Activities are great ways of tracking customer behavior and are core to the opportunity modules of SAP B1. In this video, learn how to add activities to a business partner.
- With business partners in the system, we can start to selling to them. The sales part of SAP b1 is the CRM module, which has components we have yet to use. Activities and opportunities. Activities drive opportunities, so let's explore activities first. You can find activities either in the CRM or in the business partners. So you can see it here in business partners, there it is. But a lot of the CRM stuff is all under the CRM module which takes a bunch of stuff from everywhere else and puts it in. And so it's really easy to go here to handle all of these things 'cause it's just nice and contained. And I'm going to go here and under CRM and hit activity and you'll go to the first record, there's only one record in here is one for Maxi Teq like this. And we can see that it's got an activity, a type, and a subject, and we can see activities, it was a phone call, it was a general type, and the like. We've got our customer information over here, and we'll talk about the rest of this in a minute. Let's do it by an example here, and let's say we get a phone call from Nova Aloha at Huli Pizza Company. She's got lots of news to share about their expansion. They're upgrading the on-site servers at the Indianapolis store to handle more tables when outdoor dining is approved for them. She's also adding two more stores in the future with servers and tablets. While it hasn't been built yet, there's going to be a St. Louis store, but that'll be run by corporate, and there's the Carpinteria store which will be a franchise. She wants OEC to deal directly with the general manager and franchisee of the Carpinteria store, who is Sarah. So we're going to add all this up in activity to explain this phone call. So to start, I'm going to go up here to the add button and click add, and we get a blank one here. For a phone call general as a default, and you can see all the different types of activities that might be there. Phone call, meeting, task, note, campaign, other. This is a phone call so we'll use the phone call. Type, I've got general here, I can define new ones and I can define a whole bunch of different types of phone calls that I might get. So for example I might have one real quickly here, I might have one for support call if I wanted a support call. This is going to be a general one. I may call it lead is another possibility. I can put a subject in here, but I'm going to leave that one blank for now. Let's see, there might be some blanks here. No, nothing there right now. So you'd have to make up one, we're not going to do that. I'm going to assign the user and that will be me. I could of course change it to somebody else if I wanted to. Or I can also do this as an employee and you can see down here on this system there's no employees set up, it's only users. So we're going to stick with just the user here. Now, next I'm going to go over here to BP code and I can put C314, I'll hit the circle here to search for that. Shows me all the C314s and that's the Huli Pizza Company, the one on top, so I'll hit choose, and that fills in all the contact information. All right, there's five tabs on an activity. There's the general tab, which is contact sensitive to the activity. Change to a meeting for your activity here and you'll see it as an address information here so you know where the meeting's going to be. I can change this again to a task and it gives me the status of the task. But we're doing a phone call, so I'm going to put this back to phone call. You'll notice down here there's a start time and an end time. This is defaulting to a current time, but you can make it in the past to log an old entry or you can set it into the future to schedule something. Let's say we're scheduling a meeting and that'll show up on the calendar which you can get up here, where it says calendar on the toolbar and there's a calendar, it will pop up and show you your schedule. All right, so we've got this set up here so far. I can also specify locations, so you can see I've got meeting locations here and I have a business partner address, that will feed in my address to that address if I had a meeting. I'm going to put a define new in here because there's one that we're probably going to be using a lot, so you might do something like Zoom meeting and you'll set up Zoom meetings or go to meetings or whatever you may want to do, and you can put those in there as well. Now I'm not doing this on Zoom, I'm just doing a regular phone call so I'm just going to leave it blank for now. Other details is a bunch of stuff you probably won't be using unless you're doing resources and financial projects. So I'm going to skip this one and I'm going to go into content, and you can add notes about the activity. In this case, I'm going to add what our conversation was about. So add that I need 10 tablets and Indy for the patio. They're going to add or replace three servers so they need the servers and they need the standard number of 25 tablets for the new St. Louis store. Send all that directly to Nova, and also about calling, and I'll do that to the correct BP number which is C314159001 for the Carpinteria store. So I've got some data here that I couldn't put into the content, so it's all my notes and stuff. I'm going to just for a little later, copy that so I have it for some other use, and then we'll go to the next one here which is link document and this we'll talk about again a little later; it's for linking documents that might have to do with this activity. Really it happens in the opportunities more than it happens directly to an activity, but you'll find this link document set up through these opportunities over here. Finally, attachments, which is the same as what we saw in the business partner if you wanted to attach other documents to this. All right, so we've got the basics here and I'm going to go down to the bottom and add this one. And we've added our activity. And that's the basics of activities. Now we get to use them as the core of creating the sales opportunities for Nova and Sarah.
- Identify the various modules in SAP Business One.
- Describe the process for setting up business partners in SAP Business One.
- Define terminology relating to modules within SAP Business One.
- Determine instances in which SAP Business One does not add information automatically.
- Review the steps in filling customer orders.
- Apply SAP Business One processes to a scenario.