In this article, we'll break down the impact of various sales documents on both accounting and inventory.
1. Sales Quotation
- Accounting Impact: No postings. A sales quotation merely serves as an estimate or proposal and does not impact the accounting ledger.
- Inventory Impact: No postings. It's a commitment to provide goods at specified prices but doesn't affect inventory until further steps are taken.
2. Sales Order
- Accounting Impact: No postings.
- Inventory Impact: Increases committed quantity and decreases available inventory. It indicates a firm commitment to deliver specific goods, thus reserving them for the order.
3. Delivery
- Accounting Impact: When using the perpetual inventory system, the cost-of-goods-sold account is debited, and the inventory account is credited.
- Inventory Impact: Actual inventory and committed quantity are decreased as goods are dispatched.
4. Return Request
- Accounting Impact: No postings of value-based changes.
- Inventory Impact: The ordered quantity and available inventory both increase, signaling the expectation of returned items.
5. Return
- Accounting Impact: When using a perpetual inventory system, the inventory returns account is debited, and the cost-of-goods-sold account is credited.
- Inventory Impact: Increases actual inventory as goods are returned and accepted back into stock.
6. A/R Invoice
- Accounting Impact:
- If based on a delivery: The A/R control account of the business partner is debited, and the sales revenue account is credited.
- If not based on a delivery: Alongside the above, the cost-of-goods-sold account is debited, and the inventory account is credited.
- Inventory Impact: If created without referencing a delivery, the actual inventory decreases.
7. A/R Down Payment Invoice
- Accounting Impact: The A/R control account of the business partner is debited, and the payment advance (as defined in customer master data) is credited. If payment means were provided, the business partner's A/R control account is credited, and either the bank or a clearing account, depending on the chosen payment means, is debited.
- Inventory Impact: No postings.
8. A/R Invoice plus Payment
- Accounting Impact: Multiple actions occur:
- The A/R control account of the business partner is debited, and the sales revenue account is credited.
- The cost-of-goods-sold account is debited, and the inventory account is credited.
- The checks-received account is debited, and the A/R control account of the business partner is credited.
- Inventory Impact: Available inventory decreases.
9. A/R Credit Memo
- Accounting Impact: The A/R control account of the business partner is credited, the revenue account is debited, the cost-of-goods-sold account is credited, and the sales return account is debited.
- Inventory Impact: Actual inventory increases.
10. A/R Reserve Invoice
- Accounting Impact: The A/R control account of the business partner is debited, and the sales revenue account is credited.
- Inventory Impact: Committed inventory increases.
Final Thoughts
To navigate the robust functionalities of SAP Business One effectively, understanding these impacts is crucial. Remember, each document type plays a role in the broader picture of your business operations, so using them appropriately can streamline processes and ensure accuracy in both accounting and inventory management.
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