Sap Business One Detailed Brochure


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A detailed look at what SAP Business One has to offer.

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Sap Business One Detailed Brochure

  1. 1. FrontlineThe Business Management Solutionfor Small and Midsize EnterprisesSolution Overview
  2. 2. ContentsIntroduction 3SAP® Business One: Key Differentiators 4Business Benefits 5Functionality Overview 6Finance 8SAP Business One Finance Features 11Integral Customer Relationship Management (CRM) 12Sales 13Purchasing 14Material Requirements Planning (MRP) 15Stock Control 16Service Management 18Microsoft® Office® Integration 19Intelligent Business Decision and Control 20Integral Business Intelligence 22Mobility Solution 23Architecture for IT Managers 24User Defined Personalisation and Configuration 26SAP Business One Software Development Kit 27SAP Business One | Page 2
  3. 3. IntroductionAbout SAP Executive SummarySAP helps companies of all sizes and industries run better. SAP® Business One is an affordable, easy-to implement,From back office to boardroom, warehouse to storefront, complete business management solution. Designeddesktop to mobile device, SAP empowers people and specifically for small and midsize enterprises it ensuresorganisations to work together more efficiently and use company growth, helps increase profitability and control,business insight more effectively to stay ahead of the and automates your business processes. This totalcompetition. We do this by extending the availability of solution comprises all the core functions you need to runsoftware across on-premise installations, on-demand your growing business including administration,deployments, and mobile devices. financial accounting, banking, sales, purchasing, customer relationship management, stock control,We believe that the power of our people, products, manufacturing, management accounting and reporting.and partners unleashes growth and creates significant Managers and employees alike can process informationnew value for our customers, SAP, and, ultimately, more effectively, helping them make sound businessentire industries and the economy at large. decisions. Through one single system, business owners and managers can now get on-demand access to a trueOur mission is to help companies of all sizes and and unified picture of critical, up-to-the-minute businessindustries to run better. Our vision is to help the world information across the entire better. Through the SAP Business One Maintenance programme,SAP is the market leader in enterprise application your business will automatically get access to newsoftware and has a rich history of innovation and growth. functionality as the product develops. Additionally,SAP applications and services enable more than 109,000 if your business is a subsidiary, customer or suppliercustomers in over 120 countries to operate profitably, of a global organisation already benefiting fromadapt continuously, and grow sustainably. SAP enterprise software, you can take advantage of pre-configured integration. The touch-points include control of master data management (items, customers and suppliers), chart of accounts, consolidation of financial information and intercompany trading.“I would recommend SAP Business One to anybusiness of our size. People shy away from it, thinkingit’s for bigger companies, but it’s not expensive andit’s a comprehensive business tool for any companythat really wants to understand how it is operating.”Philip Delaney, Managing Director, Dairyglen SAP Business One | Page 3
  4. 4. SAP Business One:Key DifferentiatorsSAP Business One is a breakthrough in business management software - built fromthe ground up for growing small and midsize enterprises.Personalised work centres Powerful reporting tools and analysisUnique customisable work centres for each user that help you: Unique enquiry and reporting tools, fully integrated with● Access dashboard reports SAP Crystal Reports® software, allow you to click on virtually any● Provide one click access to common resources item in a report to see all the relevant details. From beginner to● Embed personalised web pages advanced user, SAP Business One provides the tools needed to● Easily integrate Microsoft® Outlook® e-mail using drag access vital information. and drop EcosystemIntegral customer relationship SAP Business One provides a flexible business platform thatmanagement (CRM) unlocks the potential of your ecosystem. From customers andSAP Business One is the only solution built for small and suppliers to parent companies, mobile devices and Web servicesmidsize businesses that features built-in customer relationship SAP Business One allows you to integrate each aspect of yourmanagement (CRM) to help users: business using SAP Business One Integration Technology.● Manage sales opportunities and conduct sales pipeline analysis● Track customer and supplier profiles, contact information and account balances● Support contract management and service planning● Enable efficient customer support Managing the Enterprise Ecosystem SAP Business One | Page 4
  5. 5. Business BenefitsThere’s never been a better time to realise the benefits of SAP Business One.A best-in-class solution at the right price for your growing business, it has thepower to help you boost productivity, cut costs, seize opportunities and anticipatechallenges as never before.Increase revenue Improve efficiencyFast and easy access to real-time information anywhere in the One centralised data repository dramatically boosts efficiencysystem helps you identify new sales opportunities, bring new by providing the right information to the right people andproducts to market quickly and provide business-building levels eliminating redundant data entry.of customer support and service. Get access to local supportReduce costs A worldwide network of qualified business partners providesSay goodbye to costly multiple upgrades and recurring unsurpassed local support.customisation efforts to maintain system compatibility whenyou add new functions. Get up and running fast Take advantage of tried and tested best practice businessRun your business with just one business management processes enabling easy implementation - and get up andsolution running in just weeks.SAP Business One includes the following integral components:accounting, customer relationship management (CRM), sales, Support multi-currency transactionsmanufacturing, purchasing, banking and stock control. Business transactions can be conducted and reported in multiple currencies.Improve customer relationshipsIntegral customer relationship management arms your team Get support for multilingual capabilitywith relevant company-wide data for stronger sales and support Available in 27 languages, with full local legislative compliance into enhance customer satisfaction. 40 countries and used in a further 34.Maintain your IT solution as your company grows Integrate SAP Business One with Microsoft OfficeWhy put up with solutions your business will outgrow? SAP Business One is fully integrated with the Microsoft®Say goodbye to slow software performance, outdated Office® suite of products, including Microsoft Outlook, enablinginformation, limits on data storage and confining limits on seamless communication that can span your organisation andthe number of simultaneous users and locations. business functions. Departments can share contacts, appointments and tasks.Get clearer, instantaneous insightsUtilise up-to-the-minute dashboards to deliver revealing Integrate SAP Business One with SAP Business Suitesnapshots of key performance indicators, for unprecedented SAP Business One is seamlessly integrated with SAP Businessday-to-day control. Suite solutions and because it has an open architecture, it can be easily integrated with solutions from other software vendors.Get proactive business critical alerts This open architecture allows you to realise all the extensiveSAP Business One features the most powerful proactive benefits of SAP alert system ever developed for small and midsizeenterprises. SAP Business One | Page 5
  6. 6. Functionality OverviewOverview of functional areasSAP Business One is a comprehensive and versatile businessmanagement solution equipped with an easy-to-use interfaceand serves as the primary enterprise resource planning (ERP)application for your business.The solution provides all the administrative functions that letyou customise and back-up data, define currency exchangerates, configure permissions, alerts and access informationfrom non-SAP software. In addition, it comprises 11 areas offunctionality that help extend its capabilities far beyond itsprimary administrative function and enable it to streamline allyour business processes. These areas of functionality include:FinanceHandles all financial transactions including general ledger,account set up and maintenance, journal entries, foreigncurrency adjustments and budgeting.Bank transactionsTakes care of all financial processing such as cash receipts, “We do not class Frontline ascheque writing, bank transfers, deposits, advance payments, ‘some company who installedcredit card payments and bank reconciliation. some software for us’, we classControlling them as a partner, a statementDefine multi-dimensional cost centres and distribution rules toallocate costs and analyse your business by cost centre. we have never made before.” Jon Petrie Managing Director, DS MusicSalesHelps create quotations, enter customer orders, set updeliveries, update stock balances and manage all invoicesand accounts receivables.PurchasingManages and maintains supplier transactions such as issuingpurchase quotations and orders, updating stock numbers,calculating landed costs for imported items, handling returnsand credits and processing payments.Integral customer relationship managementControls all the information on your customers, resellers andsuppliers including profiles, contact summaries, accountbalances and sales pipeline analysis. SAP Business One | Page 6
  7. 7. SAP Business One Features Overview* Reporting and Data Navigation Capabilities Underlying SAP Technologies (Drag & Relate, Alerts, User Interface Customisation) Financials Sales Service Purchase Stock Manufacturing • Chart of accounts • Opportunities • Service contract • Purchase quotations • Item management • Bill of materials • Account segments and pipeline management • Purchase orders • Item queries • Production orders • Journal entries management • Service planning • Purchase deliveries • Price lists • Forecasting • Journal vouchers • Contact • Tracking across • Purchase returns • Receipt to stock • Materials resource • Recurrent management multiple customer • Purchase credit notes • Release from stock planning wizard transactions • Quotations interactions • Landed costs • Stock transactions • Recommendation • Exchange rates in • Orders • Knowledge • Warehouse reports multiple currencies • Invoices database transfers • Financial reports • Deliveries • Service call • Serial numbers • Budget cost • Returns management tracking centres • Price lists in • Batch management • Sales tax multiple currencies • Pick and pack calculations • Client management • Kitting • Multiple financial • Gross profit periods calculation • Deposits • Microsoft Office • Cheques integration • Credits • Receipts • Deferred payments Software Development Kit and SAP Business One Integration TechnologyStock control Service cycle managementHandles stock levels, item management, price lists, special Optimises the potential of your service departments, providingprice agreements, transfers between warehouses and stock support for service operations, service contract management,transactions. service planning, tracking of customer interaction activities, customer support and management of sales opportunities.Materials requirements planning (MRP)SAP Business One offers a simple yet powerful planning system Employee profilesthat helps production planners or buyers schedule and manage Provides staff management capabilities including employeeitems for production or purchasing based on a variety of criteria. details, contact information and absence reports.ReportingCreates powerful reports for nearly every aspect of yourbusiness including customer and supplier debt, sales, cash flow,customer contact summaries, book-keeping, warehouse stock,financial statements, pricing, customer activity and more(via pre-defined reports or define-it-yourself queries).Integral SAP Crystal Reports provide more in-depth analysisand graphical reporting.* This is a non-exhaustive list SAP Business One | Page 7
  8. 8. FinanceHandling International Financial Reporting Standards Recurring postings(IFRS) Users can define their own postings for regular execution inAs IFRS becomes more prevalent in small and midsize accounting and specify a frequency for each recurring posting.companies users are looking for simple ways to handle the In this case, the solution automatically reminds them to enterchallenges of using parallel general ledger accounts to support these postings.reporting in both local and IFRS standards. SAP Business Oneprovides the functionality to support the need of recording and Reversing journalsreporting transactions in parallel general ledger accounts and SAP Business One allows users to reverse month-end accrualsthen provides the reports you need to create your financial postings automatically. By default, reversal of specified postingsstatements in accordance with IFRS. will occur on the first day of the following calendar month, but if necessary, users can specify a different reversing date forMulti-dimensional cost centres each posting.SAP Business One allows the management of cost centres inmultiple dimensions providing the ability to analyse financial Exchange rate differencesinformation the way your business needs to. Businesses can The solution lets users periodically evaluate their open itemseasily structure their cost centre structure in hierarchies for in foreign currencies, then identify differences and choose thesophisticated and accurate reporting. appropriate correction transaction.Accounting Financial report templatesSAP Business One features a chart of accounts template Users can quickly and easily generate any number of financialfor every country, which can be adapted to your business report templates. A user can create templates for any purpose,requirements. A user defined chart of accounts can be created such as additional profit and loss reflect your business.Journal entriesThe solution allows users to create newjournal entries and search for existingones. Note that most journal entries areposted automatically from the sales,purchasing and banking areas. In addition,users can automatically allocate eachtransaction to a project or a cost centre.Journal vouchersUsers can save multiple manualjournal entries to a batch and processsimultaneously. This allows verificationand collection of postings before they areentered in the general ledger.Posting templatesUsers can define general ledger (G/L)account assignment models, which savestime and helps avoid mistakes during themanual posting of journal entries. Complete Chart of Accounts SAP Business One | Page 8
  9. 9. “We saw in Frontline a high level of competence andunderstanding of our requirements even before any decisionwas made on our part. This gave us tremendous confidencein Frontline.”Cristiano Coppola, Head of Commercial operations, Electrosteel Castings (UK) Ltd. Customer Ageing Analysis DashboardBudgets Table for cost centres and distribution rulesThis feature helps users define and manage budgets against This function allows users to display cost centres andaccounts. Users can configure budget allocation methods, distribution rules in table form. All figures are displayed clearlydefine budget figures in any currency (local, foreign or both), and can be adjusted as necessary. Users can also defineand display a summarised budget report that compares actual additional cost centres and distribution rules here.and planned figures. In addition, users can define an on-line alert Once all cost factors have been defined, the systemthat notifies them whenever a transaction is about to exceed a automatically allocates them to the individual cost centresmonthly or annual budget. in each transaction, giving rapid access to detailed cost information.Define cost centre Cost centre reportdepartments. Users can allocate the corresponding revenue This profit and loss statement is based on revenues and costs -and cost accounts to a pre-defined cost centre in the chart of both direct and indirect - as defined in the allocation rules,accounts. and it can be run for any cost centre. Users can choose between annual and monthly display format and compare the resultsDefine distribution rules with figures for the previous period.Based on defined costs and experience, users can defineactivities, and then allocate a revenue or cost account to thecorresponding distribution rule. SAP Business One | Page 9
  10. 10. SAP Business One | Page 10
  11. 11. SAP Business OneFinance FeaturesReal-time accounting Financial reportingFully integrated financials Multi-level reportsSAP Business One features fully integrated financial and banking Multi-level reporting is also enhanced by the flexibilitymanagement. When transactions are posted, the software provided in the configuration of the chart of accounts andcreates a journal entry in the general ledger. SAP Business One multi-dimensional cost centres.automates virtually all key transactions. No formal posting orbatch processing is required. Integrated reports SAP Business One offers extensive integrated reporting toolsHigh-speed drill-down for compiling business, accounting, warehouse and financialYou can easily drill-down to information at the posting level. reports, as well as account statements. You can export reportsFor example, while viewing the journal entry for a sales to a variety of different formats including Microsoft® Excel®,transaction, you can drill-down to see the chart of accounts Microsoft® Word® and PDF.information. XL Reporter toolComplete chart of accounts The XL Reporter tool provides real-time views of data withinIn the chart of accounts, you can drill-down on the balance field SAP Business One with all of the powers of Microsoft Excel forto see transactions that make up a particular balance. report formatting.Month-end closingAccelerated closing featuresSAP Business One helps to accelerate the month-end closeprocess. In the activity window, you can assign tasks toindividuals or create reminders to accomplish certain aspects ofthe close process.Establishing control accountsSAP Business One can identify accounts as control accounts.You can assign control accounts as default posting accounts forthe increase or decrease to the customer or supplier balances.This ensures synchronisation between the general ledger andthe subsidiary ledger.Posting templatesYou can use posting templates to allocate costs or transactionsfor several departments based on fixed percentages.Recurring postings allow you to create transactions with fixedamounts. Reversing transactions allows the reversal date todefault to the first day of the next month, or you can overridethis date if desired. SAP Business One | Page 11
  12. 12. Integral CustomerRelationship Management (CRM)Complete sales and service management Key features and functionalitySAP Business One delivers fully integral CRM functionality ● Sales (Accounts Receivable): Helps create quotations, enteras part of the complete solution. This functionality ensures customer orders, set up deliveries, update stock balancescomplete control of customer acquisition, retention, loyalty and manage all invoices and accounts receivablesand profitability for the business. Tightly integrated features ● Purchasing (Accounts Payable): Manages and maintainsacross marketing, sales and service provide end-to-end supplier transactions such as issuing purchase quotationsvisibility of the complete customer lifecycle. and orders, updating stock numbers, calculating landed costs for imported items, handling returns and credits andSAP Business One: CRM sales processing paymentsThe SAP Business One CRM sales cycle management ● Business partners: Controls all information on customers,functions record every sales opportunity across the customer resellers and suppliers: including e-mail address, profiles,lifecycle, from lead identification, through discovery, sales reports, activities with business partners, accountqualification, proposal, closure and ultimately through after- balances and provides a calendar for user activities withsale service and support. Integral CRM allows users to enter search capability to find the necessary itemdetails of the opportunity, including the source, potential dealsize, closing date, competitors and activities.Reports are a critical elementof the CRM functionality allowing users toto analyse opportunities by lead source,territory, industry, customer and item.The reports manage forecasts and viewanticipated revenue by a variety of dateranges, such as month and quarter. Userssee the distribution of leads by source overtime to identify the most profitable leadgeneration activities. Graphical Reporting Powerful graphical reporting gives management complete visibility. Managers can view their entire pipeline or filter the report to see individual sales people, customers, leads, sales cycle stages and much more. SAP Business One | Page 12
  13. 13. Salescreating the content for quotations ortypes are supported, allowing users to Key sales analysis information through interactive dashboardscreate subtotals of previous lines. Users can insert free form textanywhere within the body of the document, as well as display A/R credit memorecommended alternative items. Standard comments can be When creating a credit memo for the customer - for example,stored and re-used. Header and footer text can also be user- for returned merchandise - users can easily import the requireddefined for each document. The gross profit can be calculated for data from the original invoice or from any other sales and purchasing document.viewed easily. Once a quotation is created, users can export it toMicrosoft Word with the click of a mouse. Document printing This function helps users print any sales and purchasingOrder documents. Users can select by period, document numberThis feature simplifies sales order entry by giving the order taker or document type.full view of an item’s stock position in multiple warehouses whena shortage arises. Available to Promise functionality ensures the Document Generation Wizardorder taker can choose to order from a list of alternative items, This wizard allows users to group all existing sales documentsor allow the item to be partially delivered. Orders can be created in a single invoice for a given customer. The wizard is especially helpful to those who create a variety of orders and delivery noteseach line item. Users can automatically create purchase orders over the course of the month but need a summarised invoice forfrom a sales order and drop ship them to the customer’s site. each customer at the end of the month.Delivery Document draftsThe delivery function allows the shipping department to generate This feature allows users to print, edit and manage all documentsthe necessary packaging documentation for all goods shipped to that have been saved as drafts.a customer. The built-in packaging process facilitates the ‘virtual’ Dunning wizardUsers can store the delivery tracking number and access the This powerful wizard handles multiple dunning letters pershipping status within the delivery note with a click of the mouse. customer and maintains a dunning history for each customer.Warehouse quantities are automatically updated when a delivery The wizard can be executed at regular intervals, such as monthlyis made. or weekly, to check all outstanding customer invoices. A seriesReturns intervals. In addition, users can determine the methodUsers can easily handle returns without credit, or repair returns of calculating interest and dunning fees.using the returns documents.Accounts receivable (A/R) invoiceThe invoice automatically creates a corresponding journal entry.As a result, users can create an automatic receipt if the customer “Without doubt Frontline has provedpays part of the invoice immediately. head and shoulders above anyone elseA/R invoice and payment I have dealt with in the industry.Users can create an invoice and receipt in one step using thesame document. Garry Medlock, General Manager, CNP Professional SAP Business One | Page 13
  14. 14. PurchasingRequest for Tendering A/P credit memoSAP Business One provides your business with the tools that Through this function, the solution lets users issue a creditit needs to handle your procurement process. A wizard guides memo to the supplier for returned merchandise. The requiredyou through the process of requesting quotations from your data can easily be imported from the original invoice,suppliers via the Web before managing their responses and as it is with any other sales and purchasing document.your final decision. Landed costsPurchase order SAP Business One enables users to calculate the purchaseSAP Business One enables users to order materials or services price of imported merchandise. They can allocate the variousfrom suppliers. These orders update the available quantity of landed cost elements (such as freight, insurance and customsthe ordered items and inform the warehouse manager of the duties) to the Freight on Board (FOB) costs of each item,expected delivery date. Users can split a single purchase order updating its actual warehouse value.into multiple parts when, for example, items need to be shippedto multiple warehouses. The split or revisions are required so Document draftsthat different packing slips and delivery notes can be created This feature allows printing, editing and management of allfor each shipment. Each line item within a purchase order or purchasing documents that have been saved as accounts payable (A/P) voucher can be shipped to,or specified as, a different warehouse location. Document printing This function helps users print all sales and purchasingGoods receipt purchase order documents. Users can select by period, document number orThis function allows users to receive a delivery at the document type.warehouse or allocate deliveries to multiple warehouses.Goods receipts may be linked to apurchase order, and users can changethe purchase order quantity versus theactual received quantity.Goods returnsSupplier returns for repair or withoutcredit can be handled using the goodsreturns document.A/P invoiceWhen processing supplier invoices,SAP Business One also creates ajournal entry. This information can beused to process subsequent paymentsto the supplier. Create Purchase Order Purchase orders are created in SAP Business One and can be printed, faxed or e-mailed directly to the supplier. SAP Business One | Page 14
  15. 15. Material Requirements Planning (MRP) MRP A wizard helps you plan and optimise future material requirements and then both manage and execute purchasing and manufacturing recommendations and exceptions. The MRP wizard helps reduce costs by considering both minimum order quantities and order multiples, helping users take advantage of say, purchase pricing breaks or standard production batch sizes.SAP Business One offers a simple yet powerful planning system Once a scenario is executed, the solution presents athat helps production planners or buyers schedule and manage recommendation to ‘make’ or ‘buy’ items in a recommendationitems for production or purchasing based on a variety of criteria. report. Drill-down options are available to allow planners to view the net requirement calculations and view the actual documentsDefine forecasts driving the gross requirements. Exception warnings and visualThis feature allows users to predict demand based on queries are also available. These help users identify orders thatforecasts, instead of relying solely on received orders. need to be expedited. Planning scenarios can also be savedForecast calculations help users foresee future demand for as ‘simulations’ - users can run a series of ‘what if?’ scenariosthe product and adjust material planning accordingly. without impacting the recommendation report.These demand forecasts can be used in the MRP wizard. Order recommendation reportPlanning wizard From the recommendation report, planners can automaticallyThe planning wizard takes users through the process of creating select recommended production orders and purchase ordersplanning scenarios in five easy steps. Users define the planning for automatic creation. If an item needs to be outsourced,horizon, which can be viewed in weeks or days. They can also the system allows planners to easily convert a production orderopt to exclude non-working days from the production and to a purchase order. Purchase orders to the same supplier canpurchase planning. Scenarios can be run for a range of items or be optionally consolidated into one order, streamlining theitem groups. The user selects the desired criteria in the scenario, purchasing process.such as existing stock levels, open purchase orders, salesorders, work orders, and stock that has reached its minimumlevel, as well as pre-defined sales forecasts.“We used to have disparate and siloed systems, but today, thanks toSAP Business One, we have end-to-end visibility of products from orderentry through manufacturing, fitting, alterations and on to delivery.Having a reliable and transparent system increases confidence amongpartners and clinicians and reduces stress on patients.”Olive Gunning, Chief Operating Officer, Trulife SAP Business One | Page 15
  16. 16. Stock ControlStock capabilitiesThe stock capabilities of SAP Business One enable users tomanage item master information and maintain serial and batchnumbers, as well as price lists. Users can also define alternativeitems, perform stock increase or decrease adjustments,revalue stock costs based on current market values andperform cycle counts, as well as generating pick lists for opensales orders.Item master dataThis feature allows users to define production (make) items,purchase (buy) items, or non-stock items, including labour,travel or fixed assets. Default information - such as purchasingsupplier, purchasing and selling unit of measure, as well as thetax status for an item - is maintained here. Stocked items canbe maintained in multiple warehouses - the solution can alsomaintain the costs for each item in each warehouse.SAP Business One also supports different stock valuationmethods on a per item basis. The methods currently supportedare standard cost, weighted moving average and First In,First Out (FIFO). Planning data is also maintained within item “SAP Business One is now anmaster data. Users can define a procurement method (such asmake or buy) as well as the order intervals in which to purchase integral part of our item (such as monthly, weekly or daily). They can also As a growing SME it has beendefine the lot sizes in which to purchase items, as well as theminimum order quantity and average lead time. an essential part of supporting our confidence in approachingSerial numbersSerial numbers can be automatically generated based on and trading with major nationaltemplates. They can also be manually created and assigned retail chains, purchasing fromonly on release of an item from stock or optionally on everytransaction. international suppliers and confidently planning our stock.BatchesUsers can assign batches to products and classify them by The flexibility of reporting andshelf life or any other freely definable attributes. The batches user authorisations within thecan then be defined for these products in sales orders, deliverynotes and stock movements. system has enabled us to tailor the software to our business,Substitute itemsThis feature allows users to create a list of items that can be rather than tailoring oursuggested to the customer as alternatives if the required item business to the software.”is not available. Substitutes can be ranked based on similarityof item, price or quantity. Duncan Pratt-Thompson Director: Scott Brothers SAP Business One | Page 16
  17. 17. Pick and Pack Manager Extensive drill-down capabilities include customer, item master data and originating document.Define business partner catalogue number Material revaluationThis feature maintains a cross-reference table of supplier part This feature enables users to make changes to existing stocknumbers to stock part numbers. Supplier part numbers can be prices. This can be necessary when the current price of theused on purchasing documents in lieu of stock part numbers. material does not match the actual market price. In that case, the price is adjusted and an accounting change posted.Update stock methodDifferent situations or market conditions may require changes Price listof the valuation method for your stock. With the update stock Users can define any number of price lists and link them withvaluation method report, users can easily select items from a customers or suppliers. In addition, they can create dynamiclist and change the current valuation method to an alternative links between price lists quickly and easily, updating the linksmethod. automatically whenever the primary price list changes.Goods receipt and goods issue Special pricesThese two functions enable users to record goods receipts Users can define special prices for individual customers orand issues that are not directly related to a sales or purchasing suppliers. They can also define quantity-specific prices that linkdocument. to order volume and define a validity period for each price list. The validity period is adjusted automatically whenever the dataStock transfer changes. In addition, users can even define discounts based onThis feature allows users to move stock between warehouses. different terms of payment.Stock posting Pick and pack managerThis function can be used to: The pick and pack manager capabilities allow users to manage● Enter opening balances for stock items the picking and packing process within three queues. As sales● Update warehouse data in the system orders are entered, they are displayed in the ‘open’ queue. Quantities can be marked as fully or partially released forCycle counting system picking. The ‘released’ queue displays all orders released forIn large warehouses, counting stock is often a continual picking, it can be marked as fully picked or partially picked.process. This function streamlines the process by identifying Either within the ‘open’ or ‘released’ queues, users canwhen each item in stock is due to be counted. The alerts and automatically create pick lists per order or for a range of orders.reports produced help ensure that items of different levels of Within the ‘picked’ queue, orders marked as picked can beimportance are counted as frequently as required. displayed and selected for packing. The pick and pack manager offers a range of sorting options and flexibility to work with your picking and packing processes. SAP Business One | Page 17
  18. 18. Service ManagementService MonitoringYou can monitor open calls and past-due calls using adynamic graphical report. The software sounds an audiblealarm when a call reaches an open call or overdue call limit.Call Entry, Tracking and ManagementAs service calls are received, customer service agentscan search for customers by item or serial number.Using customisable drop-down lists, you can track typesof problems and types of calls, as well as their origins.Complete service management ● Customer equipment card: This feature provides serviceSAP Business One delivers integral CRM functionality as part technicians with detailed information about an item soldof the complete application. Tightly integrated features across to a customer, such as a manufacturer’s serial number,marketing, sales and service provide end-to-end visibility of replacement serial number and all service call history.the complete customer lifecycle. It also lists service contracts assigned to the item ● Customer equipment report: Shows all equipment andThe integral CRM functionality ensures complete control of corresponding serial numbers sold to a customer or rangecustomer acquisition, retention, loyalty and profitability for the of customersbusiness. ● Service calls: Allows users to view all service calls entered in the system that were created, resolved, or closed on aSAP Business One: CRM service specified date or within a range of dates. Users can restrictThe service management capabilities help service departments the report to only see service calls for a specific queue,provide support for service operations, service contract technician, problem type, priority, item and call, service planning, tracking of customer interaction Users also can view only overdue callsactivities, and customer support. ● Service calls by queue: Tracks all pending service calls in the queue. Maintains call history related to a particular incident.Key features and functionality Various call statuses can be monitored, and calls can be● Service contract: This feature allows users to create a regular assigned to individual technicians or maintained in a team support or warranty contract for items or services sold to a queue customer. The contract maintains the start and end dates, ● Response time by assignee: Enables users to follow the as well as specific terms of the contract, such as guaranteed interaction between a customer and service and to record response or resolution times the time necessary to respond to a single service call SAP Business One | Page 18
  19. 19. Microsoft Office IntegrationMicrosoft Outlook E-mail integrationMicrosoft Outlook integration for SAP Business One enables Microsoft Outlook integration allows users to:users to exchange and share data between SAP Business ● Save a Microsoft Outlook e-mail as an activity in One and Microsoft Outlook so that all team members are kept SAP Business Oneup-to-date about account developments and can proactively ● Save the original e-mail text and the original file respond to business opportunities. This features: attachments as an attachment to an activity in SAP Business OneData synchronisation ● Make follow-up and reminder settings for an activityA user can synchronise the following types of data inSAP Business One and Microsoft Outlook: Connection to Microsoft Word and Microsoft Excel● Calendar appointments Microsoft Outlook integration allows users to connect to● Contacts SAP Business One from Microsoft Word and save a Microsoft● Tasks Word document as an activity in SAP Business One. The same function is available for Microsoft Excel. Workbooks can beThis feature allows users to schedule automatic synchronisation saved as activities with a business partner or contact personruns and resolve conflicts between items in the two systems. in SAP Business One.Users can also create snapshotsof SAP Business One informationand associate them with contacts inMicrosoft Outlook.QuotationsUsers can import quotations fromSAP Business One into MicrosoftOutlook and then display, edit andsend them as e-mails. You can alsocreate new quotations in MicrosoftOutlook and save them automaticallyin SAP Business One.E-mail IntegrationDrag and drop received e-mails to easilycreate activities in SAP Business One“With SAP Business One we can produce our accounts veryquickly, very soon after month end. We also have limited theamount of manual input in generating information and its linksto Microsoft products, such as Excel, allows us to churn outreports very rapidly and quickly.”Paul Rakkar, Group Financial Director, Time Out Ltd SAP Business One | Page 19
  20. 20. Intelligent Business Decisionand ControlIntelligent business decision and control policies triggers an immediate notification to the manager and● Managers receive alerts that not only focus attention on a initiates a workflow process to manage the event. particular business event, but also trigger workflow processes to automatically take action Quickly compose standard and ad hoc reports based on● Alerts are designed to notify a user of a discrepancy or an event live data they are monitoring within the organisation XL Reporter allows users to quickly create ad-hoc reports for● These alerts can provide internal (on-line) information use with SAP Business One. The intuitive report composing according to each employee’s role in the company. Each time functions provide the starting point for you to create reports a threshold is crossed an alert will trigger real time to the user using drag and drop features. A report definition wizard makes that requested the notification report creation effortless for virtually anyone. You can create● Alert drill-down gives instant visibility on detailed information custom queries of SAP Business One data with just a few mouse as to what triggered the alert, which enables fully-informed clicks. Once the system has generated the reports, you can decisions drill-down on any piece of data to see underlying transactions.● Establish unique workflow processes, including the approvals, In addition, you can view and refresh live data while creating procedures and steps that are automatically initiated, allowing queries. managers to instantly respond to the event Organise your reportsProactive management by exception With XL Reporter you can manage and organise reportSAP Business One allows immediate notification and automatic definitions, executed reports and report books.response to important business events through user- Report-organising functions allow all reports to be refreshedprogrammable, workflow-based alerts. The system allows users at scheduled times. You can view and execute the reports withinto designate the activities they want to track and the acceptablerange. When the system indicators fall out of range, the user the main menu of SAP Business One, which simplifies report(or whomever is designated) receives a notification allowing them creation. For report distribution, you can package them intoto instantly respond to the event. Any breach of pre-set business report books.Management by ExceptionSAP Business One features user-programmable, workflow-basedalerts to notify you of importantbusiness events so you can respondimmediately. SAP Business One | Page 20
  21. 21. “Thanks for the excellent support. Iwould have to say your customerservice is equal to that of John Lewis(which I highly regard). It must be theneighbourhood you’re in!”Jennifer Holland, Office Manager, Appollo Scientific SAP Business One | Page 21
  22. 22. Integral BusinessIntelligenceThe integral business intelligence capabilitiesof SAP Business One, including SAP CrystalSolutions offers the user choice and flexibilityfor their Business Intelligence requirements.Information can be derived from executingpre-defined reports or from generating customreports, tailored for the business. This allowsusers to harness business-critical informationand initiate corrective actions immediately.SAP Business One provides an array of reports to aid analysis SAP Crystal Solutions - execute pre-defined reports or generate tailored reportsand decision making. These include accounting, enterprise, for your businessstock and financial reports as well as interactive dashboards.Users can export any report to Microsoft Excel with a click of SAP Crystal Solutionsthe mouse. Many small and midsize businesses struggle with the complexities of generating accurate and timely businessSimple data navigation techniques enable users to easily retrieve information from company data. Integral SAP Crystal Reportsthe exact information needed, saving valuable time and enhancing in SAP Business One gives users comprehensive and accuratethe decision making process. insight into the overall health of the company. As SAP Crystal Reports is seamlessly integrated in SAP Business One, it reportsDrag & Relate on all live data captured within the entire SAP Business OneSAP Business One is the only solution that uses Drag & solution, including General Ledger, Accounts Receivable &Relate to provide users at all levels with end-to-end visibility of Payable, Sales, Purchasing and Stock.complete operations and the ability to instantly understand keyrelationships and transactions within the business. Generate accurate and timely reports With SAP Crystal Reports, you can generate standard and customQuery generator reports, drill-down into the data and analyse it.This tool features point and shoot query generation for creatingdatabase queries and defining reports. The data from any field can The tool has everything your business needs to create andbe used to create a detailed or summary report. Once a query is execute powerful, graphical reports to enhance your control overdefined, it can be saved in the query library for future use. reporting and budgeting work. Advanced report design optionsThe report editor can be used to refine and change existing queries. extend your ability to compose reports and work with standard Microsoft Excel functions and interfaces to facilitate report design.Query wizardThis tool is similar to the query generator, but it allows users to Ensure rapid employee adoption with virtuallygenerate queries using a wizard to step them through the process. no learning curveThis tool is helpful to users unfamiliar with SQL syntax who want Integrated SAP Crystal Reports within SAP Business One ensuresto build queries. users have an intuitive user interface that provides a meaningful view of the structure of your company data. Even users unfamiliarPre-defined reports with Business Intelligence tools can create reports with drill-downSAP Business One provides a series of pre-defined, built-in capabilities in minutes with SAP Crystal Reports. From simplereports for each functional area of the application. Each report transaction detail reports to advanced financial statementslooks at specific areas of the business and users have the ability and dashboards, users can generate reports whenever theyto customise the output. Once the report is generated users can are needed.deliver the report by print or e-mail and export it to a variety ofdifferent formats including Microsoft Excel and PDF.“After looking at a number of systems we chose SAP Business One, primarilybecause we could customise the solution to our needs. This provided us withgreater flexibility to manage the varying requirements a business like ours has,and wasn’t something we saw in many other packages.”Nick Carter, Technical Director, Raffenday SAP Business One | Page 22
  23. 23. Mobility SolutionA large number of small and midsize businesses are utilising Key features includethe technology provided by smartphones and tablets to run ● Alerts and approvals: Receive alerts on specific events, suchtheir businesses from any location, at any time. In order to as deviation from approved discounts, prices or credit limits.stay connected to your business, SAP has created a mobile Process approval requests, generate remote actions and drillapplication which is now available. The application provides into relevant data or metrics to help ensure quick and efficientconstant access to important data and key functionality of decision-makingSAP Business One. ● Real-time reports: Access built-in reports enabled by software that present key business information. Add customisedThe SAP Business One mobile application allows you to check reports and easily share report results via e-mail from theon inventory and customers, access reports, receive alerts and mobile deviceprocess approvals. The mobile application also provides real- ● Customer and supplier data: Access and edit contact details,time access to data and you can easily navigate, respond and view historical activities and special prices. Contact or locatetrigger remote processes. customer and partner records, create new ones and log new activities. All changes are automatically updated within the SAP Business One application on the backend ● Inventory monitoring: Check inventory levels and access detailed information about current products, including purchasing and sales price, available quantity, product specifications and item pictures SAP Business One Mobile Application SAP Business One | Page 23
  24. 24. Architecture for It ManagersEasy to manage server architectureThe SAP Business One application resides on servers that are The SAP Business One API Layerspart of the Microsoft® Windows® Server platform. SAP Business One is equipped with an application programming interface (API) that is based on Component Object Model (COM) technology. You can use this API to enhance the functional scope of the solution orThe server architecture includes security, back-up and adapt it to meet your specific requirements. Developers can access thenetwork access protocols. Access can be granted to users COM objects using programming languages, such as Visual Basic, C/C++,through wide area network (WAN) Terminal Services or Citrix and Java.XenApp technology to anywhere your organisation requires. Two different APIs are provided: one for the data interface and one for the user interface.The SAP Business One environment uses standard databaseback-up procedures, eliminating the need for saving and Data Interface API (DI-API)transferring the database to another machine while providing The SAP Business One DI-API provides developers with an interface to theimmediate access to critical business information. business logic and data access layers of the application thereby enabling them to enhance and extend it. This also provides opportunities to integrate SAP Business One tightly with other applications.The streamlined SAP Business One architecture supports theMicrosoft® SQL Server database. User Interface API (UI-API) The SAP Business One UI-API provides objects and procedures forSimple, supported integrations with SAP Business One accessing the user interface of the application. This enables developers toIntegration Technology (B1i) extend existing parts of SAP Business One and create their own new functionality within the framework of the application.SAP Business One Integration Technology enables rapid andeasy integration with components of the SAP Business Suite,SAP NetWeaver® technology platform or even other externalapplications. SAP Business One Integration forSAP NetWeaver is a best fit for customers who want toseamlessly integrate SAP Business One with components ofthe SAP Business Suite. This scenario typically arises in caseswhere the smaller business that runs SAP Business One is asubsidiary, branch office, vendor or other business affiliate ofthe larger entity with which it wishes to integrate. Seamlessintegration of SAP Business One with SAP solutions is a keypart of the vision for SAP Business One, and alignment withthe SAP NetWeaver strategy is essential for achieving thisgoal.Key benefits● Ability to interface seamlessly and rapidly with an SAP (or other system) environment● Ability to take advantage of the ongoing development of SAP Business One, SAP NetWeaver, SAP BusinessObjects™ Business Intelligence and SAP Business Suite components● SAP’s ability to pre-develop integration content for out- of-the-box usage, so that related costs will be reduced Data Transfer Workbench (DTW) The data transfer workbench tool migrates master and transaction data dramatically from legacy systems into SAP Business One. Pre-defined data file templates, provided in Microsoft Excel format, simplify the preparation of data for import. SAP Business One | Page 24
  25. 25. Microsoft® Mobile Collaboration and Web Services/Cloud Office Solution Social Networks Based Extensions é Workstation SAP Business One API Layer Java C++ C# VB ASP 3rd Party SAP Business One Client COM .NET XML Data Interface API Integrated Services Supplier, Vendor or Distributor Third-party Software Citrix Server é (Optional) ê Microsoft Office SAP Business One Server Customer Email Back-up Ref Event Oracle Security Integrity Workflow Mgmt Workstation Corporate Head Office User Configuration Transaction Data Access Metadata Management Optimisation SAP Business Business Logic One Client Subsidiary Data Interface API é Third-party Software B2B with Supplier Microsoft SQL Server Microsoft Office Citrix/Terminal Services (Optional)Microsoft Outlook Integration Integration with SAP Business SuiteSAP Business One is fully integrated with Microsoft Outlook, SAP Business One is seamlessly integrated with SAP Business Suite solutions,enabling seamless communication that can span your and because it has an open architecture, it can be easily integrated withorganisation and business functions. Departments can share solutions from other software vendors. This open architecture allows you tocontacts, appointments, and tasks. realise all the extensive benefits of SAP software. SAP Business One | Page 25
  26. 26. User Defined Personalisationand ConfigurationSAP Business One gives users powerful tools to tailor forms, Possible uses for user defined values include:queries and reports to meet specific business needs allowing ● Automatic entry of values in fields, based on the use of relatedeach business to run without advanced technical training. data in the systemThis allows users to configure settings to define exchange rates, ● Entry of values in fields, based on pre-defined listsset authorisation parameters, create internal mail/e-mail and ● Automatic entry of values in fields, based on pre-defineddata import/export functions. queries (user defined) ● Definition of dependencies between system fieldsIn the administration capability, the key functions that can be ● Display fields that can only be used for queries, such as userconfigured include: signature, creation date and balance of open cheques● User definitions: Chart of accounts, tax codes, sales (for a business partner) employees, territories, projects, address formats, payment terms, supplier, customer, item and commission groups, Open integration warehouses, service contract templates and queues, banks, SAP Business One provides the ability to cost-effectively grow payment methods and shipping methods with the needs of the business:● Authorisations: Administrators can define what information ● It can be easily adapted to changing business requirements by users may access. Sensitive documents have owners and, power users without creating a heavy, on-going IT burden based on a user’s relationship to the owner, they will be ● Users can save their preferences for forms, queries and reports, granted either full, read-only, or no access. Access can be allowing embedded process models to directly mirror actual defined on whether the user is in the same team, department day-to-day business activities or branch, or has the same manager as the owner or is the ● Easily integrate with other applications, thereby leveraging owner’s manager or a subordinate investments in existing systems or taking advantage of new● Various company general settings technologies ● SAP Business One Architecture allows management by alertsUser defined fields to effect transactions and workflows downstream in otherUsers can define their own fields in most areas of the solution, applicationincluding items, business partners and documents. ● Managers can implement changes to SAP Business OneThis enables them to manage the typical information required instantaneously, enabling the solution to quickly fit the way usersfor many different business activities. They can also select run the business, even when business requirements changeuser defined fields to enter various types of information, such ● Modifications transition to new versions of the solution withas texts, addresses, phone numbers, URLs, file attachments, minimal effort, eliminating costs typically associated withimages and drop-down lists. upgradesUser defined valuesUser defined values ensure that data froma pre-defined search process is recordedfor each field in the system (including userdefined fields).Create User Defined Fields You can add an unlimitednumber of user defined fields to most forms in thesystem at the header or document level or at the rowor detail level. You can select the type of field or thelength of the field from a drop-down list. This functionis controlled with authorisation codes; with the properauthorisation, you can add or change fields in justminutes. SAP Business One | Page 26
  27. 27. SAP Business OneSoftware Development Kit Data Interface API User Interface API The data interface API is used to build real-time links between SAP Business One and third-party applications. With the user interface API, developers can modify SAP Business One by creating new windows, By providing a programmatic interface to SAP Business One through a set of fully functional business objects, redesigning existing windows, and adding menus or dialogue boxes. Modifications can be as simple the data interface API gives you the power to connect applications and automate processes. Examples include as hiding or disabling a field or as complex as adding an entirely new custom module to custom point of sale (POS) system integration, HR service integration, and synchronisation with mobile devices. SAP Business One. The data interface API provides: The API: • Objects and methods to read, write, and update business objects directly • Allows you to create custom functionality within a single, integrated user interface • Full object orientation, providing a powerful interface that requires minimal training • Enables changes to business logic, as well as simple cosmetic modifications • Full access to master records, transactional data, system configuration, and user defined data • Enables developers to add new windows, menus, buttons, fields, and so on • Backward compatibility for a smooth upgrade process. • Provides programmatic notification of application events. Workstation Workstation Workstation Server User (Experiences a unified look and feel) Third-party Data application transfer workbench SAP SAP Web Corporate Business Business Store Portal POS One One System Microsoft Third=party Server User Interface Officce application • Set or retrieve values from User Interface API the user interface WYSIWYG • Add custom business logic Screen Designer Toolset • Dynamically hide, show, disable, or enable menu items • Display notifications and Common Business Logic message boxes COM .NET XML SAP Business One Client SAP Business One Server 4 The Java Connector DB The Java connector (Java wrapper) provides developers with all the power and flexibility of the data interface API for use in a Java development environment. Server (API and user interface)The SAP® Business One Software Development Kit (SDK) is a ● Can be used with a wide range of programming languagestoolbox that contains programming interfaces, sample code, and tools - enabling developers to use technologies that aredocumentation and simple utilities. already familiar ● Provides strong backward compatibility, so that little or noThe Software Development Kit allows programmers to easily re-work is required when upgrading to a new version ofinterface external applications with SAP Business One or add SAP Business Onecustom functionality. Key components:SAP Business One consists of a graphical user interface and ● Data Interface API: Interfacing external applications witha separate business object layer. The SDK provides full access SAP Business Oneto both the user interface (UI) layer and the business object ● User Interface API: Extending and customising thelayer (DI). SAP Business One client application ● Screen Designer: Drag and drop interface for designingKey features of the SDK: custom windows for SAP Business One● Provides programmatic access to SAP Business One’s ● Java Connector: Interfacing external applications with business logic through an object-oriented layer SAP Business One using the Java programming language● Enables SAP partners and customers to extend and enhance ● Complete Documentation the functionality of SAP Business One to fit their unique needs ● Sample Applications SAP Business One | Page 27
  28. 28. ©2011 SAP AG. All rights reserved. SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP BusinessObjects Explorer, StreamWork, 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 other countries. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trade marks of Business Objects Software Ltd. Business Objects is an SAP company. Frontline Sybase and Adaptive Server, iAnywhere, Sybase 365, SQL Anywhere, and other Sybase products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Sybase, Inc. Sybase is an SAP company. 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.Frontline House, Epsom Avenue, Brooke Park Estate, These materials are subject to change without notice. These materialsHandforth, Cheshire SK9 3PW for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions withTel: 0161 486 4400 respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty accompanying such products and services, if any. Nothing herein should be construed as constituting an additional