SAP Business One, Release 9.2 TB1100 - Accounting, Collection 97
Instructor Guide October 2016 Author: Keren Erez
SAP Contacts
[email protected]
Changes from Previous Instructor Guide Changes from 9.0 to 9.2 version of the course: Topics added:
Multiple branches
Bank Account Reconciliation – Overview
Budget
Cost accounting The structure in some areas changed – was broken to smaller learning segments.
Course Details Duration: 3 days Course Materials and other Materials Participant’s handbook Additional materials that you may find useful:
Simulations on the Learning Hub
Country-Specific Units There are no country specific units included.
Course Instructor Profiles Level of Knowledge Required Certified solution consultant SAP Business One or Sales Specialist SAP Business One Experience in at least five projects with SAP Business One Courses Recommended TB1000 SAP Business One TB1100 SAP Business One TB1200 SAP Business One
as Preparation – Logistics – Accounting, – Implementation and Support
Online Help Recommended as Preparation Online Help SAP Business One 9.2 Hints on Preparing This Course Important note: the slides are designed for both e-learning and for instructor led training. This means that the notes are the narration that will be used in the e-learning. This will be good for the participants who can read the materials after the class as if they were a book. The downside for you as an instructor is that there are more slides on a subject with minute variations than you would normally see in an instructor-led class. For partners who are using this course to teach customers:
Although the course is based on the demo database for the UK localization, with the language set as American (US) English, the course is designed so that participants can use any localization’s demo database for completing the exercises.
The units are freestanding so that you can remove units that your customers do not need.
However, the case studies may cover knowledge gained from multiple units so if you remove a unit, check to ensure the participants have the knowledge to perform the tasks in the case study
Training System The course case studies were tested on a copy of the demo database with the UK localization, however, we have tried to make them as generic as possible so that you can run the course in your localization. Case study solutions include screenshots. Depending on what data exists in your system, you may see slightly different results. The designated training systems run on an SAP HANA database. The training presentations and case studies are designed for SAP Business One version for SAP HANA. We do not recommend running this course using SQL server. We are in the process of setting up a HANA system that you can reserve through SAP education. In the meantime contact your local LPE or the author of this guide for more information.
Goals and Objectives
Course Structure and Flow The TB courses (TB1000, TB1100 and TB1200) are a total of 10 days of training. TB1000 runs 4 days, TB1100 runs 3 days and TB1200 is 3 days. You may choose to run the classes over a two or three week period. Because the course days are full, it is not possible to do the certification on the last day of the two-week period. Using a three-week period will allow you to schedule the certification immediately following the TB1200.
Case Study Exercises Each unit has its own case studies, however, case studies are structured to build on the knowledge from previous units so if you teach a topic without prior topics in the unit, be aware that you should test the case studies to ensure the participants have the required knowledge. We recommend you follow the order outlined in this instructor guide.
Review Questions In the practice section of some topics you will find review questions that you can use to let the students test their knowledge. These question are additional to the reflection questions in the PPTs and do not appear in the power point slides. Use the board to write the questions and answers or prepare a file in advance and project it in class.
Course Schedule Course Schedule: Day One 10:00 to 17:00 Approxim ate Duration (minutes)
Content: Units and Topics
Activities: Instructor and Participant * In all topics – Lecture + demo by the instructor * Each case study is planned to take 45 minutes.
20
Unit 0 - Course Overview Prerequisites, Target Audience Introductions Goals & Objectives & Scenario
Instructor introduces self, agenda, etc. Asks participants to introduce themselves. Approximate duration 20 minutes.
60
Unit 1 - Accounting Basics
Questions and Answers
30
Accounting for Sales and Purchasing
Unit 2 - Financial Setup Topic 1: Chart of Accounts Concepts Unit 2 - topic 2: Default G/L Accounts Overview
Questions and Answers
45
Case Study
Case Study (CS15 Accounting Definitions for Sales and Purchasing)
60
Unit 2 - topic 3: Multiple Branches
Questions and Answers
60
Unit 2 - topic 4: Working With Currencies
45
Case Study
30
Case Study (CS17 Working with Currencies)
Day Two 9:00 to 17:00 Approxim ate Duration (minutes)
Content: Units and Topics
Activities: Instructor and Participant * In all topics – Lecture + demo by the instructor * Each case study is planned to take 45 minutes.
60
Unit 3 - Financial Process Topic 1: Post Journal Entry
Questions and Answers
30
Unit 3 - topic 2: Posting Periods
Questions and Answers
60
Unit 3 - topic 3: internal reconciliation
45
Case Study
60
Unit 4 - Banking Process Topic 1: Handling Payments
45
Case Study
30
Unit 4 – topic 2: Bank Account Reconciliation Overview
60
Unit 5 - Controlling Reports Topic 1: Financial Reports
45
Case Study
Case Study (CS16 Journal Entries & Reconciliations)
Case Study (CS18 Handling Payments)
Case Study (CS21 Financial Reports)
Day Three 9:00 to 17:00 Approxim ate Duration (minutes)
Content: Units and Topics
60
Unit 5 – topic 2: Cash Management Reports
45
Case Study
60
Unit 6 - Fixed Assets Topic 1: Fixed Assets Introduction
45
Case Study
60
Unit 7 - Financial Controlling Processes Topic 1: Cost Accounting
60
Unit 7 – topic 2: Budget Management
45
Case Study
Activities: Instructor and Participant * In all topics – Lecture + demo by the instructor * Each case study is planned to take 45 minutes.
Case Study (CS19 Cash Management & Bank Reconciliation)
Case Study (CS23 Fixed Assets)
Case Study (CS20 Budget and Cost Accounting)
Introduction to the Course 20 minutes
Putting the Unit in Context
Introducing the course and the instructor. Meeting the students.
Welcome the participants. Introduce yourself and your background. Introduce the facilities.
Course Overview
Target Audience
Course Prerequisites (There are no required prerequisites)
Course Goals
Course content
Introduction of the participants, their roles and expectations 10 min.
Unit 1: Accounting Basics
60 minutes
Objectives / Context for unit
This topic introduces you to some general accounting conventions and gives examples of the automatic journal entries created during the sales, purchasing, and inventory processes.
You will learn about financial settings that affect the automatic journal entries.
Topic 1 – Accounting for Sales and Purchasing Topic length in total: 60 minutes
Focus of Topic Most of the slides in this topic are about concepts and accounting conventions. Therefore, it is important to show most of them and discuss them in class.
B1
Demos
For the value calculation slides - sales, purchasing and inventory (last 3 slides), use the scenario in the slides and demo in the system.
If time allows, use the simulation and the 2 demos for this topic as published in the Learning hub, to demo in class.
Practice / Student Participation 10 minutes
Review questions: 1. In which account does SAP Business One reflect vendor's transactions in the chart of accounts? a) The accounts payables control account. b) The default revenue account. c) The default inventory account. d) The accounts receivables control account.
Correct answer: a)
2. How does SAP Business One set the value of the Unit Price in a Goods Receipt PO? a) The ‘item cost’ value. b) The vendor control account. c) The vendor price list. d) The customer price list.
Correct answers: c)
3. Assets accounts are generally In debit: a) True. b) False.
Correct answer: a)
Unit 2: Financial Setup 4.5 hours
Objectives / Context for unit
In these topics, you will learn how to set-up features that constitute the basis of the company financial system.
See how SAP Business One manages the company accounts, multi-branches and currencies.
Topic 1 – Chart of Accounts Concepts Topic length in total: 30 minutes
Focus of Topic Like in the Accounting for Sales and Purchasing topic, most of the slides in this topic are about concepts and accounting conventions as being reflected in the chart of accounts in SAP Business One. Therefore, it is important to show most of them and discuss them in class. Note, that in this training the Manage the Chart of Accounts topic is NOT included and is not relevant for certification. It is an optional topic that the students can take in the Learning Hub.
B1
Demos
For the last slide - levels in the chart of accounts, use the details in the slide notes text to demo in the system.
Use the scenario of the 2 simulations published for this topic in the Learning Hub to demo in class.
Practice / Student Participation 5 minutes Review Questions 1. Which accounts are typically defined as balance sheet accounts? a) Domestic sales account, electricity account b) Bank account, tax account, Accounts Payable Correct answer: b)
2. John the company accountant wants to add 3 new sales revenue accounts to the chart of accounts in order to use them in service type invoices. How would you define these accounts? a) Title accounts at the same level b) Active accounts at the same level c) Active accounts but at different levels Correct answer: b)
3. Which drawers are included in the profit and Loss report? a) Liabilities, Cost of Sales b) Turnover and Cost of Sales c) Operating Costs and Assets Correct answer: b)
Topic 2 – Default G/L Accounts Overview Topic length in total: 75 minutes
Focus of Topic This topic deals with the G/L Account Determination window and the 2 options for defining default G/L accounts. The focus is the G/L Account Determination window as the starting point for both methods and the logic behind each method. This is to allow the consultant supporting the customer decision. The actual process and steps for how to define each method are detailed in the 2 OPTIONAL topics in the Learning Hub: Default G/L Accounts – Traditional solution Advanced G/L Account Determination You DO NOT need to discuss these topics in details in class.
B1
Demos
Use the scenario in the simulation: G/L Account Determination Overview in the Learning Hub to demo the 2 methods in high level.
Note that the demo DB uses the advanced method. You can uncheck this option in the Company Details window (basic initialization tab) to demo the traditional solution. Make sure the students Don’t do the same as you. Although this definition is reversible, the rules are deleted once the option is un-checked. Practice / Student Participation 45 minutes
Case Study - CS15 Accounting Definitions for Sales and Purchasing.
Topic 3 – Multiple branches Topic length in total: 60 minutes
Focus of Topic
Project and explain the first 6 slides.
Starting at slide 7 – Enabling Multiple Branches – Prerequisites, start demo in the system the setup as well as the working process. Follow the scenario and the information as detailed in the PPT. NOTE! The demo DB does not include the multi branches definition. Initialize this option using the scenario in the PPT. Follow the next bullets to learn what exactly to demo. The students can follow in their systems but this might slow down the session progress.
Slide 12 and 13 – Defining branches – default customer and vendor. Go back to the PPT. you don’t have to define this in the system only explain the idea behind it.
B1
Slide 14 – assigning master data to branches – show this concept slide and discuss it.
Slides 15 – 21 – show in the system only the definition that are mandatory. Assigning definitions that are mentioned as being used only in rare cases like assigning G/L accounts and numbering series – don’t demo only mention the option.
Slides 22 – until the end – creating transactions in the system – demo in SAP Business One, following the scenario and the information as detailed in the PPT.
Demos
Follow the instructions in the previous section.
Practice / Student Participation 10 minutes
Ask the students some review questions based on the PPT: o
About the differences between intercompany and multi-branches.
o
About the fact that you can add a document only if the warehouse and the accounts in the rows, are assigned to the branch selected in the document header.
o
In order to work with multi-branches, which definitions are optional and which are mandatory.
If the students will not activate the multi-branch option in their databases you can refer them to the 2 simulations published in the learning hub for this topic: o
Simulation: Multiple Branches Setup
o
Simulation: Working with Multiple Branches
Topic 4 – Working with Currencies Topic length in total: 105 minutes
Focus of Topic Follow the slides in the PPT. Most slides deals with the concepts behind working with currencies in the system. While explaining the slides focus on the logic behind the options and the definitions of:
Local versus System currency
Account/ BP Currency options
Currencies in the Pricelist
Handling Currencies in the document level
B1
Demos
You can use the scenario of the simulation in the learning hub: Working with Currencies in Marketing Documents.
Demo how to post a journal entry to a G/L account defined as All Currencies.
Practice / Student Participation 45 minutes
Case Study (CS17 Working with Currencies).
Unit 3: Financial Process 3 hours and 15 minutes
Objectives / Context for unit
In these topics you will learn about accounting processes managed in a typical company life: posting journal entries, period management and the internal reconciliation process. These processes guarantee accurate financial reports and forecasts.
Topic 1 – Post Journal Entry Topic length in total: 60 minutes
Focus of Topic Most of the slides in this topic describe the process and present the available functions for posting journal entries in high level so I suggest you project them and use the slide notes to describe the details.
B1
Demos You can use the scenarios of the simulations published for this topic in the Learning Hub:
Create a Manual Journal Entry
Posting Template - Percentage
Recurring Posting
Creating and posting a journal voucher
Practice / Student Participation 5 minutes Review Questions: 1. In a manual journal entry, how can you enter a line for a business partner master data? a) First enter the line to a journal entry in a journal voucher. b) Entering a business partner line requires a special authorization. c) Use a special keyboard keys combination. d) In the Origin field choose “JE”. Correct answer: c) 2. On which posting tool can you define a frequency of execution? a) Recurring Postings. b) Manual Journal Entry. c) Posting Template. d) Journal Vouchers. Correct answer: a)
Topic 2 – Posting Periods Topic length in total: 30 minutes
Focus of Topic Note that the Period End Closing topic is not part of this training and is not relevant for certification. Students that wants to learn the topic can take it in the Learning Hub.
B1
Demos Use the simulation scenario: Creating a Posting Period published in the Learning Hub to demo the process. Practice / Student Participation 5 minutes Review Questions: 1. When you define new posting periods in the fiscal year, which setting determines the number of sub periods to be created? a) Sub-Periods b) Period Indicator c) Period Status d) Period Code Correct answer a) 2. How does SAP Business One determine to which sub-period a transaction belongs to? a) By the transaction type b) Using the transaction posting date c) According the sub-period type d) Using the transaction document date
Correct answer b)
Topic 3 – Internal Reconciliation Topic length in total: 105 minutes
Focus of Topic Most of the slides in this topic describe the process and the logic behind performing internal reconciliations either automatically by the system or manually by the user. Therefore, I suggest you project them as they are and use the slide notes to describe the process.
B1
Demos Use the simulations scenario published in the Learning Hub to demo the process:
System Reconciliation
User Reconciliation - Manual
Practice / Student Participation 45 minutes Case Study (CS16 Journal Entries & Reconciliations)
Unit 4: Banking Process 2 Hours 15 minutes
Objectives / Context for unit
The banking topics deal with the payment process including: Incoming Payments, Outgoing Payments, Deposits and the Payment Wizard.
They also present the options for externally reconcile the bank G/L account.
Topic 1 – handling Payments Topic length in total: 105 minutes total
Focus of Topic
B1
Slide 7-12: Structure of a Payment Document, How To Determine the Payment Amount and How To Specify the Payment Means – you can use the scenario in these slides to demo in the system.
Demos You can use the demos and simulation scenarios as published in the Learning Hub to demo the process:
Simulation: Incoming Payments
Demo: Deposit
Demo: The Payment Wizard
Practice / Student Participation 45 minutes Case Study (CS18 Handling Payments) Note that the case study does not include the payment wizard functionality so here is a review question for it: Which kind of payment can you create for both incoming and outgoing payments using the payment wizard? a) Cash. b) Check. c) Bank transfer. d) Credit card. Correct answer: c)
Topic 2 – Bank Account Reconciliation - Overview Topic length in total: 30 minutes
Focus of Topic The topic deals with the logic behind performing external reconciliations for the company house bank account. It also explains the options offered in the system to execute external reconciliations for a G/L bank account. The technic part of how to perform each option is not the focus here. The students need to understand the business process of bank reconciliations. They should also understand that in order to avoid creating duplicate reconciliations, the user should choose one option and use it to perform external reconciliations. This decision depends on the company localization.
B1
Demos
You don’t need to demo all the 3 options. Using the power point slides describe the three options for performing external reconciliations in SAP Business One: Reconciliation, Manual Reconciliation, and the Bank Statement Processing (BSP). Pick one option and demo it depending on the localization of the demo DB you use.
All three methods have a simulation in the Learning Hub. Use the simulation scenario of the option you chose to demo.
The manual reconciliation option is supported in the localizations: Australia, Brazil, Canada, China, Cyprus, India, Japan, Korea, New Zealand, Singapore, South Africa, United Kingdom, and United States.
The Reconciliation and the banks statement processing options are supported in all localizations.
To demo the BSP option you need to have it installed in the database and have some preliminary settings. The BSP option is already installed in the demo DBs: BE, CZ, FI, HU, IN, NL, NO, PL, SE, ES, KR, and JP.
If you decide to demo the Reconciliation option, remember that for the part where you first type the bank statement transactions into the system, you need to ensure that the Process External Bank Statement window is displayed in the main menu: Choose:
And then:
In addition, with regards to the Reconciliation option, in some localizations you can import the bank statement transactions. In these localizations you will have the Import button displayed .In others, you simply type the bank statement transactions in the Process External Bank Statement window.
Practice / Student Participation 10 minutes If the students wish to practice the different reconciliation options refer them to the 3 simulations published in the learning hub for this topic. In Unit 5 – topic 2: Cash Management Reports, the students will practice the bank reconciliation using the first option (Reconciliation). This is the last task in Case Study - CS19 Cash Management & Bank Reconciliation. Do not include this task here because it depends on the steps preceding it in the case study.
Unit 5: Controlling Reports 3.5 Hours
Objectives / Context for unit In these topics, you will explore the effect of standard processes in SAP Business One on financial reports and on monetary reports. You will learn how to exploit each report and how to interpret typical report data. Topic 1 – Financial Reports Topic length in total: 105 minutes
Focus of Topic Slide 10-24 explain the purpose and special features of each financial report. When you teach these slides refer to slides 7 and 8: Chart of Accounts Structure and Influence on Financial Reports. Use the ‘Example of documents and accounts affecting the report’ section to tie the students back to what they learned on documents and the accounts they affect. Also, talk about the accounts affected – their location in the chart of account and their “nature”. Then, focus on the calculation that each report present according to IFRS standards.
B1
Demos You can use the scenario of the Trial Balance Report demo published in the learning hub for this topic. For the other reports, execute them in the system and show the calculation you discussed before. Practice / Student Participation 45 minutes Case Study (CS21 Financial Reports)
Topic 2 – Cash Management Reports Topic length in total: 105 minutes
Focus of Topic Use the slides to explain the purpose and the most important features of each report.
B1
Demos Use the scenario of the Cash Flow demo published in the learning hub to demo the different options when issuing this report.
Practice / Student Participation 45 minutes Case Study - CS19 Cash Management & Bank Reconciliation.
Unit 6: Fixed Assets 1 hour and 45 minutes
Objectives / Context for unit In this topic we will review the life cycle of a fixed asset item in SAP Business One. We will also present the virtual fixed asset function.
Topic 1 – Fixed Assets - Introduction Topic length in total: 105 minutes
Focus of Topic Note that this training includes only the introduction to the fixed asset unit (only one topic in this unit). More detailed training is published in the Learning Hub (Initial Settings and Working process) but is not relevant for this training nor for certification. The Fixed Assets - Introduction training explains in high level the process of managing fixed asset items and introduces key terms in the fixed assets solution. The content is similar to the 9.0 training with the addition of the virtual fixed asset function. Most of the slides are conceptual so I recommend to project them and use the slide notes for the details.
B1
Demos Use the scenario of the simulation: Fixed Asset - Introduction that is published in Learning Hub for this unit.
Practice / Student Participation 45 minutes Case Study – CS23 Fixed Assets.
Unit 7: Financial Controlling Processes 2 Hours and 45 minutes
Objectives / Context for unit In these topics we forecast, analyze and monitor company expenses.
Topic 1 – Cost Accounting Topic length in total: 60 minutes
Focus of Topic When you show the business example, present the cost accounting concept in financial accounting. Like, cost accounting is a method of accounting in which all costs incurred in carrying out an activity or accomplishing a purpose are collected, classified, and recorded. This data is then summarized and analyzed to determine where savings are possible. Then, present the slides about cost centers, distribution rules and dimensions. The slides show the concepts and terms according to a business example. It is important to demo this concepts in the system to connect the concepts to how the actual data collection is being done. Emphasize that the cost accounting in SAP Business One actually collects the data posted to accounts and summarizes, groups, and presents it in different ways in reports. It doesn’t affect or change the transactions posted to the system.
B1
Demos I got the feedback that the demo for this topic in the Leaning Hub gives a good example of how the process runs in the system beginning to end. Practice / Student Participation Will be part of the case study in the following topic.
Topic 2 – Budget Management Topic length in total: 105 minutes
Focus of Topic The slides go through the process of setting up the budget and then getting down to work. You will recognize the concept slides with the graphics and business examples. Show them and discuss them in class using the slides notes. Slides with screenshot can be demo in the system using the details and the examples in these slides. Make sure you follow the process in the slides to get the example work beginning to end.
B1
Demos You can use the scenario of the demo: Budget Management published in the Learning Hub.
Practice / Student Participation 45 minutes Case Study (CS20 Budget and Cost Accounting)
