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  • 1. SAP Solution in DetailSAP Business One Streamline Your BuSineSS, accelerate Your Growth A Single, AffOrdABle APPlicATiOn excluSively fOr SmAll BuSineSSeSThe SAP® Business Oneapplication provides a single,affordable solution for man-aging your entire business– from sales and customerrelationships to financialsand operations. WithSAP Business One, smallbusinesses like yours canstreamline operations,act on timely and completeinformation, and accelerateprofitable growth.
  • 2. content5 SAP Business One 12 inventory control5 Streamline your entire Business 12 SAP Business One inventory with a Single Application control features5 Strengthen customer 13 customer Service and Support relationships and loyalty 13 SAP Business One customer5 Act on instant and complete Service and Support features information 13 reporting5 Adapt to meet your changing 13 SAP Business One reporting needs features 14 Predefined reports6 Designed Exclusively for Small 15 microsoft Outlook integration Businesses 15 easy configuration and6 SAP Business One Key Personalization functionality 15 Single-Server Architecture6 Accounting and financials 18 user-defined Personalization6 Sales and customers and configuration7 e-commerce and Web Store 18 SAP Business One7 Purchasing and Operations configuration features7 inventory and distribution 18 Address changing Business7 reporting and Administration needs7 Accounting and financials 18 user-defined fields7 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 SdK10 Sales components10 SAP Business One Sales features 21 SAP Solutions for Small11 Purchasing Businesses and Midsize11 SAP Business One Purchasing Companies features 21 learn more11 material requirements Planning11 SAP Business One material requirements Planning features
  • 3. you want to focus on growing your business, but youhave to deal constantly with everyday operational details,ad hoc requests for information, and nonstop competitivemoves. When your sales, accounting, and operationalprocesses are not seamlessly connected, you will inevitablyexperience bottlenecks and productivity will suffer. multiplesystems translate into additional work – such as duplicatedata entries – which can evolve into errors and delays.When critical business information, such as customerrecords or inventory levels, resides in different systemsor locations, response times can lag and create customerdissatisfaction. On top of all that, competitors make ithard to find and keep customers.To maintain an edge, you need to streamline processesand find better ways to access the right information tomake the best business decisions. if you can effectivelytrack and then access all customer-related information, forexample, you can service your customers more personallyand more intelligently at every point of contact – locking intheir loyalty (and repeat business). And if you can accuratelymonitor and manage revenue and expenses, you will bepositioned to optimize cash flow, increasing your financialstrength and the flexibility to respond quickly when businessopportunities arise.4 SAP Solution in Detail – Streamline your Business, Accelerate your growth
  • 4. SaP® BuSineSS onecOmPleTely inTegrATedmAnAgemenT funcTiOnSThe SAP® Business One application is online stores allow you to create ana single, comprehensive solution that online presence, open new salesprovides functionality for every process channels, and broaden your customeryou need to run your entire business. base. With SAP Business One you canunlike niche solutions, SAP Business analyze customers using data from sales,One supports integrated management operations, and finance to identify waysfunctions, including financials, sales, to serve them faster and better.customers, e-commerce, inventory,and operations. SAP Business Oneis designed specifically for small “SAP Business One lets us see ourbusinesses, which means it’s quickto install, simple to maintain, and most business at any point in time.important, easy to use. We can see the real-time statusStreamline 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 andfunctions, SAP Business One supports have to be nimble, so this has hadsales, 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 instantly accessible across theorganization, eliminating duplicate dataentry, related errors, and subsequent Act on Instant and Complete Adapt to Meet Your Changingcosts. Workflow-based alerts trigger Information Needsauto-response when important businessevents occur, so you can monitor and SAP Business One captures critical SAP Business One is easy to set upfocus on those that are most critical. data across sales, customers, opera- and configure, and as your businessWhen freed from constantly reacting tions, and financials in a single appli- grows, you can adapt and customizeto day-to-day minutiae, you can spend cation for immediate access and use. SAP Business One to meet yourmore time driving your business intuitive microsoft excel–based reports changing needs. for instance, youforward. 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 theRelationships 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 SAPmanage sales force automation and Web-based tools, you and your sales Business One to meet your specificcustomer service and support – all team can access customer information business and industry challenges.seamlessly integrated with other busi- from anywhere at any time, meaningness functions across the company. you can be more responsive to customerBuilt-in e-commerce and support for needs. SAP Solution in Detail – Streamline your Business, Accelerate your growth 5
  • 5. DeSiGneD excluSivelY for SmallBuSineSSeSAn AffOrdABle SOluTiOn frOm THeinduSTry leAderdrawing on more than 35 years of SAP Business One Key banking activities, including processingSAP business management software Functionality payments by check, cash, and creditexperience, SAP Business One is an card, as well as reconcile variousaffordable, award-winning product built The following summarizes the key areas accounts and create financial reportsexclusively 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 postingstion, SAP Business One eliminates the when relevant business events occur.cost and hassle of integrating multiple Accounting and financialsstand-alone applications. its intuitive SAP Business One helps you manage Sales and customersinterface 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 contactsand 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 time6 SAP Solution in Detail – Streamline your Business, Accelerate your growth
  • 6. zation. This means increased sales ping, and billing. you can perform information instantly, so you can makeeffectiveness and stronger customer inventory counts, monitor stock, and better-informed decisions.relationships. create quotes, enter track transfers in real time and acrossorders, and provide better customer Accounting and Financialsservice from the office or online. Tracksales 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 financialfor mass e-mails; provide support for cesses and find better management functionality that enablescustomer service, service contracts, your enterprise to be more efficient andand warranties; and access customer ways to access the right more productive.and sales information over the Web. information to make the SAP Business One financiale-commerce and Web Store best business decisions. management featurescreating an online presence will help if you can effectively SAP Business One supports financialyou level the playing field against larger management in the following ways.competitors by allowing you to reach track and then access alla broader customer base. With SAP customer-related informa- Accounting – create charts for anyBusiness One, you can design, build, country using a chart-of-accountsand configure online stores using cus- tion, for example, you can template, which you can adapt to fittomizable templates and tools. These service your customers your unique business needs; definetools 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 reportingspecific price lists; use promotional intelligently at every point requirements.techniques such as discounts andcoupons; 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 createsevery small business needs a sys- new journal entries. you can searchtematic approach to managing the multiple warehouses. you can also run for existing entries and automaticallyprocurement process, from creating real-time inventory updates, inventory allocate each transaction to a projectpurchase 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 multipleing receipts, invoices, and returns. reporting and Administration manual journal entries to a batch andyou can also plan material requirements With SAP Business One, you can process them simultaneously. Thisfor 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 andSAP Business One enables you to relate” and microsoft excel–basedmanage 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
  • 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 closingmanual 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 costown postings for regular execution in accounts to a predesignated profit Accelerated closing – Accelerateaccounting and specify a frequency for center in the chart of accounts. month-end closings by assigning taskseach recurring posting. With recurring to individuals or creating reminders topostings, the application automatically Profit center report – run a profit-and- manage various aspects of the closingreminds you to post your transactions. loss statement based on revenues and via the activity window. costs – both direct and indirect – as8 SAP Solution in Detail – Streamline your Business, Accelerate your growth
  • 8. Control accounts – identify accounts Customer Relationship the calendar to track your activitiesas control accounts and assign them as Management and perform keyword searches todefault posting accounts for the increase find specific items in the calendar.or decrease to customer or vendor SAP Business One delivers compre- • reporting – Analyze opportunitiesbalances. 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 reportssubsidiary 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 canplates to allocate costs or transactions sales, and service provide end-to-end view distribution of leads by sourceacross 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 managementfixed amounts. crm Sales – import thousands of prospects record every sales opportunity, from from microsoft excel files or otherReversing 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 thenmatically 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 reporting potential deal size, closing date, com- Target prospects or business partnersSAP Business One offers the following petitors, and activities. with e-mail and cold-call 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 powerledger 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 teamenhanced by the flexibility provided in balances, and manage all invoices to stay connected and focused withthe account segmentation feature of and accounts receivable. Web-based access to SAP BusinessSAP Business One. • Purchasing (accounts payable) – One. features include sales order manage and maintain supplier trans- management, product selection andIntegrated reports – compile business, actions, including issuing purchase viewing, activity and task management,accounting, warehouse, and financial orders, updating inventory quantities, account management, opportunitiesreports, 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, serviceand 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 dataSAP Business One and make use of all e-mail addresses, profiles, sales with the dynamic opportunity-analysisthe functionality of microsoft excel for reports, activities with business report, which enables you to easilyfront-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
  • 9. Sales Delivery – generate packaging docu- mentation for all goods shipped to aSAP Business One offers flexible busi- customer. The built-in packaging func-ness document development, including tion facilitates the “virtual input” ofquotations. not only are different line items into different parcels when atypes supported, allowing you to create delivery is created. you can store thesubtotals of previous lines, but you can delivery tracking number and accessinsert free-form text anywhere within the shipping status within the deliverythe body of the document, as well as note with the click of a mouse. Thedisplay recommended alternative items. software automatically updates ware-you can also store and reuse standard house quantities when you make acomments and define header and footer delivery.text for each document. Additionally,you can calculate gross profit for each A/R invoice – Automatically create aquotation, easily review the sales price corresponding journal entry with eachhistory, and, once you create a quotation, invoice. As a result, you can createquickly and seamlessly export it to an automatic receipt if the customer Collection wizard – manage multiplemicrosoft Word. chooses to pay only part of the invoice. collection letters per customer and maintain a collection history for eachSAP Business One Sales features A/R invoice and payment – create an customer. execute the wizard at regularSAP Business One offers the following invoice and receipt in one step by using intervals, such as monthly or weekly, tosales management functionality. information from the same document. check for outstanding customer invoices, and send a series of collection letters atOrder – Simplify entry of sales orders A/R credit memo – easily import data different levels at predefined intervals. inby accessing item availability information from the original invoice when creating addition, you can specify the method ofacross multiple warehouses. When a a credit memo for returned merchandise. calculating interest and collection fees.shortage arises, choose to order froma list of alternative items or allow the Document printing – Select period, E-commerce – Sell and market youritem 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 storeline 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 storesorder and drop-ship the items to the saved as drafts. (business to consumer and businesscustomer’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
  • 10. Purchasing purchase order into multiple parts SAP Business One material when, for example, items need to be requirements Planning featuresyou can manage and maintain supplier- shipped to multiple warehouses. SAP Business One offers the followingrelated 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 demandfeatures houses. goods receipts may be linked based on forecasting metrics – notSAP Business One offers the following to a purchase order, which means that solely on history and received orderspurchasing 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 calculationsPurchase order – When you order the original order amount. help you anticipate demand for yourmaterials or services from suppliers, product and adjust material planningyou 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 entriesto 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, youproduct built exclusively for that credit memo from the original can take advantage of purchase pricefor small businesses. As invoice. breaks or standard production lot sizes and thereby reduce costs. The wizarda complete, integrated Landed costs – calculate the purchase generates a recommendation report thatsoftware 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 optionsBusiness 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 andintuitive interface and vast and manage all purchasing documents purchase orders based on informationconfigurability 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 easilyiT 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 suppliermaintenance. 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 youitems and informs the warehouse schedule and manage items that will bemanager of the expected delivery produced or purchased using a varietydate. in addition, you can split a single of criteria. SAP Solution in Detail – Streamline your Business, Accelerate your growth 11
  • 11. Inventory Control Business partner catalog number – maintain a cross-referenced table ofmanage item master data, serial num- customer and supplier part numbers tobers, and price lists, as well as define inventory part numbers. you can usealternative items, perform inventory customer part numbers on purchasingincrease or decrease adjustments, documents in lieu of inventory partexecute 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 thatfeatures are not directly related to a sales orSAP Business One offers the following purchasing document.inventory control functionality. Inventory transfer – move inventoryItem 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 openingtravel, for example) while maintaining our business operations, balances for inventory items anddefault information such as purchasing update warehouse data.supplier, purchasing and selling unit of give us tighter financialmeasure, and tax status for each item. control over each business Cycle inventory counting – Streamlineyou can maintain inventoried items in inventory counting by identifying whenmultiple warehouses with differing and event, and provide each item in inventory is due to beassociated 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 countedincluding standard cost, weighted provides the answer.” as frequently as required.moving average, and fifO methods. Malcolm Carradus, group financeyou 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 orintervals in which to purchase an item suppliers. Quickly and easily create(monthly, weekly, or daily, for instance). dynamic links between price lists, whichyou can also define the lot sizes in Lots – Assign lots to products and are updated automatically wheneverwhich 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), thentime. you can then use this information define the lots for these products Special prices – define special pricesin 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 periodSerial numbers – Automatically or Substitute items – create a list of for each price.manually generate serial numbers using alternative items when a customer’stemplates. 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 are12 SAP Solution in Detail – Streamline your Business, Accelerate your growth
  • 12. 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 thankseither 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 reconciliationorders 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 andWithin either the open or released specific item. preparing reports.queues, you can automatically createpick lists for an order or range of Customer equipment report – view SAP Business One reporting featuresorders. This feature offers extensive all equipment and corresponding serial SAP Business One provides you withdrill-down functionality that includes numbers sold to a customer or range end-to-end visibility of your businesscustomer 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 andCustomer Service and Support about all service calls that were created, transactions within the business. resolved, or closed on a specified dateSAP Business One delivers crm or within a range of dates. you can A query generator allows users tofunctionality as part of the application, restrict the report to see service calls intuitively create database inquiriesensuring full control of customer acqui- for a specific queue, technician, problem and define reports. you can use thesition, retention, loyalty, and profitability type, priority, item, or call status. you data from any field to create a reportfor your business. Tightly integrated can choose whether to include a view at either the detailed or the summaryfunctions across marketing, sales, and of overdue calls. level. Once you define a query, you canservice provide end-to-end visibility for save it in the query library for futurethe 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 existingService call functions provide support call history related to a particular event. queries.for service operations, service contract you can monitor the status of a callmanagement, service planning, customer and assign it to individual technicians The query wizard is similar to the queryinteraction activity tracking, customer or maintain them in a team queue. generator, but in this case you are guidedsupport, and management of sales step by step through the process ofopportunities. Response time by assignee – follow generating queries. This tool is helpful the communication between a customer if you want to build queries but areSAP Business One customer Service and the service department and track unfamiliar with Structured Queryand 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 functionalsupport or warranty contract for items you can create reports and initiate area. you can generate reports for aor services sold to a customer. The corrective actions immediately. The specific functional area in your businesscontract maintains the start and end reporting function supports accounting and customize the output to suit yourdates as well as specific contract reports, inventory reports, financial needs. you can also print, e-mail, orterms, 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
  • 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 functionsstruggle with the complexities of gen- casted operating profit by period to and interfaces to extend your ability toerating accurate and timely financial help you easily uncover trends. compose reports with advanced reportreports 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 layoutsenables 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 canis integrated with SAP Business One, customers. you can view performance access company data and generateit reports on live data drawn from a on any chart and click on any cell to the appropriate reports, from ad hocvariety 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 candefined fields. quickly assess your financial perfor- Predefined Reports mance and future outlook.XL Reporter tool features – you can SAP Business One provides theperform the following activities with the Speed adoption and limit the learning following predefined reports for eachxl reporter tool. curve – Quickly learn how to use the functional area: xl reporter tool via an intuitive and • AccountingGenerate accurate and timely reports familiar interface that accesses micro- – Aging reports– The xl reporter tool has everything soft excel and provides a metadata – company reportsyour business needs to create and exe- layer that limits exposure to technical – comparative reportscute reports in an easy-to-use graphical tables and field structures. you can – Budget reportsenvironment – with point-and-click and easily generate meaningful reports, • Sales opportunitiesdrag-and-drop utilities that enhance your from simple transaction detail reports – Opportunitiescontrol over reporting and budgeting to advanced financial statements – Stage analysisactivities. you can generate standard and dashboards. using the tool’s – Opportunities pipelineand ad hoc reports, drill down into drag-and-drop utility, even novices – Opportunity forecast and forecastdata, and then analyze the information. can quickly create reports with drill- over time down functions. – Won and lost opportunitiesCompose standard and ad hoc – Open and closed opportunitiesreports – A definition wizard makes Organize your reports – manage and – lead distribution over timereport creation effortless. Anyone in organize report definitions, executed • Sales and purchasingyour company can create custom que- reports, and report books. you can – Open items listries of SAP Business One data with view and execute reports within the – Sales analysisjust a few mouse clicks. Once a report main menu of SAP Business One, – Purchase analysishas been generated, you can drill down which simplifies report execution. for • Business partnerson any piece of data to see underlying report distribution, you can bundle and – Activities overviewtransactions. you can also view and e-mail reports using a scheduler. – inactive customersrefresh data while creating queries. – collection history14 SAP Solution in Detail – Streamline your Business, Accelerate your growth
  • 14. 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
  • 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 processFigure 1: Single-Server Architecture16 SAP Solution in Detail – Streamline your Business, Accelerate your growth
  • 16. Server WorkstationOperating 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/PremiumcPu microsoft SQl Server 1x intel Pentium iv 1x intel Pentium iii (or equivalent) or higher iBm dB2 udB express edition 1x intel Pentium ivrAm microsoft SQl Server 1 gB 256 mB iBm dB2 udB express edition 1 gBHard 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 gBcd-rOm drive 24x or higher 24x or higherdisplay 640 x 480 with 256 colors or higher 800 x 600 with 24-bit color or higherdatabase 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 higherSoftware 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 20001 2 Integration with Migration to The SAP NetWeaver® SAP Business Suite SAP Business Suite Technology PlatformData Transfer  Microsoft Outlook  SAP Business One is SAP offers a migration path The SAP netWeaverWorkbench Integration seamlessly integrated from SAP Business One technology platform helpsThe data transfer work- SAP Business One is fully with SAP Business Suite to the SAP Business Suite you obtain more businessbench tool migrates master integrated with microsoft applications, and because family of business applica- value from your existing iTand transaction data from Outlook, enabling seam- it has an open architecture, tions so small subsidiaries investments and deploy anlegacy systems into SAP less communication that it can be easily integrated can interface with parent enterprise service-orientedBusiness One. Predefined can span your organization with applications from companies. it can also sup- file templates simplify and business functions. independent software port dramatic growth — upthe 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
  • 17. user-defined Personalization and • Opening balances – for general like items. you can select user-definedconfiguration 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 whentraining. you can configure settings to supplier you upgrade.define exchange rates, set authorization • Bills of material – Product treesparameters, and create import and representing the header and covering formatted Searchesexport functions for internal mail, e-mail, the individual materials assigned record values for each field in theand 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 searchesfeatures 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 fieldsextensive 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 supplier18 SAP Solution in Detail – Streamline your Business, Accelerate your growth
  • 18. 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, enablingSAP Business One Alerts and developers to use familiar technolo-Approvals features By seamlessly integrating gies and applicationsThe 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 newProactive management by exception – SAP solutions give you version of SAP Business OneBe alerted automatically about impor-tant business events (eliminating the the cross-company visibility SAP Business One SdK componentsneed for you to monitor activities you need to make decisions The following key components are partmanually). 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
  • 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 Kit20 SAP Solution in Detail – Streamline your Business, Accelerate your growth
  • 20. SaP SolutionS for Small BuSineSSeSanD miDSize comPanieSTruSTed By THOuSAndS Of BuSineSSeSWOrldWideSAP Business One is part of a portfolio Learn Moreof SAP solutions for small businessesand 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 byBydesign™ solution. When it comes very quickly, very soon a worldwide network of businessto the widely varying needs of small after month end. We also partners that leverage SAP’s globalbusinesses and midsize companies, knowledge to provide local serviceSAP solutions provide the best fit for have limited the amount and support. for information onyour specific business, iT, and work- of manual input in gener- how the power and simplicity offorce requirements. SAP Business One is the best fit ating information, and its for your business, visit seamlessly integrating sales, cus- links to Microsoft prod- /solutions/sme/businessone.tomers, financials, and operations, SAPsolutions give you the cross-company ucts, such as Excel, allowvisibility you need to make decisions us to churn out reportsbased on real-time information. Armedwith insight into every aspect of your very rapidly and quickly.”business, you can easily monitor Paul Rakkarperformance, eliminate inefficiencies, group financial controllerand, most important, identify profitable Time Out group ltd.opportunities. With a standardized,proven solution from SAP at a predict-able cost, small and midsize companiescan streamline operations, act instantlyon complete information, and accelerateprofitable growth.Trusted by more than 18,500 customersworldwide, SAP Business One offersthe benefit of our broad industry expe-rience and that of our partners. it’s theright solution to help companies likeyours stay ahead of the competition. SAP Solution in Detail – Streamline your Business, Accelerate your growth 21
  • 21. Quick factS /contactsapSummarydesigned specifically for small businesses, the SAP® Business One application providesa single, affordable solution for managing your entire business, including financials, sales,customer relationships, and operations. Streamline your end-to-end operations, gain instantaccess 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 needsSupported 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 decisionsBusiness 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 applicationsFor More Information 50 065 455 (08/04) call your SAP representative or visit us online at ©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.