Monday, December 19
How to Export Documents to Microsoft Word and Excel and Adapt the Template to Export it to Microsoft Word
This topic describes the paths , files and templates . By the end of this topic , you will be able to the correct paths for Microsoft excel export , Microsoft word exports and attachments in the general settings tab . You will also learn how to export documents to Microsoft word and excel and adapt the template to export it to Microsoft word .
When installing SAP business one , a directory named SBO_SHR is automatically created in the server . This directory is network shared to all clients workstations . The directory contains the installation files for the client software along with the central directories for the excel , exports , pictures and attachments . To define the path for these directories , you should access the general settings tab and select path . Path should be defined through the network place and not locally or through a network drive to allow access to all users . Here you can browse the system , searching for the appropriate location .SBO_SHR \ exceldocs for export to Microsoft excel , \bitmaps for pictures and master data , and \attachments for attachments for all types internally for mails and contacts .It is important to make note that all pictures and attachments are copied to the share folder . There is no path defined in the extensions folder . This is because it is a country specific part of SAP business one and is used to define the path for certain German add ons .
In SAP business one it is possible to export any table to data into Microsoft excel . When you have a table of data open in business one , you simply click the export to Microsoft excel icon , which is located in the tool bar , and follow the screen prompts to open the excel documents . In order for the excel document to open you must have macros security set to medium . This is the most appropriate setting as it would be prompting the user to enable macros . The excel path in business one must point to a photo which contains the auto open . xls , which is created by SAP during the installation for excel to open . Once all of these mentioned is in place the excel document will open and the data will be exported .
In this demonstration we will chose to export a list to excel . To do this we click on sales A/R in the command centre and open an A/R invoice . We press the tab key to get a list of customers . And then we select the excel icon to export this list to excel . We are immediately prompted to save the document in the specified path . This path contains the auto open xls file . We enter the BP name and click save .We are then prompted with a message asking us whether we want to export currency symbols or not . We choose no . We are then imprompted whether we export to excel . We must enable the macros to make this work . The data we exported is the shown in excel and the export is complete .
The SBO_SHR directory also contains the template for Microsoft word exports . During the installation , the installation routine stores the templates on the client where they are sorted according to the country code of the installed company . You should copy the required template to the word doc store directory to the SBO_SHR server directory so that all data is packed up centrally .
On every client workstation there is a word docs directory . This directory’s location where the system stores all exported word files . In this directory , the system creates a different directory for each company with the name of the company database .In each company directory , the system creates a subdirectory for every business partner for whom you export documents to Microsoft word .The system stores the exporting customer and vendor documents in the directory of the corresponding business partner . This is done under a file name consisting of the document type , for example the invoice and the document number . The system stores the other exported reports , customer receivables or other open items list directly to the company’s directory . The file name consists of the report name and the date it was created . This function is only possible when Microsoft word is installed on every client workstation .
Let us demonstrate the export of a sales quotation to Microsoft word .To do this we select sales in sales quotation . Use the last data record button to view the quotation . We now choose the export to word icon on the toolbar . We can export the quotation into a word format. We are prompted with the macros security message .We enable macros and the data is exported into a word based quotation . We can edit this document like any other word document .
To customize the word template to meet your companies requirements , it is possible to attach the doc file for customer and vendor documents .To do so, open the template file in Microsoft word and adapt as necessary . When editing the template the user has the following options available . A general dropdown list which allows the user to insert files into the header and footer zones of the document . A dropdown list for items , which allows the users to insert fields in the items table . A service dropdown list which allows the user to insert fields for service items . And finally a general documents list exists which offers summary by documents , providing the user with the option of inserting fields in the general documents section .
Lets do a demonstration to edit the word template file doc mnhl1 in the SBO share directory . To do this we open up the template in word. We enable macros and we are going to change the price column to read discount . We select the price field and choose the dropdown from the top menu bar . We over type price with discount percentage . We now need to change the text in the header . So we need to overwrite price again with discount . Now in business one we would create an invoice to show how this affects the word export . We create an invoice for Micro chips and for product NBA 2000 . In the line we add a ten percent discount and we add that document to the system . Once the document is added we can then export it to Microsoft word . We could automate this to print to word immediately . As we export to word , enable the macros . We see the data from the invoice has been populated into the template and if we look down the row , it says discount of ten percent .
You have now completed the topic on paths , files and templates in SAP business one . You are now able to define the correct paths for pictures , Microsoft word and excel exports and attachments . You are also able to export the word documents and adapt the templates for these exports .
When installing SAP business one , a directory named SBO_SHR is automatically created in the server . This directory is network shared to all clients workstations . The directory contains the installation files for the client software along with the central directories for the excel , exports , pictures and attachments . To define the path for these directories , you should access the general settings tab and select path . Path should be defined through the network place and not locally or through a network drive to allow access to all users . Here you can browse the system , searching for the appropriate location .SBO_SHR \ exceldocs for export to Microsoft excel , \bitmaps for pictures and master data , and \attachments for attachments for all types internally for mails and contacts .It is important to make note that all pictures and attachments are copied to the share folder . There is no path defined in the extensions folder . This is because it is a country specific part of SAP business one and is used to define the path for certain German add ons .
In SAP business one it is possible to export any table to data into Microsoft excel . When you have a table of data open in business one , you simply click the export to Microsoft excel icon , which is located in the tool bar , and follow the screen prompts to open the excel documents . In order for the excel document to open you must have macros security set to medium . This is the most appropriate setting as it would be prompting the user to enable macros . The excel path in business one must point to a photo which contains the auto open . xls , which is created by SAP during the installation for excel to open . Once all of these mentioned is in place the excel document will open and the data will be exported .
In this demonstration we will chose to export a list to excel . To do this we click on sales A/R in the command centre and open an A/R invoice . We press the tab key to get a list of customers . And then we select the excel icon to export this list to excel . We are immediately prompted to save the document in the specified path . This path contains the auto open xls file . We enter the BP name and click save .We are then prompted with a message asking us whether we want to export currency symbols or not . We choose no . We are then imprompted whether we export to excel . We must enable the macros to make this work . The data we exported is the shown in excel and the export is complete .
The SBO_SHR directory also contains the template for Microsoft word exports . During the installation , the installation routine stores the templates on the client where they are sorted according to the country code of the installed company . You should copy the required template to the word doc store directory to the SBO_SHR server directory so that all data is packed up centrally .
On every client workstation there is a word docs directory . This directory’s location where the system stores all exported word files . In this directory , the system creates a different directory for each company with the name of the company database .In each company directory , the system creates a subdirectory for every business partner for whom you export documents to Microsoft word .The system stores the exporting customer and vendor documents in the directory of the corresponding business partner . This is done under a file name consisting of the document type , for example the invoice and the document number . The system stores the other exported reports , customer receivables or other open items list directly to the company’s directory . The file name consists of the report name and the date it was created . This function is only possible when Microsoft word is installed on every client workstation .
Let us demonstrate the export of a sales quotation to Microsoft word .To do this we select sales in sales quotation . Use the last data record button to view the quotation . We now choose the export to word icon on the toolbar . We can export the quotation into a word format. We are prompted with the macros security message .We enable macros and the data is exported into a word based quotation . We can edit this document like any other word document .
To customize the word template to meet your companies requirements , it is possible to attach the doc file for customer and vendor documents .To do so, open the template file in Microsoft word and adapt as necessary . When editing the template the user has the following options available . A general dropdown list which allows the user to insert files into the header and footer zones of the document . A dropdown list for items , which allows the users to insert fields in the items table . A service dropdown list which allows the user to insert fields for service items . And finally a general documents list exists which offers summary by documents , providing the user with the option of inserting fields in the general documents section .
Lets do a demonstration to edit the word template file doc mnhl1 in the SBO share directory . To do this we open up the template in word. We enable macros and we are going to change the price column to read discount . We select the price field and choose the dropdown from the top menu bar . We over type price with discount percentage . We now need to change the text in the header . So we need to overwrite price again with discount . Now in business one we would create an invoice to show how this affects the word export . We create an invoice for Micro chips and for product NBA 2000 . In the line we add a ten percent discount and we add that document to the system . Once the document is added we can then export it to Microsoft word . We could automate this to print to word immediately . As we export to word , enable the macros . We see the data from the invoice has been populated into the template and if we look down the row , it says discount of ten percent .
You have now completed the topic on paths , files and templates in SAP business one . You are now able to define the correct paths for pictures , Microsoft word and excel exports and attachments . You are also able to export the word documents and adapt the templates for these exports .
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