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1、00.20.30.4n Alerts in SAP Business One are used to inform certain users of defined events in the system. n Choose Administration Alerts Management to define and maintain alerts.n You can distinguish between predefined alerts and user-defined alerts.n Predefined alerts: SAP Business One contains six
2、predefined alert functions (deviation from budget, deviation from discount (in %), deviation from percentage of gross profit, deviation from commitment, deviation from credit limit, and minimum stock deviation). For the predefined alerts, you usually also have to specify a condition (for example, th
3、e maximum deviation) and specify the documents that the system should check. n User-defined alerts: User-defined alerts are based on queries. The system always triggers an alert when the conditions of a query have been met. The query result is then displayed as an alert. For user-defined alerts, you
4、 must specify how often the system should perform the query in the background. For user-defined alerts, you can also decide whether a new alert should overwrite an old alert or not (select the Save History indicator).n For all alerts, you must specify to whom the system should send the alert, and ho
5、w this should happen (internally, e-mail, SMS, or fax), and the priority of the alert. In addition, you have to activate the alert for it to take effect. 0.5n You can use approval procedures in both the purchasing process and the sales process. n Approval procedures allow you to model an electronic
6、approval procedure with SAP Business One. n When you enter a document in the system, the system checks the approval procedure conditions and, if the conditions are fulfilled, prevents the document from being processed further. The system informs you that an approval is required and you may enter any
7、 additional text for the approver. The system saves the document as a draft and informs the potential approvers that a document requires their approval. The document may go through one or more approvals or approval stages before it can be finally posted. After the approval, the originator receives a
8、 message and can finally generate the document from the draft. As an alternative, the approver can directly generate the document from the draft. In this case, the originator also receives a message. n If you want to use approval procedures, you must activate this functionality for your company by c
9、hoosing Administration System Initialization General Settings. Choose the Sales tab and select the Manage Document Generation Authorizations indicator.0.6n The approval procedure can include various users who represent the individual approval stages. n You maintain all the stages in SAP Business One
10、 and identify them by assigning a stage name. You can also specify how many approvals are required at each stage. Example: In stage one, approval can be granted by both Ms. Smith and Mr. Jones. But an approval is only required from one of them. In other words, even though you have assigned two users
11、 to stage one in the system, the number of required approvals is still only one.n Choose Administration Approval Procedures Define Approval Stages to define and maintain approval stages.0.7n In approval templates, you can specify which documents are subject to the approval procedure, and the terms u
12、nder which the document is blocked for further processing (for example, amount USD 5000, or discount 10 percent, and so on).n You specify which employees can approve a document in the stages you defined earlier. The system runs through one approval stage after the other. The system informs the users
13、 on each stage by means of an alert that requests a decision from them (approve or reject). n You can make the system always trigger the approval procedure when one of the originators creates a document of a certain document type or only if special conditions (terms) are met. n You can use predefine
14、d terms or create your own terms based on a query. The queries that you want to use as terms must start with SELECT DISTINCT TRUE. Such a query results in a TRUE statement if the conditions of the query are fulfilled. The TRUE statement then triggers the approval procedure. If you have entered sever
15、al queries and chose one or several predefined terms, all terms are linked by an OR operator, which means that only one term has to be fulfilled to trigger the approval procedure. n Within a query, you can refer to fields in an entry screen using the syntax $Table name.Field name. The table name is
16、the name of the table belonging to the entry screen, for example, OINV for the A/R invoice entry screen. This syntax only works for header tables, not for item tables.n A user who is entered as the originator of a document in an approval template cannot deselect the Active indicator or change the approval template.n Choose Administration Approval Procedures Define Approva
