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Object documentationSnapshots for Business Partners / Contact Persons Locate this document in the navigation structure

 

A snapshot is a user-defined collection of queries from SAP Business One about a particular business partner or contact person. These queries can, for example, include all account transactions, delivery notes, service calls or activities related to that business partner/contact person. A snapshot is created as a Microsoft Excel workbook.

When you synchronize a contact in Microsoft Outlook with data in SAP Business One, you can create a snapshot. The system creates the snapshot using the snapshot template you have selected.

The snapshot template defines which queries from SAP Business One are downloaded to the associated Microsoft Outlook contact. Ten default templates are delivered with the Microsoft Outlook Integration add-on:

  • Executive Customer (by Business Partner)

  • Executive Customer (by Contact Person)

  • Executive Vendor (by Business Partner)

  • Executive Vendor (by Contact Person)

  • Sales (by Business Partner)

  • Sales (by Contact Person)

  • Service (by Business Partner)

  • Service (by Contact Person)

  • Purchase (by Business Partner)

  • Purchase (by Contact Person)

 

As part of the procedure for associating a Microsoft Outlook contact with a business partner/contact person in SAP Business One, you define the snapshot settings. You select the snapshot template and the method for download from SAP Business One to Microsoft Outlook:

  • Appended to the Notes section on a Contact card. This snapshot is in text-only format. If a previous snapshot exists, it is overwritten by new downloads.

  • Attached to the Notes section on a Contact card as a Microsoft Excel workbook. The workbook is first saved to the storage path defined in the data synchronization default settings for contacts and then attached to the Notes section.

On the Snapshot tab in the Associate With window, you make your selections for the template and the method of download (see Associating Contacts with SAP Business One Data).

The snapshot is then created during data synchronization with the Synchronize This feature.

Structure

The structure of a snapshot is user-defined. The number of worksheets included in the snapshot corresponds to the number of queries associated with the template. When the snapshot is created, the system saves the following header information on the first worksheet in the following defined ranges:

Snapshot Header on Initial Worksheet

SAP Business One Data

Defined Range

Business Partner Code

BPCode

Business Partner Name

BPName

Primary Contact Person (for snapshots saved by business partner)

Contact Person (for snapshots saved by contact person)

ContactPerson

Snapshot Date

SnapshotDate

Downloaded By

Username

Account Balance

BPAcctBal

The query results are saved on the following worksheets.