User Guide PUBLIC

Document Version: 1.4 – 2017-05-18

Working with SAP Business One Sales Mobile App for

Android
Content

1 Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

2 Using SAP Business One Sales Mobile App. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

2.1 Getting Started. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Installing SAP Business One Sales Mobile App. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Logging In. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Home Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
KPI Screen. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
List View of Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Configuration Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
2.2 Managing Activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Viewing and Editing Activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Creating a Follow-up Activity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Creating a Sales Document Based on an Activity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Closing Activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
2.3 Managing Customer Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Filtering and Sorting Customers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Viewing Customer Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Adding Customers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Editing Customer Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
2.4 Viewing Items in the Items Module. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Viewing Information about Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
2.5 Managing Sales Documents (Orders and Quotations). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Viewing Sales Document Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Updating Sales Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Copying Sales Quotations to Sales Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Filtering Sales Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Managing Activities for Sales Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Creating Sales Quotations and Sales Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Submitting Sales Documents for Approval. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Duplicating Sales Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Cancelling Sales Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
2.6 Managing Sales Opportunities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Viewing Sales Opportunities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Creating Sales Opportunities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Viewing Stages Related to Sales Opportunities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Editing Sales Opportunities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

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 Adding New Stages to Sales Opportunities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Setting Won or Lost Statuses to Sales Opportunities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
2.7 Managing Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Setting Up Attachment Folder. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Viewing Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Uploading Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
2.8 Clearing Customer Personal Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

3 Configuring SAP Business One Solutions for SAP Business One Sales Mobile App. . . . . . . . . . . . 30
3.1 Hardware and Software Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30
3.2 Required Licenses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
3.3 Creating Accounts and Changing Passwords for Mobile App Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
3.4 Deploying Certificates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
3.5 Configuring User Authentification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
3.6 Configuring for SAP Crystal Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

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1 Introduction

With the SAP Business One Sales mobile app, you can work with activities, view business contents, manage
customer data, monitor sales opportunities, and do much more.

Key Features

● Activities - View, add, edit, close, and create follow-up activities of the user who is currently logged on to the
mobile app.
● Customers - Access and manage customer information including addresses, phone numbers, and contact
details; view historical activities and special prices; create new customers and new activities; and contact or
locate partners.
● Items - Monitor inventory levels and access detailed information about your products, including sales price,
available quantity, product specifications, and pictures.
● Sales Documents - Create, view, update, and search for sales quotations and sales orders. In addition, you can
create, update, view, and close activities related to sales documents.
● Sales Opportunities - Create, view, and search for sales opportunities; view, add, and edit stages of sales
opportunities.
● KPI and Dashboards - View predefined KPIs and dashboards (sales analysis and recommendations) in normal
and full-screen mode.
● Attachments - View, download, and upload attachments (photos) to customers, items, activities, sales
opportunities, and sales documents.

Note
The SAP Business One Sales mobile app is relevant for the SAP Business One, version for SAP HANA
application only.

The SAP Business One Sales mobile app uses the Analytics Service in SAP Business One, version for SAP HANA
in the backend. Before you can use the analytical features in the SAP Business One client application, you must
first initialize the company databases on the SAP HANA database server and enable the analytics in the client
application. For more information, see the SAP Business One analytics powered by SAP HANA Administrator’s
Guide and User Guide.

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2 Using SAP Business One Sales Mobile App

2.1 Getting Started

2.1.1 Installing SAP Business One Sales Mobile App

This topic shows you how to download and install SAP Business One Sales.

Procedure

1. In Google Play or Amazon Appstore, search for "SAP Business One Sales".
2. Download and install the SAP Business One Sales mobile app.

2.1.2 Logging In

You can find instructions on how to set up and log in to SAP Business One Sales in this topic.

Procedure

1. Open the SAP Business One Sales mobile app on your mobile device.
2. When logging in for the very first time, the Settings page pops up. You need to add your server address and
port number, and then choose Save.

If you do not know the server address, ask your IT administrator to look it up in the System Landscape
Directory Control Center. If SAP Business One Sales is used with SAP Business One Cloud, you can also use
the external server address which is mapped in the Cloud Control Center.

Alternatively, you can switch on the Demo System button to work with a trial version.
3. Enter your user code or domain user code and your password, tap anywhere outside the text entry fields to
hide the keyboard, select the database you would like to work with, and then choose Log in.

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4. The home page of SAP Business One Sales appears.

If the login takes longer than 30 seconds, the action will time out.

2.1.3 Home Page

● At the top of the home page screen, you can see the main functions of the SAP Business One Sales mobile
app:
○ Activities
○ Opportunities
○ Quotations
○ Orders
○ Customers
○ Items
○ SAP Crystal Reports
○ Cal. Sync

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 ● In the middle of the home page screen, you can view the recent active activities for today's date and the active
activities for the following 4 days. You can see each activity's priority based on the color you configure for it.

Example
Red indicates high priority, Green is for normal and Gray means low priority.

If you have a meeting type activity and the address of this meeting is not empty, to the right of the date you
can see the map icon. Clicking this icon shows a map where you see all meeting type activities on this date and
their address information (displayed with BP name, remarks, start date and time).
You can tap Cal. Sync to synchronize your activities from SAP Business One Sales to the Calendar app that
comes with your device. The last 15 days, today and the next 15 days (31 days in total) are synchronized.
● At the bottom of the home page screen, the following options are available:

○ Tapping the Home icon displays the home page of SAP Business One Sales.
○ Tapping the Customers icon opens a list of customers.
○ Tapping the KPI icon opens a performance dashboard.

2.1.4 KPI Screen

In the KPI (Key Performance Indicator) screen, you can visualize your data in various widgets.

The predefined advanced dashboard appears by default on the KPI screen, which contains the follow KPI and
pervasive dashboard widgets:

● [KPI] - Potential Amount of My Open Opportunities

● [KPI] - My Sales Amount (with Tax) for Current Month
● [Pervasive dashboard] - My Top 5 Customers by Sales Amount (with Tax)
● [Pervasive dashboard] - My Best-Selling Items by Sales Amount (with Tax)
● [Pervasive dashboard] -Potential Amt of My Open Opportunities by Stage
● [Pervasive dashboard] -My Sales Amount (with Tax)

When you choose any of the widgets on the KPI screen, you can drill down to view more information.

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Customizing the KPI dashboard

If you are an IT administrator and you want to customize the KPI dashboard, perform the following steps:

1. In the SAP Business One client, version for SAP HANA, from the toolbar, choose .
Alternatively, in the SAP Business One client, version for SAP HANA, from the menu bar, choose Tools
Pervasive Analytics .

Note
Only users with authorizations for the pervasive analytics designer can access the window.

2. Find the predefined advanced dashboard Adv. Dashboard for SAP Business One Sales App - Curr. Sales EE
and edit it to meet your business needs.
You can add new widgets, arrange the order of the widgets, or modify the widgets. But you cannot delete this
predefined advanced dashboard.
For more information, see How to Work with Pervasive Analytics.
3. Save the advanced dashboard.

4. Ask the SAP Business One Sales mobile app users to choose from the KPI tab.

2.1.5 List View of Functions

Tap the icon in the top left hand corner of the home page; the list view of all functions is displayed.

Note
Each category has a number next to it representing the number of open transactions within the category.

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2.1.6 Configuration Settings

Tap Settings to access configuration settings. In the Settings window, you can:

● View the current user of the mobile app.

● View EULA - end user license agreement, accepted upon first logon. The details can be reviewed in this
window.
● Choose the Clear Cache button to clear the cached data that has been accessed by the current user.

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 Note
If the network is disconnected, you can still view the cached data. For example, you can view the sales
document that was opened when you were online.

The local data is stored in SQL Lite on the device disk and is encrypted.

● Choose the Layout Settings button to reorganize the layout of the displayed fields in the Activities, Sales
Opportunities, Sales Quotation, Sales Order and Item modules.
To change a field's position, tap the icon to select the field, and drag it to the proper position.
● Choose the UDF Settings button to display/hide the user-defined fields (UDFs) that were defined in SAP
Business One in the Activities, Sales Opportunities, Sales Quotation, Sales Order, Customer and Item modules.

2.2 Managing Activities

In the Activities module you can:

● View the activities assigned to you in a calendar format view

● Edit existing activities and create new activities
● Create follow up activities
● Close activities

2.2.1 Viewing and Editing Activities

Procedure

1. Tap the Activities module.

The Activities page opens, displaying activities on a calendar page.

Activities of different types are marked by different colors. The activity name, its start time and end time are
displayed.
2. To view the activity details, tap the relevant activity. The Activity page appears.
3. To link the activity to a related sales document, tap the Link To button.
4. To report the location of the activity, tap the Check In button.

After a successful check-in, the address appears. You can view the address in the map. You can also record
multiple location addresses related to this activity.

Note

The check-in activities can be reviewed in the SAP Business One client ( Business Partners Business
Partner Reports Activity Check-In Report ). A sales manager user who has the authorization can review
the report. The report displays previous 7 days or 14 days check-in summary.

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 5. To add photo attachments, tap Attachment.
6. To edit the activity details, tap Edit. Make all the changes you need and tap Save.

2.2.2 Creating a Follow-up Activity

Context

You can create a follow-up activity for an existing activity.

Procedure

1. Display the activity for which you want to create a follow-up activity.

2. Tap and choose Follow Up. The Activity page appears in add mode, displaying all the details of the original
activity. Make any required changes and tap the Create button to create a follow-up activity.

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2.2.3 Creating a Sales Document Based on an Activity

Context

You can create a sales document based on an existing activity.

Procedure

1. Display the activity for which you want to create a sales document.

2. Tap and choose Create. You can create a new sales opportunity, sales quotation or sales order.

The sales document page appears in add mode.

For more information, see Creating Sales Quotations and Sales Orders and Creating Sales Opportunities.

2.2.4 Closing Activities

Context

You can close an active activity.

Procedure

1. Display the activity which you want to close.

2. Tap and choose Close.

After you close the activity, you cannot edit it, and it appears in gray. You can create a follow-up activity for it.

2.3 Managing Customer Data

In the Customers module, you can filter, view, update, add, and search for customer information.

2.3.1 Filtering and Sorting Customers

You can filter the list of business partners in the Customers module according to business partner types.

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Tap a filter to view a list of business partners of the respective type:

● Customer - applied by default. Displays a list of business partners of the Customer type.
● Lead - Displays list of business partners of the Lead type.

The filter you apply is kept by default for the next time you enter the Customers module.

To sort the business partner list, tap the icon, and sort by Name, Code or Intelligent Sort.

Tapping the Intelligent Sort option opens a detailed screen with sorting criteria such as Recency, Frequency,
Monetary value, Account Balance, Churn Probability and more. R.F.M. is the abbreviation of Recency, Frequency,
and Monetary. P.R.D is the abbreviation of Proposed Reorder Date.

2.3.2 Viewing Customer Information

1. Tap the Customers module.

A list of customers appears, with each customer rated with 1-5 stars, 5 being the highest rating and 1 the
lowest. The rate is calculated according to the recency, frequency of posting orders, and monetary values,
consequently displaying your top customers.
○ R: XXX days ago (R stands for Recency)
Recency = Number of days since last sales order posting date. Customers will be displayed by days in
ascending order.

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 ○ F: XXX SOs/Yr (F stands for Frequency; SOs/Yr strands for Sales Orders/Year)
Frequency= Number of sales orders*365/Number of days in selected period (total life cycle days, first SO
date to current day), rounded up to 0.1. Customers will be displayed by number in descending order.
○ M: XXX (M stands for Monetary)
Monetary means total sales order amount of a customer that has accumulated since the first sales order.
The unit of measure will be adjusted automatically. Customers will be displayed by monetary value in
descending order.
○ The Churn field displays the customer attrition risk as low (L), medium (M) or high (H), as well as the
churn probability rate in percentage.

Note
To first use the churn probability feature and to update the churn statistics with the latest data in your
company database in the future, in a web browser, navigate to the following URL: https://<Server
Address>:<Port>/PredictiveAnalysis, log on to the company you are working with, and choose
the Refresh Now button. On the web page, you can also find the history of previous refreshes. The URL
supports the following Web browsers: Google Chrome, Microsoft Edge, Apple Safari, and Mozilla Firefox.

○ The Proposed Reorder Date field creates a proposal date for you to contact the customer for a new order.
○ The value beside the /SO field represents the average amount per Sales Order. This allows you to keep
track of how valuable each customer is.

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 Note
The behavior under the Lead tab is identical to that under the Customer tab. You are able to see the
industry, last activity days, open opportunities number, and potential number of opportunities.

2. To view information about a customer, tap that specific customer on the screen.
The Business Partner page appears. It includes the following tabs:
○ General – Displays the account balance and credit limit of the customer, as well as contact details for the
company, such as phone number, e-mail address, and Web site.
User-defined fields are displayed under this tab in a separate section, grouped by the user-defined field
categories.
○ Addr/Contacts – Displays the default contact person and the default ship-to and bill-to addresses.
○ Transactions – Tap the relevant category to view the documents or transactions created for the customer.
○ Activities – Displays the list of activities created for the business partner.
To view an activity, tap it.
TheActivitypage appears. To edit the activity, tap the Edit icon, make changes, and tap Save.
To add an activity, on the right of the toolbar, tap .

Posting Instructions
The Activity page appears in add mode. Specify the information and tap Create.

○ Sales Opportunities, Sales Quotations, and Sales Orders – Display, respectively, the sales
opportunities, sales quotations, and sales orders created for a business partner. To create a new
opportunity, sales quotation, or sales order, tap . To return to the list of business partners, on the
top left of the screen, tap .
○ Special Prices – Displays the special prices of items for the business partner.
To view items that have special price defined, tap Special Prices. The discount percentage and the
special price are displayed. To view the item information, tap the item. From the item display, tap Unit
Price to view the item’s price in various price lists.

Note
Date-dependent special prices and quantity-based special prices are not supported.

○ Dashboard - Displays the pervasive analysis dashboards' information for this customer.
The predefined advanced dashboards contain the follow KPI and pervasive dashboard widgets:
○ [Pervasive dashboard] - Sales Amount (with Tax) by Month
○ [KPI] - Open Amount of Deliveries for Customer
○ [KPI] - Customer Receivables
○ [Pervasive dashboard] - Best-Selling Items by Sales Amount (with Tax)
If you want to customize the dashboards, perform the following steps:

1. In the SAP Business One, version for SAP HANA client, from the toolbar, choose .
Alternatively, in the SAP Business One, version for SAP HANA client, from the menu bar, choose
Tools Pervasive Analytics .
Only users with authorizations for the pervasive analytics designer can access the window.
2. Find the predefined advanced dashboard Adv. Dashboard for SAP Business One Sales App - Customer
and edit it to meet your business needs.

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 You can add new widgets, arrange the order of the widgets, or modify the widgets. But you cannot
delete this predefined advanced dashboard.
When you modify or add a new widget, make sure that the data is based on the specific customer you
are exploring. Thus, in the data source of the KPIs and dashboards, you must include the CardCode
dimension, and the name is case sensitive. Note that in a query-based data source, the result must
have a column named CardCode.
For more information, see How to Work with Pervasive Analytics.
3. Save the advanced dashboard.

4. In the SAP Business One Sales mobile app, from the Dashboard tab, tap .

2.3.3 Adding Customers

Procedure

1. Tap the Customers module.

The Business Partners page appears.

2. Tap .
The Business Partners page appears in add mode.
3. Specify the information and tap Create.

2.3.4 Editing Customer Information

Procedure

1. Display the business partner whose information you want to edit (see Viewing Customer Information).
2. Tap the Edit icon.
The Business Partner page appears in edit mode.
3. Tap any detail you want to edit, and make the required changes.

Example
To change the business partner name, tap Name. Enter the new name in the text box.

To change the main contact for the business partner, tap Main Contact.

The list of contacts defined for the business partner appears:

○ To add a contact, tap Create a New Contact, specify the information, and tap Create.
○ To edit an existing contact, tap the contact, make the changes, and tap Save.

4. After making your changes, tap Save.

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2.4 Viewing Items in the Items Module

In the Items module, you can:

● View information about items in inventory, including unit price of a selected item
● View quantities of an item by warehouse
● Search for items in inventory

2.4.1 Viewing Information about Items

1. Tap the Items module.

The list of items is displayed, sorted alphabetically by item code. To refresh the list, pull down the list from the
top of the list.

Note
The item list has an index along the right side. To jump to items whose item code starts with a specific letter,
tap that letter. To scroll quickly through the list, drag your finger along the index.

2. To view information about an item, tap the item.

The Item page displays detailed information about the item, including user-defined fields.
○ To view the item picture, tap the placeholder picture.
○ To view the price of the item, tap Unit Price.

Note
Due to system limitations, you can see all prices defined in different price lists for the item. For more
information, see SAP Note 2419979 .

○ To view inventory levels of the item by warehouse, tap In Stock Quantity. For each warehouse, you see the
quantity of the item available, in stock, ordered, and committed.

2.5 Managing Sales Documents (Orders and Quotations)

You can view, edit, search for, and create sales quotations and sales orders by using the relevant modules:

● Sales Quotations module

● Sales Orders module

In addition, you can update exiting sales quotations and sales orders and manage activities related to these
documents.

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2.5.1 Viewing Sales Document Information

1. To view a sales order or a sales quotation, tap the relevant module.

A page appears listing the existing sales documents for the module you selected.
By default, the sales documents are sorted in descending order by the posting date. To sort by document
number or BP name, tap the icon, and choose Doc No. or BP Name.
To refresh the list, pull down the list at the top of the list.

Note
Sales documents with an Open status have an orange side dot in the front of the sales document.

2. To view information about a sales document in the list, tap the sales document.
The Info page for the sales order and sales quotation contains four tabs: Header, Contents, Logistics, and
Accounting. The page contains the following information:
○ Header tab – Document number, dates, total values, currency, sales employee, customer ref. number,
status, business partner details, activities, and so on.
○ Contents tab
For an item type document:
Each row has a Details page, including item description, item code, quantity, unit of measure, items per
unit, and user-defined fields, if any exist.
To view row details, tap the row. The Details page appears.
○ Logistics tab – Bill-to and ship-to addresses and shipping type, if defined. To see a map and get directions,
tap the relevant address.
○ Accounting tab – Payment terms and payment means defined for the document, as well as the BP project.

2.5.2 Updating Sales Documents

Context

You can update existing sales quotations and sales orders that comply with the following conditions:

● The sales quotation or sales order has an Open status.

● The sales quotation or sales order was not fully or partially drawn into the target document.

Procedure

1. Display the sales quotation or sales order you need to update.

2. Tap in the top-right hand corner, and the document is switched to Edit mode.
3. Make all the changes required.
4. To save your changes, tap Save; otherwise, tap Cancel.

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 Note
The following values cannot be modified:
○ Customer code and customer name
○ Document currency

2.5.3 Copying Sales Quotations to Sales Orders

Context

You can further process sales quotations and copy them to sales orders.

Procedure

1. Display the sales quotation you want to copy into a sales order, and tap .
2. Tap Copy to Order. The Sales Order page appears in add mode and displays all the information taken from the
selected sales quotation.
3. To add the sales order based on the sales quotation, tap Create.

The sales order is saved and the status of the sales quotation which is the base document is set to Closed.

2.5.4 Filtering Sales Documents

You can filter sales quotations and sales orders to view only documents with an Open status, documents created
by you, or all existing documents.

To filter and view existing documents, choose the Sales Quotation or Sales Order module. A list of the respective
documents appears:

● To view only documents with an Open status, choose Open.

● To clear the filter and display all documents, choose All.

Note
When you initiate a search after applying a filter, the search applies to the filtered list, and not to all existing
documents.

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2.5.5 Managing Activities for Sales Documents

You can view, add, and close activities related to sales quotations and sales orders.

2.5.5.1 Viewing Activities Related to Sales Documents

Procedure

1. Display the relevant sales quotation or sales order and choose the Header tab.
2. Tap Activities. A list of all the activities created for the displayed document appears. Closed activities appear in
gray.
3. Tap an activity to view its details.

2.5.5.2 Adding New Activities to Sales Documents

Context

You can add a new activity to an existing sales quotation or sales order.

Procedure

1. Display the sales quotation or sales order to which you need to add the new activity.
2. Choose the Header tab, and then tap Activities. The list of activities related to the selected document appears.

3. Tap . The Activity page appears in add mode, containing the details of the customer for which the
document is created.
4. Add the activity details and tap Create.

2.5.5.3 Editing Activities Related to Sales Documents

Context

You can edit activities related to a specific sales quotation or sales order as long as the status of the activity is
Open.

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Procedure

1. Display the list of activities related to the relevant sales quotation or sales order.
2. Display the activity you need to update and tap the Edit icon.
3. Make all required changes and tap Save.

Note
At this stage you cannot make any modifications in the sales quotation or sales order to which the activity is
related.

Related Information

Viewing Activities Related to Sales Documents [page 20]

2.5.5.4 Closing Activities Related to Sales Documents

Context

To close activities related to a specific sales quotation or sales order, perform the following steps:

Procedure

1. Display the list of activities related to the relevant document.

2. Tap the activity you want to close. The Activity page appears.

3. Tap and choose Close. A confirmation message appears.

4. To close the activity, approve the message.

Related Information

Viewing Activities Related to Sales Documents [page 20]

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2.5.6 Creating Sales Quotations and Sales Orders

Context

You can create sales quotations and sales orders only for items, not for services.

Procedure

1. Tap the module of the sales document you want to create.

The list of existing sales quotations or sales orders appears.

2. Tap .

The sales document page appears in add mode. Mandatory fields and mandatory user-defined fields are
indicated by the ghost text Required.
3. The Series field displays the default numbering series defined for the sales quotation or sales order. To assign
different numbering series to the document, tap this field. A list of all available numbering series appears. Tap
the numbering series you want to assign to this document.
4. To specify the business partner for whom the document is created, tap Business Partner.

The list of business partners appears.

1. Select the relevant business partner. The main contact person and the default sales employee of the
selected business partner are automatically populated in the respective fields.
2. To assign a different contact person or sales employee to the document, tap the relevant field. A list of the
available contact persons or sales employees appears.
3. In the Logistics section, the default Ship To and Bill To addresses appear.
5. To add items to the document, tap Items.

The Items page appears.

1. Select the relevant items and tap Done.

Note
You can select recommended items for this customer. The recommended items are calculated by the
machine learning algorithm. If this customer has no sales records or recommended items in the
database, the recommended items are the most frequently bought items company wide.

Before you can use the recommendation feature, make sure that you have run the recommendation
service successfully, by navigating to the URL: https://<ServerAddress>:<Port>/
PredictiveAnalysis in a Web browser, logging on to the company you are working with, and
choosing the Refresh Now button. The supported Web browsers are: Google Chrome, Microsoft Edge,
Apple Safari, and Mozilla Firefox.

2. To change the quantity of the items, specify the quantity, and tap Done.

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 3. To add more items to the document, tap the Choose Item button.

Note
The recommended items are calculated based on the customer and the last item you have selected in
step 1.

4. To return to the sales document page, tap .

6. Specify any other relevant information.
7. To add the document, tap Create.

2.5.7 Submitting Sales Documents for Approval

Context

You can create or update sales quotations and sales orders and trigger an approval procedure, if defined.

Note
To trigger the approval procedure when adding or updating a document, you must activate the approval
procedure from the SAP Business One client. From the SAP Business One Main Menu, choose Administration
System Initialization General Settings BP and then select the checkboxes Activate Approval
Procedures, and Activate Approval Procedures in DI.

Procedure

1. Create the sales quotation or sales order by following the steps provided in the Creating Sales Quotations and
Sales Orders [page 22] section above.
2. To add the document, tap Create. A system message appears, notifying you that an approval is required.
3. Enter any relevant remarks and tap OK.

The sales document is sent for approval.

4. To trace and view the status of the document that you sent for approval, choose the Approval Status tab.

If the document is approved, you can add it to the application; if the document is rejected, you can make some
modifications and try again.

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2.5.8 Duplicating Sales Documents

Procedure

1. Display the document you want to duplicate and tap . Tap Duplicate.
2. To change fields, see Creating Sales Quotations and Sales Orders [page 22].

2.5.9 Cancelling Sales Documents

Context

To cancel sales orders or sales quotations with an Open status, follow the steps below:

Procedure

1. Display the document you want to cancel and tap . Tap Cancel Order or Cancel Quotation, depending on the
document you want to cancel.
2. A system message appears warning that cancellation of the document is irreversible. To continue and
complete the cancellation, tap Confirm.
3. The status of the document is set to Cancelled.

2.6 Managing Sales Opportunities

The Opportunities module enables you to create, view, and search for sales opportunities. In addition, you can
view, edit, and create stages for sales opportunities.

2.6.1 Viewing Sales Opportunities

Procedure

1. Tap the Opportunities module.

A page appears listing the existing sales opportunities, filtered by status.

For each opportunity in the list, you can see the opportunity name, potential amount, the closing rate and the
predicted closing date. To refresh the list, pull down the list at the top of the list.

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 Note
By default, sale opportunities with an Open status are displayed. To display sales opportunities with a Won
or Lost status, tap the required filter.

When you initiate a search, the search applies to the filtered list only, and not to all of the existing sales
opportunities.

Sales opportunities with an Open status have an orange side dot in the front of the document.

2. To display all the sales opportunities in a pipeline mode, tap Pipeline. To switch back, tap Opportunities. The
pipeline displays the stages of the opportunity.
3. Tap a sales opportunity to view its details.

Results

The Sales Opportunity page displays opportunity details such as business partner, stage, and more.

2.6.2 Creating Sales Opportunities

Procedure

1. Tap the Opportunities module.

The list of existing sales opportunities appears.

2. Tap .

The Sales Opportunity page appears in add mode.

3. Specify the required information and tap Create. The Business Partner, Stage, and Potential Amount fields are
mandatory and indicated by the ghost text Required.

2.6.3 Viewing Stages Related to Sales Opportunities

Procedure

1. Display the required sales opportunity.

2. Tap All Stages. The list of all stages and the respected closing rate related to this sales opportunity appears.
3. Tap a stage to view its details. The Stage Info page appears, displaying all the details of the selected stage:
○ Stage - displays the stage name
○ Potential Amount
○ Closing Rate

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 ○ Stage Start Date and Stage Close Date
○ Sales Employee
○ Remarks
○ Doc. Type and Document - If the stage is related to a specific sales document (sales quotation or sales
order), these fields display the document type and its number. To view the related document, tap the field.
○ Activities - Tap to view the list of activities related to this stage. You can also add or update the activities in
the latest stage.

2.6.4 Editing Sales Opportunities

Context

You can edit the header information of a sales opportunity with an Open status or you can edit its last stage.

Procedure

1. Display the required sales opportunity and tap .

2. The details of the selected sales opportunity appear.
3. Make the required changes and tap Save.

2.6.5 Adding New Stages to Sales Opportunities

Context

You can create new stages to existing sales opportunities with an Open status.

Procedure

1. Display the sales opportunity for which you want to create a new stage, and tap .
2. Tap Add a Stage. In the Stage Info page, enter all relevant details for the new stage. Potential Amount is a
mandatory field.
3. To relate the new stage to a specific document type, tap Doc. Type and select either sales quotation or sales
order. Then choose the specific sales quotation or sales order. The selected document and its number are
displayed in the Document field.

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 4. Tap Save.

2.6.6 Setting Won or Lost Statuses to Sales Opportunities

Context

You can set the Won or Lost status to an existing sales opportunity with an Open status.

Procedure

1. Display the sales opportunity for which you want to change the status. Tap .
2. Tap Set Status. Tap the status you want to set to the sales opportunity.

Note
When changing the status of a sales opportunity from Open to either Won or Lost, it is not possible to make
any additional changes to the document.

2.7 Managing Attachments

You can view, download, and upload attachments from and to customers, items, activities, sales opportunities, and
sales documents.

2.7.1 Setting Up Attachment Folder

To set up the attachment folder, perform the following steps:

● From Windows:
1. Create a shared folder with read and write permissions.
2. In the SAP Business One client, choose Administration System Initialization General Settings
Path . In the Attachments Folder field, enter the shared folder. Make sure that the folder path is a
network path rather than a local path. For example, \\10.59.38.19\Attachments.
● From Linux:
1. Create a folder (for example, /mnt/Attachments).

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 2. Mount the Linux folder to the Windows folder by running the following command:
mount -t cifs -o username=xxxxx,password=******,file_mode=0777,dir_mode=0777 "//
10.59.38.19/Attachments/" /mnt/Attachments
The command username and password is the Windows username and password.

Note
To facilitate customers with the configuration, /etc/fstab can be leveraged to automatically mount to the
Windows shared folder once the Linux server reboots. You can perform the following steps to achieve this:
1. Log in as a root user and create a credentials file (for example, /etc/mycifspass) with the following
content:
username=xxxxx
password=******
file_mode=0777
dir_mode=0777
2. Open the system configuration file /etc/fstab and append one line, as below:
//10.59.38.19/Attachments/ /mnt/Attachments cifs credentials=/etc/mycifspass 0
0
3. Reboot the Linux server and you will find the Windows shared folder is automatically mounted.

2.7.2 Viewing Attachments

Procedure

1. Open the relevant document or object and navigate to the Attachments entry. Tap Attachments.
2. The Attachments page appears, listing the attached files. Tap the attachment file you want to view.

The attachments include not only those uploaded by the SAP Business One Sales mobile app, but also those
that already exist in the SAP Business One application.

2.7.3 Uploading Attachments

Prerequisites

Before adding an attachment, please ensure that it is virus-free.

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Context

You can upload attachments of image file types only, by either browsing to the required image file, or by taking a
picture using your mobile device.

Uploading attachments is only possible to documents and objects that can be updated.

Procedure

1. Open the document or object to which you want to add an attachment.

2. Tap Attachments. The Attachments page appears.

3. Tap .To choose an existing image file, tap Choose Photo and browse to the image file you want to attach. To
take a picture and attach it, tap Take Photo.
4. In the Add Attachments page, enter the name of the photo.

2.8 Clearing Customer Personal Data

Personal data about customers is stored in SQL Lite on the device disk and is encrypted. The data can be cleared
manually and is cleared automatically by SAP Business One Sales in a specific scenario.

To manually clear all customer personal data that is stored on your mobile device, choose Settings Clear
Cache .

In addition, in order to help protect personal data for your customers, SAP Business One Sales is designed to
automatically clear all data stored on your mobile device in the following scenario:

You have synchronized or cached some data and then been offline. → The system administrator changes any
personal data for your customers from the SAP Business One client as requested by the customers. → You open
the mobile app when you are back online.

In this scenario, you will receive one of the following messages:

● To protect data privacy for your customers, all cached data, including the changes
you have made offline, have been deleted. Please log in again to proceed. For more
details or help, please contact your system administrator.
● To protect data privacy for your customers, all cached data, including the changes
you have made offline, have been deleted. For more details or help, please contact
your system administrator.

You need to choose OK, and then log in again to retrieve the latest data.

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3 Configuring SAP Business One Solutions
for SAP Business One Sales Mobile App

3.1 Hardware and Software Requirements

This topic describes the hardware and software requirements for mobile devices and the requirements for SAP
Business One solutions.

Requirements for Mobile Devices

SAP Business One Sales requires:

● Android phones
● Android 5.0 and above

Requirements for SAP Business One

1. You have installed SAP Business One 9.2 patch level (PL) 04, version for SAP HANA or higher.
2. In the server components installation or upgrade, you have selected the Mobile Service component.

For further information about installing and upgrading SAP Business One, see the Administrator’s Guide that is
provided on the SAP Business One product DVD or in the download package.

If you are using external address mapping for mobile service, refer to Prepare Certificate and Configure Nginx
Reverse Proxy sections in the guide How to Deploy SAP Business One with Browser Access.

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 Note
The SAP Business One Sales mobile app must be used with SAP Business One, version for SAP HANA. You need
to deploy the Service Layer, Analytical Features and App Framework components in order for this mobile app to
work successfully.

Requirements for SAP Business One Cloud

Note
As of version 1.1.10 or higher, the SAP Business One Sales mobile app is compatible with SAP Business One
Cloud.

● You have installed SAP Business One Cloud 1.1 patch level (PL) 07 or higher.
● You have installed SAP Business One 9.2 patch level (PL) 05, version for SAP HANA or higher.
● In the server components installation or upgrade, you have selected the Mobile Service component.
After successfully installing the Mobile Service, in the Cloud Control Center, you can view the services from
Landscape Management Mobile Services .
● If you want to expose the mobile service to the Internet (external networks), you must register in the Cloud
Control Center the mapping between the external address of the mobile service and its internal address.

For more information about installing and upgrading SAP Business One, see the Administrator’s Guide for SAP
Business One.

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For more information about the Cloud Control Center and mapping internal and external URLs, see the
Administrator's Guide for SAP Business One Cloud.

If you are using external address mapping for mobile service, refer to Prepare Certificate and Configure Nginx
Reverse Proxy sections in the guide How to Deploy SAP Business One with Browser Access.

Security Certificates

During the installation, you can select to import a certificate store file (Specify a PKCS12 certificate store and
certificate password option) or have the installer generate a self-signed certificate (Use a self-signed certificate
option) for the System Landscape Directory, Analytics Platform and Mobile Service.

We recommend that you use a purchased certificate (for example, PKCS12 certificate).

If you choose the Use a self-signed certificate option, be sure to use the hostname rather than the IP address when
specifying the server. The host name must be the Linux server hostname, which can be accessed by the mobile
devices.

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3.2 Required Licenses

The license required to use SAP Business One Sales.

The SAP Business One Sales mobile app is available for the following SAP Business One named user types with no
additional license fee:

● Professional users
● Limited CRM users
● Starter Package users
● Mobile Service users

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3.3 Creating Accounts and Changing Passwords for Mobile
App Users

After you get a required license, you need to create a user account for an SAP Business One Service mobile app
user in the SAP Business One client.

Procedure

1. From the SAP Business One Main Menu, choose Administration Setup General Users to create a
new user.

Select Superuser and deselect Mobile User for the new user.
2. Import the license file, and assign the license type to this new user.
3. Define a sales employee, create a new employee and select mobile user

We recommend that you change the initial password for the mobile app user before the user uses SAP
Business One Sales. To change the password, from the SAP Business One client, choose Administration
Setup General Security Change Password .

If you use the mobile app only, without the SAP Business One client (for example, you have a mobile sales
license), you will not be able to change your password from the mobile app.

For information about how to perform the above steps, see the online help for SAP Business One, version for
SAP HANA.

Results

A mobile user account is created. You need to provide the mobile app user with the user code and password.

3.4 Deploying Certificates

This topic describes how to deploy a certificate to your mobile device.

To ensure the highest security standard for your company and your business data, SAP introduced the exclusive
use of valid SSL certificates. In SAP Business One, the System Landscape Directory and the Service Layer
components enforce secure connection through HTTPS encryption. You need to ensure that your mobile device is
also secured by the certificates.

● Purchased certificate (Recommend):

We recommend that you use a purchased certificate (for example, PKCS12 certificate).
To import certificate to SAP Business One, version for SAP HANA, follow instructions on the Certificate part of
chapter SAP Business One, version for SAP HANA in SAP Note 2046101 .

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 If you use a purchased certificate, you normally don't need to deploy the certificate to your mobile device. If
you are asked to do so, please contact your certificate vendor.
● Self-signed certificate (SAP Business One default certificate):
If you use a self-signed certificate, you must first export the certificates that you used for System Landscape
Directory, Mobile Service, and Analytics Platform, and then import them to your mobile device.
● Self-signed certificate (Self-generated certificate):
If you want to re-generate self-signed certificate for your server, refer to SAP Note 2298985 .
If you are using external address mapping for mobile service, refer to Prepare Certificate and Configure Nginx
Reverse Proxy sections in the guide How to Deploy SAP Business One (Cloud) with Browser Access.

Note
If you have used different certificates for these services, you must repeat the export and import procedures for
each certificate.

To export a certificate, perform the following steps:

1. In a Web browser, enter the URL for the System Landscape Directory, Mobile Service or Analytics Platform and
press Enter .
2. In the Web address bar, click the security report icon.

3. Click View certificates.

4. In the Certificate window, on the Details tab, choose Copy to File.

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5. In the Certificate Export Wizard window, choose Next.
6. Select the DER encoded binary X.509 (.CER) format, and choose Next.
7. Enter a name for the file and the location (including the entire path), or click Browse, navigate to the location,
and then enter the file name.
8. Click Finish.

To import a certificate to your mobile device, perform the following steps:

1. Copy the certificate file to your mobile device.

2. Install the certificate to your mobile device.

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3.5 Configuring User Authentification

This topic shows you how to configure a type of authentification as a login method for the SAP Business One Sales
mobile app users.

Context

In an on-premise environment, you have the following authentification options:

● Single Sign On (Logging in with Windows domain user accounts).

● Logging in with SAP Business One user accounts.

In an on-demand environment, only Single Sign On is supported.

Procedure

To configure a type of user authentification for SAP Business One Sales, proceed as follows:
1. Log in to the System Landscape Directory.
2. Go to Security & Logging.

○ If you want the mobile app users to log in to SAP Business One Sales with Windows domain user accounts,
select both Enable Single Sign On (Log In Using Windows Domain Account) and Disable Logins with SAP
Business One User Accounts.
○ If you want the mobile app users to log in to SAP Business One Sales with SAP Business One user
accounts, deselect both Enable Single Sign On (Log in Using Windows Domain Account) and Disable Logins
with SAP Business One User Accounts.

Note
In the on-premise environment, you can't enable both of the authentification options. Even if you select
Enable Single Sign On (Log In Using Windows Domain Account) and deselect Disable Logins with SAP
Business One User Accounts, only Single Sign On will take effect.

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3.6 Configuring for SAP Crystal Reports

Context

Crystal reports in SAP Business One 9.3 PL04, version for SAP HANA or later versions can be displayed in the SAP
Business One Sales mobile app.

To make a report created with SAP Crystal Reports visible within the mobile app, follow the steps below.

Procedure

1. From the SAP Business One Main Menu, choose Administration Setup General Report and Layout
Manager .
2. In the navigation pane on the left, select the report you want to display on the mobile device.
3. Select the Visible for Mobile checkbox.

This checkbox is visible only for reports in the SAP Crystal Reports format, not for reports in other formats.

Note
SAP Business One does not check whether the report is suitable for displaying on a mobile device.

4. To save your settings, choose Update.

Note
The resolution of the mobile device determines how the report is displayed.

5. From the home page of the SAP Business One Sales mobile app, you can view the available Crystal report list.
Enter variables to generate Crystal reports on your device.

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Document History

Version Date Change

1.0 2016-06-06 Initial version

1.1 2016-09-09 Layout settings

Special price of items for business partners

Map with location displayed for meeting type activities

Recommended items in creating/editing Sales Quotation and Sales Order

1.2 2016-11-07 Compatible with SAP Business One Cloud

Sales document approval procedure

1.3 2017-02-20 Logon page: choose company database

Added cache mechanism

Display Crystal reports

1.4 2017-05-18 UDF configuration settings

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Important Disclaimers and Legal Information

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damages caused by the use of such content unless damages have been caused by SAP's gross negligence or willful misconduct.

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We try not to use gender-specific word forms and formulations. As appropriate for context and readability, SAP may use masculine word forms to refer to all genders.

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