- [Instructor] You might run into this situation
where you get an order in,
but there's something not quite right,
such as the back order we saw with the tablets,
a minimum quantity not met, a price discrepancy,
or shipping blackout date.
You may need to talk to the customer
before you process the order.
By splitting Huli Pizza Order,
we added the cost of shipping,
which wasn't reflected in the quote.
You're going to want to ask for this sales order
to call Nova and find out about it
before adding it to the system,
and that's what draft documents are for.
In SAP Business One, you can make draft documents
for many of the documents, including quotes.
Drafts don't officially exist in the system.
They are stored completely separate from sales inventory
and accounting functions.
Sales orders is one of the most common ones.
So in the one we've got here,
and we've got...
I'm going to go back to Contents for something to look at...
I'm going to mail this to Nova
and show her that we're going to have about this for freight.
Is she okay with that, because we split this up?
So first of all,
what I'll do is I'll go and get an email for it,
so I'll go to the mailer.
I'll say Yes to add and attach an edited report
like I did before, for a quote.
And just like I did before,
it figures out and processes up a PDF of the sales order
and it puts it in the attachments.
There it is.
And then you can put some text in here.
So I send her this message.
"Since we are splitting the order,
I wanted to give you an estimate on freight
before I process the order.
If this is okay, give us a call
and we'll process the order."
And so I'll send that if I had something to send it with,
and off it would go and she'd be able to see it.
Like I said, I don't have a email client here,
so I'm just going to cancel it,
but let's suppose that it actually sent,
and I hit Send and sent the order.
Okay, so it's off for being sent.
And then while I'm waiting for a response,
I'm going to send this to Drafts,
so I don't lose it, but I have it available.
And so what I'm going to do here
is go to one of these empty spaces here,
right-click, and all the way on the bottom,
you'll see it says, "Save as Draft."
So I can hit that.
And you'll see on the bottom,
it says "Draft Document No. 12 was created,"
and it's now saved as a draft document.
Now I know it was important for them to get this next day,
so I give Nova a call as well.
She looks at her emails and tells me it's okay to process.
So to recall us... draft,
I'm going to use the document draft report.
So over here in Sales, I'm going to go down to Reports,
and there's Sales Reports.
And you'll see the second one under Sales Reports
is the Document Drafts Report, and I'll click that.
Then you this very huge number of check marks.
These are all the things that you can have a draft for.
You can have them for sales or purchasing
or various types of inventory things.
We're only interested in Sales today,
so I'm going to actually close up all of these except Sales.
Now at the top, I can pick which user.
It could be something that I just did like this,
or it could be everyone which I can do with all,
or when someone else that I had an issue with.
I can also click Open Only or Closed,
so I can click on this to figure out,
do I want just the open ones or not?
It's easier to find things
if you think to leave things open,
'cause we're only interested in open document drafts.
Okay, so I'll go ahead and hit, OK, just like this.
And there really is only one here,
so it's very easy to find and that's document 1182.
I'll click the golden arrow, and up it comes.
And this order's already it.
We've got everything done.
Everything is correct.
All I need to do is push the Add button,
and then it's now saved as a sales order.
If I go back to that Document Drafts report,
by closing up the Sales Orders,
I'll go back over here with the blue arrow
and then hit OK again, you'll see on the bottom,
there's no data available.
There's no more left.
I can even Open Only,
and you'll see that this is just a closed one right now.
So we're done with this, and I can cancel this out,
close it up.
Drafts are very useful when you want to add something,
but not let SAPB One record it yet officially.
I find sales orders are one of the most common places
to use it, but there are others.