Expiry Date Management what is Means for SAP Life Sciences Manufacturers

Expiry Date Management overview

Expiry Date Management of batch numbers entails tracking groups of items with unique numbers and characteristics that have been combined in a single batch, such as pharmaceutical products.

For each batch, you define item quantities, as well as additional properties, such as expiration date, location in warehouse, and so on, that are related to the batch.

The work method is as follows: during inventory receipt transactions you create batches for items requiring batch management, and during inventory release transactions you select a certain quantity from the relevant batch.

Batch management enables you to update existing batches for an item.

You can sweep the batches and add or change batch details.

In addition, you can enter batches for received items if you did not do so when generating marketing and stock entry documents.

However, this is only possible if your company allows receiving into stock items without a batch number

You can define the default batch management method and batch status settings for new batch items.

From the SAP Business One Main Menu, choose Administration→ System Initialization→ General Settings→ Inventory tab→ Items tab.

default batch management method

From the Expiry Date Management Method dropdown list

select one of the following methods for assigning serial numbers and batch-managed numbers to items:

  • On Every Transaction: Definition of batches for an item is mandatory for every inventory transaction.
  • On Release Only: Definition of batches for an item is mandatory for inventory release transactions only. It is optional for other transactions

Expiry Date Management From the Basic Setting for Batch Status drop-down list, choose one of the following options:

  • Released: This status lets you work fully with the batch.
  • Locked: This status lets you work with the batch in inventory documents only. These documents include inventory transfers, goods, and production issues.
  • Not Accessible: This status defines batches in the mid-production process or during the quality check, and, therefore, such batches cannot be released in sales documents or in an A/P credit memo. However, they can be released in inventory documents, such as inventory transfers, in a similar way to a locked batch.

You must define each item you want managed by batches

From the SAP Business One Main Menu, choose Inventory → Item Master Data → General tab.

item you want managed by batches

Expiry Date Management When you have items for which you have defined batch management in the Batches – Setup window, you can define batches for them when you create inventory receipt documents.

Inventory receipt documents include goods receipt POs, A/P invoices, goods receipts, and receipts from production with a positive initial quantity and a positive inventory posting.

Inventory receipt documents

Creating Strings for Batches:

Strings for Batches

The Batch Details Window:

Use this window to specify or update batch details for the item

Batch Details Window

Sending Back Items Managed by Batch Numbers:

The batches assigned to the specific customer who sends back goods are displayed by default in the Batch Number Selection window that opens from one of the following documents: return, delivery with a negative quantity, A/R invoice with a negative quantity, and A/R credit memo

The Selected Batches table displays the batches assigned to the base document in a return document based on a delivery and an A/R credit memo based on an A/R invoice.

Returns and A/R credit memos not based on a specific document display the batch numbers assigned to a specific customer.

The Display Delivered Batches field is displayed

You can choose to display batch numbers From Base Document or Related to Current BP, or you can choose All to display all the batch numbers in SAP Business One

batch numbers

Batch Number Transactions Report Linked to a Document:

After generating inventory receipt and inventory release documents, you can display the Batch Number Transactions report linked to the document by opening the required document and choosing

Printing Batch Numbers:

SAP Business One lets you print batch numbers as an integral part of the document details or as a separate page.

You can set default print templates for the marketing documents that relate to batch numbers. In those documents, you can print batch numbers as an integral part of the document details.

SAP road maps

“SAP Business One is a centerpiece of SAP’s strategy, and therefore, we are strategically investing. SAP Business One is absolutely strategic, we are fully committed to the next 10 or 20 years. We are making SAP Business One fit for the next generation, for the next decade, by enabling the digital services so the digital transformation can be done with SAP Business One.”

SAP road maps

Companies today are planning their digital journeys – transforming business models, reengineering business processes, and reimagining work.

SAP road maps highlight innovations that may help you plan and implement your digital journey. They span products relevant to lines of business in your industry and explain how our innovations may add value to your business.

You can learn about SAP innovations along four different timelines:

  1. Recent innovations, for our products that have been launched in the past weeks or months and can already be purchased.
  2. Planned innovations, for our products that are intended to be launched in the short term or midterm.
  3. Product direction, providing a long-term perspective on high-level development plans for innovations for our solutions – inspired by your requirements.
  4. Product vision, providing a high-level and long-term business perspective on innovations for our products.

Support Options are Available for SAP Business One After Goes Live

IT-SBO supports your business well beyond the initial implementation phase through the IT-SBO support department carried out through team of dedicated SAP Business One consultants that have extensive experience with SAP Business One.

ANNUAL SERVICE AGREEMENT

I. DEFINITION

The Annual Service Agreement is intended to provide maintenance in the form of first line support for the Application Software.

All written and verbal communication between the Licensor and Licensee in connection with Service Desk issues shall be in the English language, unless otherwise agreed between the parties in writing.

II. DUTIES

The Licensee shall:

  1. Follow the agreed Reporting Procedure when a fault occurs in the Application Software. The initial Reporting Procedures include phone, fax and/or email.
  2. Follow the instructions in the operation conventions manual and follow standard electronic data processing operating practices.
  3. Follow the Service Desk instructions given by the Licensor.
  4. Provide a communication line – remote access – for reception of solutions.

The Licensor shall:

  1. Provide a Service Desk facility during office hours as follows: 9:00 to 18:00
  2. Provide a notification receiving system for official holidays.
  3. Respond within 4 working hours of notification by the Licensee to any “critical issues”. A request of a general failure sent from a Licensee site will be treated as critical when designated as such.
  4. Level 1 and level 2 support are provided by licensor, however level 3 support will be provided by SAP through TruckLet  access to SAP support portal.

III. CONDITIONS

The Service Desk support provided under this Agreement is limited to addressing functional service issues, if any, for the application software.

Examples of issues that are excluded from the Service Desk support under this Agreement are as follows:

  1. Local network and/or wide area network problems at Licensee Site Location
  2. Interfaces not supplied by the Licensor
  3. Hardware upgrades and/or changes at Licensee Site Location not done according to the Licensor instructions.
  4. Configuration and/or malfunction of other systems connected to the Licensee computer systems and communication networks.
  5. Professional services associated with new SAP Business One release upgrades.
  6. Consultancy Services

The Licensor will be willing to assist in resolving such problems, if requested to do so by the Licensee, however, the Licensor will not be held liable to such problems.

How soon after the software is purchased can I start using it? What is the ideal time to implement certain products?

The true value of software comes when it is implemented and deployed correctly so that your staff and operations are more effective and your team has the information it needs to profitably make decisions and run the business.

IT-SBO provides the right balance of software, world-class consulting and support services to help our customers better manage their organization.

Our goal, every day, is to have you feel a sense of relief as we work side by side with you throughout your IT project, ensuring your company transitions to your new systems with minimal disruptions.

IT-SBO services team means you:

  • Get the right infrastructure required for your software needs
  • Reduce configuration time with our plug and play solutions
  • Simplify multi-vendor deployments
  • Insight into the latest IT developments and options
  • Decrease deployment time and rollout costs
  • Deliver on your company’s budget and timeline goals with predictable service agreements

With our world-class team of consulting experts, IT-SBO offers a simplified, yet comprehensive approach to SAP Business One implementation. Our professional services and proven methodology leverages industry best practices, more than 20 years of experience and hundreds of successful past implementations to ensure that your project is successful.

IT-SBO is the unique industry-leading support program offered to educate and assist users of SAP Business One. It allows customers to take full advantage of all SAP Business One functionality and maintain long-term value.

Your partnership with IT-SBO does not end at the implementation phase – we are here long term to maximize the value of SAP Business One and support your investment. The total care program goes above and beyond what you would typically find from other consulting firms, this program provides dedicated customer management, support and other customer enablement programs to ensure that your current and future employees learn the application quickly and become self-sufficient.

SAP Business One has a number of different ways in which it can be customized, adapted and integrated. IT-SBO consultants collaborate with you to understand how your business works and identify unique processes where SAP Business One customization can be made to better meet your company needs and industry requirements.

SAP Business One and Add-ons Scale

add-ons

SAP Business One provides a scalable solution that not only meets your fundamental business management needs today, but can also be scaled to handled and increased number of transactions generated by a growing customer base.

There are a number of specific industry solutions (Add-ons) are certified from SAP joined to SAP Business One in different fields:

  • Manufacturing:

Beas (discrete and process business).

Process Force (Process business)

  • Retail:

iVend is the best retail solution with a lot of features:

POS, MC, Loyalty, Ecommerce, cloud subscription, handheld, hostility, and more..

  • Maintenance:

Variatec: this solution covered your needs of inside and outside maintenance with project budget and cost.

  • Fleet Management:

Aero One: covered operations, services, and

  • Marengo:

Projects Management.

  • Argents:

Apparel & Footwear Management

  • CKS:

Documents Management

  • Enterpryze:

Online platform to access SAP Business One throw mobile and web browser.

  • Health One:

Hospitals, Medical Centers, and Doctors reservations. 

  • Produmex:

Warehouse Management

Do I need a developer when I want to add new reports dashboards, widget etc.?

Dashboards are an element of the cockpit, which present easy-to-understand visualizations, such as bar or pie charts, of transactional data from the SAP Business One database. Depending on the Reports dashboard, data can be presented either as time-specific static snapshots or as refresh-able visualizations.

SAP delivers predefined Reports dashboards for financials, sales, and service modules. In addition, SAP Business One partners and customers can create their own dashboards.

An Advanced Reports Dashboards is a type of supplementary cockpit that is launched from the menu of a pervasive dashboard or by clicking on a KPI widget in a user’s main cockpit. It contains a set of pages with additional pervasive dashboards and KPIs. When a user needs a detailed analysis to understand what is driving performance metrics, an Advanced Dashboard provides supplementary cockpits to provide additional insight into the business figures.

For example, if you go to Business Partner Master Data from the menu, you’ll see the ‘You Can Also’ button. Clicking this button will prompt a list of Advanced Dashboards including ‘View Customer 360’ which is delivered out of the box by SAP. As you can see it isn’t just one screen but rather a collection of multiple tabs, including General, Sales, Order Fulfillment, and Receivables. Users get a broad and deep look at customer relationship. There’s also a filter to access another customer to analyze with this Advanced Dashboard. 

While Advanced Dashboards can’t be added to the main menu, you can set up actions to access them conveniently through other dashboards you have on screen. A dashboard such as a ‘Top 5 Vendors by Purchase Amount’ bar graph users can create an action accessible by right-clicking the chart to prompt an Executive Dashboard display within the Pervasive Analytics. You can think of it as a drill down for dashboards. You could also set up an action that when right clicking on a customer listed in, for example, a chart of Top 5 Customers by Sales Amount, you could open the Advanced Dashboard Customer 360 for access to deeper details on that customer including General, Sales, Order Fulfillment, and Receivables.

You will notice a number of standard KPIs and dashboards that are really useful. There are about 40 standard KPIs and Dashboards to choose from. Examples include:

  • Total sales amount
  • Purchase analysis
  • Top 5 customers by sales amount
  • Stock turnover
  • Sales opportunity count

If you want to write your own KPI or dashboard: When you log into SAP Business One HANA pervasive analytics you have access to three options – New KPI, New Dashboard and New advanced dashboard. Let’s consider the KPI and Dashboard options. Remember that our focus is on the ability for you to write your own KPI’s and Dashboards. As an example, let’s write our own sales KPI. Click on the “New KPI” button, then click on Analytic view and sales revenue analysis. SAP Business One HANA pervasive analytics now opens up a number of fields that you can use in your new, user created KPI. Simply drag the fields that you want to report on into the relevant KPI value and KPI date dimension areas.

Here is a tutorial from start to finish on creating dashboards, packaging them and deploying them in SAP Business One: 

How can user track his purchase in SAP Business One System?

Procurement Department is processing the purchasing documents starting from Purchase Request until confirmed the Purchase Order and follow up the goods receipt. 

Open Item List:

It is quick report display the open purchasing document:

Purchase Request

Purchase Quotation

Purchase Order

Goods Receipt PO

Goods Return

AP Invoice

AP Credit Memo

By this report the responsible person can follow up open document and employees’ tasks.

Purchase Request Report:

This report is following up report for purchase request document, by this report the user can be show multi results:

Document type: Item or Service

Items, Preferred Vendor, Item Group, Item and Prosperities

Requesters: User, Employees, Branch, Department, and Project.

Documents information: Document number, Posting Date, and Requirement Date

Also by open or closed Document, and Display Purchase Requests from MRP Only.

Document Draft Report:

This report manages the draft saved documents

Purchase Analysis Report:

This is analysis report by Vendor, Items, and Employees.

Periods: Annual, Monthly, and Quarter

Documents: AP Invoice, Purchase Order, and Goods Receipt PO

Individual Display and Group Display.

Dates: Posting Date, and Due Date.

Other selection by:

Vendor, Vendor Group, and Vendor Properties.

Items, Items Group, and Item Prosperities.

Employees.

The Basic Software Requirements to Run the SAP Business One?

This section outlines the typical set-up, hardware and software required to establish the processing and technical environment for SAP Business One release 9.3. It is intended for a small to mid-size business with up to 40 users.

All servers and workstations are connected via the local TCP/IP network. SAP Business One application is installed on a single Windows 2008R2 Server.  Operator workstations use Windows 7 professional edition.

Additional Items such as network connectivity devices, Routers, hub/switch and/or Network Access/Communication Controllers are required, subject to the client’s existing network and future network design plans.

SAP Application Server
CPU: 2 x Xeon Quad Core 2.93GHz / 8MB
Memory: 64 GB
Storage: 2 x 500 GB internal SAS disksDisk Mirroring (RAID-1)Smart Array Controller
  Connections to Network 2 x Ethernet Card 1 GbsUTP-RJ45 ConnectionsProtocol: TCPIP
  Operating System: Microsoft Windows Server 2008  64 Bit (x64) Standard Edition with latest Service Pack installed
  Database Microsoft SQL Server 2008 Standard Edition 64 Bit (x64) with latest Service Pack installed
  DVD read/write/ DVD-RW Drive
  Additional Items Uninterruptible Power Supply
     
     
SAP Client Workstation
PC: Pentium Intel core duo 4300 @ 1.80 GHz or higher processor.
RAM: 4 GB or higher
Hard Disk Free Space: 100 GB
  Ethernet Network Adapter: 1 x PCI 1 Gbps
  Operating System: Windows 7 Professional Edition or Windows XP Professional Edition
  Office: Microsoft Office 2007 Professional or Microsoft Office 2010 Professional
  DVD/RW (+R DL) drive SATA DVD RW
  Display: 1024 by 768 with 24Bit colors or above
     
Printers
For reports and statements: Laser printer 25ppm black & white (or faster)25ppm color (or faster)
   
Virus Protection
For server and workstations Corporate Anti-Virus is highly recommended  
   
      Back-up & Recovery (To maintain day-to day operations)
  A number of backup options are available, depending on your existing IT backup strategies. Backup can be to tape, replicated server, hot backups etc. The key considerations are; time to recover the system, the impacts on the business, the cost of such additional contingency software and hardware. IT Systems recommends a backup server with the same configuration as that of the primary    server.  

Can I Transfer my Existing Business Data into the SAP Business One?

Yes, data migration from your old system to SAP Business One can be imported from a text file, Excel spreadsheet or manually. SAP Business One also uses the Data Transfer Workbench add-on to ensure data migration is performed quickly and easily. Note: there may be some limitations on the transfer of certain historical data.

When you implement SAP B1 and wants to migrate transactions data also for batter analysis or its statutory requirement to have data of specified time period in your accounting software. Here i will discuss methodology and challenges during migration.

Tool used for migration is Data Transfer Workbench (DTW) offered by SAP free of cost within installation package and same licenses and users can be used as used to use SAP B1 for detailed guide please visit:

Templates with sample data applicable with DTW can be found on following path on same machine where DTW is installed:

C:\Program Files (x86)\sap\Data Transfer Workbench\Templates

The Methodology used during migration is EFI (Export, Filtration, Import) i will discuss it step by step and assume your legacy system’s database is also in SQL Server and for example you want to import Open Purchase Orders.

  1. Export (E): First you export Open Purchase Orders from your legacy system to excel while exporting develop your query according to Data Transfer Work Bench (DTW) templates i.e 1 query for header and one query for rows with reference of header record number and line number for each row.

Fields which should be mandatory in your header templates are Document Number, Vendor Code, Posting Date, Due Date, Document Date, Document Discount, Document Total and Vendor reference Number or any remarks any other fields according to your business process.

Further regarding required fields, you can post some transactions in your test company with you consultant to know which fields you need to import 

Fields mandatory for rows are Document Number, Line number, Item Code, Item Description, Quantity (Open Only), Warehouse, Unit of Measure, Unit Price, Discount, Line total and Line remarks if any or any other fields according to your business process

  • Filtration (F): Now you have your data in excel you need to do filtration and some updates according to SAP B1 like if there is change in item codes, vendor codes or UOM Codes, Whs Code, Update codes and descriptions according to new system, adjust charterer size of remarks fields as may be SAP B1 have short field lengths as compare to legacy system in this case you need to revise remarks or add UDF in SAP B1 according to character size of legacy system.

In Header File add additional column of Old document number From legacy system in your template and duplicate document number as its in legacy system.

Deploy a UDF for Old Ref number so in future user can easily track documents between legacy and new system.

  • Import (1): Now you have your data ready to import you just need to link column with relevant fields while importing i.e CardCode with vendor code and Cardname with vendor Name and so on

Challenges: 

  1. If you did not put discount there is some difference between multiplication of unit price and quantity system will automatically consider it as discount same for header total and total of all rows
  • If you did not put reference number from legacy system in separate filed user will never be able to track your documents
  • Reference between header and rows should be 100% correct otherwise header from one document will be imported with rows from other documents
  • Use Base Entry from SAP B1 if there are base documents like if you are importing Goods Receipts POs. To have accurate results use base entry of Po number from SAP B1.

Note:

Always perform such activity in test environment first after successful reconciliations go for live environment.

Types of User Licenses are Available in SAP Business One

SAP Business One is a smart enterprise resource planning (ERP) solution designed for the small, mid-sized and large enterprises to manage their entire organization better.

The SAP Business One user licenses are given on a named user licensing model. The user name of each user needs to have a license granted to it. A named user is one who has the authority to access the licensed SAP Business One. The customers of SAP Business One can buy various types of Licenses from SAP: Professional User, Limited CRM User etc.

The SAP B1 User Licenses have altogether different levels for the different users. There are mainly 4 license user types for SAP Business One:

  1. Professional User: In this case one has access to all the modules and functionality within SAP Business One. This definite user can be the CEO, President, Management, etc who is very much involved in the business decision making.
  2. Limited CRM User: One has access to all the major features of the Sales, Purchase & even CRM Modules. The user is generally found involved with Sales, Marketing or Customer Relations Role in an organization.
  3. Limited Logistics User: The user has access to all Sales, Production modules, Inventory and limited access to the Purchase module. Generally, we find this license for the employees involved in Procurement, Supply Chain etc.
  4. Limited Financial User: The Limited Financial User has the right on all major Banking, Purchase and Financial areas in SAP Business One. Accountants and other financial users generally have this license.