Using the Calendar

One of the most underutilized tools in SAP Business One is the calendar. Here we'll show you how to access the Calendar and review some practical use cases that you can implement in your own business.

Where Do I Find the Calendar?

You can access the Calendar directly from the toolbar at the top of your SAP Business One window – it's the fifth icon from the right.

What Does the Calendar Do?

Similar to an appointment in Microsoft Outlook, the Calendar shows all of the upcoming Activities assigned to you for a given date range. But it’s much more powerful than that, because all of the Activities are linked directly to the associated documents in SAP Business One. So you can link documents to your corresponding Activity, like a meeting.

Let’s look at some everyday examples.

Example 1 – Sales

Say you’re a sales person and you’ve scheduled a meeting with a prospect regarding a quotation. Using the SAP Business One Calendar, you can quickly pull up that quotation to give some context to the conversation and have an effective discussion with the client.

Example 2 – Accounts Receivable

Maybe you’re in Accounts Receivable and you’ve made a note to call a customer in the near future regarding an unpaid invoice. You can add an Activity for a specific future date and time, and link the unpaid invoice to that activity. When the time comes, you'll receive an alert to call the customer and you would have direct access to the invoice in question, allowing you to email that document to the customer while you're on the call. You can then capture the details of your conversation and schedule a follow-up activity which will once again come up on the Calendar.

Example 3 – Team Scheduling

The Calendar also allows you to sort items based on Activity Type, so you can limit your view to show only your meetings if you like. You can also see Service Calls and view Calendars for other system users. To view Calendars for multiple users, simply select the Group View checkbox in the Calendar window. Need to reschedule an Activity? No problem – just click and drag the Activity to a new time slot in the Calendar.

With these options you can easily schedule and manage a team of service technicians or sales people. You can have a multiple calendar view of your technicians with access to input or drag a new Activity that will end up on each individual technician’s Calendar.