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SAP Business One in Tourism, Travel and Education Vouchering Business Logic

There are several accounting and ERP application design patterns and theories.  One of them is suggesting saving so-called work documents, such as Sales and Purchasing Invoices, customer payments and payments to you vendors, GL transactions into the set named as ‘batch’.

So called Batch processing accounting application often also allow you to imitate AP vouchering logic via requiring batch to be approved prior to posting.  Good example would be Microsoft Dynamics GP or as it was formerly known Great Plains Dynamics.  SAP B1 doesn’t have batch concept but it has to have a way to save documents without automatic posting to the General Ledger chart of accounts.  Here it is designed in quite original way via generic vouchers.  Let’s speculate about advantages and flexibilities:

1. Vouchering theory and concept.  Voucher is something that is promised but not recognized as obligation or recorded on the General Ledger until it is exercised.  You can issue vouchers to your customers in AR module or you can use them as the opportunity to reorder merchandise or services from your supplier.  Vouchers are common things in such industries as Travel and Airlines, Tourism, Prepaid Mobile Phone Cards, College Education and Grants.  Let’s take a look now how vouchering is realized in SAP BO

2. Financial Journal Voucher Entry with the link to either GL account or Business Partner.  As you know Business Partner is either customer or vendor.  Voucher is saved but in contrast to other SB1 documents when you save the voucher the transaction is not automatically posted to General Ledger and is not yet recognized as obligation.  However the transaction is recorded on the company SDL database and this is why it is open for being available on reporting

3. If voucher is not exercised you simply cancel it.  Imagine the business scenario where you are promoting your product in supermarkets or via ecommerce online and regulation requires you to record voucher contingency to be available for auditing.  It is difficult to predict the percentage of manufacturer coupons to be redeemed and cashed

4. Batch processing versus Vouchering in GL with the link to Business Partner transactions.  Having numerous years of ERP consulting experience we believe that Batch processing is easier to communicate in user training.  However vouchering logic flexibility in Business One is astonishing and the same time clearly simple.  Comparing to popular mid-market ERP Microsoft Dynamics GP vouchering logic in Payables Management modules SAP BO doesn’t technically requires customization to enable vouchering in Sales, General Ledger and Purchasing modules

5. Manufacturer Coupon and its realization via Vouchering.  When you are issuing POS manufacturing rebate or instant coupon your sales revenue have contingency and it is difficult to estimate the probability of coupon redeeming.  Think about SAP B1 Voucher cancellation logic to fit both auditing and profit reporting purposes

6. Please call us 1-866-304-3265, 1-269-605-4904 (for international customers, where our representatives pick up the phone in Naperville and St. Joseph, MI call centers).  We have local presence in Atlanta, Chicago, Southern California, South West Michigan, Houston and Dallas areas of Texas. We serve customers USA, Canada, Mexico and Brazil nationwide and internationally via web sessions and phone conferences (Skype is welcomed). Our consultants speak English, Spanish, Portuguese, Russian and Chinese.  One of our experiences is international Corporate ERP and Consolidated Financial reporting

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Andrew Karasev is SAP Business One consultant and Great Plains Certified Master, MVP, MCSE and MSDBA, 1-866-304-3265, 1-269-605-4904. He is also the initiator of eFaru project and founder of Alba Spectrum information space

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