Top SAP Business One Support Queries – June 2018

In an effort to provide ongoing and meaningful information to our clients and followers, we will be be providing in-depth information, processes and steps on the AR Down payment Invoices Procedure, Exchange Rate Differences and Inventory counting within SAP Business One. If you have any additional or specific questions related to these topics then please reach out to us and we will gladly assist in providing answers to your questions.


AR Down Payment Invoice Procedure
Process the Sales Order

  • Open a blank AR Down Payment Invoice.
  • “Copy From” the Sales Order.
  • Enter the Percentage prepaid in the “DPM” field.
  • Add







Then what you need to do is:

  • Open an Incoming Payment.
  • Link it to the AR Down Payment Invoice.
  • Add






  • Open a blank AR Invoice.
  • “Copy From” the Sales Order.
  • Click the browser button adjacent to “Total Down Payment”.








  • Select the relevant AR Down Payment Invoice, OK.





  • Add








  • The Relationship Map for a typical Down Payment process would be:

Inventory Counting in SAP Business One

Use the following procedures to conduct inventory counting in SAP Business One.

Procedure – Selecting Items to Count

To create an inventory counting document for item selection, proceed as follows:

  1. From the SAP Business One Main Menu, choose Inventory Inventory Transactions Inventory Counting Transactions Inventory Counting . The Inventory Counting window opens.
  2. In the  of Countersfield, choose the number of counters that will count inventory in actual warehouses.
  3. In the Inventory Counterfield, select the counters’ types and their names.
  4. Add the items you want to count.

Once you add items to the inventory counting document, SAP Business One automatically selects their default warehouses, and displays the in-warehouse quantities of these items, as of the count date and time recorded by the system.

Recommendation: To select simultaneously all the items that meet your criteria, you can use the Add Items button to open the Inventory Counting – Items Selection Criteria window, and specify your criteria for item selection.

Note: The system does not automatically select the default warehouse for an item if this item and its default warehouse exist in another open inventory counting document.

  1. Select the Freezecheckbox if you want to prevent any transaction (except inventory posting) that affects the in-warehouse quantity.
  2. Choose theAdd

Note: If your company applies cycle counting, SAP Business One automatically removes selected items in inventory counting documents from cycle count recommendation, even if the Counted checkbox is not selected in inventory counting documents. For more information, see Cycle Count Recommendations.

Printing Out Lists of Inventory Counting Items (Optional)

  1. From the SAP Business One Main Menu, choose Inventory Inventory Transactions Inventory Counting Transactions Inventory Counting .
  2. Open the inventory counting document you want to print, which contains the list of items you plan to count in your warehouses.
  3. To initiate the printing of the inventory counting document, do one of the following:
    • In the toolbar, choose (Print).
    • In the menu bar, choose File Print .
  4. In the Print Optionswindow, choose whether to show or hide the In-Whse Qty on Count Date column in the printout of the inventory counting document.

For counting with two inventory counters, you can also choose to print the counted quantities of only one of the two counters or both.

  1. Choose the OK

Note: You can also use the document printing function in SAP Business One to print inventory counting documents in batches, according to your selection criteria.

Recording Inventory Counting Results

Note: When you record the inventory counting results, no corrective goods movements are posted.

The property by which you count item quantities determines the way you record counting results. SAP Business One allows you to record counting results by serial and batch number and by unit of measure. For more information, see Inventory Counting by Serial NumberInventory Counting by Batch Number and Inventory Counting by Unit of Measure.

If you just count the quantities, regardless of any property of the items, use the following procedure to record the counting results:

  1. From the SAP Business One Main Menu, choose Inventory Inventory Transactions Inventory Counting Transactions Inventory Counting .
  2. Open the inventory counting document that contains the item that you have counted.
  3. Enter the counted quantities.
    • For one inventory taker – enter the quantities in the Counted Qty
    • For two inventory takers – enter the two counters’ counted quantities in the Counter 1 Countfield and the Counter 2 Count field, respectively.

If the counted quantity of an item is the same as its in-warehouse quantity on the count date, you can choose the Adjust Counted Quantities button and then select Copy In-Whse Qty on Count Date to directly copy the in-warehouse quantity to the Counted Qty field.

Note: If the variance percentage is larger than the threshold defined in System Initialisation Document Settings Inventory Counting , the row is displayed in red. For more information about the Variance % field, see Inventory Counting Window.

  1. Choose the Update

Closing Item Rows and Inventory Counting Documents Manually

To close an item row, select it and choose one of the following options:

  • Right-click and select Close Row.
  • From the menu bar, choose Data Close .

Note: If all the rows in an inventory counting document are closed, this document is automatically closed.

To close an inventory counting document, choose one of the following options:

  • Right-click in an area other than the document rows section, and select Close.
  • From the menu bar, choose Data Close .