect the checkbox.

In the New Method column, from the drop down list, select the required method 4. for each item.
Choose the Update button.
In the system message window, choose the OK button.

 

How to get upgrade history

Solution

The following query displays the used version number(s) and the date when the first document was

created. The query is also attached to the note.

***********************************************************************

NOTE!

For databases in version 2007A SP01 (or higher), it is recommended to use the query

“Upgrade_History_V2.txt” in the attachment as it gives more information.

For databases on SAP HANA, it is recommended to use the query “Upgrade_History_V2_HANA.txt” in the

attachment as it gives more information.

***********************************************************************

/* Upgrade History Query */

SELECT DISTINCT T0.VersionNum AS Version,

MIN(T0.CreateDate) AS StartDate

FROM (SELECT DISTINCT VersionNum,

CreateDate

FROM OCIN

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM OCPI

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM OCPV

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM OCSI

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM OCSV

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM ODLN

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM ODPI

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM ODPO

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM ODRF

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM OIGE

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM OIGN

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM OINV

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM OPCH

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM OPDN

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM OPOR

854132 – Upgrade History Query

Version 8 Validity: 26.11.2014 – active Language English

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM OQUT

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM ORDN

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM ORDR

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM ORIN

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM ORPC

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM ORPD

UNION

SELECT DISTINCT VersionNum,

CreateDate

FROM OWTR

GROUP BY VersionNum,CreateDate) AS T0

GROUP BY T0.VersionNum

/* End Query */

Admin account for the Integration framework is deactivated

In order to unlock or reset the password for an administrator account it is necessary to start B1iP in safe mode. To do this:

    1. Edit xcellerator.cfg file (default folder: \Program Files\SAP\SAP Business One Integration\B1iServer\tomcat\webapps\B1iXcellerator)
    2. Change the value for xcl.safemode from ‘false’ to ‘true’ (xcl.safemode=true)
    3. Restart the Windows service ‘SAP Business One Integration service’
    4. Open Integration framework, B1iP will start in safe mode
      5. Change password or unlock (Toggle Activation) an account via Configuration -> User Admin UI-Users
    (8.81: Within Framework use can also use -> Maintenance -> User Administration)
    6. Reverse the change on safemode

When B1iP operates in safe mode:

  • Any adapters in use are disabled
  • Any user authentication is disabled
  • Access is only possible from the local machine
  • The relevant administration tools still work, and in turn, allow the assignment of a new password or the unlocking of an account
AR Down Payment Invoice Procedure

To start off the AR Down Payment Invoice Procedure you need to process the Sales Order after which you need to open a blank AR Down Payment Invoice and “Copy From” the Sales Order.

Enter the Percentage prepaid in the “DPM” field.

Add

AR Down Payment Invoice

 

Open an Incoming Payment.

Link it to the AR Down Payment Invoice.

Add

Incoming Payments

 

Open a blank AR Invoice.

“Copy From” the Sales Order.

Click the browser button adjacent to “Total Down Payment”.

AR Invoice 1st

 

Select the relevant AR Down Payment Invoice, OK.

Down payments to draw

 

Add

AR Invoice

 

The Relationship Map for a typical Down Payment process would be:

Relationship map

Enabling the Cockpit Function and the Dashboard Widget

Prerequisites

To enable the cockpit at company level, you have obtained the correct user authorization.

Procedure

Enabling the Cockpit at Company Level
  1. From the SAP Business One Main Menu, choose   Administration  System Initialization  General Settings   and choose the Cockpit tab.
  2. On the Cockpit tab, select the Enable Cockpit at Company Level checkbox.
  3. To enable the dashboard widget, under Widget Settings, select the Enable Dashboard Widget checkbox.
    Note Note
    • To enable the dashboard widget, make sure that you have installed the integration component correctly.
    • If you deselect this checkbox, you cannot see and access the dashboard widget after you enable the cockpit function at user level.
  4. To save these settings, choose the Update button.
    You receive a message that the settings take effect the next time you log on to SAP Business One.
  5. For your settings to take effect, log off and then log on again to the same company.
Note Note
After you enable the cockpit successfully for the entire company, users in your company need to individually enable the cockpit to actually view and use it.
Enabling the Cockpit at User Level
After the system administrator enables the cockpit successfully for the whole company, you need to individually enable the cockpit to access it in SAP Business One. If you prefer to use the traditional SAP Business One user interface, you can choose not to enable the cockpit.
  1. To enable your own cockpit, from the SAP Business One menu bar, choose   Tools  Cockpit  .
  2. Choose Enable My Cockpit.
  3. For your settings to take effect, log off and then log on again to the same company.

.

SAP Error Codes List

Error Codes List

The following table lists all the DI API Return Codes or Exceptions:

Code >> Description

     0 >> Success.

-103 >> Connection to the company database has failed.

-104 >> Connection to the license database has failed.

-105 >> The observer.dll init has failed.

-106 >> You are not connected to a company.

-107 >> Wrong username and/or password.

-108 >> Error reading company definitions.

-109 >> Error copying dll to temp directory.

-110 >> Error opening observer.dll.

-111 >> Connection to SBO-Common has failed.

-112 >> Error extracting dll from cab.

-113 >> Error creating temporary dll folder.

-114 >> No server defined.

-115 >> No database defined.

-116 >> Already connected to a company database.

-117 >> Language is not supported.

-118 >> Exceeded the number of max concurrent users.

-1001 >> The field is to small to accept the data.

-1002 >> Invalid row.

-1103 >> Object not supported.

-1104 >> Invalid XML file.

-1105 >> Invalid index.

-1106 >> Invalid field name.

-1107 >> Wrong object state.

-1108 >> The transaction is already active.

-1109 >> There is no active transaction in progress.

-1110 >> Invalid user entered.

-1111 >> Invalid file name.

-1112 >> Could not save the XML file.

-1113 >> Function not implemented.

-1114 >> XML validation failed.

-1115 >> No XML schema was found to support this object.

-1120 >> Ref count for this object is higher then 0.

-1130 >> Invalid edit state.

-2000 >> SQL native error.

-2050 >> No query string entered.

-2051 >> No value found.

-2052 >> No records found.

-2053 >> Invalid object.

-2054 >> Either BOF or EOF have been reached.

-2055 >> The value entered is invalid.

-3000 >> The logged on user does not have permission to use this object.

-3001 >> You do not have a permission to view this fields data.

-8004 >> Company connection is dead.

-8005 >> Server connection is dead.

-8006 >> Error opening language resource.

-8007 >> License failure.

-8008 >> Error initializing the DB layer.

-8009 >> Too many users connected.

-8010 >> No valid license is present.

-8011 >> Error initializing Business objects layer.

-8012 >> Company version mismatch.

-8013 >> Error initializing the application environment.

-8014 >> Invalid command.

-8015 >> Missing parameter.

-8016 >> Unsupported object.

-8017 >> Invalid command for this object.

-8018 >> Internal permission error.

-8019 >> Dll is not initialized.

-8020 >> Language init error.

-8021 >> Timeout encountered.

-8022 >> Init error.

-8023 >> Wrong user or password.

How To - Use The My Menu Tab

Use the My Menu tab in the Main Menu to customize a personal menu to include windows, menu options, and queries you use most frequently.

Your personalized menu does not affect the menus of other SAP Business One users.

Adding a Window to the Personalized Menu

1) Open the window you want to add to your menu.

2) To open the Add to My Menu window, choose: Tools > My Menu > Add to My Menu.

3) Select the folder to which you want to add this window and choose Add.

4) The window is added to the personalized menu.

Adding a Query to the Personalized Menu

1) To open the Query Manager window, choose: Tools > Queries > Query Manager.

2) Choose the query you want to add to your user menu.

3) Choose: Tools > My Menu > Add to My Menu. The Add to My Menu window appears.

4) Select the folder to which you want to add this query and choose Add.

5) The query is added to the personalized menu.

Creating New Folders

1) In the Add to My Menu window or in the Organize My Menu window, choose New Folder. The Data Entry window appears.

2) In the Enter a new folder name field, specify a name, and choose OK. The new folder is added to the list of folders.

Organizing the Custom Personalized Menu

1) Choose: Tools > My Menu > Organize. The Organize My Menu window displays the current structure of your menu.

2) Choose one of the following activities:

custom personalised menu in sap business one

Performing a Year-End Closing

Preparation to be done before year end:

  1. Checks
  2. Checking the Document Numbering
  3. Checking the Completeness of Documents .
  4. Checking for Negative Inventory
  5. Checking for Execution of Payment Runs
  6. Checking Statistical and Clearing Accounts
  7. Checking for Completeness of Bank Statements
  8. Inventory Count .
  9. Preparing for Inventory Tracking
  10. Posting Count Results
  11. Working with a Nonperpetual Inventory System
  12. Reclassification of Business Partners and Bank Accounts with Negative Balances.

Performing Year End Procedure:

Changing Period Status to Closing Period
To prevent users from creating documents for the previous fiscal year, you can change the status of
the period you are about to close to Closing Period. This means that only authorized users can post
data, documents, and transactions.

posting period

You can have SAP Business One automatically set the status of a particular posting period to Closing
Period after the Posting Date To value of that posting period plus a defined number of days have
passed.

Period-End Closing
To carry forward the balances of the P&L accounts to the corresponding account in the balance sheet
(or several different balance sheets), you can use the period-end closing function. You can store the
results initially as a report and then post them at a later stage.
If you make postings after entering the balances carried forward, you need to restart the period-end
closing routine to include these subsequent postings.

Administration -> Utilities -> Period-End Closing

period end closing

The following Window Opens:

period end closing 1

In the Period-End Closing – Selection Criteria window, you can specify the same account
in the Retained Earnings Account and the Period-End Closing Account fields.

Before the balance is carried forward, check the accounts in the P&L appendix, and, if
necessary, do not carry these forward (for example, if they are statistic accounts).

Once you have executed the period-end closing for the selected expenses and revenue accounts, 2
transactions are created for each account and 2 journal entries are automatically created to reflect
those transactions.
The balances of those P&L accounts are posted to the period-end closing account on the same day
(the last day of the period) and the balances are reduced to zero. The first journal entry reflects this.
On the first day of the subsequent period, the period-end closing account is posted to the
corresponding balance carried forward to the retained earnings account in the balance sheet. The
second journal transaction reflects this.
The balance of the period-end closing account is zero.

 

Final Closing of the Period
To close the period, you change its status to Locked. Locking the period helps you prevent any
additional or accidental postings. Before you lock the current period, you must close the P&L
accounts.
Changing the settings of the current period applies to only one workstation. This means that you can
use the authorization for period definition to control which users can define a period as current.

How to remove Add On permissions

How to remove Add On permissions

Go to : Administration >> Add-Ons >> Add-On Administration >> User Preferences

Select the user name that requires changing

On the “Preference” column, change the preference to “Disable”, Then update.

sap business one add-on permissions

 

Alerts not triggered/sent

 Scenario : You have setup alerts in the system but none are sent or triggered at the specified time.

TROUBLESHOOTING TIPS:

  • Deactivate all the alerts
  • Ensure ALL alerts have names,even the inactive alerts have to have names excluding special characters such as (*) most commonly occurs when a user tries to list all alerts but is in add mode and ends up adding an alert with the name (*).
  • ALL USER ALERTS,EVEN INACTIVE, SHOULD HAVE A QUERY ATTACHED TO THEM,ANY ALERT WITHOUT A QUERY ATTACHED TO IT USUALLY AFFECTS ALL OTHER ALERTS AND CAUSES ALL ALERTS NOT TO BE TRIGGERED.ATTACH ANY QUERY TO AN INACTIVE ALERT,THIS QUERY DOES NOT NECESSARILY HAVE TO BE RELATED TO THE ALERT BUT SHOULD EXECUTE SUCCESSFULLY.
  • Ensure that all the queries attached to the alerts in the system can be run successfully in SAP without any errors,run each query one by one.This will also help to narrow down to the alert that not being triggered due to an error in the alert query.
  • Once you have discovered the particular alert,activate all the other alerts and set a frequency of between 1 to 5 minutes and confirm that all other alerts are triggered/sent.
  • Ensure the  queries attached to the alert return values.If the there is no data then the alert is triggered but not sent.
  • Ensure one recepient of the alert is logged in at all times(manager logged on the server).This is an application error occuring in some patches on Version 9.0
Setup & Use of Multiple Units of Measure

Scenario:

We purchase TyreSeal (TYR1) in 20 litre drums @ R1000

We sell in fractions of a litre (ml)

Setup

  1. Navigate to: Administration à Setup à Inventory à Units of Measure

a) Manual” is a default and cannot be edited/removed

units of measure - setup

 

b) Note the 3 UoM’s set up with their corresponding volumes; “l” is the default UoM

  1. Navigate to: Administration à Setup à Inventory à Unit of Measure Groups

a) Just the one entry here

unit of measure groups - setup

 

b) When finished, click on “Group Definition”

c) Here we set up the relationships between the various usable UoM’s

group definition - setup

  1. One litre = One litre
  2. One thousand millilitres = One litre
  3. One drum = Twenty litres

Item Creation:

  1. Inventory Master Data – General Tab

item master data

 

a) Select the relevant UoM Group

  1. Inventory Master Data – Purchasing Tab

item master data - purchasing tab

 

a) Select the relevant Purchasing UoM Code (The UoM the Supplier sells in)

  1. The Items per Purchase Unit should automatically update

Inventory Master Data – Sales Tab

item master data - sales tab

 

a) Enter the default Sales UoM Code

i) The Items per Sales Unit should automatically update

  1. Inventory Master Data – Inventory Data Tab

item master data - inventory tab

 

a) The UoM Code is the default selected in the Group Definition (2 c)

b) Here you set up the default UoM for Stock Counting (Inventory Counting UoM Code)

  1. This automatically updates the Inventory Counting UoM Name (Litre) and the Items per Counting Unit (1)

Purchasing the Item

  1. The AP Invoice

AP invoice

 

a) Use Form Settings to place the UoM Code field next to the Quantity field

  1. The Inventory Master Data – Inventory Data Tab after the purchase

item master data - inventory data tab

 

  1. The “In Stock” quantity has been recalculated to the litre equivalent of 20 drums
  2. “The Item Cost” value has been recalculated to the litre equivalent

a) Selling the Item

b) The Sales Quotation

sales quotation

 

  1. Use Form Settings to place the UoM Code field before to the Quantity field
  2. The Unit Price is adjusted to cater for the UoM Code
  3. The Prices for the fraction quantities are extended in the Total (LC) field
Wrong digital signature for Add-on installer

This issue can be caused by registering 64-bit add-ons on a 32-bit client. Even if one add-on is not developed for the correct platform, all add-ons will be affected. Trying to change the Default Group of all add-ons will give the error above.

Solution 1: When Developing Add-Ons Ensure to follow the guidlines in the Add-Ons Compatibility Guide.

Solution 2: Remove all Add-Ons and install one by one testing after each install thereby identifying the problem add-on.

Solution 3: Proceed as follows:

  1. Stop SAP Business One
  2. Log off all users from the affected database
  3. Back up the affected database
  4. Run the following queries on the affected database:- delete from OARI
    – delete from ARI1
  5. Delete temporary folders:%userprofile%\AppData\Local\SAP
    %userprofile%\AppData\Local\VirtualStore\Program Files (x86)\SAP
    %Temp%
  6. Start SAP Business One as Windows administrator
  7. Ensure the add-on reg-files 32-bit meet the SAP client 32-bit (add-ons 64-bit meet the SAP client 64-bit)

BluekeySeidor supports SAP HANA and Cloud

BluekeySeidor was one of the first SAP partners in the world to actively embrace both Cloud and SAP HANA as technologies. These innovative technologies can make a huge positive contribution to our customers’ businesses and consequently we have a very good track-record and extensive experience supporting these environments.

SAP Business One HANA is the platform that delivers ERP and Business Intelligence (BI) off the same database. This gives customers the ability to manage and analyse massive data volumes instantly and cost effectively, while reducing IT complexity.

BluekeySeidor supports development

Because not all our customer needs can be satisfied with a standard ERP system, BluekeySeidor has over the years developed a variety of highly specialised software tool belt components that aid in the productive use of SAP Business One. Our staff are able to support and maintain these components through OS upgrades, platform changes and the like – and highly experienced developers are able to provide 2nd and 3rd level SAP Business One support.

BluekeySeidor supports customers

Enjoy the convenience of the multi-channel BluekeySeidor Support Desk. Call us or, better still, send us an email, and a ticket is instantly logged and queued with ongoing email notifications to keep everyone updated on progress. Self-service, including forums, FAQ’S and ticket management, is delivered through our convenient cloud-based support portal. Because our customers deserve the best service levels with the least amount of hassle.

BluekeySeidor supports upgrades and migrations

Whether you are upgrading to the latest version of SAP Business One or migrating your system to the Cloud or SAP HANA, our support consultants are able to assist to ensure a smooth transition. Our extensive knowledge base and constant dedication to learning enable us to avoid potential pitfalls and to provide you with the best possible outcome.