How to use the SAP Business One Android Mobile App

More and more, businesses need to adjust and become agile in order to stay ahead of competitors. SAP Business One gives business this opportunity to keep up with the ever-increasing pace of the business world by providing you with fully integrated SAP Business One Mobility. With the SAP Business One mobile app for Android you can process approval requests, view reports and business content, manage business partner data, monitor sales opportunities, and much more.

 

Key features of the SAP Business One mobile app for Android:

  • Activities
  • Approvals and alerts
  • Business partners
  • Inventory and price lists
  • Sales documents
  • Sales Opportunities
  • Service
  • Reports
  • Dashboards

 

Requirements for mobile devices to use the SAP Business One mobile app

  • Android OS 4.0 or higher

 

Requirements for SAP Business One solution to use the SAP Business One mobile app for Android

  • SAP Business One 9.0 (PL) 04 or higher
  • SAP Business One 9.0, Version for SAP HANA (PL) 00 or higher
  • SAP Business One 8.82 (PL) 12 or higher

 

SAP Business One mobile app 1.0.x for Android is also available when using SAP Business One Cloud 1.0 (PL) 02. For further information, see the SAP Business One Cloud Administrator’s Guide.

 

Using the SAP Business One Mobility App

Choosing a Company Database

By default, the mobile app logs on to the company database specified in the Settings page. To log on to a different company database, follow the steps below:

 

1. Tap the Business One icon on your mobile device. In the Logon page, tap Settings

2. In the Company DB field specify the database name of the company database you want to log on to. Tap OK

3. In the Logon page, enter your password and tap OK

Starting Page

Once you are logged on, the starting page appears displaying list of 12 modules. The mobile app retrieves authorization settings as defined in SAP Business One desktop application, controlling accessing, viewing, adding, and editing data.

For detailed information regarding the authorizations required for the different functions of the mobile app, see Function-Level Authorizations for Users to Work with the App in the appendix.

 

If the app is idle for a period of time, a logon box appears, and you have to log on to the app again. By default the idle time is ten minutes. To change this value:

1. Open the integration framework Web page and choose Scenarios -> Authentication

2. From the User Def. Author. Identifier dropdown list, choose sap.B1Mobile

3. In the Session Timeout field, specify a value. If you enter an incorrect port for a server connection, the app times out in 75 seconds by default

4. Choose the Save button

Searching in the Mobile App

You can search for specific document, business partner, item, and other data that exist in your SAP Business One company database within the mobile app. The search option is available if the search icon appears. For example, when you tap the Service Call module, the list of service calls is displayed. The search icon appears at the top of the page.

 

You can search for documents and records by using the fields listed below for the different modules:

  • Business Partners: Business Partner Code, Business Partner Name
  • Inventory module: Item No., Item Description
  • Sales Opportunities: Opportunity Name, Opportunity No., Business Partner Code, Business Partner Name
  • Sales Quotation: Business Partner Code, Business Partner Name, Item No., Item Description, Doc No.
  • Sales Order: Business Partner Code, Business Partner Name, Item No., Item Description, Doc No.
  • Service Contract: Customer Code, Customer Name, Item No., Item Description
  • Service Call: Subject, Customer Code, Customer Name, Item No., Item Description, Serial Number, Contract No.

 

To perform a search, follow the steps below.

1. Tap the search icon. The keyboard appears.

2. Enter a value for the search term. For example, if you are searching for a sales order, you can enter the code or name of the business partner, for whom the sales order was created, or the code or description of the item for which the sales order was created.

3. Tap the search key in the keyboard. The list of matching results appears.

 

To fine-tune the results, repeat the steps above, using a more accurate search term.
When initiating a search on a filtered list, the search applies to the filtered list only and not to all of the records that exist in the specific module.

 

Working with Documents in the Approvals Module

In the Approvals module, you can:

  • View documents in the approval process sorted by date
  • Approve or reject documents in the approval process

Approving or Rejecting Documents

1. In the Modules tab, tap Approvals.

A list of documents appears. The unread documents displayed as bold with an icon of a closed envelope . The list can contain a maximum of 50 documents. The documents are displayed by date, in a descending order, the latest document is the first and the oldest is the last.

2. Tap the document that you want to approve or reject.

The Approval Info page appears. To view the details of the document draft sent for approval, tap the Doc. Type field. The Draft Detail page appears, displaying the document draft. Tap Back.

3. Tap Approve or Reject.

The Approve window or Reject window appears accordingly. 4. Enter your remarks (optional). 5. Tap OK.

 

To stop the process, tap Cancel.

The message Approved successfully or Rejected Successfully appears, in addition a respective alert is sent to the user submitted the draft document for approval:

  • Request approved – the user can tap the alert, view the details of the draft document that was originally submitted for approval, and add it
  • Request rejected – the user can tap the alert, view the remarks entered by the approver (if available) and the details of the draft document that was originally sent for approval

Viewing Alerts in the Alerts Module

In the Alerts module, you can view real-time alerts from SAP Business One.

1. In the Modules tab, tap Alerts

2. A list of alerts appears. The unread alerts appear in bold. A maximum of the most recent 50 alerts is displayed. The alerts are displayed by date, sorted in a descending order, from the latest to the oldest

3. Tap the alert that you want to view

The Alert Info page appears. You can tap fields for more information, for example, information of the item in stock. In case the alert refers to a document that was sent for approval, you can tap the alert and view details of the draft document. If the document is approved, you can add it by tapping Add in the Draft Detail page. A system message asking whether to generate a document from the draft appears. To add the document, tap Ok

For user-defined alerts, if there is more than one alert, scroll down to the bottom to load additional alerts.

4. To return to the list of alerts, tap Alerts

Filtering Business Partners

You can filter the list of business partners in the Business Partners module according to business partner types. Tap the Filter icon . In the Filter window select the business partner type according to which you want to filter the list:

  • Lead – to display list of business partners of type Lead
  • Customer or Vendor – to display only business partners of type Customer or Vendor
  • All – selected by default. Displays all the existing business partners, of all types: Lead, Customer, and Vendor

The filter you apply is kept by default for the next time you enter to the Business Partners module.

For example, if you applied the filter Customer, the next time you access the Business Partners module, the list of business partners will consist of business partners of type Customer only.

When initiating a search after applying a filter, the search applies to the filtered list. For example, if you applied the Customer filter and then initiated a search, the search applies to business partners of type Customer only.

Viewing Business Partner Information

1. On the Modules tab, tap Business Partners.

A list of business partners sorted alphabetically by business partner name appears. By default, the first 20 business partners appear. To view the next 20 business partners, scroll down the list to the bottom. To refresh the list, pull down the list at the top of the list.

The list has an index along the left side. To jump to business partner whose name starts with a specific letter, tap that letter. To scroll quickly through the list, drag your finger along the index.

2. To view information about a business partner, tap the business partner. The BP Info page appears. It includes the following tabs:

  • General – Displays the account balance, credit limit, payment terms and price list assigned to the business partner, as well as contact details for the company, such as phone number, e-mail address, and Web site
  • Addr/Contacts – Displays the default contact person and the default ship-to and bill-to addresses
  • Transactions – Tap the relevant category to view the documents or transactions created for the business partner

 

Activities – Displays the list of activities created for the business partner To view an activity, tap it. The Activity Detail page appears. To edit the activity, tap the edit icon and make changes. To save your changes, on the right of the toolbar, tap the tick. To add activity, tap the plus icon. The Add Activity page appears. Specify the information and tap the tick icon . Special Price – Displays the special prices of items for the business partner. To view item information, tap the item. From the item display, tap Unit Price to view the item’s price in various price lists. Opportunities, Sales Quotations, and Sales Orders – Display, respectively, the sales opportunities, sales quotations, and sales orders created for a business partner. To create a new opportunity, sales quotation, or sales order, tap . To return to the list of business partners, on the left of the toolbar, tap Back.

Editing Business Partner Information

1. Display the business partner whose information you want to edit (see Viewing Business Partner Information)

2. Tap the edit icon – The Edit BP page appears

3. Tap any detail you want to edit, make the required change, and then tap OK. For example, to change the business partner name, tap BP Name. Enter the new name in the text box and then tap OK

4. After making your changes, tap the tick icon

Adding Business Partners

1. On the Modules tab, tap Business Partners – the Business Partners page appears.

2. Tap the plus icon – the Add BP page appears.

3. Specify the information and tap the tick icon

Viewing Items in the Inventory Module

In the Inventory module, you can:

  • View information about items in inventory, including the unit price of a selected item
  • View quantities of an item by warehouse
  • Search for items in inventory (follow the steps in Searching in the Mobile App)

Viewing Information about Items in Inventory

1. On the Modules tab, tap Inventory.

The list of items is displayed sorted alphabetically by item code. By default, the first 20 items appear. To view the next 20 items, scroll down the list to the bottom. To refresh the list, pull down the list at the top of the list.

The item list has an index along the left side. To jump to items whose item code starts with a specific letter, tap that letter. To scroll quickly through the list, drag your finger along the index.

2. To view information about an item, tap the item.

The Item Info page displays detailed information about the item, including user-defined fields.

  • To view the price of the item in various price lists, tap Unit Price.
  • To view inventory levels of the item by warehouse, tap In Stock Qty. For each warehouse, you see the quantity of the item in stock, committed, ordered, and available.

 

Viewing Price List Details in the Price Lists Module

1. On the Modules tab, tap Price Lists.

The Price Lists page appears, listing all the price lists that exist in your SAP Business One company database.

2. To view the prices defined in a specific price list, tap the relevant price list.

The page <price list name> appears. The selected shows a list of items sorted alphabetically by item code with their prices. By default, the first 20 items appear. To view the next 20 items, scroll down the list to the bottom. To refresh the list, pull down the list at the top of the list.

The list has an index along the left side. To jump to an item whose code starts with a specific letter, tap that letter. To scroll quickly through the list, drag your finger along the index.

3. To return to the Price Lists page, tap Back.

 

Managing Sales Documents in SAP Business One Mobile App

You can view, search for, and create sales quotations, and sales orders, as well as submitting drafts of sales quotations and sales orders for approval, by using the relevant module:

  • Sales Quotation module
  • Sales Order module

In addition, you can update exiting sales quotations and sales orders and manage activities related to these documents.

Viewing Sales Document Information

1. On the Modules tab, tap the relevant module.

A page listing the existing sales documents of the selected module appears. The sales documents are sorted in descending order by document number. By default, the 20 most recent documents are displayed. To view the next 20 documents, scroll down the list to the bottom. To refresh the list, pull down the list at the top of the list.

Sales documents with a status of Open have a blue side bar in the front of the sales document.

2. To view information about a sales document in the list, tap the sales document. For sales opportunities, the Opportunity Info page displays opportunity details such as business partner, status, stage, and so on. The Info page for sales order and sales quotation contains four tabs: Header, Contents, Logistics, and Accounting. The page contains the following information:

 

  • Header tab – Document number, currency, sales employee, status, business partner details, dates, total values, and user-defined fields, if any exist
  • Contents tab – Item type documents and Service type documents
For an item type document:

Each row has a summary row on this tab, including item description, item code, quantity, unit of measure, items per unit, and user-defined fields if exist. To view row details, tap the row. The Details page appears. To view detailed information of the item, tap Item. The Stock Info page appears.

For a service type document: Each row in the sales order has a summary row on this tab, including description, line total, and user-defined fields if exist. Line total is displayed in document currency. To view row details, tap the row. The Details page appears.
  • Logistics tab – Bill-to and ship-to addresses and shipping type, if defined. To see a map and get directions, tap the relevant address
  • Accounting tab – Payment terms and payment means defined for the document, as well as the BP project

 

Updating Sales Documents

You can update existing sales quotations and sales orders that comply with the following conditions:

  • The sales quotation or sales order is in status Open
  • The sales quotation or sales order was not fully or partially drawn into target document
  • The sales quotations or sales order is not subject to approval procedure

 

Procedure

1. Display the sales quotation or sales order you need to update

2. Tap the edit icon . The document is switched to Edit mode

3. Make all the changes required

When editing the Items page, you can check the available quantity of the different items, tap the menu button in the top right-hand corner to show the popup menu and tap the Inventory by Warehouse. The Inventory by Warehouse page appears, displaying the total available, in-stock, ordered, and committed quantities in all warehouses, as well as in each warehouse separately. To return to the Items page, tap Back

4. To save your changes, tap the tick icon.

The following values cannot be modified:

  • Customer code and customer name
  • Document currency

 

Viewing Activities Related to Sales Documents

1. Display the relevant sales quotation or sales order and choose the Header tab

2. Tap Activities

3. A list of all the activities created for the displayed document appears. Closed activities appear in gray. Tap an activity to view its details

Editing Activities Related to Sales Documents

You can edit activities related to a specific sales quotation or sales order as long as the status of the activity is Open.

1. Display the list of activities related to the relevant sales quotation or sales order (see Viewing Activities Related to Sales Documents)

2. Display the activity you need to update and tap the edit icon

3. Make all required changes and tap the tick icon

At this stage you cannot make any modification in the sales quotation or sales order to which the activity is related.

Closing Activities Related to Sales Documents

To close activities related to a specific sales quotation, or sales order perform the following steps:

1. Display the list of activities related to the relevant document (see Viewing Activities Related to Sales Documents)

2. Tap the activity you want to close. The Activity Details page appears. Tap the menu button to show popup menu

3. Tap Close Activity. A confirmation message appears. To close the activity, approve the message

Creating Sales Quotations and Sales Orders

You can create sales quotations and sales orders only for items, not for services.

1. On the Modules tab, tap the module of the sales document you want to create. The list of existing sales quotations or sales orders appears.

2. Tap the plus button . The Add <Sales Document Name> page appears.

3. The field Doc. Series displays the default numbering series defined for the sales quotation or sales order. To assign to the document different numbering series, tap this field. A list of all available numbering series appears. Tap the numbering series you want to assign to this document.

4. To specify the business partner for whom the document is created, tap Business Partner. The list of business partners appears.

5. Select the relevant business partner and tap OK.

  • The main contact person and the default sales employee of the selected business partner are automatically populated in the respective fields. To assign a different contact person or sales employee to the document, tap the relevant field. A list of the available contact persons or sales employees appears. Tap the required contact person or sales employee and then tap OK.
  • The BP currency is automatically populated in the Currency field. In case there is more than one currency defined for the BP, the first one is populated by default. To assign to the document a different currency, tap the Currency field. The list of available currencies appears. Tap the required currency and then tap OK.

6. To add items to the document, tap Item. The Items page appears.

7. Tap the plus button, select the required item, and specify the required quantity. To check the available quantity of the item in the warehouse, tap in the top right-hand corner to show the popup menu and tap the Inventory by Warehouse. The Inventory by Warehouse page appears, displaying the total available, in-stock, ordered, and committed quantities in all warehouses, as well as in each warehouse separately. To return to the Items page, tap Back. To add more items to the document, repeat steps 5 and 6. Note To remove an item, long tap on that item will show Delete menu on top right hand corner

To remove an item, long tap on that item will show Delete menu on top right hand corner

 

8. Specify any other relevant information.

9. To add the document, tap the tick button

Submitting Drafts of Sales Quotations and Sales Orders for Approval

You can create drafts of sales quotations and sales orders and trigger an approval procedure, if defined.

This functionality is available only if the checkbox Activate Approval Procedures in DI is selected in Administration -> System Initialization -> General Settings -> BP tab.

1. Create the sales quotation or sale order by following steps 1-8 provided in the Creating Sales Quotations and Sales Orders section above.

2. To add the document, tap the tick button. A system message appears, notifying you that an approval is required.

3. Enter any relevant remarks and tap OK. To return to the document, tap Cancel.

4. A draft of the sales quotation or sales order is created and sent for approval.

Viewing Sales Opportunities

1. On the Modules tab, tap the Sales Opportunities. A page listing the existing sales opportunities, filtered by status appears. The sales opportunities are sorted in descending order by document number. By default, the 20 most recent sales opportunities of the selected status are displayed. To view the next 20 sales opportunities, scroll down the list to the bottom . To refresh the list, pull down the list at the top of the list.

Note By default, sale opportunities with status Open are displayed. To display sales opportunities of status Won or Lost, tap . The Filter window appears. To display all the sales opportunities, select All and tap OK. To display sales opportunities of status Won or Lost, select the respective option and tap OK.

When initiating search, the search applies to the filtered list only, and not to all of the existing sales opportunities. Sales opportunities with a status of Open have a blue side bar in the front of the sales document.

2. Tap a sales opportunity to view its details. The Opportunity Info page displays opportunity details such as business partner, status, stage, and so on.

Creating Sales Opportunities

1. On the Modules tab, tap Sales Opportunities. The list of existing sales opportunities appears

2. Tap the plus button. The Add Opportunities page appears

3. Specify the required information and tap the tick button

Viewing Stages Related to Sales Opportunities

To view stages related to a selected sales opportunity perform the following steps:

1. Display the required sales opportunity.

2. Tap All Stages. The list of all stages and the respected closing rate related to this sales opportunity appears.

3. Tap a stage to view its details. The Stage Info page appears, displaying all the details of the selected stage:

  • Closing Rate
  • Potential Amount
  • Stage – displays the stage name
  • Stage Start Date and Stage Close Date
  • Remarks
  • Document – if the stage is related to a specific sales document (sales quotation or sales order), this field displays the document type and its number. To view the related document, tap the field
  • Activities – tap to view the list of activities related to this stage. You can also add or update the activities in latest stage

Adding New Stages to Sales Opportunities

You can create new stages to existing sales opportunities with status Open. To create new stages for sales opportunities perform the following steps:

1. Display the sales opportunity for which you want to create the new stage, and tap the menu button 

2. Tap Add a Stage. In the Add a Stage page enter all relevant details for the new stage. Potential Amount is a mandatory field

3. To relate the new stage to a specific document type, tap Doc. Type, and select either sales quotation or sales order. Then, choose the specific sales quotation or sales order. The selected document and its number are displayed in the Document field, in the Stage Info page

4. Tap the tick button

Setting Won or Lost Statuses to Sales Opportunities

To set the status Won or Lost to an existing sales opportunity with status Open, perform the steps below:

1. Display the sales opportunity for which you want to change the status. Tap .

2. Tap Set Status. Tap the status you want to set to the sales opportunity.

When changing the status of a sales opportunity from Open to either Won or Lost, it is not possible to make any additional changes to the document.

Viewing Dashboards in the Dashboards Module

Using the Dashboards module, you can view the following predefined dashboards:

Sales Analysis Dashboard – contains the following charts:

  • Fiscal Year Analysis – compares this year’s sales amount to last year by month
  • Opportunity Win Rate – compares this year’s opportunity win rate to last year by month. For a displayed month, the win rate equals the number of opportunities won in the month divided by the total number of opportunities closed in the month. Closed opportunities include opportunities with a status of Won or Lost
Fiscal Year Analysis and Opportunity Win Rate display general sales performance.
  • Top 5 Customers – displays the top five customers selected by current fiscal year revenue. To view details about a customer, tap Sales Amt or Gross Profit associated with the customer. The Item Ranking and Opportunities Status charts are updated for the selected customer
  • Item Ranking – displays the top five items for the selected customer in the current fiscal year
  • Opportunities Status – displays opportunities by status for the selected customer
Top 5 Customers, Item Ranking, and Opportunities Status display details about the top five customers.

Cash Flow Dashboard – Contains the following charts:

  • Cash Flow Forecast Overview – displays incoming cash flow and outgoing cash flow by month. To view details of incoming cash flow or outgoing cash flow for a month, tap the corresponding period. The Cash Flow Details and BP Amount charts are updated accordingly
  • Cash Flow Details – displays the five transactions with the largest amounts for the selected period sorted in descending order by amount
  • BP Amount – displays cash flow amounts by business partner for the selected period

Purchase Quotations Dashboard – Contains the following charts:

  • Purchase Quotation Overview – displays the overview of purchase quotations in three categories (Responded, Partial/No Response, Overdue). To view the purchase quotation details, tap each section of the pie chart
  • Purchase Quotation Detail – displays detailed information on purchase quotations according to the selected category. The default category is Partial/No Response

 

In addition, you can configure the refresh settings of the data cache for mobile dashboards

Viewing a Selected Dashboard

1. On the Modules tab, tap Dashboards. The Dashboards page appears

2. Tap the dashboard that you want to view. The respective dashboard page appears, containing the relevant charts

3. To maximize a chart, double-tap the chart. To return to the dashboard home page, double-tap the maximized chart

4. To return to the SAP Business One mobile app home page, tap Close

NOTE: you can rotate the device into landscape to have a better view

Viewing Service Contracts

1. On the Modules tab, tap Service Contracts. The Service Contract page appears. It displays a list of service contracts, sorted in descending order by the end date of the contract. By default, 20 service contracts with an end date furthest in the future are displayed. To view the next 20, scroll down the list to the bottom. To refresh the list, pull down at the top of the list

An end date in red indicates an expired contract.

2. To view the details of a contract, tap the contract

3. In the Contract Detail page, you can do the following: o View information about the contract, such as service type and validity period. In addition, you can see cumulative response time and resolution time for service calls created for this contract and a list of the service calls for items covered by the contract. o Access the business partner by tapping either BP Name or BP Code

4. To return to the list of service contracts, on the left of the toolbar, tap Service Contract

Searching for and Viewing Customer Equipment Cards

A service contract may include one or more customer equipment cards. You can search for the equipment card of an item by using the item’s serial number or manufacturer’s serial number (if the item’s serial number is not available).

1. On the Modules tab, tap Service Contract. The Service Contract page appears.

2. From either the Service Contract page or the Contract Detail page, tap the menu button. To search by serial number, tap Search Serial Number, enter a serial number, and tap OK.

3. If a customer equipment card is found, the Customer Equipment Card page appears, displaying information about the equipment, such as status and start and end dates.

 

To view the service contract for this equipment item, tap Service Contract at the bottom of the Contract Detail page. To view service calls created for this customer equipment card, tap Service Call.

Viewing Service Call Details

1. In the Modules tab, tap Service Call.

The Service Call page appears. It displays a list of service calls, sorted in descending order by date. By default, the most recent 20 service calls with status Open are displayed. To view all of the existing service calls, tap All; To view only service calls with status Pending, tap Pending. To view only service calls assigned to you, tap My. For service calls with status Open or Pending the creation date is considered; for closed service calls, the Closed On date is considered. To view the next 20, scroll down the list to the bottom. To refresh the list, pull down at the top of the list.

2. To view the details of a service call, tap the call. In the Service Call Info page, you can view the following:

  • Business partner details
  • Relevant customer equipment card
  • Details about the item for which the call was created
  • Call status and priority
  • Activities created and assigned to the service call

1. To view the activities created for the service call, tap Activities

2. On the Activities List page, tap an activity to view its details

  • Solutions created and assigned to the service call

1. To view solutions created and assigned to the service call, tap Solutions

2. On the Solution page, tap a solution to review its details

3. To return to the list of service calls, tab Back

Picking Up Service Calls

You can pick up service calls with status Open. The status of the service call is then updated to Pending and the Handled By field is filled with the name of the current user. In addition, you can pick up service calls with status Pending that are handled by users other than the current user. In that case, the Handled By field is updated accordingly.

1. In the Modules tab, tap Service Call

2. The Service Call page appears with a list of service calls. For information about the list, see step 1 in Viewing Service Call Details. Service calls with status Open have a blue side bar in the front of the service call

3. Tap the service call you want to pick up

4. On the Service Call Info page, tap the menu button then tap Pick Up. A warning message appears asking you to confirm picking up the call

5. To continue, tap OK. You can now process the service call: add new activities or solutions and close the service call

Closing Service Calls

1. In the Modules tab, tap Service Call

The Service Call page appears with a list of service calls. For information about the list, see step 1 in Viewing Service Call Details. Service calls with status Open have a blue side bar in the front of the service call.

2. Tap the service call you want to close

3. On the Service Call Info page, tap the menu button and then tap Close Service Call. A warning message appears asking you to confirm closing the call

4. To close the call, tap OK. The status of the call is updated to Closed and the Closed On field is filled with the date on which you closed the call

Adding New Activities and Solutions to Service Calls

You can add new activities and new solutions only to service calls with status Open or Pending.

1. Display the relevant service call

  • To add an activity:
  1. Tap Activities
  2. On the Activities List page, tap the plus button
  3. On the Add Activity page, specify the activity details and tap Save
  • To add a solution:
  1. Tap Solutions
  2. On the Solutions List page, tap the plus button
  3. On the Add Solution page, fill in the solution details and then tap Save

2. To return to Service Call page, tap Back

Generating Reports in the Reports Module

To generate reports, follow the steps bellow:

1. In the Modules tab, tap Reports. The list of available reports appears

2. Tap the report that you want to generate

3. The chart and detailed information in the report appear. You can zoom in and out by either pinching or double-tapping. To change the orientation between portrait and landscape, rotate your device

4. To return to the list of reports, tap Reports

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