SAP Business One
Create New Company Database in SAP Business One Using Express Wizard
Let’s Get Started…!
The establishment of a new company in SAP Business One, is being proceeded in two major sections, and there’s no other software we have to deal with such as DTW or SSMS:
Note: The Express Wizard covers the most common settings needed for a new company. However, you may still need to access the Administration menus to complete the settings.
Before establishing the new company and its database
Open the Choose Company window to start creating the new company
from Administration > Choose Company > New > New Using Wizard.
Enter the Site User Credentials (Site User ID, Site Password) to open the Express Configuration Wizard.
Now the Express Configuration Wizard will be opened to start the establishing process
Company Details
When create a new company using the Express Configuration Wizard, the Wizard first takes you to the standard company creation screen where you enter the name of the company and database.
This step may take a while until it’s being done.
License/Trail Version
If a license is installed, the new company must be for the localization. If this is a new SAP Business One Installation, you can select the Trail Version checkbox. After 31-day window expires, you can install the license key and apply it to the trail company.
Copy User-defined fields, Tables, and Objects
You can choose to copy the user-defined fields, tables and objects from your existing company to the new company. This can be useful when there’s a need to create an additional company for the customer’s business.
Local Settings
When you select the localization settings, this activates local tables and functionalities for the new company.
You cannot change the localization after the company is created.
Chart of Accounts
SAP Business One is supplied with Chart of Account Templates for the selected localization. If you choose the “template” option, a default chart of accounts will be created automatically based on the localization; and you can edit these accounts as desired. Alternatively, you can choose the option “User-defined”. Only the top-level drawers are provided in a user-defined chart of accounts, allowing you to manually add accounts to the drawers.
Note: you can’t change the chart of accounts option after you’ve posted transactions in the new company.
The Base Language
You can select the base language, used for the UI display. The display language can be changed at any time, and can be set for each user.
Posting Periods
Lastly, you define the posting periods. At a minimum you should define the initial posting periods for the first fiscal year. You can define posting periods for subsequent fiscal years after the company is created.
Note: if you intend to import or post transactions for the previous year before you define the periods for the current year. Once you’ve defined the periods for the current year you can’t add posting periods for an earlier year.
“manager” User
When you create a new company. The user “manager” is created by default. You supply a password for this user, and you use these credentials to login to the company for the first time. You also need to electronically sing the End-User-License-Agreement (EULA).
Creating the first user for the company “manager”
After setup the Company Name / Database Name / License Type / Local Settings / Chart of Accounts / Base Language / Posting Period. Hit NEXT, then SAP will begin create your new company and this step will take a while, then you will be redirected to the “Choose Company” window to choose your new company and then define your own password.
After that we have to accept the End User License Agreement (EULA) before using the SAP Business One.
also we do have to enter the NAME and JOB TITLE to the one who working on the establishment process of the company on the SAP Business One, then check the box that sign you confirmed on the EULA, and finally hit the “I Accept” button.
Now, we’re all set for the pre-establish step. We’ll continue through Express Configuration Wizardthrough the Administration model in the SAP default models.
After establishing the new company and its database
Open the Express Configuration Wizard from Administration > System Initialization > Implementation Center > Implementation Tasks > Configure Company Settings.
Then we have to choose the first option Configure Company Settings
Now we’re in the Express Configuration Wizard and we’re ready to dig in!
Note: Settings marked with exclamation mark(!) can be changed only before the first transaction (Journal Entry or Inventory Transaction) is executed or before a G/L account or master data is defined.
Company Details
First in the Company Details we have to check the correctness of the information that we’ve entered before and fill over the empty gabs if we want to.
If we don’t use one or more of the functions that listed in the left side we can just check its box to avoid its appearance in the main models.
If you do use all of them, you don’t have to check anything, just click the Next button.
Accounting
Defining Currencies and Exchange Rate Postings
Basic initialization for accounting, including Local and System currencies, default account currency and currency exchange rates.
There are several screens for accounting setup.
The equivalent configuration menu is Administration > System Initialization > Company Details – Basic Initialization tab.
Defining the Chart of Accounts
In the next accounting setup screen, you have the option to select a different chart of accounts template. You cannot change the template after postings have been made.
You can enable the advanced G/L account determination feature in this step. You can also enable the use of segmented accounts if available in the localization.
The equivalent configuration menu is Administration > System Initialization > Company Details – Basic Initialization tab.
Determining G/L Accounts, Taxes, and Fixed Assets
In the accounting setup step, you can additionally:
Defining Fixed Asset Settings
Specify the Accounts, Depreciation Types, Classes.
Defining the Inventory System
In the final accounting setup screen, you can enable and set up information for perpetual inventory such as the default valuation method. The equivalent configuration screen is Administration > System Initialization > Company details Basic Initialization tab.
Here you can also define warehouses and indicate the default warehouse.
The set G/L Accounts by selection is just the default accounting level for new items: warehouse, item group, or item level, and can be overwritten in the item master data. The G/L Account Determination for inventory postings will be taken from the level specified in the item master data.
On this screen you can select the option to manage inventory stock level by warehouse.
Banking
The banking step in the wizard allows you to enter the details for the house banks and business partner banks.
The equivalent configuration menu is Administration > Setup > Banking.
The banks table holds the country codes and bank codes for the bank that the company deals with.
The house banks table holds bank and branch information for the bank codes defined in the banks table.
You can select a default bank account for payments.
Business Partners
The business partners step allows you to define default payment terms and payment methods, dunning terms, and groups for business partners.
The equivalent configuration menus are Administration > General Settings – BP tab and Administration > Setup > Business Partners.
Inventory
In the inventory step, you can define:
Purchasing and Sales
In the sales and purchasing step, you can configure the common settings for sales and purchasing documents:
You can set the way gross profit is calculated in documents. You can also set up landed costs allocations for purchasing, and stages to define the company’s sales process.
The equivalent menus are Administration > Setup > Purchasing > Landed Costs, and Administration >Setup > Sales Opportunities.
You can select fields from documents as reference fields for journal entries.
The equivalent menu is Administration > Setup > General > Reference Field Links.
Users
In the users’ step, you can define user accounts and designate employees as sales employees or buyers.
This is equivalent to the administration menus Administration > Setup > General > Users and
Administration > Setup > General > Sales Employees/Buyers.
You can assign user licenses to user accounts –
equivalent to the administration menu Administration > License > License Administration.
You can grant general authorizations to users –
equivalent to the administration menu Administration > System Initialization > Authorizations.
You can create master data for the company’s employees – equivalent to the menu Human Resources >Employee Master Data. Employee master data is required in order to set up data ownership authorizations.
Finishing the process
General Settings
To complete the configuration for a customer, you can set General Settings. These settings cover a wide range of defaults and initialization parameters for different areas.
Choose Administration > System Initialization > General Settings and select the required tab. Note that some vocalizations may have additional tabs in the General Settings.
Irreversible Settings
Create New Company Database in SAP Business One Using Express Wizard
Let’s Get Started…!
The establishment of a new company in SAP Business One, is being proceeded in two major sections, and there’s no other software we have to deal with such as DTW or SSMS:
- Before establishing the new company and its database
from Administration > Choose Company > New > New Using Wizard.
- Starting the establishment process from New Using Wizard in Choose Company
- Enter the credentials of Site User (Site User Name and Password).
- New window will be opened “Express Configuration Wizard”
- Enter the Company Details (Company Name, Database Name, Posting Period, Local Settings, Chart of Accounts, Posting
- Period, Base Language, the License Number or Trail).
- Setup the manage user password to complete the configuration process.
- We all set for now, and the new company has been created.
- After establishing the new company and its database
from Administration > System Initialization > Implementation Center > Implementation Tasks > Configure Company Settings.
- The Express Configuration Wizardwill be opened.
the wizard guides you through the configuration process steps for configuring the company setup:
- Company Details
- Accounting
- Banking
- Business Partners
- Inventory (Stock)
- Sales and Purchasing
- Users
Note: The Express Wizard covers the most common settings needed for a new company. However, you may still need to access the Administration menus to complete the settings.
Before establishing the new company and its database
Open the Choose Company window to start creating the new company
from Administration > Choose Company > New > New Using Wizard.
Enter the Site User Credentials (Site User ID, Site Password) to open the Express Configuration Wizard.
Now the Express Configuration Wizard will be opened to start the establishing process
Company Details
When create a new company using the Express Configuration Wizard, the Wizard first takes you to the standard company creation screen where you enter the name of the company and database.
This step may take a while until it’s being done.
License/Trail Version
If a license is installed, the new company must be for the localization. If this is a new SAP Business One Installation, you can select the Trail Version checkbox. After 31-day window expires, you can install the license key and apply it to the trail company.
Copy User-defined fields, Tables, and Objects
You can choose to copy the user-defined fields, tables and objects from your existing company to the new company. This can be useful when there’s a need to create an additional company for the customer’s business.
Local Settings
When you select the localization settings, this activates local tables and functionalities for the new company.
You cannot change the localization after the company is created.
Chart of Accounts
SAP Business One is supplied with Chart of Account Templates for the selected localization. If you choose the “template” option, a default chart of accounts will be created automatically based on the localization; and you can edit these accounts as desired. Alternatively, you can choose the option “User-defined”. Only the top-level drawers are provided in a user-defined chart of accounts, allowing you to manually add accounts to the drawers.
Note: you can’t change the chart of accounts option after you’ve posted transactions in the new company.
The Base Language
You can select the base language, used for the UI display. The display language can be changed at any time, and can be set for each user.
Posting Periods
Lastly, you define the posting periods. At a minimum you should define the initial posting periods for the first fiscal year. You can define posting periods for subsequent fiscal years after the company is created.
Note: if you intend to import or post transactions for the previous year before you define the periods for the current year. Once you’ve defined the periods for the current year you can’t add posting periods for an earlier year.
“manager” User
When you create a new company. The user “manager” is created by default. You supply a password for this user, and you use these credentials to login to the company for the first time. You also need to electronically sing the End-User-License-Agreement (EULA).
Creating the first user for the company “manager”
After setup the Company Name / Database Name / License Type / Local Settings / Chart of Accounts / Base Language / Posting Period. Hit NEXT, then SAP will begin create your new company and this step will take a while, then you will be redirected to the “Choose Company” window to choose your new company and then define your own password.
After that we have to accept the End User License Agreement (EULA) before using the SAP Business One.
also we do have to enter the NAME and JOB TITLE to the one who working on the establishment process of the company on the SAP Business One, then check the box that sign you confirmed on the EULA, and finally hit the “I Accept” button.
Now, we’re all set for the pre-establish step. We’ll continue through Express Configuration Wizardthrough the Administration model in the SAP default models.
After establishing the new company and its database
Open the Express Configuration Wizard from Administration > System Initialization > Implementation Center > Implementation Tasks > Configure Company Settings.
Then we have to choose the first option Configure Company Settings
Now we’re in the Express Configuration Wizard and we’re ready to dig in!
Note: Settings marked with exclamation mark(!) can be changed only before the first transaction (Journal Entry or Inventory Transaction) is executed or before a G/L account or master data is defined.
Company Details
First in the Company Details we have to check the correctness of the information that we’ve entered before and fill over the empty gabs if we want to.
If we don’t use one or more of the functions that listed in the left side we can just check its box to avoid its appearance in the main models.
If you do use all of them, you don’t have to check anything, just click the Next button.
Accounting
Defining Currencies and Exchange Rate Postings
Basic initialization for accounting, including Local and System currencies, default account currency and currency exchange rates.
There are several screens for accounting setup.
The equivalent configuration menu is Administration > System Initialization > Company Details – Basic Initialization tab.
Defining the Chart of Accounts
In the next accounting setup screen, you have the option to select a different chart of accounts template. You cannot change the template after postings have been made.
You can enable the advanced G/L account determination feature in this step. You can also enable the use of segmented accounts if available in the localization.
The equivalent configuration menu is Administration > System Initialization > Company Details – Basic Initialization tab.
Determining G/L Accounts, Taxes, and Fixed Assets
In the accounting setup step, you can additionally:
- Add accounts to the chart of accounts. The equivalent configuration menu is Financials > Chart of Accounts.
- Select accounts for the G/L account determination. If you selected the chart of accounts as “user-defined”, you need to select the default accounts.
The equivalent menu is Administration > Setup > Financials > G/L Account Determination.
If you enabled advanced G/L account determination, you can set advanced G/L account determination rules from here. You should always review these default accounts with the client accountant before any transactions are posted. - Define additional posting periods, in addition to the initial posting period defined earlier. This is equivalent to the menu Administration > System Initialization > Posting Periods.
- Set up tax-related information.
This is equivalent to the menu Administration > Setup > Financials > Tax. - Enable the use of fixed assets and other functionality, depending on localization.
Defining Fixed Asset Settings
Specify the Accounts, Depreciation Types, Classes.
Defining the Inventory System
In the final accounting setup screen, you can enable and set up information for perpetual inventory such as the default valuation method. The equivalent configuration screen is Administration > System Initialization > Company details Basic Initialization tab.
Here you can also define warehouses and indicate the default warehouse.
The set G/L Accounts by selection is just the default accounting level for new items: warehouse, item group, or item level, and can be overwritten in the item master data. The G/L Account Determination for inventory postings will be taken from the level specified in the item master data.
On this screen you can select the option to manage inventory stock level by warehouse.
Banking
The banking step in the wizard allows you to enter the details for the house banks and business partner banks.
The equivalent configuration menu is Administration > Setup > Banking.
The banks table holds the country codes and bank codes for the bank that the company deals with.
The house banks table holds bank and branch information for the bank codes defined in the banks table.
You can select a default bank account for payments.
Business Partners
The business partners step allows you to define default payment terms and payment methods, dunning terms, and groups for business partners.
The equivalent configuration menus are Administration > General Settings – BP tab and Administration > Setup > Business Partners.
Inventory
In the inventory step, you can define:
- Units of measure and units of measure groups.
- Item groups and inventory cycles.
The equivalent configuration screens are found under the menu Administration > Setup >Inventory. - New Price Lists and item prices in a price list (assuming items exist in the new company).
- This is equivalent to menu Inventory > Price Lists.
- Bin Locations in warehouses.
Purchasing and Sales
In the sales and purchasing step, you can configure the common settings for sales and purchasing documents:
- General and per document type settings.
- Global checkboxes for Permit more than one document type per series and manage Freight in Documents.
- How decimal places are displayed in documents.
- Document numbering series for each document type.
You can set the way gross profit is calculated in documents. You can also set up landed costs allocations for purchasing, and stages to define the company’s sales process.
The equivalent menus are Administration > Setup > Purchasing > Landed Costs, and Administration >Setup > Sales Opportunities.
You can select fields from documents as reference fields for journal entries.
The equivalent menu is Administration > Setup > General > Reference Field Links.
Users
In the users’ step, you can define user accounts and designate employees as sales employees or buyers.
This is equivalent to the administration menus Administration > Setup > General > Users and
Administration > Setup > General > Sales Employees/Buyers.
You can assign user licenses to user accounts –
equivalent to the administration menu Administration > License > License Administration.
You can grant general authorizations to users –
equivalent to the administration menu Administration > System Initialization > Authorizations.
You can create master data for the company’s employees – equivalent to the menu Human Resources >Employee Master Data. Employee master data is required in order to set up data ownership authorizations.
Finishing the process
General Settings
To complete the configuration for a customer, you can set General Settings. These settings cover a wide range of defaults and initialization parameters for different areas.
Choose Administration > System Initialization > General Settings and select the required tab. Note that some vocalizations may have additional tabs in the General Settings.
Irreversible Settings
- Chart of Accounts Template
- Local and System Currencies
- Display Credit Balance with negative Sign
- Use Segmentation Accounts (Selected Localizations)
- Use Perpetual Inventory
- Manage Item Cost per Warehouse
- Use Purchase Accounts Posting System
- Permit more than one Document Type per Series
- Manage Freight-In Documents