Laboratory Exercise Master Data

BM2013
Laboratory Exercise
Master Data
Objectives:
At the end of the exercise, the students should be able to:
▪ Enumerate the types of master data; and
▪ Create a business partner master data and an item master data.
Materials/Equipment:
▪ SAP Business One software
▪ Microsoft Word
Theoretical Background:
MASTER DATA AND DOCUMENT HANDLING
Figure 1. Everything depends on Master Data

Source: https://winshuttle-wug.s3.amazonaws.com/presentations/2013-san-diego/WUG2013_MasterData.pdf
Master Data – This is the core data that is essential to the operations in a specific business or business unit.
This can be data about customers, materials, vendors, suppliers, and much more.
Master data also refers to the key information that describes customers, vendors, and leads, as well as items
that a company buys and sells.
Transactional Data – This keeps on changing and deals with day-to-day activities carried out in business.
Transactions done by or with customers, vendors, and materials generate transaction data. Therefore, data
related to sales, purchases, deliveries, invoices, and others represent transaction data.
Master Data and Transactional Data in SAP Business One
• SAP Business One (SBO) tracks business activities using documents such as purchase orders, invoices,
production orders, and sales orders.
• Each of these documents is constructed from smaller reusable chunks of data called master data.
03 Laboratory Exercise 1 *Property of STI

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• Creating documents from master data increases productivity, ensures data consistency, and reduces
errors.
Types of Master Data

• Lead Data – This describes people and organizations in the sales pipeline, i.e., the potential vendors
or customers.
• Customer Data – This describes people and organizations to which a company sells products and
services. Customer master data records are used as the foundation for documents related to
processing and fulfilling orders for customers.
• Vendor Data – This describes the people and organizations from which a company buys products and
services. Vendor master data records are used to create documents related to purchasing and
accepting delivery of goods and services, as well as processing payments to the vendor.
• Item Master Data – This enables the user to manage sales, purchase items, warehouse items, and
planning data for Material Resource Planning (MRP) and production.
Searching the Master Data List

All the inventory items can be shown inside the master data list by placing an asterisk (*) in the item number
or description field. The same procedure applies for business partner master data—just type an asterisk (*) in
the BP Code field.
However, a wild card search may be done by placing the asterisk before, after, or in the middle of the word
that has to be searched. The list will show all items that contain the string that was used.
Finding specific information may also be done by typing the word or number in the particular field.
Business Partner Master Data
Figure 2. Business Partners
• Each customer, vendor, or interested party is entered into the system as a master record. Use the Business
Partner Master Data to record and retrieve business partner (customers, vendors, and leads) information
and schedule business partner activities.
• Business partner information typically includes:
- Company details, including addresses and telephone numbers
- Business partner contact persons, including telephone numbers and email addresses
- Logistic details

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- Tax information
- Accounting information
- Details of payment terms
HOW TO CREATE MASTER DATA
How to Create Business Partner Master Data

1. Go to Modules Menu > Business Partners > Busines Partner Master Data.
2. Press Ctrl + A or select the icon
in the toolbar to change

from FIND mode to ADD mode.
3. Select the business partner (BP)
type from the dropdown list.
Input the required information
(Code, Name, Group).
4. Input additional information on
the General tab, Contact
Persons, Addresses, Payment
Terms, etc.
5. Click Add to save the document.
Figure 3. Business Partner Master Data

Item Master Data
SAP Business One provides optimum support for a business’ processes. In Sales, it helps in creating orders,
delivery notes, and outgoing invoices because prices, sales units, and gross profit calculate automatically.
The Item Master Data consists of the general area and seven other (7) tabs. Each tab enables the user to
manage sales, purchased items, warehouse items, and planning data for MRP and Production.

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How To Create An Item Master Data

1. Go to Modules Menu > Stock
Management > Item Master
Data.
2. Change to Add mode. Press Ctrl
+ A or select the icon in

the toolbar.
3. Input the required information
(Item No., Description, Item
Group, and Unit Price).
4. Go to the Stock Data tab.
5. Input the warehouse
information (Warehouse Code
& Warehouse Name).
6. Click ADD to save.
Figure 4. Item Master Data
DOCUMENT HANDLING
General Structure of a Marketing Document
All documents in purchasing and in sales share a similar structure. The documents for sales and purchasing
are often called marketing documents.
Much of the data appearing in these tabs default from the master data. The values can be changed while
working on the documents. These changes will affect the document but do not change the master data
records.
In general, a document is divided into the following:
1. Upper part (header) – with the general information

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2. Middle part – With the information on different tab pages and the item specific data (more item-specific
data can be accessed in the line details by
double-clicking a row)
a. The Contents tab is where all the
specific information about the ordered
items or services are entered, such as
quantity, price, item number, and
description.
b. The Logistics tab contains the details
about where the items or services and
payments are to be sent. The shipping
method is also specified here. Most of
the data is pulled from preconfigured
master company details and vendor
data.
c. The Accounting tab contains the
relevant general ledger (G/L) account
information for the purchase pulled
from the financial accounting master
data.
3. Lower Part (footer) – with more general
information
Figure 5. General Document Structure
Creating a New Business Partner Master Data

1. LOGGING IN
a. Open any browser, then enter the URL provided by your instructor
b. Select the assigned server and the company that will be provided by your instructor.
c. Log-in using the assigned user ID and your nominated password Once logged-in, DO NOT
FORGET to set the default branch assigned to you.
2. Creating a New Business Partner Master Data
a. Go to Modules Menu > Business Partners > Busines Partner Master Data.
b. Press Ctrl + A or select the icon in the toolbar to change from FIND mode to ADD mode.
c. Select the business partner (BP) type from the dropdown list. Input the required information.
d. Input additional information on the General tab, Contact Persons, Addresses, Payment Terms, etc.
e. Click Add to save the document.
Requirements:
a. CREATING MASTER DATA – VENDOR/SUPPLIER
Vendor 1 Vendor 2
BP Type Vendor/Supplier Vendor/Supplier
BP Code [Branch+V01] (Ex.S23V01) [Branch+V02] (Ex.S23V02)
BP Name [Your Mother’s Name] [Your Father’s Name]

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Vendor 1 Vendor 2
Group Accessories Office Supplies
Payment Terms 2P10Net30 Net30
Price List Discount Purchase Price Regular Purchase Price
Contact ID Sales 01 Manager
Name Bridget S. Chester Anthony Richardson
Position Sales Clerk Sales Manager
Address 564 Garnet Grove, Leeds, UK 532 Cowley, Oxford, UK
Contact No. (44) 0113-4563 (44) 1865-5693
Note: Make sure to use your assigned branch.
b. CREATING MASTER DATA – CUSTOMER

Customer 1 Customer 2
BP Type Customer Customer
BP Code [Branch+C01] (Ex. S23C01) [Branch+V01] (Ex. S23C01)
BP Name Your Female Best Friend’s [Your Male Best Friend’s Name]
Name]
Group Distributor Distributor/Reseller
Payment Terms Net30 2P10Net30
Price List Distributor Sales Price Distributor Sales Price
Contact ID Purchasing Officer 1 Purchasing Clerk
Name John Williams Clyde Robinson
Position Purchasing Officer Purchasing Clerk
Address 23 Margaret Road, Liver Pool, UK 1456 Cornwall Street, Plymouth,
UK
Contact No. (44) 0151-3972 (44) 1752-8624
Note: Make sure to use your assigned branch.
• For a and b, shift to Find mode in Business Partner Data. Find all the added business partner
data under your branch. Capture the list, then paste it into your workbook. See the following
sample screenshot. Label it as Business Partner Master Data.

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Business Partner Master Data
3. Creating a New Item Master Data

a. Go to Modules Menu > Stock Management > Item Master Data.
b. Change to Add mode. Press Ctrl + A or select the icon in the toolbar.
c. Input the required information (Item No., Description, Item Group, and Unit Price).
d. Go to the Stock Data tab.
e. Go to Inventory Tab, then input the warehouse information:
Warehouse Code: 01
Warehouse Name: General Warehouse
f. Click Add to save.
Item No. Description Item Group Unit Price

[Branch+ITM01] Laptop Sleeves – Pouch Type Laptop 55.00
(Ex. S23ITM01) Sleeves
Branch+ITM02 Laptop Sleeves with Handle Laptop 65.00
Sleeves
Branch+ITM03 Laptop Sleeves – Reversible Laptop 80.00
Sleeves
• Shift to Find mode Item Partner Data. Find all the added items under your branch. Capture the
list, then paste it into your workbook. See the following sample screenshot. Label it as Item
Master Data.

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Item Master Data
Rubric for grading:

CRITERIA PERFORMANCE INDICATORS POINTS
Neatness and
Captured images are clear and well-organized. 20
Organization
Titles, Labels, and
The images and the file are properly labeled and named, respectively. 10
Headings
TOTAL 30
Reference
Fasttrack IT Academy. (2019). Quick guide to accounting information systems. Makati City: Author.

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BM2013

Figure 1. Everything depends on Master Data

03 Laboratory Exercise 1 *Property of STI

Types of Master Data

Searching the Master Data List

Business Partner Master Data

Figure 2. Business Partners

03 Laboratory Exercise 1 *Property of STI

HOW TO CREATE MASTER DATA

How to Create Business Partner Master Data

in the toolbar to change

Figure 3. Business Partner Master Data

03 Laboratory Exercise 1 *Property of STI

How To Create An Item Master Data

+ A or select the icon in

03 Laboratory Exercise 1 *Property of STI

Creating a New Business Partner Master Data

03 Laboratory Exercise 1 *Property of STI

Note: Make sure to use your assigned branch.

b. CREATING MASTER DATA – CUSTOMER

Note: Make sure to use your assigned branch.

03 Laboratory Exercise 1 *Property of STI

Business Partner Master Data

3. Creating a New Item Master Data

Item No. Description Item Group Unit Price

03 Laboratory Exercise 1 *Property of STI

Item Master Data

Rubric for grading:

03 Laboratory Exercise 1 *Property of STI

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