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Check documents before they are saved

Validation Guard enforces your standards in SAP Business One: mandatory fields, discount limits, allowed values - per document type, without programming and without the Transaction Notification.

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The problem: the document is already saved

Incomplete or incorrect documents rarely show up where they are created. They show up in order processing, in accounting, at the customer - and by then the correction costs a multiple.

⚠ Queries: A missing customer reference, no warehouse, no shipping type - every gap creates a query and a second round of work.

⚠ Inconsistent standards: One colleague knows what applies, the next one does not. New users learn it from their mistakes.

⚠ Hidden checking logic: Whatever is being checked today sits in formatted searches and SQL procedures - nobody has the overview, and only someone who knows the code can change it.

⚠ Rework instead of data quality: Reports do not add up because fields were left empty - and the correction happens afterwards, document by document.

What Validation Guard does

Your company rules apply to every user - checked on add and update, before the document is saved.

Rules per document type

From the header down to the single line: you define which field is checked how, in which document type - individually or for all documents in a group.

Warning or block

Your choice per rule. A note the user can work past, or a hard block until the requirement is met.

Conditions with AND/OR

Rules only apply in the cases you define - for foreign documents only, above a certain amount, for one customer group.

Every field, yours included

Header and line fields including user-defined fields. Operators per field type: equals, contains, greater and less than, date limits, value lists, check for empty.

Messages people understand

The message text is yours, in up to eight languages. Line rules name the affected row, and the fields are highlighted on request.

No development project

New requirement? Create the rule, save, done. No programming, no system restart, no waiting for the next release date.

The Rule Editor

All rules live in one list - with document type, field, operator, value, effect and message text. Anyone who wants to know what is being checked looks here.

The Validation Guard Rule Editor: a list of rules with document type, field, operator, value, effect and message text, below it the edit form for the selected rule.
Creating and maintaining rules - inside SAP Business One, without programming.

Rules from real projects

RequirementRuleEffect
Customer reference is mandatorySales order, field customer reference, operator emptyBlock
Discount limit per lineAll sales documents, field line: discount %, operator greater, value 20Warning
Warehouse in every rowDelivery, field line: warehouse, operator emptyBlock
Approved shipping types onlySales order, field shipping type, operator not in list, value DPD;UPSBlock
Requirement for export customers onlyRule with condition country not equal to DE - applies to foreign documents onlydepends on the rule

What the user sees

The message appears before saving, with the text you wrote. Line rules name the affected row, and on request the field is highlighted in the document.

A sales order in SAP Business One with the Validation Guard system message: the discount exceeds 20 percent and the user is told before saving.
Message when saving a sales order.
The same sales order with the affected field highlighted so the correction takes no searching.
The affected field highlighted in colour.

Document types covered

Checked on add and update. Rules apply either to a single document type or to all documents in a group.

Sales

Quotation, sales order, delivery, A/R invoice and A/R credit memo.

Purchasing

Purchase quotation, purchase order, goods receipt PO, A/P invoice and A/P credit memo.

Formatted search, Transaction Notification or Validation Guard?

You can check documents in SAP Business One without an add-on. The difference is who can still understand and change the rule afterwards.

Formatted searchTransaction NotificationValidation Guard
Where does the logic live?as a query on a single fieldas a stored procedure in the databaseas a rule in a list inside SAP
Can it prevent saving?noyesyes, per rule
Who can change it?key users with SQL skillsdevelopers with database accessanyone authorised, without SQL
Message texttechnicalfree, but buried in codeyours, in eight languages
Overview of all checksscattered across fieldsonly in the procedure codeone list, visible at any time
Effort for a new requirementcreate and assign a querydevelopment, testing, deploymentcreate the rule and save

Technical details

Product and installation

Add-on for SAP Business One, installed through the SAP Add-on Administration. The add-on creates the tables it needs on first start.

Databases and interface

SAP HANA and Microsoft SQL Server. SAP Business One client for Windows, Rule Editor with a light and a dark mode.

Languages and rollout

Messages in DE, EN, ES, FR, IT, PT, PL and DA. Export and import rules as a file, for example from test to production.

Pricing and licence model

Recommended

Subscription

12.50 EUR /per user/month

Maximum flexibility, updates included.

  • Full functionality, no feature tiers
  • Volume pricing from 11 users
  • Updates included
  • Support billed separately
Request a demo

Perpetual licence

250 EUR /per user, one-off

One investment, permanent use.

  • Full functionality, no feature tiers
  • Volume pricing from 11 users
  • Maintenance and updates: 21 % per year
  • Support billed separately
Request a demo

Volume pricing

UsersSubscription per user/monthPerpetual per user
1 to 1012.50 EUR250 EUR
from 1111.50 EUR230 EUR
from 2610.50 EUR210 EUR
from 519.50 EUR190 EUR

Licensed per named user, 1:1 with your SAP Business One user licences. The volume price applies to all users, based on the total count. All prices exclude VAT.

Frequently asked questions about Validation Guard

How is Validation Guard different from a formatted search?
A formatted search can suggest or calculate values, but it cannot stop a document from being saved. Validation Guard checks on add and update and blocks the document if you set a rule to do so. On top of that, the logic does not sit as a query on a single field but as a rule in a central list - visible to everyone who works in the system.
Why not just use the Transaction Notification?
The Transaction Notification can block documents, but it is a stored procedure in the database: changes need a developer, every rule lives in SQL code, and anyone who wants to know two years later why a document is rejected has to read the procedure. Validation Guard delivers the same effect as a rule inside SAP - visible, editable, and with a message the user actually understands.
Which document types can Validation Guard check?
In sales: quotation, sales order, delivery, A/R invoice and A/R credit memo. In purchasing: purchase quotation, purchase order, goods receipt PO, A/P invoice and A/P credit memo. Rules apply either to a single document type or to all documents in a group.
Can a rule prevent saving?
Yes, and you decide per rule. A rule either warns - the user sees a note and can continue - or blocks, in which case the document is not saved until the requirement is met.
Can I make rules apply only in certain cases?
Yes. Every rule can carry conditions with AND/OR logic. A requirement for export customers then only applies when the country is not DE; a discount limit only for a specific customer group. Without a condition, the rule applies to all documents of the chosen type.
Are user-defined fields checked as well?
Yes. All header and line fields can be selected, user-defined fields (UDFs) included. The operators follow the field type: equals, contains, greater and less than, date limits, value lists and the check for empty.
In which languages do the messages appear?
You write the message texts yourself, in up to eight languages: German, English, Spanish, French, Italian, Portuguese, Polish and Danish. The user sees the text in their SAP login language.
How do rules get from the test system to production?
Through file export and import. You build and test the rules in the test system, export them and import them in production - no re-entering, no drift between systems.
Do I need SAP HANA?
No. Validation Guard runs on SAP HANA and on Microsoft SQL Server. It is installed through the SAP Add-on Administration, and the add-on creates the tables it needs on first start.
How is Validation Guard licensed?
Per named user, 1:1 with your SAP Business One user licences. The subscription costs 12.50 EUR per user and month, 11.50 EUR from 11 users, 10.50 EUR from 26 users and 9.50 EUR from 51 users. The volume price applies to all users. The perpetual licence is twenty times the monthly price, so 250 down to 190 EUR per user, plus 21 % maintenance per year.
Can I try Validation Guard first?
Yes. The add-on ships with a demo mode, and we show it to you in a live demo - ideally using your own documents and your own requirements.
How much effort is the setup?
Installation takes about an hour. The real work is deciding which requirements should be binding - if you like, we sit down with you and your departments and create the first rules together.

Your standards, binding for everyone

We will show you Validation Guard in 30 minutes - ideally using your own document processes and your own requirements.

Request a demo