Purchasing Documents: Contents Tab

Use this tab to enter items or services that the company purchases from, and returns to, vendors, if required. The Contents tab is identical in all the purchasing documents.

Some of the fields described below are not displayed by default, but must be selected in the Form Settings window. To open the Form Settings window, in the menu bar, choose Start of the navigation path Tools Next navigation step Form Settings End of the navigation path , or in the toolbar, click (Form Settings).

Note Note

This topic documents fields and other elements in this window that either are not self-explanatory or require additional information.

End of the note.

Document Type and Summary Type Fields

Item/Service Type
Choose one of the following options: Item – to create a purchasing document for items defined in the Inventory module. Service – to create a purchasing document for a service, such as a one-time consultation, that has not been defined as an item in SAP Business One. The table view on this tab is different for each option.

Summary Type
Choose one of the following types: No Summary – Default value By Documents – Summarizes rows with the same base documents into one row that displays the base document number and reference. Items that appear in the table more than once, and have the same price and description, are summarized in one row. This option is available only for documents of the type Item and when you copy rows from base documents. By Items – Summarizes several item rows with the same item into one row. These item rows must have the same parameters (for example, price, description, and warehouse). This option is available only for documents of the type Item.

Table View for Document Type Item

Item No.
Specify the item number. Press `CTRL+TAB` to view the Alternative Items.

Item Description
Specify an item description after you have entered the item number. If required, change the description and press `CTRL+TAB` to save. The change is relevant for the current purchasing document only.

BP Catalog Number
Specify the business partner catalog number, instead of the item code and description, if you have defined it ( Inventory Item Management Business Partner Catalog Numbers Use BP Catalog Number in Documents ).

Quantity
Quantity that you want to order from the vendor based on the item’s purchasing unit of measure, as defined in the Item Master Data window. If the purchasing unit of measure is defined as more than one item, the actual quantity of the item is displayed in the Qty (Inventory UoM) field, which is the value displayed in the Quantity field multiplied by Items Per Unit. Example Quantity x Items per Unit = Qty (Inventory UoM). End of the example. Note If the available quantity is less than the required quantity level (as defined in the Item Master Data window), SAP Business One suggests replenishing the quantity. End of the note.

Unit Price
Item price from the default price list, before any discount. If the value specified in the Inventory UoM field is Yes, the price is the Unit Price. If the value specified in the Inventory UoM field is No, the price is the Unit Price x Items per Unit. Example If the Unit Price is $10 as defined in the Item Master Data window, and the Items per Unit value is 5, the Unit Price in the purchasing document is $50. End of the example. Press `CTRL+TAB` to view the Last Prices report.

Inventory UoM
Define whether the quantity displayed in the Items per Unit field is a single item unit: No - default value; if you specified a purchasing unit of measure for the item as defined on the Purchasing Data tab in the Item Master Data window, that is different than 1, the number of item units received by the warehouse equals the number specified in the Quantity field, multiplied by the Items per Unit value. Example Quantity x Items per Unit = Qty (Inventory UoM). End of the example. Yes - the number of item units received by the warehouse equals the number specified in the Quantity or Qty (Inventory UoM) field. The Items per Unit value is one. Example Quantity x 1 (Items per Unit) = Qty (Inventory UoM). End of the example.

UoM Name
When a UoM code is specified, SAP Business One takes the corresponding UoM name from the UoM setup. You can edit this field only when the UoM group of an item is Manual.

Items per Unit
The number of items specified for the selected UoM as defined on the Purchasing Data tab in the Item Master Data window. The number must be greater than zero. You can edit this field when the UoM group for an item is Manual. When inventory transactions are created from the document, the Items per Unit value from the document is used, not the value from the Item Master Data window. Note TheItems per Unit field cannot be edited in the following situations: The UoM group of an item is not Manual. A document is based on another document. Rows in a document are partially open, for example, when some of the items have been copied to another document. End of the note.

Without Qty Posting
Indicates that there is no inventory movement involved, that is, the credit memo does not affect the inventory quantity of the item. In this case, only the inventory value of the item is adjusted if the quantity is positive. Example You receive items from a vendor, but all the items were broken during shipment. You ask for a return of the payment and create a credit memo, and by choosing this checkbox, indicate that there is no return of goods. End of the example. The field is available only in the following cases: A/P credit memos not based on other documents or A/P credit memos based on an A/P invoice or A/P credit memos based on an A/P reserve invoice, for which items have been received, and if non-drop-ship warehouses are used

Qty (Inventory UoM)
The total quantity (per row), calculated as follows: Quantity x Items per Unit = Qty (Inventory UoM) Example Quantity is 2. Items per Unit is 6. Qty (Inventory UoM) = 12. End of the example.

Discount %
Percent of discount granted for the item.

Tax Code
Tax code to be applied to the item. The application proposes a default tax code depending on the following: Tax code determination rules defined (if applicable) Tax code defined in the business partner master data Tax code defined in the item master data Tax code defined in the freight setup Tax code defined in the G/L account determination If required, choose a different tax code.

Total

Displays the total amount of the row in the relevant currency. The amount is calculated as follows: Total = Unit Price x Quantity x Discount.

Note Note

The following applies to companies that use an original version of SAP Business One prior to SAP Business One 2007 A or 2007 B and upgraded to SAP Business One 8.8 directly or upgraded to SAP Business One 2007 A or 2007 B and then to SAP Business One 8.8.

The calculation method depends on whether you have selected the parameter Calculate the Row Total using the Unit Price (on the General tab in Start of the navigation path Administration Next navigation step System Initialization Document Settings End of the navigation path window).

Selected: Unit Price x Discount x Quantity
Not selected: Price after Discount x Quantity

Example:

The Unit Price of Item A is 28.07

The Discount is 8%

The Quantity is 50 items

Parameter: Calculate the Row Total using the Unit Price

Calculation of total row amount

Selected

Total = Unit Price x Quantity x Discount = 28.07 x 50 x 0.92 = 1291.22

Not selected

Price after Discount = Unit Price x Discount = 28.07 x 0.92 = 25.82 (the price was rounded from 25.8244)

Total = Price after Discount x Quantity = 25.82 x 50 = 1291

End of the note.

Blanket Agreement
Number of the linked blanket agreement that exists with the vendor. After you have entered a business partner, an item and a posting date, SAP Business One checks whether a blanket agreement is in force with the vendor and automatically relates it to the purchasing document. The unit price determined in the blanket agreement is copied into the purchasing document, if in the blanket agreement, the Use BP Discount option is selected.

Bin Location Allocation
Note The field is available only if you have enabled bin locations for at least one warehouse. If you have not enabled bin locations for the warehouse you specified in the document row, this field is blank and not editable. End of the note. Displays how many items are allocated to bin locations. You must allocate the same quantity of items to bin locations as the quantity you specified in the document row; otherwise, the field is marked in red and you cannot add the document. To manually allocate items to bin locations, click (Link Arrow) to open one of the following windows: Bin Location Allocation - Receipt Window This window opens if the item in the document is not managed by serials or batches. Serial Numbers - Setup Window This window opens if the item in the document row is a serial item. Batches - Setup Window This window opens if the item in the document row is a batch item. Once the document is added, clicking the link arrow in this field opens Inventory Posting List. Note In goods returns and A/P credit memos, for the document rows with items that are not managed by serials or batches, clicking (Link Arrow) in the field opens the Bin Location Allocation - Issue Window instead. End of the note.

Tax Only
Select this checkbox to charge or credit the business partner only for the tax that is calculated on the value of the item or service. In certain industries, such as the airlines industry, companies may be required to generate a no charge invoice with tax only. As air miles become a popular benefit to travelers, it is a requirement in some countries that customers pay tax on the value of the miles. By selecting this checkbox you can charge customers solely for tax based on the value of the air miles. Note The Tax Only setting cannot be edited, if you selected the checkbox for a specific line and copied this line into a follow-on document that is a formal document, such as a delivery, A/R or A/P invoice, and the checkbox Allow Changes to Existing Orders for sales orders under Administration System Initialization Document Settings Per Document was not selected. End of the note. This option is available in most of the localizations. Additional information may be found in the localized online help file under: Help Documentation Country-Specific Info .

Project
Specify the project that you want to relate to the item.

Gross Price
Enter in this field the unit price including tax. SAP Business One calculates automatically the unit price before tax and the tax amount, based on the tax code in the row. After pressing the `TAB` key, the Unit Price field and the Tax/Unit field are updated accordingly. The tax amount is calculated as follows: `Gross Price / (1 + Tax %) * Tax % = Tax Amount` Example Gross Price = 150 Tax % = 20 Tax Amount = 150 / (1+ 0.2) * 0.2 = 25 End of the example. Recommendation When creating a document, make sure that for all of the items in the document, you fill in either the Gross Price field or the Unit Price field. We do not recommend to have in the same document rows in which the items are priced according to Unit Price and other rows where the items are priced by Gross Price. End of the recommendation.

Gross Total
Displays the total gross amount of the row. If the item quantity is 1, the gross total is equal to the amount entered in the Gross Price field. The amount in this field is calculated as follows: `Gross Price * Quantity = Gross Total` Example Gross Price = 5 Quantity = 10 Total Gross = 5 * 10 = 50 End of the example. Note In some cases small differences between the sum of the amounts appear in the Gross Total field in the document rows and the amount appears in the Total field at the document footer may occur. This is a result of different calculation method that is used in the Total field. For more information, see the How to Work with Gross Prices guide. You can download this document from the documentation area of SAP Business One Customer Portal (http://channel.sap.com/sbo/documentation). End of the note.

Consider Quantity
Note The field is available only if you have enabled fixed assets. By default, the field is hidden. To make it visible, use the Form Settings. And, the field is editable only when you select a fixed asset in the row. End of the note. If the asset is planned for quantity maintenance, enter the acquired quantity.

Table View for Document Type Service

Description
Enter a description of the purchased service.

G/L Account
Specify the G/L account to be debited (for an A/P invoice), or credited (for an A/P credit memo).

Project
Specify the project that you want to relate to the service.

WTax Liable
Indicates whether withholding tax applies in this document. Freight in the header level is not affected, but those items at the row level are. Note When the checkbox Tax only is selected, the WTax Liable field is automatically updated to NO. You can select the value manually from the dropdown list. End of the note.

Tax Code
Tax code to be applied to the item. The application proposes a default tax code depending on the following: Tax code determination rules defined (if applicable) Tax code defined in the business partner master data Tax code defined in the item master data Tax code defined in the freight setup Tax code defined in the G/L account determination If required, choose a different tax code.

Total
Total amount of the row in the relevant currency, calculated according to this formula: Price x Exchange Rate – Discount for the Row (if defined).

More Information

Creating Purchasing Documents

Alternative Items Window

Document Settings: General Tab

Last Prices Report