How To: Create Document Drafts in SAP Business One

Published on 25th September, 2017 in SAP Business One by Andrea Vermurlen

In SAP Business One, you can save most documents as drafts. This lets you change and process them before adding them to the database as regular documents. This may be required because a document is only partially filled out and it will be completed later. Or perhaps someone knows how to fill out one part of the document but needs help from someone else to finish another part. Document drafts can also be used as templates for documents that must be filled out over and over again with minor changes.

A draft document triggers neither a posting that changes quantities or values in the stock nor changes in the accounting system for an invoice.

You can save the following types of documents as drafts:

You can also generate and display a list of drafts according to your specifications, enabling you to choose whether to delete, update, or add certain drafts.

Scenario:  Your business wants to create a sales order document draft with a selection of items on it to enable fast order taking by the sales team on a Fall promotion.  In essence, the sales order will be populated with the items and prices so the sales people do not need to enter them individually.  Here we will walk through how to set up a Sales Order draft, using SAP Business One version 9.2.

Creating the Document Draft in SAP Business One

To setup the Sales Order Draft document, Go To Sales – A/R > Sales Order.  This will be a "draft" sales order document that will contain the items included in our Fall promotion.

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Enter a customer number

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Enter Item numbers, quantity and unit price

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Right Click and Save as Draft

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Adding a Sales Order from a Draft Document

Now, when a sales person is working with a customer, and is ready to use the draft document to quickly create a sales order for them, this is what they do to add a Sales Order from a Draft Document.

Go To > Sales – A/R > Sales Reports > Document Drafts Report

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Select user All, Check Sales – A/R and Sales Orders.  Click OK

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Click on Golden Arrow next to Document Number

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Enter a different Customer Code, Click No to update document rows according to new BP’s data

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Enter a Posting Date and Delivery Date. Click Yes to update the existing table rows with the new delivery date.

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Make changes to Line Items as needed.  Click Add

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The sales order is now added. 

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Thanks, Kimberly for showing us how document drafts can be used as templates to speed order entry. 

If you need help in streamlining SAP Business One for your organization, contact us at sales@aetherconsulting.com.

 

Andrea Vermurlen, Marketing & Sales, Aether Consulting

Andrea handles marketing and sales for Aether Consulting.