SAP Business One uses drag and drop functionality in many places, but many users don’t know where this can be used. You might be familiar with the popular Drag and Relate reporting tool which allows you to drag a field, such as a Business Partner Code, and drop it onto a document or object, like a Sales Order, to see all the related Sales Orders pertaining to that customer. Drag and drop works in a similar way, giving you a simple yet powerful tool that’s super convenient. You can query data quickly, move fields around and copy data easily through an intuitive user interface. This means you don’t have to manually write queries, type information or be a nerdy programmer to get things done!
Here are two of the most common ways drag and drop functionality can be applied in SAP Business One to save you time.
Document Form Settings
You can use drag and drop in the Document Form Settings to organize columns the way you want to see them. Every document, like Sales or Purchase Orders, has columns. These might include Item Code, Item Description, Quantity, Price, etc. Simply drag and drop a column name before or after another column name to re-order them.
Open the Form Settings window and click on a field, say Item Code, until you see a black frame around the field (roughly 2 seconds). Now drag and drop it above the Item Description field. Click OK on the Form Settings screen to save your changes. Now you'll see that the Item Description is before the Item Code.
In seconds you can tailor how the fields are shown on each document. You can do this per user, or you can conveniently copy Form Settings from one user to many different users. Of course you can lock down user authorizations so that only certain users can have access to this functionality.
User Authorizations Module
Speaking of authorizations, you can also use drag and drop to tailor the User Authorizations module, making it quick and easy to manage authorizations. It also safeguards against human error – with template users, you’re less likely to accidentally apply or not apply an authorization. We recommend creating template users with all relevant authorizations for each department in your organization. Then you can simply copy the authorizations from that template user to similar users in the same department.
Say you have a large sales team. They would likely all have the same authorizations in your SAP Business One system. You would create a sales user template, defining all the authorizations for your sales users. Then simply drag and drop the authorizations from your template sales user to other sales users. And you’re done! Pretty simple, right?
If you’re curious about other areas in SAP Business One where you can drag and drop, open the Help Menu and type “Drag” in the search bar. A list of all the different modules where drag and drop can be used will appear in the search results.