Overview of Sales App Features

First published on 08/10/2023 at 6:54 pm

 

 

 

Managing opportunities (1,2,3); adding new leads/customers (4); creating orders or quotes (5,6); signature capture for deliveries (7).

 

  1. Visit “My Opportunities” to see the easy drag-and-drop opportunities board.

  2. The “Add New Lead” link lets you add leads or customers directly into SAP Business One. Once added, you can update them on the customer details screen.

  3. "Place Order" lets you enter your customers’ orders via the web.

  4. "Place Quote" lets you enter your customers’ quotes via the web.

  5. "Delivery Details" lets you capture customer signatures at the time of delivery.


Use the menu to view out-of-the-box or customized reports using the "Report Enabler for SXP Employee Edition". Sales User reports are available out of the box, and an admin can create new reports in SAP Business One to ensure your salespeople have the latest information at their fingertips.

 

Adding a New Customer or Lead

To add a new customer or lead:

 

1. Use the "Add New Lead" link (marker 1 below) to create a new customer or lead. When customer details are completed (marker 2 below), a "Business Partner" will be created in SAP Business One.

 

Add a new business partner with the "Add New Lead" button (1). Make your edits (2) and save (3).

 

2. Update your new business partner’s information using the form fields. Depending on your admin settings, you may or may not see a "Card Code" field. If the card code field isn't displayed, one will be generated for you.

 

3. When you’ve added all your customer or lead information, use the save button (marker 3 above) to save your business partner into SAP Business One.

 

Updating an Existing Customer or Lead

To edit an existing customer or lead:

 

1. Open the "My Customers" report (marker 1 below) and open your desired customer or lead (marker 2 below). This will take you to the business partner details screen.

 


Open the "My Customers" report (1) and follow the BP link (2).

 

2. From the business partner details screen, select the "Edit" button (marker 3 below)

 

Enable edit mode (3).

 

3. Make your changes to business partner details, contact information, or addresses.

 

4. Save your changes using the save button (marker 4 below). This will save the updated details to SAP Business One.

 

Save your changes (4).

 

Using Order Pad to Place Customer Orders

Order Pad is available to licensed, named Sales Users within SXP Employee Edition. It allows employee users to enter customer orders or quotes into SAP Business One via the web. The outline below provides a walkthrough of placing an order with Order Pad.

 

An order draft is automatically saved on the web every few seconds. If the order is abandoned before it's submitted, that customer’s draft can be reloaded the next time Order Pad is loaded for that customer.

 

Draft orders are saved on the web only and not saved to SAP Business One until final submission.

 

Choosing a Customer

Because SXP Employee Edition users are employees rather than customers, the customer must be selected first, as shown below.

 

First, press the "Place Order" link to display the customer search pane. Enter at least three characters of the customer card code or name. By default, only the current sales employee’s customers can be selected. If employees must enter customer orders for other salespeople, the user search query must be updated in SAP Business One.

 

Begin the order process (1); enter the customer's name (2); select the customer (3); create the order (4).

 

Building the Order

Once you've selected the customer, a web-only draft will be created for that customer. If a previous draft for that customer exists, it can be loaded or discarded to create a new order. Discarded drafts can’t be retrieved.

 

Fill in the order details:

  • Use the "Refresh Totals" button to display the order total.

  • Add new items using the "Search For Item" field.

  • Remove the line by pressing the delete button (x).

  • Resequence a line by turning on the “Sorting” option. Subtotal lines within the order can’t be resequenced—they must be removed and re-added.

  • If enabled, a Sales User can apply discounts to an existing price, either by placing a percent discount in the % Discount field or by editing the "Item Price" field. As of version 93.3, price increases are permitted which will result in a net negative discount before version 93.3.1. However, negative discounts can’t be applied directly to the % Discount field. In version 93.2 and lower, negative discounts and price increases aren't permitted.

  • If enabled, line notes can be added to a line.

 

Finally, enter order header information, such as addresses and shipping methods.

 

 

Fill in the order details and press "Refresh Totals" to calculate the order before submitting it to B1.

 

 

 

To obtain a line subtotal, use the "Add Subtotal" button (1) and refresh totals (2). The subtotal of lines to that point will be displayed (3).

 

 

To resequence or sort lines within an order, activate line sorting (1) and move the lines up (2) or down (3). Optionally, type the line's new position (4).

 

Confirming the Order

If successful, the order will be submitted to SAP Business One, and the order confirmation screen (shown below) will be displayed.

 

 

When the order is submitted, this confirmation screen will be displayed.

 

Editing or Canceling an Open Order or Quote

Orders or quotes can be edited from the document details screen. Access an order or quote from a report drilldown (such as Sales Reports > Order Status) or from within the customer details order/quote summary tab.

 

From the order or quote details screen, the "Edit" button (marker 1 below) or "Cancel Document" button (marker 2 below) will be displayed only when the document is editable/cancelable. If you can't see one or both of these buttons, the document doesn't meet the appropriate conditions, as outlined below.

 

 

 

Edit (1) or cancel (2) documents if these actions are permitted for that document.

 

For an order or quote to be editable or cancelable, it must meet the following conditions:

  • The appropriate feature must be enabled.

    This is done in B1 using SXP Manager > Administration > SXP Employee Edition Order Pad.

    On the "General" tab, check these options:

    • Allow Editing Orders
    • Allow Editing Quotes
    • Allow Cancelling Orders
    • Allow Cancelling Quotes
  • The order or quote must be open.
  • The order or quote must have no closed lines (e.g., no lines are shipped or invoiced).
  • The order or quote must be valid as indicated by the appropriate configurable query. The following configurable queries are found in the B1 Query Category B1WebAPI_SU:
    • IsOrderEditable
    • IsQuoteEditable
    • IsOrderCancelable
    • IsQuoteCancelable
  • The employee user must be licensed for Sales User access.
  • The employee user must have the appropriate role Edit Orders or Edit Quotes. This role applies to editing and canceling.
  • The employee user must have document access:
    • Sales User role provides access to the employee’s assigned customers.
    • Sales Manager role provides access to the employee’s assigned customers and customers who belong to this employee’s subordinate employees (i.e., employees who have this employee as their manager).
    • Sales Exec role

 

Customizing Editable/Cancelable Business Logic

The queries that determine whether an order or quote can be edited or canceled are standard B1 queries and can be edited using the B1 Query Editor to adjust the business logic.

 

Four queries are found in the B1 Query Category B1WebAPI_SU:

  • IsOrderEditable
  • IsQuoteEditable
  • IsOrderCancelable
  • IsQuoteCancelable

 

These queries use the [%DocEntry] query parameter to determine whether the document can be modified. A value of “1” indicates that the order or quote is editable/cancelable.

 

Because these queries are configurable, you can modify the query so the result isn't actually permitted (e.g., simply showing the “cancel” button in all cases doesn't mean B1 will allow the order to be canceled).

 

To ensure business logic works as expected, use SXP to validate the following use cases:

  • An open order or quote with no lines shipped: Editing/canceling should be permitted, assuming other business logic within the query also permits this.
  • A canceled order or quote: Editing/canceling should not be permitted for any business logic.
  • A closed order or quote: Editing/canceling should not be permitted for any business logic.
  • A partially shipped order or quote: Editing/canceling should not be permitted for any business logic.
  • A partially invoiced but not shipped order or quote: Editing/canceling should not be permitted for any business logic.

 

Scenario: Allow orders to be canceled within three days.

This scenario applies to order cancelation, so we must edit the query B1WebAPI_SU/IsOrderCancelable.

 

Out of the box, this query is effectively “Have any lines been processed for this order?”:

SELECT CASE Sum("Quantity") - Sum("OpenQty")
  WHEN 0 THEN 1
  ELSE 0
END AS "Cancelable"
FROM RDR1
WHERE "DocEntry" = [%DocEntry]

 

This behavior still applies, but now we must add a check on the order’s submission date—“Was the order placed less than three days ago?”:

 

For HANA, this would be:

SELECT CASE Sum("Quantity") - Sum("OpenQty")
  WHEN 0 THEN 1
  ELSE 0
END AS "Cancelable"
FROM RDR1
WHERE "DocEntry" = [%DocEntry]
  AND "DocDate" >= ADD_DAYS(NOW(), -3)

 

For SQL, this would be:

SELECT CASE Sum("Quantity") - Sum("OpenQty")
  WHEN 0 THEN 1
  ELSE 0
END AS "Cancelable"
FROM RDR1
WHERE "DocEntry" = [%DocEntry]
  AND "DocDate" >= cast(DATEADD(day,-3,GETDATE()) as date)

 

Scenario: Allow quotes to be edited until a new quote has been added.

This scenario applies to editing quotes, so we must edit the query B1WebAPI_SU/IsQuoteEditable.

 

Out of the box, this query is effectively, “Have any lines been processed for this quote?”:

SELECT CASE Sum("Quantity") - Sum("OpenQty")
  WHEN 0 THEN 1
  ELSE 0
END AS "Editable"
FROM QUT1
WHERE "DocEntry" = [%DocEntry]

 

This behavior still applies, but now we must check to see if any newer quotes have been placed for this customer. We can do this by inspecting the OQUT table for higher DocEntry values.

 

For HANA and SQL, this would be:

SELECT CASE Sum(T1."Quantity") - Sum(T1."OpenQty")
  WHEN 0 THEN 1
  ELSE 0
END AS "Editable"
FROM QUT1 T1
  INNER JOIN OQUT T2 on T1."DocEntry" = T2."DocEntry"
WHERE T1."DocEntry" = [%DocEntry]
  AND T1."DocEntry" >= (select max("DocEntry") from OQUT where "CardCode" = T2."CardCode")

 

Signature Capture for Deliveries

See 'Signature Capture' for a walkthrough.

 

Refill Order

See 'Refill Order' for a walkthrough.

 

Available To Promise (ATP)

Available To Promise allows Sales Users to see available stock quantities on Order Pad.

 

 

If configured, ATP will be displayed at time of order (1).

 

See 'Available To Promise Setup' for configuration instructions.

 

 

 

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Last modified: 04/04/2025/4:58 pm

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