Streamline Your Business,Accelerate Profitable GrowthA Single, Affordable ApplicationExclusively for Small BusinessesThe SAP® Business Oneapplication provides anaffordable, comprehensivesolution for managing yourentire business – from salesand customer relationshipsto financials and operations.With SAP Business One,small businesses canstreamline operations, acton timely and completeinformation, and accelerateprofitable growth.SAP Solution in DetailSAP Solutions for Small Businessesand Midsize CompaniesSAP Business One
content 4 SAP Business One 4 Streamline Your Entire Businesswith a Single Application 5 Strengthen CustomerRelationships and Loyalty 5 Act on Instant and CompleteInformation 5 Adapt to Meet Your ChangingNeeds 6 Designed Exclusively for SmallBusinesses 6 SAP Business One KeyFunctionality 6 Accounting and Financials 6 Sales and Customers 6 Purchasing and Operations 6 Inventory and Distribution 6 Reporting and Administration 7 Accounting and Financials 7 SAP Business One KeyFunctionality 8 Real-Time Accounting 8 Accelerated Month-End Closing 9 Financial Reporting 9 Sales and Customer RelationshipManagement 9 Opportunity Management 9 Customer Service and Support 10 Sales 11 Purchasing 12 Material Requirements Planning 12 Inventory Control 13 Reporting 14 Simplified Reporting withCrystal Reports 15 Predefined Reports 15 Microsoft Outlook Integration 16 Single-Server Architecture 17 User-Friendly Configurationand Personalization 17 Configuration Features 17 Search Assistance 17 Alerts and Approvals 17 Local Best Practices 18 Customization 18 User-Defined Fields 18 System Reliability andPerformance 19 Data Archiving 19 Software Development Kit 19 Features 19 Components 20 SAP Solutions for SmallBusinesses and MidsizeCompanies 20 Learn More
4 SAP Solution in Detail – Streamline Your Business, Accelerate Profitable GrowthSAP® Business OneCompletely IntegratedManagement FunctionsTo grow your business,you need to devote time tomore important things thanpiecing together informationand operational details fromdisparate business systems.If your sales, accounting,and operational systems arenot integrated, your productivity inevitably suffers. Whenyou must search for criticalbusiness information such ascustomer records or inventory levels in different locations, you can’t make timely,sound decisions and meetcustomers’ needs quickly.Maintaining a competitive edge meanshaving clear view of all aspects of yourbusiness. It means streamlining processes and always being able to get theinformation you need when you need it.If you can effectively track and accessall customer-related information, forexample, you can better service yourcustomers at every point of contact,helping ensure repeat business. And ifyou can accurately monitor and managerevenue and expenses, you will be positioned to optimize cash flow, increasingyour financial strength and the flexibilityto respond quickly when businessopportunities arise.The SAP® Business One application isan affordable, comprehensive solutionthat provides functionality for everycore process you need to run yourentire business. Unlike niche solutions,SAP Business One supports integratedmanagement functions, including financials, sales, customers, inventory, andoperations, without the need for separate installations and complex integration of multiple modules. Designedspecifically for small businesses, it’squick to install, and more important,straightforward to maintain and use.Streamline Your Entire Businesswith a Single ApplicationBy integrating all critical businessfunctions, SAP Business One supportssales, customer relationship management (CRM), purchasing, inventory,operations, financials, and humanresources. Business informationcaptured in a single system is instantlyaccessible across the organization,eliminating duplicate data entry alongwith related errors and subsequentcosts. Workflow-based alerts triggerauto-response when important businessevents occur, so you can monitor andfocus on those that are most critical.
5SAP Solution in Detail – Streamline Your Business, Accelerate Profitable GrowthFreed from constantly reacting to day-to-day minutiae, you can spend moretime driving your business forward.Strengthen CustomerRelationships and LoyaltySAP Business One enables you tomanage sales, customer service, andsupport – all integrated with other business functions across the company.With the service call component in SAPBusiness One, you can effectivelyrespond to customer service and supportcalls and find resolutions more quickly.Detailed service reports related to callvolumes, durations, and response timesallow you to assess progress and takenecessary actions. With SAP BusinessOne you can also analyze customersusing data from sales, operations, andfinance to identify ways to serve themfaster and better.Act on Instant and CompleteInformationSAP Business One captures criticaldata across sales, customers, operations, and financials in a single application for immediate access and use.With the addition of the fully integratedCrystal Reports® software, it deliverscompelling reporting functionality andinformation access that give you crucialinsights into all parts of your business.With “drag-and-relate” and interactivedrill-down functionalities, you can clickthrough relevant data and get answersquickly. Employees can respond to customer needs faster, and your managerscan track revenues, costs, and profitmargins so they can assess businessperformance and determine how toimprove it.Adapt to Meet Your ChangingNeedsSAP Business One is quick to set upand configure, allowing you to minimizethe IT involvement (average implementation time is about two to eight weeks,depending on your circumstances).And as your business grows, you canadapt and customize the software tomeet your changing needs. For instance,with its published software developmentkit and over 550 add-on solutions thathave been built by our software solutionpartners, you can extend SAP BusinessOne to meet your specific business andindustry challenges. In addition, unlikemany other small business solutionson the market today, SAP BusinessOne provides worldwide coverage with40 country-specific versions on a singleplatform, delivered and supported locallyso you can confidently grow your business overseas.“I’ve had extensive experiencewith five major manufacturingresource planning systems, andI can tell you that SAP BusinessOne . . . stacks up very wellagainst the best of them, eventhough it targets smaller companies. It is very flexible and ismuch more reasonably priced.”Lou Giovannone, Group Controller,Fagerdala USA Inc.
6 SAP Solution in Detail – Streamline Your Business, Accelerate Profitable GrowthDesigned Exclusively for SmallBusinessesAn Affordable Solution fromthe Industry LeaderDrawing on more than 35 years ofSAP business management softwareexperience, SAP Business One is anaffordable, award-winning product builtexclusively for small businesses. As acomplete, integrated software application, SAP Business One eliminates thecost and hassle of integrating multiplestand-alone applications. Its intuitiveinterface and vast configurability minimize IT complexities for implementationand ongoing maintenance.SAP Business One KeyFunctionalityThe following are key areas whereSAP Business One can support yourbusiness.Accounting and FinancialsSAP Business One helps you manageyour general ledger, journals, budgets,and accounts payable (AP) and receivable (AR). You can conduct all yourbanking activities, including processingbank statements and payments bymethods such as check, cash, andcredit card, as well as internal andexternal reconciliation of variousaccounts. You can also create variousfinancial reports including profit andloss, cash flow, balance sheet, aging,and profit center reports.Sales and CustomersWith SAP Business One you can:• Track sales opportunities andactivities from first contact to theclose of sale• Create quotes, enter orders, andmanage invoices, incoming payments,and credits for returns• Initiate marketing campaigns by usingtemplates for mass e-mails• Provide support for customer service,service contracts, and warrantiesThe software also lets you manage andmaintain customer contacts with fullMicrosoft Outlook synchronization, whichresults in increased sales effectivenessand stronger customer relationships.Purchasing and OperationsEvery small business needs a systematic approach to managing the procurement process, from creating purchaseorders to paying vendors. SAP BusinessOne helps coordinate the completeorder-to-pay cycle, including receipts,invoices, and returns. You can also planmaterial requirements for production,control bills of material, and replenishinventory automatically. And using SAPBusiness One’s robust reporting functionality, you can quickly analyze theperformance of your vendors and adjustyour procurement strategy accordingly.Inventory and DistributionSAP Business One enables you tomanage your inventory and operations– including picking, packing, shipping,and billing. You can perform inventoryvaluation using different methods suchas standard costing, moving average,and FIFO; monitor stock levels; andtrack transfers in real time and acrossmultiple warehouses. In addition, youcan run real-time inventory updates andavailability checks, as well as managepricing and special pricing, which allowsyou to automatically apply volume, cash,and account discounts to transactionswith vendors and customers.Reporting and AdministrationSAP Business One provides powerfulintegrated analytic and reporting toolsto help you access the critical businessinformation you need. With SAP Business One together with fully integratedCrystal Reports, you can gather datafrom multiple sources and generatetimely and accurate reports based oncritical company data across financials,sales, customers, inventory, service,production, and operations. Completelyintegrated with the Microsoft Officeproducts and focused on data security,Crystal Reports allows you to choosefrom a variety of report formats and tocontrol access to information displayed.You can also use drag-and-relate functionality and interactive drill downsthrough multiple levels of relevant datato get complete information instantly.“With SAP Business One,we know where orders areat all times. We know if theorders are profitable or not.We can predict cash flow.We can see what’s sellingand what’s not, so weknow where to changepricing and promotionsor adjust inventory”Dave Hirschkop, Owner and President,Dave’s Gourmet Inc.
7SAP Solution in Detail – Streamline Your Business, Accelerate Profitable GrowthSAP® Business One Key FunctionalityAccounting and Financials Sales and Customers Purchasing and Operations Inventory and Distribution• General ledger and journalentries• Basic cost accounting andmonitoring project costs• Basic budget management• Banking and bank statementprocessing• Payment processing andreconciliation• Financial statements andreporting• Sales tax and VAT• Multicurrency support• Opportunities and pipelinemanagement• Customer contact and activitymanagement• Sales quotations and orders• Invoicing and crediting• Sales and pipeline forecast• Service contract management• Service call management andtracking• Purchase orders and deliveries• Goods receipts and returns• AP invoice and credit notes• Bills of materials• Production orders• Forecasting and materialrequirements planning• Items management, item queries• Receipt to stock, release fromstock, and stock transactions• Stock transfer between multiplewarehouses• Serial number management• Inventory revaluation• Customer and vendor catalog• Price lists and special pricing• Batch management• Pick and packReporting and Administration• Fully integrated with Crystal Reports® software• “Drag-and-relate,” drill downs, search assistance, workflow-based alerts• Employee directory and administration, employee time• Remote support platform• Data migration workbench, data archiving• SAP® Business One Software Development Kit including the data interface application program interface (API) and user interface API,user-defined fields and tables, and solution packagerAccounting and FinancialsWith support for multiple currencies,budgeting, and bank reconciliation,SAP Business One delivers financialmanagement functionality that enablesyour enterprise to be more efficientand more productive.Chart of accounts – Create and managecharts of accounts for any country usinglocally compliant templates, which youcan adapt to fit your unique businessneeds. Define individual charts of upto 10 segments (or levels), if needed,to support your businesses processesand reporting requirements. You cancreate segmented charts of accountsthat represent your departments, divisions, regions, branches, and so forth.Journal entries – Benefit from functionality that automatically posts journalentries from the sales, purchasing,and banking areas and also eithermanually or automatically creates newjournal entries. You can search forexisting entries and automaticallyallocate each transaction to a projector a profit center.Journal vouchers – Save multiple manual journal entries to a batch to reviewthem before processing. This allowsyou to verify and correct postings ifnecessary before they are entered intothe general ledger.Tax engine – The patented tax engine inSAP Business One has been designedto address a variety of complex taxrequirements while maintaining a user-friendly interface that can be maintainedby your company’s tax professional. Thetax engine has a high degree of configurability, allowing it to address knowntax requirements in addition to futuretax modifications.
8 SAP Solution in Detail – Streamline Your Business, Accelerate Profitable GrowthPosting templates – Define generalledger account templates to save timeand help avoid mistakes during themanual posting of journal entries.Recurring postings – Define yourown postings for regular execution inaccounting and specify a frequency foreach recurring posting. With recurringpostings, the application automaticallyreminds you to post your transactions.Reversing journals – Reverse month-end accruals automatically. By default,reversal of specified postings occurson the first day of the next month, butSAP Business One allows users tospecify a different reversing date foreach posting, if desired.Exchange rate differences – Periodically evaluate your open items in foreigncurrencies to identify differences andchoose the appropriate correctiontransaction.Banking – Track all banking processes,from cash receipts and check writing todeposits, advance payments, credit cardpayments, and account reconciliation.Budgets – Define and manage budgetsagainst general ledger accounts. Configure budget allocation methods; definebudget figures in any currency (local,foreign, or both); and display a summarized budget report that compares actualand planned figures. With SAP BusinessOne, you can create an online alert thatnotifies you if a transaction exceedsthe monthly or annual budgeted limit.Profit center – Define different profitcenters or departments and allocatecorresponding revenue and costaccounts to a predesignated profitcenter in the chart of accounts.Profit center report – Run a profit-and-loss statement based on revenuesand costs – both direct and indirect –as defined in the allocation rules. Youcan run it for any profit center, choosebetween annual and monthly displayformats, and compare the results withfigures for the previous period.Distribution rules – Define differentdistribution rules to characterizebusiness activities and then allocaterevenue or cost accounts to thecorresponding distribution rule.Real-Time AccountingSAP Business One supports real-timeaccounting with the following.Fully integrated financials – Automatekey financial and banking managementactivities with fully integrated functionality. When you run a transaction, thesoftware automatically posts a journalentry in the general ledger so you don’thave to perform additional posting orbatch processing.Quick drill down – Drill down to information at the posting level. For example,while viewing the journal entry for asales transaction, you can drill down tosee chart-of-accounts information.Complete chart of accounts – Drilldown on the balance field to see transactions that make up a specific balance.Accelerated Month-End ClosingSAP Business One offers functionalityto support month-end closing.Automated tasks – Accelerate month-end closings by assigning tasks to individuals or creating reminders to managevarious aspects of the closing via theactivity window.Control accounts – Identify accountsas control accounts and assign them asdefault posting accounts for the increaseor decrease to customer or vendorbalances. This helps ensure synchronization between the general ledger andthe subsidiary ledgers.Period-end closing – Use this featureto create specific postings in theaccounting system when a postingperiod (or fiscal year) ends. You cantransfer previous general-ledger accountbalances from one period to another.
9SAP Solution in Detail – Streamline Your Business, Accelerate Profitable GrowthFinancial ReportingSAP Business One offers the followingfinancial reporting functionality.Crystal Reports – Quickly generatereal-time financial reports in a varietyof layouts and export them into formatsthat best meet your needs, includingAdobe PDF, Microsoft Word, MicrosoftExcel, and XML.Multilevel reporting – Create reportsthat allow your data to be groupedand viewed at all levels. If you needto access lower-level detail, you canreadily drill down all the way to theposting level detail directly from yourreport output.Integrated reports – Create advancedreports with integrated business information across financials, accounting,inventory, sales, and purchasing.Sales and Customer RelationshipManagementSAP Business One delivers comprehensive, integrated sales and servicefunctionality, helping to ensure totalcontrol of customer acquisition, retention, and profitability for your business.Tightly integrated features acrossmarketing, sales, and service provideend-to-end visibility for the entirecustomer lifecycle.Opportunity ManagementRecord every sales opportunity, fromlead identification of the customerthrough discovery, qualification, proposal, closing, and after-sales serviceand support. You can even enter detailsof the opportunity, including the source,potential deal size, closing date, competitors, and activities.Business partner master record –Manage all information about customers, resellers, and suppliers, includinge-mail addresses, profiles, sales reports,activities, and account balances. Usethe calendar to track your activities andperform keyword searches to findspecific items in the calendar.Opportunity analysis – Analyze opportunities by lead source, territory, industry,customer, and item. The reports showforecasts and anticipated revenue byvarious date ranges, such as monthand quarter. You can view distributionof leads by source over time to identifythe most profitable lead-generationactivities.Prospect management – Importthousands of prospects from MicrosoftExcel files or other standard file formats,such as comma-separated value (CSV)files, and then manage and follow upon activities. Add prospects to e-mailcampaign lists, contact lists, and newsletters. Target prospects or businesspartners with e-mail and cold-callcampaigns.Dynamic reports – Obtain a unique,time-phased view of business datawith the dynamic opportunity-analysisreport, which enables you to readilyspot trends, patterns, and behaviorsof sales opportunities and personnel.Customer Service and SupportSAP Business One delivers CRMfunctionality as part of the application,helping to ensure full control of customer acquisition, retention, loyalty, andprofitability for your business. Tightlyintegrated functions across marketing,sales, and service provide end-to-endvisibility for the complete lifecycle.Service call functions provide supportfor service operations, service con-tract management, service planning,customer interaction activity tracking,customer support, and managementof sales opportunities.Service contracts – Create a regularsupport or warranty contract for itemsor services sold to a customer. Thecontract maintains the start and enddates as well as specific contractterms, which could include guaranteedresponse or resolution times.Customer equipment cards – Maintaindetailed information about an item soldto a customer, such as a manufacturer’sserial number, replacement serialnumber, and service call history. Cardsalso list service contracts assigned tothe specific item.
10 SAP Solution in Detail – Streamline Your Business, Accelerate Profitable GrowthCustomer equipment report – Viewall equipment and corresponding serialnumbers sold to a customer or rangeof customers.Service calls – Review informationabout all service calls that were created,resolved, or closed on a specified dateor within a range of dates. You canrestrict the report to see service callsfor a specific queue, technician, problemtype, priority, item, or call status. Youcan choose whether to include a viewof overdue calls.Service calls in the queue – Track andmaintain service calls by reviewing thecall history related to a particular event.You can monitor the status of a call andassign it to individual technicians ormaintain them in a team queue.Response time by assignee – Follow thecommunication between a customerand the service department and trackthe time needed to properly respondto a single service call.SalesSales management tools in SAP Business One allows you to create pricequotes, enter customer orders, set updeliveries, update inventory balances,and manage all invoices and accountsreceivable. SAP Business One offersefficient document development forevery step throughout the sales process,including quotations. All relevant information is moved from one document tothe next – from sales quotation to thesales order to delivery note to the ARinvoice – saving you time and reducingerrors. The solution also gives you theflexibility to adapt the steps in the salesprocess to fit your needs and specificbusiness processes.Sales quotation – Create sale quotations for your leads and customers.You can calculate gross profit for eachquotation, readily review the sales pricehistory, and, once you create a quotation, quickly export it to Microsoft Word.Order – Simplify entry of sales ordersby accessing item availability information through an available-to-promisereport across multiple warehouses.When a shortage arises, choose toorder from a list of alternative items orallow the item quantity to be partiallydelivered. Orders can support differentdelivery dates and ship-to addressesfor each line item, and you can automatically create purchase orders froma sales order and drop-ship the itemsto the customer’s site.Delivery – Generate packaging documentation for all goods shipped to acustomer. The built-in packaging function facilitates the “virtual input” ofitems into different parcels when adelivery is created. You can store thedelivery tracking number and accessthe shipping status within the deliverynote with the click of a mouse. The software automatically updates warehousequantities when you make a delivery.Returns processing – Quickly processreturns, and adjust your inventory andAP balance with the correspondingvendor.Backorder processing – Track ordersthat cannot be delivered to customersdue to inventory shortages, andautomatically fulfill outstanding orderswhen items are received to inventory.“It used to take us aboutfive days to complete anorder. Now, we averagetwo days, so our orderingand fulfillment processesare 60% faster. We delivermore parcels, faster, andmore efficiently – andwith fewer people.”Jonathan Schaffer, Managing Director,Plum Products Ltd.
11SAP Solution in Detail – Streamline Your Business, Accelerate Profitable GrowthAR invoice – Automatically create acorresponding journal entry with eachinvoice. As a result, you can create anautomatic receipt if the customerchooses to pay only part of the invoice.AR invoice and payment – Create aninvoice and receipt in one step by usinginformation from the same document.AR credit memo – Readily import datafrom the original invoice when creatinga credit memo for returned merchandise.Down payments – Apply yourcustomers’ down payments to salesorders. You can process a down payment with or without an invoice, andcan decide whether you would liketo create the appropriate accountingpostings once the down payment ismade or only document without creating any postings.Document printing – Select period,document number, or document type toprint sales and purchasing records.Document drafts – Print, edit, andmanage all documents that have beensaved as drafts.Document generation wizard – Automate the creation of documents usedin the sales and fulfillment activities byusing information from one or more otherdocuments as a starting point. With thehelp of the wizard, you can decide tocreate target documents such as delivery notes or invoices automatically usingsales orders, deliveries, returns, or ARinvoices as a basis. For example, youcan group all existing sales documentsin a single invoice for any given customer,or create summarized invoices for anygiven customer based on a variety oforders and delivery notes collected overthe course of a month.Dunning wizard – Automate the process of creating and sending reminderletters to customers with outstandingpayments. Execute the wizard at regularintervals, such as monthly or weekly,to check for outstanding customerinvoices, and send a series of latenotices with different levels of severityat predefined intervals. In addition, youcan maintain a payment history foreach customer so you can make moreinformed decisions when it comes todefining payment terms for future orders.PurchasingYou can manage and maintain supplier-related activities with SAP BusinessOne, including issuing purchase orders,updating inventory quantities, calculating the landed cost value of importeditems, delivering goods, and handlingreturns and credits.Purchase order – Create purchaseorders for materials or services youorder, and print, mail, fax, or e-mail themdirectly to the supplier. A purchase ordercan be created from a sales order toensure that the appropriate levels ofgoods are in the warehouse on therequired shipping date. A purchase orderupdates the available quantity of theordered items and informs the warehouse manager of the expected deliverydate. In addition, you can split a singlepurchase order into multiple parts when,for example, items need to be shippedto multiple warehouses.Goods receipt purchase order – Decidewhether you would like to receive deliveries at one warehouse or multiplewarehouses. Goods receipts may belinked to a purchase order, which meansthat the purchase order quantity canchange if the quantity received doesnot match the original order amount.For items that need to be returned tothe vendor, a goods return documentcan be created to either partially orcompletely reverse the quantity andprices in goods receipt PO.AP invoice – Process payments tosuppliers by acting on journal entriesthe software automatically generateswhen you process supplier invoices.AP credit memo – Issue a credit memoto any supplier for returned merchandise. You can quickly draw the datarequired for that credit memo from theoriginal invoice.Landed costs – Calculate the purchaseprice of merchandise by allocating thevarious landed-cost elements (such asfreight, insurance, and customs duties)to the FOB cost of each item. Theactual warehouse value of merchandiseupdates automatically.
12 SAP Solution in Detail – Streamline Your Business, Accelerate Profitable GrowthDown payments – Manage yourvendors’ down-payment requests forpurchase orders. You can processthe down payment with or without aninvoice, and can decide whether youwould like to create the appropriateaccounting postings once the downpayment is made or only documentwithout creating any postings.Freight charges – Track and documentany additional costs – like freight charges– involved in purchasing transactionssuch as insurance, shipment or otherfees that apply to your goods.Document drafts and printing – Editand manage all purchasing documentsthat have been saved as drafts andprint them (including drafts) by period,document number, or document type.Material Requirements PlanningSAP Business One offers a simple yetpowerful planning function to help youschedule and manage items that will beproduced or purchased using a varietyof criteria. SAP Business One replacesinformal, ad hoc, error-prone productionscheduling with a more structured process using better information from billsof material, inventory data, inputs fromscheduled production and purchaseorders, and demand inputs from actualand forecasted orders.The software offers the followingmaterial requirements planning (MRP)functionality.Forecasts – You can predict demandbased on historical purchases, receivedorders, and other forecasting metrics inthe MRP wizard. Forecast calculationshelp you anticipate demand for yourproduct and adjust material planningaccordingly.MRP wizard – Arrange for and optimizefuture material requirements; manageand execute purchasing and manufacturing recommendations and exceptions.By considering both minimum orderquantities and order multiples, you cantake advantage of purchase price breaksor standard production lot sizes andthereby reduce costs. The wizard generates a recommendation report thatoffers advice to either make or purchaseitems. Numerous drill-down options letyou view the net requirement calculations and the actual documents drivingthe gross requirements.Order recommendation report –Automatically create production ordersand purchase orders based on information in a recommendation report. If anitem needs to be outsourced, you canreadily convert a production order toa purchase order. You can also consolidate purchase orders to the same supplier into one order, further streamliningthe purchasing process.Inventory ControlManage item master data, serial numbers, and price lists, as well as definealternative items, perform inventoryincrease or decrease adjustments,execute cycle counts, and generatepick lists for open sales orders.The software offers the followinginventory control functionality.Item master data – Define productionitems (make), purchase items (buy), andnoninventory items (labor and travel,for example) while maintaining defaultinformation such as purchasing supplier,purchasing and selling unit of measure,and tax status for each item. You canmaintain inventoried items in multiplewarehouses with differing associatedcosts depending on location. SAPSAP Business One is anaffordable, award-winningproduct built exclusively forsmall businesses. As a complete, integrated softwareapplication, SAP BusinessOne eliminates the costand hassle of integratingmultiple stand-alone applications. Its intuitive interface and vast configurabilityminimize IT complexities forimplementation and ongoingmaintenance.
13SAP Solution in Detail – Streamline Your Business, Accelerate Profitable GrowthBusiness One supports most commoninventory valuation methods, includingstandard cost, weighted moving average, and FIFO methods. You can definea procurement method (such as makeor buy) as well as order intervals inwhich to purchase an item (monthly,weekly, or daily, for instance). You canalso define the lot sizes in which to purchase items, the minimum order quantity, and the average lead time. You canthen use this information in conjunctionwith the MRP functionality.Serial numbers – Automatically ormanually generate serial numbers usingtemplates.Lots – Assign lots to products and classify them by any freely definable attribute(shelf life, for example), then define thelots for these products in sales orders,delivery notes, and inventory movements.Substitute items – Create a list of alternative items when a customer’s selection is not available, ranking substituteitems based on similarity of item, price,or quantity.Business partner catalog number –Maintain a cross-referenced table ofcustomer and supplier part numbers toinventory part numbers. You can use customer part numbers on purchasing documents in lieu of inventory part numbers.Goods receipt and goods issue –Record goods receipts and issues thatare not directly related to a sales orpurchasing document.Inventory transfer – Move inventoryamong warehouses.Inventory revaluation – Reevaluate youritem costs and inventory value withoutchanging quantity levels.Inventory posting – Enter openingbalances for inventory items andupdate warehouse data.Cycle inventory counting – Streamlineinventory counting by identifying wheneach item in inventory is due to becounted. The alerts and reports produced help ensure that items of differentlevels of importance are counted asfrequently as required.Price list – Define a variety of pricelists and link them to customers orsuppliers. Quickly create dynamic linksbetween price lists, which are updatedautomatically whenever the primaryprice list changes.Special prices – Define special pricesfor individual customers or suppliers,quantity-specific prices pegged toorder volume, and a validity period foreach price.Pick and pack manager – Manage thepicking and packing process withinmultiple queues. As sales orders areentered, they are displayed in the “open”queue and can be marked as either fullyor partially released for picking. The“released” queue displays all ordersreleased for picking, which you can markas fully or partially picked. Within eitherthe open or released queues, you canautomatically create pick lists for anorder or range of orders. This featureoffers extensive drill-down functionalitythat includes customer and item masterdata as well as originating documents.ReportingCreate, manage, and distribute real-time reports with ease. You can usevarious reporting tools in SAP BusinessOne (such as Crystal Reports, PrintLayout Designer, XL Reporter, andQuery Manager) to create financial andmanagement reports that provide snapshots of key performance indicatorssuch as sales bookings, year-to-daterevenue, accounts receivable, openorders, and outstanding payments.
14 SAP Solution in Detail – Streamline Your Business, Accelerate Profitable GrowthNot only can you export any report intovarious electronic formats includingPDF, Microsoft Excel/Word, RTF, andXML, you can also distribute themacross the company via e-mail, fax, orother formats. SAP Business One provides you with end-to-end visibility ofyour business operations with a drag-and-relate feature that also helps youinstantly understand key relationshipsand transactions within the business.SAP Business One provides a largenumber of predefined reports for eachfunctional area. You can generate reportsfor a specific functional area in yourbusiness and customize the output tosuit your needs. For a complete list ofpredefined reports, see the “PredefinedReports” section.Simplified Reporting withCrystal ReportsSAP Business One is now fully integratedwith Crystal Reports, an industry-leadingreporting solution. Together, SAP Business One and Crystal Reports providecomprehensive reporting functionalitythat allows you to get crucial insightsinto all parts of your business.You can perform the following activitieswith Crystal Reports.Generate accurate and timely reports– Create reports in a variety of presentation formats in a user-friendly graphicalenvironment. You can generate standardand ad hoc reports, import externallycreated Crystal Reports, drill down intolower-level data, and then analyze theinformation.Customize with ease – Customizereports by adding any standard SAPBusiness One data field or user-definedfield with minimal IT overhead. You canalso attach messages with personalizedinformation to improve the reportconsumption.View and export reports – View andexport reports to Adobe PDF, MicrosoftWord, Microsoft Excel, RTF, and XML.Distribute reports across thecompany – Distribute reports acrossthe enterprise by e-mail, fax, electronicfile transport, and standard printing.You can also save them securely to thecrystalreports.com site so you accessthem anywhere and at any time.Control access to information – Assignaccess rights at user and group levels.Security features will help ensure thatyour employees view and access onlythe reports that they are authorized toaccess.Embed flash files into your reports –Expand the scope of Crystal Reportsby adding Xcelsius® software. You cancreate advanced report designs andvisualizations by adding dynamic charts,graphics, and even video files to yourreports.“We cut the time managersspend running reports by95%. For example, it used totake us 30 to 40 minutes torun a profit-loss statement;now it takes three seconds.”Kevin Patrick, VP and GeneralManager, Sondra Roberts
15SAP Solution in Detail – Streamline Your Business, Accelerate Profitable GrowthPredefined ReportsSAP Business One provides the following predefined reportsfor each functional area:Microsoft Outlook IntegrationSAP Business One integrates withMicrosoft Outlook through an add-on,enabling you to exchange and sharedata to keep all parties up to date aboutaccount developments and businessopportunities. You have the followingfunctions available.Data synchronization – Synchronizecalendar appointments, contacts, andtasks between SAP Business One andMicrosoft Outlook. This function allowsyou to schedule automatic synchronization runs and resolve any outstandingconflicts that may occur across the twoapplications by creating snapshots ofSAP Business One information andlinking them to contacts in MicrosoftOutlook.Quotations – You can import quotations from SAP Business One intoMicrosoft Outlook and then display,edit, and send them as e-mails. Youcan also create new quotations inMicrosoft Outlook and save them inSAP Business One.E-mail integration – You can perform thefollowing functions through MicrosoftOutlook integration:• Save a Microsoft Outlook e-mail asan activity in SAP Business One• Save the original e-mail text and theoriginal file attachments as an add-onto an activity in SAP Business One• Make follow-up and reminder settingsfor an activityPredefined Reports in SAP® Business OneAccounting • Aging reports• Profit and loss statement• Balance sheet• Trial balance• Cash flow statement• Comparative reports• Budget reportsSales opportunities • Opportunities• Stage analysis• Opportunities pipeline• Opportunity forecast andforecast over time• Won and lost opportunities• Open and closed opportunities• Lead distribution over timeSales and purchasing • Open items list• Sales analysis• Purchase analysisBusiness partners • Activities overview• Inactive customers• Collection historyProduction • Open work order• Bills of materialService • Service calls• Service calls by queue• Response time by assignee• Average closure time• Service contracts• Customer equipment report• Service monitor• Service calls• Open service calls• Overdue service callsInventory • Item list• Last prices• Inactive items• Inventory posting list by item• Inventory status• Inventory in warehouse• Inventory valuation• Serial number transaction• Batch (lot) number
16 SAP Solution in Detail – Streamline Your Business, Accelerate Profitable Growth• Integration platform to integrate SAPBusiness One with other businesssoftware• Remote support platform for SAPBusiness One, which enables proactive support and maintenance ofthe solution landscapeBesides a database server, SAPBusiness One also provides severalserver-side applications and tools:• License server, which managespurchased end-user licenses• Backup tool to perform databasebackupsSingle-Server ArchitectureThe SAP Business One applicationresides on a single server that runs onMicrosoft Windows and supports theMicrosoft SQL Server.System RequirementsServer WorkstationSoftwareRequirementsSupportedOperatingSystems• Microsoft Windows Server 2008 R2 Standard/Enterprise (64-bit)• Microsoft Windows Small Business Server2008 Standard/Premium (64-bit)• Microsoft Windows Server 2008 Standard/Enterprise (32-bit/64-bit)• Microsoft Windows Server 2003 R2 Standard/Enterprise (32-bit/64-bit)• Microsoft Windows Server 2003 Standard/Enterprise (32-bit/64-bit)• Microsoft Windows Small Business Server2003 R2 Standard/Premium (32-bit)• Microsoft Windows Small Business Server2003 Standard/Premium (32-bit)• Microsoft Windows 7 Professional/ Enterprise/Ultimate (32-bit/64-bit)• Microsoft Windows Vista Business/Enterprise/Ultimate (32-bit/64-bit)• Microsoft Windows XP Professional (32-bit)SupportedOperatingSystems• Microsoft Windows 7 Professional/Enterprise/ Ultimate (32-bit/64-bit)• Microsoft Windows Vista Business/Enterprise/Ultimate, (32-bit/64-bit)• Microsoft Windows XP Professional(32-bit)SupportedDatabasePlatforms• Microsoft SQL Server 2008 Express/Workgroup/Standard/Enterprise (32-bit/64-bit)• Microsoft SQL Server 2005 Standard/Enterprise/Express/Workgroup (32-bit/64-bit)SupportedDesktopApplications• Microsoft Office 2007 Standard/Professional• Microsoft Office 2003 Standard/ProfessionalMinimumHardwareRequirements• CPU 1x Intel Pentium IV (or equivalent)• RAM 1GB• Hard Disk Free Space System partition 0.5 GB anddata partition 2 GB• Drive DVD-ROM• Display 640 x 480 with 256 colors or higher• CPU 1x Intel Pentium IV (or equivalent)• RAM 1GB• Hard Disk Free Space System partition 1 GB anddata partition 0.5 GB• Drive DVD-ROM• Display 800 x 600 with 24-bit colors or higher
17SAP Solution in Detail – Streamline Your Business, Accelerate Profitable GrowthDesignate the events you want to trackand define ranges for acceptable tolerances and limits connected to theseevents. Then, when indicators fall outof the predetermined range set for theevent, you will receive an alert. Anybreach of business policy generates animmediate notification to the managerand initiates a workflow process tomanage the event.Using alerts in SAP Business One, youcan proactively manage by exceptionand eliminate the need to monitor activities manually. You can know in real timeevery time a set threshold is crossedso you can take immediate action. Youcan also drill down to get informationabout the alert, which can help you makeinformed decisions regarding futureactions associated with the event.Local Best PracticesSAP Business One provides built-incountry-specific functionality to help youcomply with local legal requirements aswell as local business practices. Localizations mainly support legal, currency,and financial requirements and includeadjusted financial postings, print layouts,and reports. As part of maintenanceoperations, there are country-specificlegal changes and requirements implemented with regular patch delivery.• Alert functions and messages –Messages for internal users, customers and suppliers; personal profiledefinition for warning messages• Opening balances – Entering openingbalances when company starts• Master data record – Maintained forthe entire application and contains themaster data record for a customerand supplier• Bills of material – Product treesrepresenting the header and coveringthe individual materials assignedSearch AssistanceRecord values for each field in the application, including user-defined fields,from a predefined search process withformatted search functionality in SAPBusiness One. You can use formattedsearches in the following situations:• Automatic entry of values in fieldsbased on one of the following:– Use of different objects in theapplication– Predefined lists– Predefined queries (user defined)• Definition of dependencies betweenapplication fields• Display of fields used only for queries,such as user signature, creation date,and balance of open checks (for abusiness partner)Alerts and ApprovalsYou can set up immediate notificationsand automatic responses to importantbusiness events through user-programmable, workflow-based alerts.User-Friendly Configuration andPersonalizationSAP Business One gives you powerfultools to tailor forms, queries, and reportsto meet specific business requirementswithout the need for specialized technical training. You can configure settingsto define exchange rates, set authorization parameters, and create import andexport functions for internal mail, e-mail,and data.Configuration FeaturesSAP Business One offers the followingconfiguration functionality:• Company selection – Various basicsettings• Initialization and general preferences– Company data and general settingsfor charts of account, tax codes,sales employees, territories, projects,address formats, payment terms,suppliers, customers, items andcommission groups, warehouses,service contract templates andqueues, banks, payment methods,and shipping methods• Authorizations – Controlled information access (full, read only, or noaccess); access granted based onteam, department, or branch• Definition of exchange rates – Thebasis for all reports and recorded data• Utilities – Data backup, automatedprocesses, year-end closing, archiving,and data import and export• Recovery – Data administration andretrieval
18 SAP Solution in Detail – Streamline Your Business, Accelerate Profitable GrowthCustomizationSAP Business One can be adapted inthe following ways to meet your uniqueor changing business requirements without creating a heavy, ongoing IT burden:• Set your own preferences for forms,queries, and reports to mirror yourday-to-day business activities.• Extend the core functionalities withprepackaged, preintegrated industry-specific solutions built around theSAP Business One application bySAP software solution partners.• Integrate external applications withSAP Business One by using the SAPBusiness One Software DevelopmentKit (SAP Business One SDK) – seethe separate section for details.• Reintegrate modifications andenhancements you build today intofuture versions of SAP Business Onewith little or no modification to customcode. Because the SDK maintainsprogramming interfaces for backwardcompatibility, the integrations andenhancements will work smoothlywith new versions.• Connect with your headquarters andsubsidiaries with other SAP applications using the SAP Business Oneintegration for the SAP NetWeaver®technology platform.• Integrate your branch offices or manufacturing sites around the world ina straightforward and cost-effectiveway through the single-code-basedarchitecture of SAP Business Onewith localizations in 40 countries.User-Defined FieldsDefine your own fields in existing tablesor add new tables to SAP BusinessOne. You can quickly add user-definedfields to virtually any of the businessobjects within the application, includingmaster records (customers or inventoryitems), sales and purchasing documents(such as sales orders, invoices, or purchase orders), document rows (invoiceline items, purchase order line items),financial transactions (journal entriesor journal entry rows), service calls,service contracts, bills of material, andmany other objects. You can selectuser-defined fields for various types ofinformation, such as texts, addresses,phone numbers, URLs, file attachments,images, and drop-down lists. Thesefields automatically follow your databasewhen you upgrade.System Reliability andPerformanceSAP offers a remote support platformfor SAP Business One to help youmaintain your software system moreeasily and proactively prevent potentialissues from impacting your businessactivities. As an automated monitoringtool, the remote support platform forSAP Business One helps identifysystem bottlenecks by enabling SAPsupport services to collect informationon your system status and check thesystem against known support issues.By sending regular status e-mails andautomatic fixes, it allows you to avoidissues from happening and decreasethe time you would otherwise spendon IT support.The remote support platform for SAPBusiness One provides the following:System status report – Automaticallyexecute health checks on your installation, system data, previously performedbackups, disk space usage, and moreto proactively prevent issues.Database maintenance – Scheduleautomated database backups andrestore previously backed-up databases if needed.Preupgrade evaluation – Check if yoursystem is ready for an upgrade and ifthere are critical issues that might potentially prevent a successful upgradeprocess.Automatic fixes – Receive automaticfixes for detected issues.“As we continue to grow, SAPBusiness One will keep up withus and enable us to manage thatgrowth without any surprises.”Dave Sengstaken, President, StyleWest
19SAP Solution in Detail – Streamline Your Business, Accelerate Profitable GrowthData ArchivingUse the new data archiving feature inSAP Business One to improve the utilization of your productive database andachieve leaner, faster system performance. Data archiving enables userswho have been using SAP BusinessOne for at least two years to archiveclosed transactional data (such asclosed sales and purchasing documents,reconciled journal entries) related to oldfinancial periods. It allows you to reviewthe expected results of the processbefore the execution, so you know whichdocuments will be removed from thedatabase, how much database size willbe reduced, and so forth. You can thendecide whether to run the archivingprocess immediately or further reviewthe selected transactional data.Software Development KitThe SAP Business One SDK is a toolbox that contains programming interfaces, sample code, documentation,and simple utilities. The kit allows programmers to smoothly interface externalapplications with SAP Business Oneor to add custom functionality. SAPBusiness One consists of a graphicaluser interface and a separate businessobject layer. The SAP Business OneSDK provides full access to both theuser interface layer and the businessobject layer.FeaturesThe software development kit offersthe following features:• Provides programmatic access toSAP Business One business logicthrough an object-oriented layer• Enables SAP partners and customersto extend and enhance the functionality of SAP Business One to fit theirunique needs• Supports a wide range of programming languages and tools, enablingdevelopers to use familiar technologies and applications• Provides strong backward compatibility, so that little or no rework isrequired during upgrades to a newversion of SAP Business OneComponentsThe following key components are partof the software development kit:• Application program interface (API) forthe data interface – For integratingexternal applications with SAPBusiness One• API for the user interface – Forextending and customizing the SAPBusiness One client applications• Screen designer with drag-and-dropinterface – For designing customwindows for SAP Business One• Java connector – For interfacing external applications with SAP BusinessOne using the Java programminglanguage• Complete documentation• Sample applicationsBy integrating sales,customers, financials,and operations, SAPsolutions give you thecross-company visibilityyou need to make decisions based on real-timeinformation. Armed withinsight into every aspectof your business, youcan readily monitor performance, eliminateinefficiencies, and, mostimportant, identifyprofitable opportunities.
20 SAP Solution in Detail – Streamline Your Business, Accelerate Profitable GrowthTrusted by more than 25,000 customers worldwide, SAP Business One offersthe benefit of our broad industry experience and that of our partners. It’s theright solution to help companies likeyours stay ahead of the competition.Learn MoreAvailable today in 20 languages and in40 countries, SAP Business One isdelivered by a worldwide network ofbusiness partners that leverage SAP’sglobal knowledge to provide local service and support. To learn more abouthow SAP Business One can help yougain clarity across your business andimprove operational efficiency, visitwww.sap.com/sme/solutions/businessone/index.epx.SAP Business One is part of a portfolioof SAP solutions for small businessesand midsize companies, which alsoincludes the SAP Business All-in-Onesolutions and the SAP BusinessByDesign™ solution. When it comes tothe widely varying needs of small andmidsize organizations, SAP solutions provide the best fit for your specific business, IT, and workforce requirements.By integrating sales, customers, financials, and operations, SAP solutionsgive you the cross-company visibilityyou need to make decisions based onreal-time information. Armed with insightinto every aspect of your business, youcan readily monitor performance, eliminate inefficiencies, and, most important,identify profitable opportunities. With astandardized, proven solution from SAPat a predictable cost, small and midsizecompanies can streamline operations,act instantly on complete information,and accelerate profitable growth.SAP Solutions for Small Businessesand Midsize CompaniesTrusted by Thousands of BusinessesWorldwide
23SAP Solution in Detail – Streamline Your Business, Accelerate Profitable Growth