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In this blog we will highlight the many ways you can set the Sales Employee in Business One and also how the Business One system selects a Sales Employee for a document – i.e. from where does it select it and in what order.
 
There are 4 different locations in SAP Business One where it is possible to define a Sales Employee.

1.  Administration -> Setup -> General -> Users -> Defaults -> Defaults tab -> Sales Employee image

 

 

2.  Administration -> Setup -> General -> Sales Employees image

 

 

 

3.  Business Partners -> Business Partner Master Data -> General tab   image

 

 

 

4.  Human Resources -> Employee Master Data -> Sales Employee   image

 

 

The order in which the Business One System assigns a Sales Employee to a document roughly follows the order I have outlined above but I’ll now explain it in a bit more detail.

When opening a new sales document such as a Sales Order, the Sales Employee will be taken from user defaults (if defined), if not the system will check for a default Sales Employee defined in the Sales Employees Setup window.

Once you choose a Business Partner (BP) in the header of the document, the Sales Employee will change to the Sales Employee defined in the Business Partner Master Data. If a default Sales Employee is not defined in the BP Master Data (only ’ –No Sales Employee-‘) then the Sales Employee in the document will be ‘–No Sales Employee-‘. To address the requirement of using the Sales Employee that is defined in the ‘User Defaults’ function when there is nothing defined in the BP Master Data’, a workaround can be used by a Formatted Search (FMS)  as described in Note  1107713.

  • But when copying a document which has ‘-No Sales Employee-‘ to a higher document like Delivery or A/R Invoice, the Sales Employee will be set  in the following order:
    • User Default if it exists
    • If User Default doesn’t exist, then the general Sales Employee from Sales Employee Setup window is selected 
    • If no Sales Employee is defined, then it will remain ‘– No Sales Employee-‘.

 

  • When copying consolidating documents to a higher document, like several Sales Orders to a Delivery with a couple of Sales Employees, for example, then the Sales Employee in the document will be the default Sales Employee as defined in BP Mater Data. The system will give a warning message to the user that the Sales Employee is different in base and target documents as can be seen below:

 image

This is how the feature works in versions  2007A PL 15, 8.8 PL 21 and in 8.81 PL 07.

When checking the behavior in previous versions like in 2005A, the feature worked slightly differently:

When opening a new sales document such as Sales Order – the Sales employee will be set from user defaults (if defined), if not the system will check for a default Sales Employee defined in general Sales Employees Setup window. This is so far the same.

  • But when choosing a Business Partner in the header of the document, the Sales employee changes to the Sales Employee defined in Business Partner Master Data. If no default Sales Employee is defined in BP Master Data (only ’-No SE-‘) then the Sales Employee in the document would be set according to the following hierarchy:

1. User Default if it exists

2. If a User Default doesn’t exist then general Sales Employee settings are used.

3. If both 1 and 2 do not exist, then it will remain ‘-No SE-‘.

Related Notes

Note 1107713 – How to set up default ‘Sales Employee’ in sales documents?

Note 578565 – How to set default Sales Employee for user

Note 888846 – Default sales employee appears in AR Invoice

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