SAP Solution in Detail
SAP Business One
Streamline Your BuSineSS,
accelerate Your Growth
A Single, AffOrdABle APPlicATiOn
excluSively fOr SmAll BuSineSSeS
The SAP® Business One
application provides a single,
affordable solution for man-
aging your entire business
– from sales and customer
relationships to financials
and operations. With
SAP Business One, small
businesses like yours can
streamline operations,
act on timely and complete
information, and accelerate
profitable growth.

content
5 SAP Business One 12 inventory control
5 Streamline your entire Business 12 SAP Business One inventory
with a Single Application control features
5 Strengthen customer 13 customer Service and Support
relationships and loyalty 13 SAP Business One customer
5 Act on instant and complete Service and Support features
information 13 reporting
5 Adapt to meet your changing 13 SAP Business One reporting
needs features
14 Predefined reports
6 Designed Exclusively for Small 15 microsoft Outlook integration
Businesses 15 easy configuration and
6 SAP Business One Key Personalization
functionality 15 Single-Server Architecture
6 Accounting and financials 18 user-defined Personalization
6 Sales and customers and configuration
7 e-commerce and Web Store 18 SAP Business One
7 Purchasing and Operations configuration features
7 inventory and distribution 18 Address changing Business
7 reporting and Administration needs
7 Accounting and financials 18 user-defined fields
7 SAP Business One financial 18 formatted Searches
management features 18 Alerts and Approvals
8 real-Time Accounting 19 SAP Business One Alerts and
8 month-end closing Approvals features
9 financial reporting 19 Software development Kit
9 customer relationship 19 SAP Business One SdK
management features
9 crm Sales 19 SAP Business One SdK
10 Sales components
10 SAP Business One Sales
features 21 SAP Solutions for Small
11 Purchasing Businesses and Midsize
11 SAP Business One Purchasing Companies
features 21 learn more
11 material requirements Planning
11 SAP Business One material
requirements Planning features

you want to focus on growing your business, but you
have to deal constantly with everyday operational details,
ad hoc requests for information, and nonstop competitive
moves. When your sales, accounting, and operational
processes are not seamlessly connected, you will inevitably
experience bottlenecks and productivity will suffer. multiple
systems translate into additional work – such as duplicate
data entries – which can evolve into errors and delays.
When critical business information, such as customer
records or inventory levels, resides in different systems
or locations, response times can lag and create customer
dissatisfaction. On top of all that, competitors make it
hard to find and keep customers.
To maintain an edge, you need to streamline processes
and find better ways to access the right information to
make the best business decisions. if you can effectively
track and then access all customer-related information, for
example, you can service your customers more personally
and more intelligently at every point of contact – locking in
their loyalty (and repeat business). And if you can accurately
monitor and manage revenue and expenses, you will be
positioned to optimize cash flow, increasing your financial
strength and the flexibility to respond quickly when business
opportunities arise.
4 SAP Solution in Detail – Streamline your Business, Accelerate your growth

SaP® BuSineSS one
cOmPleTely inTegrATed
mAnAgemenT funcTiOnS
The SAP® Business One application is online stores allow you to create an
a single, comprehensive solution that online presence, open new sales
provides functionality for every process channels, and broaden your customer
you need to run your entire business. base. With SAP Business One you can
unlike niche solutions, SAP Business analyze customers using data from sales,
One supports integrated management operations, and finance to identify ways
functions, including financials, sales, to serve them faster and better.
customers, e-commerce, inventory,
and operations. SAP Business One
is designed specifically for small “SAP Business One lets us see our
businesses, which means it’s quick
to install, simple to maintain, and most
business at any point in time.
important, easy to use. We can see the real-time status
Streamline Your Entire Business
of every order in any warehouse.
with a Single Application There’s no more guesswork.
By integrating all critical business
We are a fashion company and
functions, SAP Business One supports have to be nimble, so this has had
sales, customer relationship manage-
ment (crm), purchasing, inventory,
a big impact on our business.”
operations, financials, and Hr. Business Richard Haugen, chief Operating Officer,
information captured in a single system yak Pak inc.
is instantly accessible across the
organization, eliminating duplicate data
entry, related errors, and subsequent Act on Instant and Complete Adapt to Meet Your Changing
costs. Workflow-based alerts trigger Information Needs
auto-response when important business
events occur, so you can monitor and SAP Business One captures critical SAP Business One is easy to set up
focus on those that are most critical. data across sales, customers, opera- and configure, and as your business
When freed from constantly reacting tions, and financials in a single appli- grows, you can adapt and customize
to day-to-day minutiae, you can spend cation for immediate access and use. SAP Business One to meet your
more time driving your business intuitive microsoft excel–based reports changing needs. for instance, you
forward. allow you to click through relevant data can use any of more than 450 solu-
and get answers quickly. your managers tions, many of them industry specific,
Strengthen Customer can track revenues, costs, and profit that have been built on top of the
Relationships and Loyalty margins so they can assess business SAP Business One application by our
performance and determine how to software solution partners. This way,
SAP Business One enables you to improve it. And because you can use you can customize and extend SAP
manage sales force automation and Web-based tools, you and your sales Business One to meet your specific
customer service and support – all team can access customer information business and industry challenges.
seamlessly integrated with other busi- from anywhere at any time, meaning
ness functions across the company. you can be more responsive to customer
Built-in e-commerce and support for needs.
SAP Solution in Detail – Streamline your Business, Accelerate your growth 5

DeSiGneD excluSivelY for Small
BuSineSSeS
An AffOrdABle SOluTiOn frOm THe
induSTry leAder
drawing on more than 35 years of SAP Business One Key banking activities, including processing
SAP business management software Functionality payments by check, cash, and credit
experience, SAP Business One is an card, as well as reconcile various
affordable, award-winning product built The following summarizes the key areas accounts and create financial reports
exclusively for small businesses. As a where SAP Business One can support for profit and loss, cash flow, and aging.
complete, integrated software applica- your business. you can also update account postings
tion, SAP Business One eliminates the when relevant business events occur.
cost and hassle of integrating multiple Accounting and financials
stand-alone applications. its intuitive SAP Business One helps you manage Sales and customers
interface and vast configurability mini- your general ledger, journals, budgets, With SAP Business One you can man-
mize iT complexities for implementation and accounts payable (A/P) and receiv- age and maintain customer contacts
and ongoing maintenance. able (A/r). you can conduct all your with full microsoft Outlook synchroni-
SAP® Business One Key Functionality
Accounting and Sales and E-Commerce and Purchasing and Inventory and
Financials Customers Web Store Operations Distribution
• General ledger and • Opportunities • Online products • Purchase proposals • Items management,
journal entries and pipeline catalogs • Purchase orders items queries
• Cost accounting management • Web store integrat- and deliveries • Receipt to stock,
• Budget and project • Customer and ed with inventory • Goods receipts and release from
management prospect contact • Online shopping returns stock, and stock
• Banking and and activity card • A/P invoice and transactions
statements management • E-mail and promo- credit notes • Warehouse transfer
• Payment processing • Sales quotations tional campaigns • Bills of material and serial numbers
and reconciliation and orders • Payment, tax, ship- (BOMs) • Inventory
• Financial statement • Sales and pipeline ping, and handling • Production orders revaluation
and reporting forecast • Forecasting and ma- • Customer and
• Sales tax and VAT • Web-based cus- terial requirements vendor catalog
• Multicurrency tomer relationship planning (MRP) • Price lists and
support management special pricing
• Service contact • Batch management
management • Pick and pack
• Service call man-
agement entry and
tracking
Reporting and Administration
• Microsoft Excel–based reporting
• Data migration workbench, user-defined fields, application programming interface (API),
and SAP Business One Software Development Kit
• Payroll accounting
• Employee directory and administration, employee time
6 SAP Solution in Detail – Streamline your Business, Accelerate your growth

zation. This means increased sales ping, and billing. you can perform information instantly, so you can make
effectiveness and stronger customer inventory counts, monitor stock, and better-informed decisions.
relationships. create quotes, enter track transfers in real time and across
orders, and provide better customer Accounting and Financials
service from the office or online. Track
sales opportunities and activities from To maintain an edge, you With support for multiple currencies,
first contact to close of sale; initiate budgeting, and bank reconciliation,
marketing campaigns by using templates
need to streamline pro- SAP Business One delivers financial
for mass e-mails; provide support for cesses and find better management functionality that enables
customer service, service contracts, your enterprise to be more efficient and
and warranties; and access customer
ways to access the right more productive.
and sales information over the Web. information to make the
SAP Business One financial
e-commerce and Web Store
best business decisions. management features
creating an online presence will help if you can effectively SAP Business One supports financial
you level the playing field against larger management in the following ways.
competitors by allowing you to reach
track and then access all
a broader customer base. With SAP customer-related informa- Accounting – create charts for any
Business One, you can design, build, country using a chart-of-accounts
and configure online stores using cus-
tion, for example, you can template, which you can adapt to fit
tomizable templates and tools. These service your customers your unique business needs; define
tools enable you to manage online cata- individual charts of up to 10 segments,
logs and integrate negotiated, customer-
more personally and more if needed, to support reporting
specific price lists; use promotional intelligently at every point requirements.
techniques such as discounts and
coupons; and automatically synchronize
of contact – locking in their Journal entries – Benefit from func-
all online orders and inventory. loyalty (and repeat tionality that automatically posts journal
entries from the sales, purchasing,
Purchasing and Operations
business). and banking areas and also creates
every small business needs a sys- new journal entries. you can search
tematic approach to managing the multiple warehouses. you can also run for existing entries and automatically
procurement process, from creating real-time inventory updates, inventory allocate each transaction to a project
purchase orders to paying vendors. valuation, availability checks, and pick- or a profit center.
SAP Business One helps coordinate and-pack processes.
the complete order-to-pay cycle, includ- Journal vouchers – Save multiple
ing receipts, invoices, and returns. reporting and Administration manual journal entries to a batch and
you can also plan material requirements With SAP Business One, you can process them simultaneously. This
for production, control bills of material, capture all critical business data across allows you to verify and collect post-
and replenish inventory automatically. sales, customers, operations, and ings before they are entered into the
financials in a single source for imme- general ledger.
inventory and distribution diate access. Powerful “drag and
SAP Business One enables you to relate” and microsoft excel–based
manage your inventory and operations reporting features allow you to click
– including quotes, sales orders, ship- through relevant data and get complete
SAP Solution in Detail – Streamline your Business, Accelerate your growth 7

Reversing journals – reverse month- defined in the allocation rules. you
end accruals automatically. By default, can run it for any profit center, choose
reversal of specified postings occurs between annual and monthly display
on the first day of the next month, but formats, and compare the results with
SAP Business One allows users to figures for the previous period.
specify a different reversing date for
each posting, if desired. Distribution rules – define different
distribution rules to characterize
Exchange rate differences – Periodi- business activities and then allocate
cally evaluate your open items in for- revenue or cost accounts to the
eign currencies to identify differences corresponding distribution rule.
and choose the appropriate correction
transaction. real-Time Accounting
“I’ve had extensive experience SAP Business One supports real-time
Financial report templates – Quickly accounting with the following.
with five major manufac- and easily generate unlimited financial
turing resource planning report templates, such as additional Fully integrated financials – Automate
profit-and-loss statements, to suit key financial and banking management
systems, and I can tell you every business need. activities with fully integrated function-
that SAP Business One . . . ality. When you run a transaction, the
Banking – Track all banking processes, software automatically posts a journal
stacks up very well against from cash receipts and check writing to entry in the general ledger so you don’t
the best of them, even deposits, advance payments, credit card have to perform additional posting or
payments, and account reconciliation. batch processing.
though it targets smaller
companies. It is very Budgets – define and manage budgets Quick drill down – easily drill down
against general ledger accounts. con- to information at the posting level.
flexible and is much more figure budget allocation methods; define for example, while viewing the journal
reasonably priced.” budget figures in any currency (local, entry for a sales transaction, you can
foreign, or both); and display a sum- drill down to see chart-of-accounts
Lou Giovannone, group controller,
marized budget report that compares information.
fagerdala uSA inc.
actual and planned figures. With SAP
Business One, you can create an online Complete chart of accounts – drill
alert that notifies you if a transaction down on the balance field to see trans-
Posting templates – define general exceeds the monthly or annual budgeted actions that make up a specific balance.
ledger account templates to save time limit.
and help avoid mistakes during the month-end closing
manual posting of journal entries. Profit center – define different profit SAP Business One offers functionality
centers or departments and allocate to support month-end closing.
Recurring postings – define your corresponding revenue and cost
own postings for regular execution in accounts to a predesignated profit Accelerated closing – Accelerate
accounting and specify a frequency for center in the chart of accounts. month-end closings by assigning tasks
each recurring posting. With recurring to individuals or creating reminders to
postings, the application automatically Profit center report – run a profit-and- manage various aspects of the closing
reminds you to post your transactions. loss statement based on revenues and via the activity window.
costs – both direct and indirect – as
8 SAP Solution in Detail – Streamline your Business, Accelerate your growth

Control accounts – identify accounts Customer Relationship the calendar to track your activities
as control accounts and assign them as Management and perform keyword searches to
default posting accounts for the increase find specific items in the calendar.
or decrease to customer or vendor SAP Business One delivers compre- • reporting – Analyze opportunities
balances. This ensures synchronization hensive, integrated sales and service by lead source, territory, industry,
between the general ledger and the functionality, ensuring total control of customer, and item. The reports
subsidiary ledgers. customer acquisition, retention, and show forecasts and anticipated
profitability for your business. Tightly revenue by various date ranges,
Posting templates – use posting tem- integrated features across marketing, such as month and quarter. you can
plates to allocate costs or transactions sales, and service provide end-to-end view distribution of leads by source
across several departments based on visibility for the entire customer life over time to identify the most profit-
fixed percentages. recurring postings cycle. able lead-generation activities.
allow you to create transactions with • campaign and prospect management
fixed amounts. crm Sales – import thousands of prospects
record every sales opportunity, from from microsoft excel files or other
Reversing transactions – use this lead identification of the customer standard file formats, such as comma-
feature to reverse transactions auto- through discovery, qualification, pro- separated value (cSv) files, and then
matically and post on a user-defined posal, closing, and aftersales service manage and follow up on activities.
reversal date. and support. you can even enter details Add prospects to e-mail campaign
of the opportunity, including the source, lists, contact lists, and newsletters.
financial reporting potential deal size, closing date, com- Target prospects or business partners
SAP Business One offers the following petitors, and activities. with e-mail and cold-call campaigns.
financial reporting functionality. create the campaign, implement the
crm features include the following: campaign, and track the results.
Multilevel reports – create a general • Sales (accounts receivable) – create • Web-based access – use the power
ledger account structure that improves price quotes, record customer orders, of the internet to enable your dis-
your reporting. multilevel reporting is set up deliveries, update inventory tributed sales team and service team
enhanced by the flexibility provided in balances, and manage all invoices to stay connected and focused with
the account segmentation feature of and accounts receivable. Web-based access to SAP Business
SAP Business One. • Purchasing (accounts payable) – One. features include sales order
manage and maintain supplier trans- management, product selection and
Integrated reports – compile business, actions, including issuing purchase viewing, activity and task management,
accounting, warehouse, and financial orders, updating inventory quantities, account management, opportunities
reports, as well as account statements, calculating the landed cost value of management, prospect management,
and export reports to microsoft excel imported items, and handling returns product catalog management, service
and microsoft Word. and credits. order management, and campaign
• Business partner master record – management.
XL Reporter tool – Access real-time manage all information about custom- • dynamic reports – Obtain a unique,
views of critical business data within ers, resellers, and suppliers, including time-phased view of business data
SAP Business One and make use of all e-mail addresses, profiles, sales with the dynamic opportunity-analysis
the functionality of microsoft excel for reports, activities with business report, which enables you to easily
front-end report formatting. partners, and account balances. use spot trends, patterns, and behaviors
of sales opportunities and personnel.
SAP Solution in Detail – Streamline your Business, Accelerate your growth 9

Sales Delivery – generate packaging docu-
mentation for all goods shipped to a
SAP Business One offers flexible busi- customer. The built-in packaging func-
ness document development, including tion facilitates the “virtual input” of
quotations. not only are different line items into different parcels when a
types supported, allowing you to create delivery is created. you can store the
subtotals of previous lines, but you can delivery tracking number and access
insert free-form text anywhere within the shipping status within the delivery
the body of the document, as well as note with the click of a mouse. The
display recommended alternative items. software automatically updates ware-
you can also store and reuse standard house quantities when you make a
comments and define header and footer delivery.
text for each document. Additionally,
you can calculate gross profit for each A/R invoice – Automatically create a
quotation, easily review the sales price corresponding journal entry with each
history, and, once you create a quotation, invoice. As a result, you can create
quickly and seamlessly export it to an automatic receipt if the customer Collection wizard – manage multiple
microsoft Word. chooses to pay only part of the invoice. collection letters per customer and
maintain a collection history for each
SAP Business One Sales features A/R invoice and payment – create an customer. execute the wizard at regular
SAP Business One offers the following invoice and receipt in one step by using intervals, such as monthly or weekly, to
sales management functionality. information from the same document. check for outstanding customer invoices,
and send a series of collection letters at
Order – Simplify entry of sales orders A/R credit memo – easily import data different levels at predefined intervals. in
by accessing item availability information from the original invoice when creating addition, you can specify the method of
across multiple warehouses. When a a credit memo for returned merchandise. calculating interest and collection fees.
shortage arises, choose to order from
a list of alternative items or allow the Document printing – Select period, E-commerce – Sell and market your
item quantity to be partially delivered. document number, or document type products and services online with seam-
Orders can support different delivery to print sales and purchasing records. less integration into SAP Business One.
dates and ship-to addresses for each leverage a highly scalable Web store
line item, and you can automatically Document drafts – Print, edit, and with customizable themes and shop-
create purchase orders from a sales manage all documents that have been ping carts; support for multiple stores
order and drop-ship the items to the saved as drafts. (business to consumer and business
customer’s site. to business); powerful catalog and
Document generation wizard – group integrated inventory management;
all existing sales documents in a single customer acquisition and self-service
invoice for any given customer. you can functionality; strong analytics, including
create a variety of orders and delivery dashboards and a customizable report
notes over the course of the month and builder; and support for business-to-
create summarized invoices for each business and business-to-consumer
customer at the end of the month. activities.
10 SAP Solution in Detail – Streamline your Business, Accelerate your growth

Purchasing purchase order into multiple parts SAP Business One material
when, for example, items need to be requirements Planning features
you can manage and maintain supplier- shipped to multiple warehouses. SAP Business One offers the following
related activities with SAP Business material requirements planning (mrP)
One. Goods receipt purchase order – decide functionality.
whether you would like to receive deliver-
SAP Business One Purchasing ies at one warehouse or multiple ware- Forecasts – you can predict demand
features houses. goods receipts may be linked based on forecasting metrics – not
SAP Business One offers the following to a purchase order, which means that solely on history and received orders
purchasing management functionality. the purchase order quantity can change – by using the demand forecasts in
if the quantity received does not match the mrP wizard. forecast calculations
Purchase order – When you order the original order amount. help you anticipate demand for your
materials or services from suppliers, product and adjust material planning
you can create purchase orders and A/P invoice – Process payments to accordingly.
print, mail, fax, or e-mail them directly suppliers by acting on journal entries
to the supplier. A purchase order updates the software automatically generates MRP wizard – Arrange for and optimize
when you process supplier invoices. future material requirements; manage
and execute purchasing and manufac-
SAP Business One is an A/P credit memo – issue a credit memo turing recommendations and exceptions.
affordable, award-winning to any supplier for returned merchandise. By considering both minimum order
you can easily draw the data required quantities and order multiples, you
product built exclusively for that credit memo from the original can take advantage of purchase price
for small businesses. As invoice. breaks or standard production lot sizes
and thereby reduce costs. The wizard
a complete, integrated Landed costs – calculate the purchase generates a recommendation report that
software application, SAP price of merchandise by allocating the offers advice to either make or purchase
various landed-cost elements (such as items. numerous drill-down options
Business One eliminates freight, insurance, and customs duties) allow easy viewing of the net require-
the cost and hassle of to the fOB cost of each item. The actual ment calculations and the actual docu-
warehouse value of merchandise updates ments driving the gross requirements.
integrating multiple stand- automatically.
alone applications. its Order recommendation report – Auto-
Document drafts and printing – edit matically create production orders and
intuitive interface and vast and manage all purchasing documents purchase orders based on information
configurability minimizes that have been saved as drafts and in a recommendation report. if an item
print them (including drafts) by period, needs to be outsourced, you can easily
iT complexities for imple- document number, or document type. convert a production order to a pur-
mentation and ongoing chase order. you can also consolidate
Material Requirements Planning purchase orders to the same supplier
maintenance. into one order, further streamlining the
SAP Business One offers a simple yet purchasing process.
the available quantity of the ordered powerful planning function to help you
items and informs the warehouse schedule and manage items that will be
manager of the expected delivery produced or purchased using a variety
date. in addition, you can split a single of criteria.
SAP Solution in Detail – Streamline your Business, Accelerate your growth 11

Inventory Control Business partner catalog number –
maintain a cross-referenced table of
manage item master data, serial num- customer and supplier part numbers to
bers, and price lists, as well as define inventory part numbers. you can use
alternative items, perform inventory customer part numbers on purchasing
increase or decrease adjustments, documents in lieu of inventory part
execute cycle counts, and generate numbers.
pick lists for open sales orders.
Goods receipt and goods issue –
SAP Business One inventory control record goods receipts and issues that
features are not directly related to a sales or
SAP Business One offers the following purchasing document.
inventory control functionality.
Inventory transfer – move inventory
Item master data – define production “Clearly, we needed a solu- among warehouses.
items (make), purchase items (buy),
and noninventory items (labor and
tion that would streamline Inventory posting – enter opening
travel, for example) while maintaining our business operations, balances for inventory items and
default information such as purchasing update warehouse data.
supplier, purchasing and selling unit of
give us tighter financial
measure, and tax status for each item. control over each business Cycle inventory counting – Streamline
you can maintain inventoried items in inventory counting by identifying when
multiple warehouses with differing
and event, and provide each item in inventory is due to be
associated costs depending on loca- better business planning counted. The alerts and reports pro-
tion. SAP Business One supports a duced help ensure that items of differ-
number of inventory valuation methods,
metrics. SAP Business One ent levels of importance are counted
including standard cost, weighted provides the answer.” as frequently as required.
moving average, and fifO methods.
Malcolm Carradus, group finance
you can define a procurement method Price list – define a variety of price
director, Terrapinn Holdings ltd.
(such as make or buy) as well as order lists and link them to customers or
intervals in which to purchase an item suppliers. Quickly and easily create
(monthly, weekly, or daily, for instance). dynamic links between price lists, which
you can also define the lot sizes in Lots – Assign lots to products and are updated automatically whenever
which to purchase items, the minimum classify them by any freely definable the primary price list changes.
order quantity, and the average lead attribute (shelf life, for example), then
time. you can then use this information define the lots for these products Special prices – define special prices
in conjunction with the mrP in sales orders, delivery notes, and for individual customers or suppliers,
functionality. inventory movements. quantity-specific prices pegged to
order volume, and a validity period
Serial numbers – Automatically or Substitute items – create a list of for each price.
manually generate serial numbers using alternative items when a customer’s
templates. selection is not available, ranking Pick and pack manager – manage the
substitute items based on similarity picking and packing process within
of item, price, or quantity. multiple queues. As sales orders are
12 SAP Solution in Detail – Streamline your Business, Accelerate your growth

entered, they are displayed in the Customer equipment cards – maintain report generated to microsoft excel,
“open” queue and can be marked as detailed information about an item sold but data extraction is effortless thanks
either fully or partially released for pick- to a customer, such as a manufacturer’s to simple data navigation. you can exe-
ing. The “released” queue displays all serial number, replacement serial num- cute internal and external reconciliation
orders released for picking, which you ber, and service call history. cards also with exception reporting, which is use-
can mark as fully or partially picked. list service contracts assigned to the ful when trying to close your books and
Within either the open or released specific item. preparing reports.
queues, you can automatically create
pick lists for an order or range of Customer equipment report – view SAP Business One reporting features
orders. This feature offers extensive all equipment and corresponding serial SAP Business One provides you with
drill-down functionality that includes numbers sold to a customer or range end-to-end visibility of your business
customer and item master data as well of customers. operations with a “drag and relate”
as originating documents. feature that also helps you instantly
Service calls – review information understand key relationships and
Customer Service and Support about all service calls that were created, transactions within the business.
resolved, or closed on a specified date
SAP Business One delivers crm or within a range of dates. you can A query generator allows users to
functionality as part of the application, restrict the report to see service calls intuitively create database inquiries
ensuring full control of customer acqui- for a specific queue, technician, problem and define reports. you can use the
sition, retention, loyalty, and profitability type, priority, item, or call status. you data from any field to create a report
for your business. Tightly integrated can choose whether to include a view at either the detailed or the summary
functions across marketing, sales, and of overdue calls. level. Once you define a query, you can
service provide end-to-end visibility for save it in the query library for future
the complete life cycle. Service calls in the queue – Track and use. if needed, you can use a report
maintain service calls by reviewing the editor to refine and change any existing
Service call functions provide support call history related to a particular event. queries.
for service operations, service contract you can monitor the status of a call
management, service planning, customer and assign it to individual technicians The query wizard is similar to the query
interaction activity tracking, customer or maintain them in a team queue. generator, but in this case you are guided
support, and management of sales step by step through the process of
opportunities. Response time by assignee – follow generating queries. This tool is helpful
the communication between a customer if you want to build queries but are
SAP Business One customer Service and the service department and track unfamiliar with Structured Query
and Support features the time needed to properly respond to language (SQl) syntax.
SAP Business One offers the following a single service call.
service and support functionality. Predefined reports – SAP Business
Reporting One provides a large number of pre-
Service contracts – create a regular defined reports for each functional
support or warranty contract for items you can create reports and initiate area. you can generate reports for a
or services sold to a customer. The corrective actions immediately. The specific functional area in your business
contract maintains the start and end reporting function supports accounting and customize the output to suit your
dates as well as specific contract reports, inventory reports, financial needs. you can also print, e-mail, or
terms, which could include guaranteed reports, and reports to aid in decision export any report to microsoft excel.
response or resolution times. making. not only can you export any for a complete list of predefined reports,
see the “Predefined reports” section.
SAP Solution in Detail – Streamline your Business, Accelerate your growth 13

Microsoft Excel–based reporting Quickly access profit-and-loss details Design custom reports – Work with
(XL Reporter) – many small businesses – get a summary of actual and fore- standard microsoft excel functions
struggle with the complexities of gen- casted operating profit by period to and interfaces to extend your ability to
erating accurate and timely financial help you easily uncover trends. compose reports with advanced report
reports from company data. The xl design options. it’s easy to create cus-
reporter tool in SAP Business One Create total company dashboards – tom parameters, formulas, and layouts
enables you to get comprehensive and instantly view and graph critical company from scratch.
accurate insight into the financial status performance metrics such as sales,
of your company. Because xl reporter inventory movement, and top-performing Simplify report generation – you can
is integrated with SAP Business One, customers. you can view performance access company data and generate
it reports on live data drawn from a on any chart and click on any cell to the appropriate reports, from ad hoc
variety of sources, including general drill down to data that will help you reports to detailed financial statements,
ledger, receivables, payables, sales, choose appropriate actions associated as needed.
purchasing, inventory, and any user- with the metric. in addition, you can
defined fields. quickly assess your financial perfor- Predefined Reports
mance and future outlook.
XL Reporter tool features – you can SAP Business One provides the
perform the following activities with the Speed adoption and limit the learning following predefined reports for each
xl reporter tool. curve – Quickly learn how to use the functional area:
xl reporter tool via an intuitive and • Accounting
Generate accurate and timely reports familiar interface that accesses micro- – Aging reports
– The xl reporter tool has everything soft excel and provides a metadata – company reports
your business needs to create and exe- layer that limits exposure to technical – comparative reports
cute reports in an easy-to-use graphical tables and field structures. you can – Budget reports
environment – with point-and-click and easily generate meaningful reports, • Sales opportunities
drag-and-drop utilities that enhance your from simple transaction detail reports – Opportunities
control over reporting and budgeting to advanced financial statements – Stage analysis
activities. you can generate standard and dashboards. using the tool’s – Opportunities pipeline
and ad hoc reports, drill down into drag-and-drop utility, even novices – Opportunity forecast and forecast
data, and then analyze the information. can quickly create reports with drill- over time
down functions. – Won and lost opportunities
Compose standard and ad hoc – Open and closed opportunities
reports – A definition wizard makes Organize your reports – manage and – lead distribution over time
report creation effortless. Anyone in organize report definitions, executed • Sales and purchasing
your company can create custom que- reports, and report books. you can – Open items list
ries of SAP Business One data with view and execute reports within the – Sales analysis
just a few mouse clicks. Once a report main menu of SAP Business One, – Purchase analysis
has been generated, you can drill down which simplifies report execution. for • Business partners
on any piece of data to see underlying report distribution, you can bundle and – Activities overview
transactions. you can also view and e-mail reports using a scheduler. – inactive customers
refresh data while creating queries. – collection history
14 SAP Solution in Detail – Streamline your Business, Accelerate your growth

Microsoft Outlook Integration Connection to Microsoft Word and
Microsoft Excel – microsoft Outlook
SAP Business One integrates with integration allows you to connect to SAP
microsoft Outlook, enabling you to Business One from microsoft Word
exchange and share data to keep all and save a microsoft Word document
parties up to date about account devel- as an activity in SAP Business One.
opments and business opportunities. The same function is available for
microsoft excel. you can save work-
Data synchronization – Synchronize books as activities associated with a
calendar appointments, contacts, and business partner or contact person in
tasks between SAP Business One and SAP Business One.
microsoft Outlook. This function allows
you to schedule automatic synchroniza- Easy Configuration and
tion runs and resolve any outstanding Personalization
conflicts that may occur across the two
applications by creating snapshots of The SAP Business One application
SAP Business One information and resides on a single server that inte-
linking them to contacts in microsoft grates seamlessly with the standard
Outlook. microsoft Windows platform.
• Production
– Open work order Quotations – you can import quotations The streamlined SAP Business One
– Bills of material from SAP Business One into microsoft architecture supports the following
• Service Outlook and then display, edit, and send databases:
– Service calls them as e-mails. you can also create • microsoft SQl Server
– Service calls by queue new quotations in microsoft Outlook • iBm dB2 express edition
– response time by assignee and save them in SAP Business One.
– Average closure time Single-Server Architecture
– Service contracts E-mail integration – you can perform Server architecture includes security,
– customer equipment report the following functions through micro- backup, and network access protocols.
– Service monitor soft Outlook integration: Access is granted via a wide-area net-
– Service calls • Save a microsoft Outlook e-mail as work terminal service or dial-up network
– Open service calls an activity in SAP Business One connectivity. The SAP Business One
– Overdue service calls • Save the original e-mail text and the environment uses standard database
• inventory original file attachments as an add-on backup procedures, eliminating the
– item list to an activity in SAP Business One need for saving and transferring the
– last prices • make follow-up and reminder settings database from one machine to another
– inactive items for an activity while still providing immediate access
– inventory posting list by item to critical business information (see
– inventory status figure 1).
– inventory in warehouse
– inventory valuation
– Serial number transaction
– Batch (lot) number
SAP Solution in Detail – Streamline your Business, Accelerate your growth 15

The SAP® Business One SAP partner dashboard report
Single-Server API Layers Web Web server analytics and output for
browser function reporting end user
SAP® Business One is equipped with
an application programming interface
(APi) that is based on component internet integration Seamless integration
object model (cOm) technology. channel and Work- of third-party or SAP
mobile station laptop PdA
you can use this APi to enhance the device integration partner functionality
functional scope of the application or
adapt it to meet your specific require-
1 Workstation SAP Business One API Layer
ments. developers can access the
SAP
cOm objects using programming Business
languages such as visual Basic, data inter- Java c++ c# visual ASP Suite
c/c++, and Java. Basic
face APi
Two different APis are supported: one Third-party cOm .neT xml External
for the data interface and one for the software systems
user interface. integration services Any other
external
system
Data Interface API
using the data interface APi, develop- Any other
2 business
ers can extend SAP Business One by Workstation SAP-Business-One-Server
application
adding windows, changing existing
windows, and modifying the behavior SAP e-mail Backup
of the application to fit unique busi- Business Oracle
One client
ness requirements. event
Security ref integrity Workflow management
User Interface API gui APi legacy
microsoft SQl
The user interface APi supplies objects dB2 express Sybase ASe
Server
and procedures for accessing input Third-party
fields, check boxes, internal system software user configura- Transaction data access
events, and much more. tion metadata management optimization Business
microsoft configuration sets
The objects and procedures supplied Office Business configu-
by the user interface include the fol- ration sets simplify
lowing: the customization
• Application: Establishes the mS SQl
RDBMS process. They make
connection to SAP Business One dB2 express
partner solutions
• Form: Represents a window within Sybase ASe
easier to create and
SAP Business One maintain. you can
• Item: Enables the processing reuse settings for a
of dialog boxes and alters their certain function or
contents, as well as their position, an entire business
size, or visibility process.
• Check box: Processes check boxes
• Matrix: Stands for a table in a window
• ItemEvent: Processes events
• MenuItem: Activates individual menu
items
• MenuEvent: Influences an event
process
Figure 1: Single-Server Architecture
16 SAP Solution in Detail – Streamline your Business, Accelerate your growth

Server Workstation
Operating System microsoft Windows 2003 Server r2 Standard/enterprise 32 Bit/64 Bit microsoft Windows xP SP2 Professional, 32 Bit
microsoft Windows 2003 Server SP2 Standard/enterprise 32 Bit/64 Bit microsoft Windows vista Business/enterprise/
microsoft Windows Small Business Server 2003 r2 Standard/Premium ultimate, 32 Bit
microsoft Windows Small Business Server 2003 SP1 Standard/Premium
cPu microsoft SQl Server 1x intel Pentium iv 1x intel Pentium iii (or equivalent) or higher
iBm dB2 udB express edition 1x intel Pentium iv
rAm microsoft SQl Server 1 gB 256 mB
iBm dB2 udB express edition 1 gB
Hard disk free Space microsoft SQl Server system partition 0.5 gB/data partition 2 gB 512 mB
iBm dB2 udB express edition system partition 0.5 gB/data partition 2 gB
cd-rOm drive 24x or higher 24x or higher
display 640 x 480 with 256 colors or higher 800 x 600 with 24-bit color or higher
database microsoft SQl Server 2005 SP2 microsoft ie 6.0 SP1
iBm dB2 udB express edition version 9.1 fP2 microsoft data Access components 2.6 (mdAc)
or higher
Software microsoft ie 6.0 SP1
microsoft data Access components (mdAc) 2.6 or higher for Windows
2003 Server
for iBm dB2
microsoft .neT SdK Windows 2000
1 2 Integration with Migration to The SAP NetWeaver®
SAP Business Suite SAP Business Suite Technology Platform
Data Transfer Microsoft Outlook SAP Business One is SAP offers a migration path The SAP netWeaver
Workbench Integration seamlessly integrated from SAP Business One technology platform helps
The data transfer work- SAP Business One is fully with SAP Business Suite to the SAP Business Suite you obtain more business
bench tool migrates master integrated with microsoft applications, and because family of business applica- value from your existing iT
and transaction data from Outlook, enabling seam- it has an open architecture, tions so small subsidiaries investments and deploy an
legacy systems into SAP less communication that it can be easily integrated can interface with parent enterprise service-oriented
Business One. Predefined can span your organization with applications from companies. it can also sup- architecture.
data file templates simplify and business functions. independent software port dramatic growth — up
the preparation of data for departments can share vendors. This open to thousands of employees.
import. contacts, appointments, architecture allows you to
and tasks. realize all the extensive
benefits of SAP software.
SAP Solution in Detail – Streamline your Business, Accelerate your growth 17

user-defined Personalization and • Opening balances – for general like items. you can select user-defined
configuration ledger account and business partner fields for various types of information,
SAP Business One gives you powerful • Master data record – maintained for such as texts, addresses, phone num-
tools to tailor forms, queries, and reports the entire application bers, urls, file attachments, images,
to meet specific business requirements • Business partner files – contain the and drop-down lists. These fields auto-
without the need for specialized technical master data record of a customer or matically follow your database when
training. you can configure settings to supplier you upgrade.
define exchange rates, set authorization • Bills of material – Product trees
parameters, and create import and representing the header and covering formatted Searches
export functions for internal mail, e-mail, the individual materials assigned record values for each field in the
and data. • Sales or purchasing document – application, including user-defined
documents for the header line and fields, from a predefined search pro-
SAP Business One configuration document lines containing the individ- cess. you can use formatted searches
features ual items that are assigned in the following situations:
SAP Business One offers the following • Journal entries – By title or • Automatic entry of values in fields
extensive configuration functionality: description based on one of the following:
• Company selection – various basic – use of different objects in the
settings Address changing Business needs application
• Initialization and general preferences SAP Business One can be adapted in – Predefined lists
– company data and general settings the following ways to meet your chang- – Predefined queries (user defined)
• User definitions – chart of accounts, ing business requirements without • definition of dependencies between
tax codes, sales employees, territories, creating a heavy, ongoing iT burden: application fields
projects, address formats, payment • Save preferences for forms, queries, • display of fields used only for queries,
terms, suppliers, customers, items and reports, allowing embedded such as user signature, creation date,
and commission groups, warehouses, process models to directly mirror and balance of open checks (for a
service contract templates and actual day-to-day business activities business partner)
queues, banks, payment methods, • integrate other applications, thereby
and shipping methods leveraging your technology investment Alerts and Approvals
• Authorizations – controlled infor- • control transactions and workflows you can set up immediate notifications
mation access (full, read only, or through alert functionality and automatic responses to important
no access); access granted based • implement changes to SAP Business business events through user-
on team, department, or branch One immediately so you can quickly programmable, workflow-based alerts.
• Definition of exchange rates – The adapt the application to variations designate the events you want to track
basis for all reports and recorded and alterations and define ranges for acceptable toler-
data • integrate modifications into new ances and limits connected to these
• Utilities – data backup, automated versions of the application with mini- events and then, when indicators fall
processes, and data import and mal effort, eliminating costs typically out of the predetermined range set for
export associated with upgrades the event, you will receive a notification
• Recovery – data administration and to which you can respond. Any breach
retrieval user-defined fields of business policy generates an imme-
• Alert functions – Personal profile define your own fields inside data diate notification to the manager and
definition for warning messages object windows for business partners, initiates a workflow process to manage
• Send message – internal user, orders, inventory specifications, and the event.
customer, and supplier
18 SAP Solution in Detail – Streamline your Business, Accelerate your growth

Software Development Kit SAP Business One SdK features
The software development kit offers
SAP Business One Software develop- the following features:
ment Kit (SAP Business One SdK) is • Provides programmatic access to
a toolbox that contains programming SAP Business One business logic
interfaces, sample code, documentation, through an object-oriented layer
and simple utilities. The kit allows pro- • enables SAP partners and customers
grammers to easily interface external to extend and enhance the function-
applications with SAP Business One ality of SAP Business One to fit their
or to add custom functionality. SAP unique needs
Business One consists of a graphical • Supports a wide range of program-
ming languages and tools, enabling
SAP Business One Alerts and developers to use familiar technolo-
Approvals features By seamlessly integrating gies and applications
The following details functionality for sales, customers, finan- • Provides strong backward compati-
automated alerts and approvals. bility, so that little or no rework is
cials, and operations, required during upgrades to a new
Proactive management by exception – SAP solutions give you version of SAP Business One
Be alerted automatically about impor-
tant business events (eliminating the the cross-company visibility SAP Business One SdK components
need for you to monitor activities you need to make decisions The following key components are part
manually). Alerts enable you to: of the software development kit:
• notify employees of a discrepancy or based on real-time informa- • Application programming interface
an event you are monitoring within tion. Armed with insight (APi) for the data interface – for
the organization integrating external applications
• Provide internal (online) information into every aspect of your with SAP Business One
associated with each employee’s business, you can easily • APi for the user interface – for
role in the company (each time a extending and customizing the SAP
threshold is crossed, an alert could monitor performance, elim- Business One client applications
be triggered in real time to the user inate inefficiencies, and, • Screen designer with drag-and-drop
that requested such notification.) interface – for designing custom
• drill down to gain instant visibility most important, identify windows for SAP Business One
on information detailing the alert’s profitable opportunities. • Java connector – for interfacing
characteristics, which can help you external applications with SAP
make informed decisions regarding Business One using the Java
future actions associated with the user interface and a separate business programming language
event object layer. The SAP Business One • complete documentation
• inform managers about particular SdK provides full access to both the • Sample applications
business events and trigger workflow user interface layer and the business
processes object layer (see figure 2).
• respond instantly to alerts generated
as part of workflow processes,
approval procedures, and automati-
cally initiated actions
SAP Solution in Detail – Streamline your Business, Accelerate your growth 19

1 Data Interface API 2 User Interface API
The data interface APi is used to build real-time links between SAP® Business With the user interface APi, developers can modify
One and third-party applications. By providing a programmatic interface to SAP Business One by creating new windows, re-
SAP Business One through a set of fully functional business objects, the designing existing windows, and adding menus or
data interface APi gives you the power to connect applications and automate dialog boxes. modifications can be as simple as hid-
processes. examples include custom point-of-sale (POS) system integration, ing or disabling a field or as complex as adding an
Hr service integration, and synchronization with mobile devices. entirely new custom module to SAP Business One.
The data interface API provides the following: The API does the following:
• Objects and methods to read, write, and update business objects directly • Allows you to create custom functionality within a
• Full object orientation, providing a powerful interface that requires minimal single, integrated user interface
training • Enables changes to business logic, as well as
• Full access to master records, transactional data, system configuration, simple cosmetic modifications
and user-defined data • Enables developers to add new windows, menus,
• Backward compatibility for a smooth upgrade process buttons, fields, and so on
• Provides programmatic notification of application
events
Workstation Workstation Web server Server User
(experiences a unified look and feel)
Third-party data transfer Web store
application SAP workbench SAP POS
Business Business
microsoft One Third-party One corporate system
Office application Portal WYSIWYG SAP User interface
Business b
ehavior/
screen One Client functionality
common business logic designer user • Set or retrieve
toolset interface values from the
cOm .neT xml APi user interface
• Add custom
business logic
SAP Business One server • Dynamically hide,
show, disable,
or enable menu
items
DB Server • Display notifica-
(APi and user interface) tions and mes-
sage boxes
SAP Business One client
3 Platforms and System Requirements 4 The Java Connector
SAP Business One runs on microsoft Windows 2000. The Java connector (Java wrapper) provides developers
SAP strongly recommends that you install the latest support with all the power and flexibility of the data interface APi for
packages for the operating system. use in a Java development environment.
Figure 2: SAP Business One Software Development Kit
20 SAP Solution in Detail – Streamline your Business, Accelerate your growth

SaP SolutionS for Small BuSineSSeS
anD miDSize comPanieS
TruSTed By THOuSAndS Of BuSineSSeS
WOrldWide
SAP Business One is part of a portfolio Learn More
of SAP solutions for small businesses
and midsize companies, which also
“With SAP Business One we Available today in more than 20 lan-
includes the SAP Business All-in-One can produce our accounts guages and in more than 40 countries,
application and the SAP Business SAP Business One is delivered by
Bydesign™ solution. When it comes
very quickly, very soon a worldwide network of business
to the widely varying needs of small after month end. We also partners that leverage SAP’s global
businesses and midsize companies, knowledge to provide local service
SAP solutions provide the best fit for
have limited the amount and support. for information on
your specific business, iT, and work- of manual input in gener- how the power and simplicity of
force requirements. SAP Business One is the best fit
ating information, and its for your business, visit www.sap.com
By seamlessly integrating sales, cus- links to Microsoft prod- /solutions/sme/businessone.
tomers, financials, and operations, SAP
solutions give you the cross-company
ucts, such as Excel, allow
visibility you need to make decisions us to churn out reports
based on real-time information. Armed
with insight into every aspect of your
very rapidly and quickly.”
business, you can easily monitor
Paul Rakkar
performance, eliminate inefficiencies,
group financial controller
and, most important, identify profitable
Time Out group ltd.
opportunities. With a standardized,
proven solution from SAP at a predict-
able cost, small and midsize companies
can streamline operations, act instantly
on complete information, and accelerate
profitable growth.
Trusted by more than 18,500 customers
worldwide, SAP Business One offers
the benefit of our broad industry expe-
rience and that of our partners. it’s the
right solution to help companies like
yours stay ahead of the competition.
SAP Solution in Detail – Streamline your Business, Accelerate your growth 21

Quick factS www.sap.com /contactsap
Summary
designed specifically for small businesses, the SAP® Business One application provides
a single, affordable solution for managing your entire business, including financials, sales,
customer relationships, and operations. Streamline your end-to-end operations, gain instant
access to complete information, and accelerate profitable growth.
Challenges
• find time to focus on growing your business
• Access the right information to make key decisions
• Build and maintain closer customer relationships
• minimize duplicate data entries, errors, and delays
• Optimize cash flow for business needs
Supported Business Processes and Software Functions
• Accounting and financials – manage your general ledger, journals, budgets, and accounts
receivable and payable
• Sales and customer relationship management – manage and maintain customer contacts
• e-commerce – create an online presence, manage an online store, update online
catalogs
• Purchasing and operations – manage the entire procurement process
• inventory and distribution – manage sales orders, perform inventory counts, and control
warehouse operations
• reporting and administration – create reports that help you monitor your business and
make informed decisions
Business Benefits
• More time to focus on growing your business thanks to streamlined operations
• Faster response to customer needs with instant access to complete information for
immediate action
• Strengthened bottom line with a single, integrated system that eliminates redundant data
entry and errors, improving process efficiency and reducing costs and delays
• Closer customer relationships through centralized information that makes it easier to
manage customer communication and sales and service contracts
• Reduced costs with an easy-to-use application that minimizes the need for employee
training and accommodates the changing requirements of your business by allowing for
easy integration with other industry-specific applications
For More Information
50 065 455 (08/04)
call your SAP representative or visit us online at www.sap.com/solutions/sme/businessone. ©2008 by SAP Ag.
All rights reserved. SAP, r/3, xApps, xApp, SAP netWeaver,
duet, Partneredge, Bydesign, SAP Business Bydesign, and other
SAP products and services mentioned herein as well as their
respective logos are trademarks or registered trademarks of SAP Ag
in germany and in several other countries all over the world. All
other product and service names mentioned are the trademarks of
their respective companies. data contained in this document serves
informational purposes only. national product specifications may vary.
These materials are subject to change without notice. These materials
are provided by SAP Ag and its affiliated companies (“SAP group”)
for informational purposes only, without representation or warranty of
any kind, and SAP group shall not be liable for errors or omissions with
respect to the materials. The only warranties for SAP group products
and services are those that are set forth in the express warranty
statements accompanying such products and services, if any. nothing
herein should be construed as constituting an additional warranty.