How to Show Tax Breakdown When Printing Sales and Purchasing Documents

Transcription

1 SAP Business One How-To Guide PUBLIC How to Show Tax Breakdown When Printing Sales and Purchasing Documents Applicable Release: SAP Business One 8.8 India English July 2009

2 Table of Contents Introduction Identifying Tax Accounts Creating New Layouts and Setting Them as Default Adding Repetitive Areas to Layouts Creating Identification Fields in Layouts Retrieving Tax Amounts Calculating Total Amounts for Different Tax Types Defining Formats Displaying Only Relevant Text Previewing the Documents To Be Printed Authorizations Copyrights, Trademarks, and Disclaimers SAP AG

3 Introduction This document provides information on how to show the tax breakdown for each tax type in printed sales and purchasing documents. You are guided through the example of an A/R invoice that contains three items with the tax types VAT, CST, and Service. To show the tax breakdown in this A/R invoice, you perform the following tasks: 1. Identifying Tax Accounts (page 4) 2. Creating New Layouts and Setting Them as Default (page 5) 3. Adding Repetitive Areas to (page 6) 4. Creating Identification Fields in (page 8) 5. Retrieving Tax Amounts (page 10) 6. Calculating Total Amounts for Different Tax Types (page 11) 7. Defining Formats (page 14) 8. Displaying Only Relevant Text (page 16) 9. Previewing the Documents To Be Printed (page 17) SAP AG

4 Identifying Tax Accounts In this section, you identify the tax accounts for the 3 tax types (VAT, CST, and Service) used in our example A/R invoice. Procedure 1. From the SAP Business One Main Menu, choose Sales A/R A/R Invoice. The A/R Invoice window appears. 2. In the menu bar, choose Data Find. 3. In the No. field, enter 3, and then choose the Find button. A/R invoice no. 3 appears. 4. In the Tax Code field for the first item, click the link arrow. The Tax Codes Setup window appears. 5. Make a note of the tax account for each tax type. You see the tax accounts in the Sales Tax Account column. Note For an A/P invoice, you see the tax accounts in the Purchasing Tax Acct column. 6. To close the Tax Codes Setup window, choose the Cancel button. 7. To identify the tax accounts for all 3 tax types, repeat steps 4 to 6 for the other 2 items in A/R invoice no. 3. The tax accounts for the tax types VAT, CST, and Service are , , and , respectively. SAP AG

5 Creating New Layouts and Setting Them as Default In this section, you create a new layout for A/R invoices with items, and you set it as the default layout for such invoices. Procedure 1. In the menu bar, choose Tools Print Layout Designer. Alternatively, in the toolbar, click (Print Layout Designer ). The Layout Designer Selection Criteria window appears. 2. In the menu bar, choose Data Duplicate. The Duplicate Layout window appears. 3. In the table on the left, select the layout in which you want to show the tax breakdown, as follows: a. In the Destination Document Type dropdown list, select INV2 AR Invoice (Items). b. In the Destination Template Name field, enter demo. 4. To add the new layout for A/R invoices with items, choose the Add button. 5. To close the Duplicate Layout window, choose the Cancel button. 6. To close the Layout Designer Selection Criteria window, choose either the OK or the Cancel button, and then reopen the window (see step 1 of this procedure). The Layout Designer Selection Criteria window appears with the new layout: demo. 7. To set the demo layout as the default layout for A/R invoices with items, select it, and then choose the Set as Default button. The Default Template window appears. 8. In the Default Template window, make the required changes, and then choose the OK button. 9. In the Layout Designer Selection Criteria window, choose the Update button. For more information about how to define layouts in Print Layout Designer, see the document How to Customize Printing Templates with Print Layout Designer in the documentation area of SAP Business One Customer Portal at SAP AG

6 Adding Repetitive Areas to Layouts You repeat or reuse information in a document or report using what is known as a repetitive area. A repetitive area in Print Layout Designer consists of the following 3 components: A repetitive area header This area contains the table titles and subtotal titles, and is printed on every page of the document or report. A repetitive area body This area duplicates itself according to the number of rows in the table. A repetitive area footer In a repetitive area footer, you can add summaries and subtotals to the table by using formula fields. Procedure To add a repetitive area in the demo layout, proceed as follows: 1. In the Layout Designer Selection Criteria window, choose the Edit button. The Report and Layout Management window appears. 2. To open the demo layout, choose the Edit button. The following three windows appear demo Field Index Properties No Selection SAP AG

7 3. In the menu bar, choose Print Layout Designer Repetitive Area Add. A new repetitive area appears in the demo layout: Repetitive Area Header1 Repetitive Area1 Repetitive Area Footer1 4. To save your changes, in the menu bar, choose Print Layout Designer Save. Alternatively, in the toolbar, click (Save). SAP AG

8 Creating Identification Fields in Layouts In this section, you create 3 fields in Repetitive Area1 of the demo layout. These fields are for identifying the tax type VAT used in our example A/R invoice. Procedure 1. In the menu bar, choose Print Layout Designer Add Field Free Text. Alternatively, in the toolbar, click (Free Text). 2. In Repetitive Area1, add a text field by drawing a rectangle with your mouse, as follows: The system generates the unique ID F_126 for the text field. 3. In the Properties Field (Text): F_126 window, on the Content tab, in the text pane on the left, enter , the tax account for the tax type VAT, which you identified in section 1. Identifying Tax Accounts. 4. In the menu bar, choose Print Layout Designer Add Field Database. Alternatively, in the toolbar, click (Database). 5. In Repetitive Area1, add a database field by drawing a rectangle with your mouse, as follows: The system generates the unique ID F_127 for the database field. 6. In the Properties Field (Text): F_127 window, on the Content tab, do the following: a. In the Table dropdown list, select INV4 A/R Invoice Tax Amount per Document. b. In the Column dropdown list, select TaxAcct Tax Account. 7. In the menu bar, choose Print Layout Designer Add Field Formula. Alternatively, in the toolbar, click (Formula). 8. In Repetitive Area1, add a formula field by drawing a rectangle with your mouse, as follows: The system generates the unique ID F_128 for the formula field. 9. In the Properties Field (Text): F_128 window, on the Content tab, define the formula as F_126==F_127. You can either enter the formula manually or use the Formula Editor window, as follows: a. Choose the Formula Editor button. The Formula Editor window appears. b. Define the formula in the formula pane on the right, as follows: SAP AG

9 ... i. Select the relevant fields on the left by double-clicking them. ii. From the Operation dropdown list on the top right, choose the relevant operations. c. To save the formula, choose the Update button. d. To close the Formula Editor window, choose the OK button. 10. To save the changes in the demo layout, in the menu bar, choose Print Layout Designer Result Save. Alternatively, in the toolbar, click (Save). The print preview of A/R invoice no. 3 displays the following identification fields created in Repetitive Area1: SAP AG

10 Retrieving Tax Amounts In this section, you retrieve the tax amounts for the tax type VAT used in our example A/R invoice. Procedure 1. In Repetitive Area1 of the demo layout, add a database field with the unique ID F_129 (see steps 4 and 5 in section 4. Creating Identification Fields in Layouts). 2. In the Properties Field (Text): F_129 window, on the Content tab, do the following: a. In the Table dropdown list, select INV4 A/R Invoice Tax Amount per Document. b. In the Column dropdown list, select TaxSum Tax Amount. 3. In Repetitive Area1, add a formula field with the unique ID F_130 (see steps 7 and 8 in section 4. Creating Identification Fields in Layouts) 4. In the Properties Field (Text): F_130 window, on the Content tab, define the formula as F_128*F_129 (see step 9 in section 4. Creating Identification Fields in Layouts). 5. To save the changes in the demo layout, in the menu bar, choose Print Layout Designer Result Save. Alternatively, in the toolbar, click (Save). The print preview of A/R invoice no. 3 displays the fields created so far in Repetitive Area1: SAP AG

11 Calculating Total Amounts for Different Tax Types In this section, you calculate the total amounts of the three tax types used in our example A/R invoice. Procedure 1. In the End of Report area of the demo layout, add a formula field with the unique ID F_ In the Properties Field (Text): F_131 window, on the Content tab, define the formula as ColSum("F_130") to show the total amount of the tax type VAT. SAP AG

12 3. Repeat procedures no. 4 through no. 6 to retrieve the total amounts of the tax types CST and Service. Ten fields are added in Repetitive Area1. Two formula fields, F_137 for CST total amount and F_143 for Service total amount, are created in the End of Report area. You can see them in the following figure: 4. To save the changes in the demo layout, in the menu bar, choose Print Layout Designer Save. Alternatively, in the toolbar, click (Save). SAP AG

13 ... Result The print preview of A/R invoice no. 3 displays the fields created so far: SAP AG

14 Defining Formats In this section, you define the final print formats. Procedure 1. In the End of Report area of the demo layout, add a formula field with the unique ID F_ In the Properties Field (Text): F_144 window, on the Content tab, define the formula as ColSum("F_025"). This field totals the Total column in Repetitive Area0 to show the assessable value of all the line items on which taxes are to be calculated. 3. In the End of Report area, add a formula field with the unique ID F_145. SAP AG

15 In the Properties Field (Text): F_145 window, on the Content tab, define the formula as F_131+F_144 to show the subtotal comprised of the assessable value and the VAT tax amount. 5. In the End of Report area, add the text fields Assessable Value, VAT, Subtotal, CST, and Service, with the unique IDs F_146, F_147, F_148, F_149, and F_150, respectively, to show the headings as follows: 6. In the Field Index window, select Repetitive Area Header1, Repetitive Area1, and Repetitive Area Footer1. 7. In the Properties Multiple Areas window, on the General tab, deselect the Visible checkbox. 8. To save the changes in the demo layout, in the menu bar, choose Print Layout Designer Result Save. Alternatively, in the toolbar, click (Save). The print preview of A/R invoice no. 3 appears as follows: SAP AG

16 Displaying Only Relevant Text There may be scenarios in which documents do not use all three tax types. For example, there may be documents without the tax type Service. In such a case, you would not want to show the text field Service. However, you still need to link each text field to its corresponding tax formula field. To display only relevant text, proceed as follows in the demo template: 1. Select the VAT text field, and in the Properties Field (Text): F_147 window, on the General tab, in the Link to dropdown list, select F_131, the formula field that totals the VAT tax amounts. 2. Select the CST text field, and in the Properties Field (Text): F_149 window, on the General tab, in the Link to dropdown list, select F_137, the formula field that totals the CST tax amounts. 3. Select the Service text field, and in the Properties Field (Text): F_150 window, on the General tab, in the Link to dropdown list, select F_143, the formula field that totals the Service tax amounts. Note If a tax is not used in an invoice, its linked text field does not appear in the printout. 4. To save the changes, in the menu bar, choose Print Layout Designer Save. Alternatively, in the toolbar, click (Save). SAP AG

17 Previewing the Documents To Be Printed To preview two invoices, A/R invoice no. 3 with 3 tax types, as well as A/R invoice no. 4, which uses only tax types VAT and CST, proceed as follows: 1. Open A/R invoice no. 3 (see steps 1, 2, and 3 in section 1. Identifying Tax Accounts). 2. In the menu bar, choose File Print Preview. Alternatively, click (Print Preview). The following print preview for A/R invoice no 3 appears displaying the three tax types VAT, CST, and Service: SAP AG

18 3. Open A/R invoice no. 4 (see step 1 of this procedure) and generate its print preview (see step 2 of this procedure). In the following print preview of A/R invoice no. 4, the Service text field does not appear because this A/R invoice does not use the tax type Service. SAP AG

19 Authorizations For information about the authorizations required for showing tax breakdown when printing sales and purchasing documents, see the online help as well as the document How to Define Authorizations, which you can download from the documentation area in SAP Business One Customer Portal at SAP AG

20 Copyrights, Trademarks, and Disclaimers Copyright 2009 SAP AG. All rights reserved. The current version of the copyrights, trademarks, and disclaimers at is valid for this document. SAP AG