The relationship map in SAP Business One graphically represents the relationship between documents. When you use the Copy to or Copy from functionality it enables you to create target documents directly from existing documents. For example, you can create a sales order from a sales quotation. All data that you entered into the quotation is carried over and automatically copied to the sales order. SAP Business One keeps track of this information which you can use to build reports, view the relationships between documents, and increase process efficiency.
The Relationship Map
The relationship map is a graphical display of the base document and target document tree, posting details, or the master data involved with the marketing document. It is useful for getting the whole picture of a process where you are starting with just one piece of information, like a sales order number.
To view the relationship map on a marketing document in SAP Business One you open any module you are interested in investigating. For example, if you are looking for information on a sales order you can open the sales order module. Look up the sales order document by clicking find and typing in the number. You cannot view the relationship map unless you have a document pulled up on the screen.
The relationship map is found on the right click menu of a marketing document. Find any blank space on the document you looked up and right click your mouse. This will bring up the menu and then select "Relationship Map" from the available choices.
Reading the Relationship Map
There are three choices of how you want the information displayed on the relationship map. The first is the document tree view. It is helpful for viewing the relationship between base documents and target documents. Take a look at the screenshot and I will walk you through the process of gleaning useful information just by glancing at the relationship map.
You will notice that each document is linked with an arrow depicting each document's base document and target document. There are either open locks or closed locks depending on whether the document is open or closed. If a document is canceled it will show a large gray circle with a line through it, kind of like a no smoking sign. The document number is below the lock and the posting date is below that followed by the amount of the marketing document. In the upper left corner of the relationship map you will see the involved business partners. If there was a purchase order linked you will be able to see your vendors up there too.
In this particular chain you will see that the A/R invoice was paid in full at a glance. The icon with the green check on it marks it paid. Also the yellow bar across the bottom will indicate how much of that invoice was paid. If it was partially paid by the business partner you will see red bar indicating how much they still have to pay. Another interesting point of analysis is that the sales quotation is still open, indicated by the open lock, meaning that not everything from the original quotation was brought along to the sales order.
Double clicking any of the boxes representing marketing documents will bring up that document. The relationship map has an incredible amount of information packed in one small screen. These maps can get very large at times depending on your business logic and that is when they are most powerful.
Posting Details and Related Items
To view the posting details we will have to move to a delivery document or A/R invoice. This is because there are no G/L postings on sales orders or quotations. Bring up the relationship map on an existing A/R invoice and select "Marketing Document: Posting Details" from the drop down below the map.
We see in our example the relationship between the document and its associated G/L back end postings. The A/R Invoice links to it's journal entry, which then links to it's internal reconciliation when it was paid by the business partner.
Select related items from the drop down list now. This view will show you all the master data that is involved with this particular document.
The relationship map in SAP Business One is a great tool to get information about a marketing document and it's place within the overall chain of your company's business processes. We use this functionality every day and has become a core part of our business. I think you'll find that in most cases the relationship map is easiest and quickest way to get the information you need to handle customer service issues.