SAP B1 Solution in Detai

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SAP Solution in DetailSAP Business One

STREAMLINE YOUR BUSINESS,ACCELERATE YOUR GROWTHA SINGLE, AFFORDABLE APPLICATIONEXCLUSIVELY FOR SMALL BUSINESSES

The SAP Business One

application provides a single,affordable solution for man-aging your entire business from sales and customerrelationships to financialsand operations. WithSAP Business One, smallbusinesses like yours can

streamline operations,act on timely and completeinformation, and accelerateprofitable growth.


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5 SAP Business One 5 Streamline Your Entire Business

with a Single Application5 Strengthen Customer

Relationships and Loyalty 5 Act on Instant and Complete

Information 5 Adapt to Meet Your Changing

Needs

6 Designed Exclusively for SmallBusinesses

6 SAP Business One KeyFunctionality

6 Accounting and Financials 6 Sales and Customers 7 E-Commerce and Web Store 7 Purchasing and Operations 7 Inventory and Distribution 7 Reporting and Administration 7 Accounting and Financials 7 SAP Business One Financial

Management Features 8 Real-Time Accounting

8 Month-End Closing 9 Financial Reporting 9 Customer Relationship

Management 9 CRM Sales10 Sales10 SAP Business One Sales

Features11 Purchasing11 SAP Business One Purchasing

Features11 Material Requirements Planning11 SAP Business One Material

Requirements Planning Features

12 Inventory Control12 SAP Business One Inventory

Control Features13 Customer Service and Suppo13 SAP Business One Custome

Service and Support Features13 Reporting13 SAP Business One Reporting

Features14 Predefined Reports15 Microsoft Outlook Integration15 Easy Configuration and

Personalization15 Single-Server Architecture18 User-Defined Personalization

and Configuration18 SAP Business One

Configuration Features18 Address Changing Business

Needs18 User-Defined Fields18 Formatted Searches18 Alerts and Approvals19 SAP Business One Alerts and

Approvals Features19 Software Development Kit19 SAP Business One SDK

Features19 SAP Business One SDK

Components

21 SAP Solutions for SmallBusinesses and MidsizeCompanies

21 Learn More

CONTENT


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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


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The SAP Business One application isa single, comprehensive solution thatprovides functionality for every processyou need to run your entire business.Unlike niche solutions, SAP BusinessOne supports integrated managementfunctions, including financials, sales,customers, e-commerce, inventory,and operations. SAP Business Oneis designed specifically for smallbusinesses, which means its quickto install, simple to maintain, and mostimportant, easy to use.

Streamline Your Entire Businesswith a Single Application

By integrating all critical businessfunctions, SAP Business One supportssales, customer relationship manage-

ment (CRM), purchasing, inventory,operations, financials, and HR. Businessinformation captured in a single systemis instantly accessible across theorganization, eliminating duplicate dataentry, related errors, and subsequentcosts. Workflow-based alerts triggerauto-response when important businessevents occur, so you can monitor andfocus on those that are most critical.When freed from constantly reactingto day-to-day minutiae, you can spendmore time driving your business

forward.

Strengthen CustomerRelationships and Loyalty

SAP Business One enables you tomanage sales force automation andcustomer service and support allseamlessly integrated with other busi-ness functions across the company.Built-in e-commerce and support for

online stores allow you to create anonline presence, open new saleschannels, and broaden your customerbase. With SAP Business One you cananalyze customers using data from sales,operations, and finance to identify waysto serve them faster and better.

Act on Instant and CompleteInformation

SAP Business One captures criticaldata across sales, customers, opera-tions, and financials in a single appli-cation for immediate access and use.Intuitive Microsoft Excelbased reports

allow you to click through relevant dataand get answers quickly. Your managerscan track revenues, costs, and profitmargins so they can assess businessperformance and determine how toimprove it. And because you can useWeb-based tools, you and your salesteam can access customer informationfrom anywhere at any time, meaningyou can be more responsive to customerneeds.

Adapt to Meet Your ChangingNeeds

SAP Business One is easy to set upand configure, and as your businessgrows, you can adapt and customizeSAP Business One to meet yourchanging needs. For instance, youcan use any of more than 450 solu-

tions, many of them industry specificthat have been built on top of theSAP Business One application by oursoftware solution partners. This way,you can customize and extend SAPBusiness One to meet your specificbusiness and industry challenges.

SAP BUSINESS ONECOMPLETELY INTEGRATEDMANAGEMENT FUNCTIONS

SAP Solution in Detail Streamline Your Business, Accelerate Your Growth

SAP Business One lets us see our

business at any point in time.

We can see the real-time status

of every order in any warehouse.

Theres no more guesswork.

We are a fashion company and

have to be nimble, so this has had

a big impact on our business.Richard Haugen, Chief Operating Officer,

Yak Pak Inc.


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DESIGNED EXCLUSIVELY FOR SMALLBUSINESSESAN AFFORDABLE SOLUTION FROM THEINDUSTRY LEADER

Drawing on more than 35 years ofSAP business management softwareexperience, SAP Business One is anaffordable, award-winning product builtexclusively for small businesses. As acomplete, integrated software applica-tion, SAP Business One eliminates thecost and hassle of integrating multiplestand-alone applications. Its intuitiveinterface and vast configurability mini-mize IT complexities for implementationand ongoing maintenance.

SAP Business One KeyFunctionality

The following summarizes the key areaswhere SAP Business One can supportyour business.

Accounting and FinancialsSAP Business One helps you manageyour general ledger, journals, budgets,and accounts payable (A/P) and receiv-able (A/R). You can conduct all your

banking activities, including processingpayments by check, cash, and creditcard, as well as reconcile variousaccounts and create financial reportsfor profit and loss, cash flow, and aging.You can also update account postingswhen relevant business events occur.

Sales and CustomersWith SAP Business One you can man-age and maintain customer contactswith full Microsoft Outlook synchroni-

SAP Business One Key Functionality

Accounting andFinancials

Sales andCustomers

E-Commerce andWeb Store

Purchasing andOperations

Inventory andDistribution

General ledger andjournal entries

Cost accounting

Budget and projectmanagement Banking and

statements Payment processing

and reconciliation Financial statement

and reporting Sales tax and VAT Multicurrency

support

Opportunitiesand pipelinemanagement

Customer andprospect contactand activitymanagement

Sales quotationsand orders

Sales and pipelineforecast

Web-based cus-tomer relationshipmanagement

Service contactmanagement

Service call man-

agement entry andtracking

Online productscatalogs

Web store integrat-

ed with inventory Online shoppingcard

E-mail and promo-tional campaigns

Payment, tax, ship-ping, and handling

Purchase proposals Purchase orders

and deliveries

Goods receipts andreturns A/P invoice and

credit notes Bills of material

(BOMs) Production orders Forecasting and ma-

terial requirementsplanning (MRP)

Items management,items queries

Receipt to stock,

release fromstock, and stocktransactions

Warehouse transferand serial numbers

Inventoryrevaluation

Customer andvendor catalog

Price lists andspecial pricing

Batch management Pick and pack

Reporting and Administration

Microsoft Excelbased reporting Data migration workbench, user-defined fields, application programming interface (API),

and SAP Business One Software Development Kit Payroll accounting Employee directory and administration, employee time



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zation. This means increased saleseffectiveness and stronger customerrelationships. Create quotes, enterorders, and provide better customerservice from the office or online. Tracksales opportunities and activities fromfirst contact to close of sale; initiatemarketing campaigns by using templatesfor mass e-mails; provide support forcustomer service, service contracts,and warranties; and access customerand sales information over the Web.

E-Commerce and Web StoreCreating an online presence will helpyou level the playing field against largercompetitors by allowing you to reacha broader customer base. With SAPBusiness One, you can design, build,and configure online stores using cus-

tomizable templates and tools. Thesetools enable you to manage online cata-logs and integrate negotiated, customer-specific price lists; use promotionaltechniques such as discounts andcoupons; and automatically synchronizeall online orders and inventory.

Purchasing and OperationsEvery small business needs a sys-tematic approach to managing theprocurement process, from creatingpurchase orders to paying vendors.

SAP Business One helps coordinatethe complete order-to-pay cycle, includ-ing receipts, invoices, and returns.You can also plan material requirementsfor production, control bills of material,and replenish inventory automatically.

Inventory and DistributionSAP Business One enables you tomanage your inventory and operations including quotes, sales orders, ship-

ping, and billing. You can performinventory counts, monitor stock, andtrack transfers in real time and across

multiple warehouses. You can also runreal-time inventory updates, inventoryvaluation, availability checks, and pick-

and-pack processes.

Reporting and AdministrationWith SAP Business One, you cancapture all critical business data acrosssales, customers, operations, andfinancials in a single source for imme-diate access. Powerful drag andrelate and Microsoft Excelbasedreporting features allow you to clickthrough relevant data and get complete

information instantly, so you can makebetter-informed decisions.

Accounting and Financials

With support for multiple currencies,budgeting, and bank reconciliation,SAP Business One delivers financialmanagement functionality that enableyour enterprise to be more efficient amore productive.

SAP Business One FinancialManagement FeaturesSAP Business One supports financiamanagement in the following ways.

Accounting Create charts for anycountry using a chart-of-accountstemplate, which you can adapt to fit

your unique business needs; defineindividual charts of up to 10 segmentif needed, to support reportingrequirements.

Journal entries Benefit from func-tionality that automatically posts jourentries from the sales, purchasing,and banking areas and also createsnew journal entries. You can searchfor existing entries and automaticallyallocate each transaction to a projector a profit center.

Journal vouchers Save multiplemanual journal entries to a batch andprocess them simultaneously. Thisallows you to verify and collect post-ings before they are entered into thegeneral ledger.

To maintain an edge, youneed to streamline pro-

cesses and find betterways to access the rightinformation to make thebest business decisions.If you can effectivelytrack and then access allcustomer-related informa-tion, for example, you can

service your customersmore personally and moreintelligently at every pointof contact locking in theirloyalty (and repeatbusiness).



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Posting templates Define generalledger account templates to save timeand help avoid mistakes during themanual posting of journal entries.

Recurring postings Define yourown postings for regular execution inaccounting and specify a frequency foreach recurring posting. With recurringpostings, the application automaticallyreminds you to post your transactions.

Reversing journals Reverse month-end accruals automatically. By default,reversal of specified postings occurson the first day of the next month, butSAP Business One allows users tospecify a different reversing date foreach posting, if desired.

Exchange rate differences Periodi-cally evaluate your open items in for-eign currencies to identify dif ferencesand choose the appropriate correctiontransaction.

Financial report templates Quicklyand easily generate unlimited financialreport templates, such as additionalprofit-and-loss statements, to suitevery business need.

Banking Track all banking processes,from cash receipts and check writing to

deposits, advance payments, credit cardpayments, and account reconciliation.

Budgets Define and manage budgetsagainst general ledger accounts. Con-figure budget allocation methods; definebudget figures in any currency (local,foreign, or both); and display a sum-marized budget report that comparesactual and planned figures. With SAPBusiness One, you can create an onlinealert that notifies you if a transactionexceeds the monthly or annual budgeted

limit.

Profit center Define different profitcenters or departments and allocatecorresponding revenue and costaccounts to a predesignated profitcenter in the chart of accounts.

Profit center report Run a profit-and-loss statement based on revenues andcosts both direct and indirect as

defined in the allocation rules. Youcan run it for any profit center, choosebetween annual and monthly displayformats, and compare the results withfigures for the previous period.

Distribution rules Define differentdistribution rules to characterizebusiness activities and then allocaterevenue or cost accounts to thecorresponding distribution rule.

Real-Time AccountingSAP Business One supports real-timeaccounting with the following.

Fully integrated financials Automatekey financial and banking managementactivities with fully integrated function-ality. When you run a transaction, thesoftware automatically posts a journalentry in the general ledger so you dont

have to perform additional posting orbatch processing.

Quick drill down Easily drill downto information at the posting level.For example, while viewing the journalentry for a sales transaction, you candrill down to see chart-of-accountsinformation.

Complete chart of accounts Drilldown on the balance field to see trans-actions that make up a specific balance.

Month-End ClosingSAP Business One offers functionalityto support month-end closing.

Accelerated closing Acceleratemonth-end closings by assigning tasksto individuals or creating reminders tomanage various aspects of the closingvia the activity window.

Ive had extensive experience

with five major manufac-

turing resource planning

systems, and I can tell you

that SAP Business One . . .

stacks up very well against

the best of them, even

though it targets smaller

companies. It is very

flexible and is much more

reasonably priced.

Lou Giovannone, Group Controller,

Fagerdala USA Inc.



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Control accounts Identify accountsas control accounts and assign them asdefault posting accounts for the increaseor decrease to customer or vendorbalances. This ensures synchronizationbetween the general ledger and thesubsidiary ledgers.

Posting templates Use posting tem-plates to allocate costs or transactionsacross several departments based onfixed percentages. Recurring postingsallow you to create transactions withfixed amounts.

Reversing transactions Use thisfeature to reverse transactions auto-matically and post on a user-definedreversal date.

Financial ReportingSAP Business One offers the following

financial reporting functionality.

Multilevel reports Create a generalledger account structure that improvesyour reporting. Multilevel reporting isenhanced by the flexibility provided inthe account segmentation feature ofSAP Business One.

Integrated reports Compile business,accounting, warehouse, and financialreports, as well as account statements,and export reports to Microsoft Excel

and Microsoft Word.

XL Reporter tool Access real-timeviews of critical business data withinSAP Business One and make use of allthe functionality of Microsoft Excel forfront-end report formatting.

Customer RelationshipManagement

SAP Business One delivers compre-hensive, integrated sales and servicefunctionality, ensuring total control ofcustomer acquisition, retention, andprofitability for your business. Tightlyintegrated features across marketing,sales, and service provide end-to-endvisibility for the entire customer lifecycle.

CRM SalesRecord every sales opportunity, fromlead identification of the customerthrough discovery, qualification, pro-posal, closing, and aftersales serviceand support. You can even enter detailsof the opportunity, including the source,potential deal size, closing date, com-petitors, and activities.

CRM features include the following:Sales (accounts receivable) Create

price quotes, record customer orders,set up deliveries, update inventorybalances, and manage all invoicesand accounts receivable.

Purchasing (accounts payable) Manage and maintain supplier trans-actions, including issuing purchaseorders, updating inventory quantities,calculating the landed cost value ofimported items, and handling returns

and credits.Business partner master record

Manage all information about custom-ers, resellers, and suppliers, includinge-mail addresses, profiles, salesreports, activities with businesspartners, and account balances. Use

the calendar to track your activitiesand perform keyword searches tofind specific items in the calendar.

Reporting Analyze opportunitiesby lead source, territory, industry,customer, and item. The reportsshow forecasts and anticipatedrevenue by various date ranges,such as month and quarter. You caview distribution of leads by sourceover time to identify the most profitable lead-generation activities.

Campaign and prospect manageme Import thousands of prospectsfrom Microsoft Excel files or otherstandard file formats, such as commseparated value (CSV) files, and thmanage and follow up on activitiesAdd prospects to e-mail campaignlists, contact lists, and newslettersTarget prospects or business partnewith e-mail and cold-call campaigns

Create the campaign, implement thcampaign, and track the results.Web-based access Use the pow

of the Internet to enable your dis-tributed sales team and service teato stay connected and focused withWeb-based access to SAP BusinesOne. Features include sales ordermanagement, product selection anviewing, activity and task managemeaccount management, opportunitiemanagement, prospect managemenproduct catalog management, serv

order management, and campaignmanagement.

Dynamic reports Obtain a uniquetime-phased view of business datawith the dynamic opportunity-analyreport, which enables you to easilyspot trends, patterns, and behaviorof sales opportunities and personn



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Sales

SAP Business One offers flexible busi-ness document development, includingquotations. Not only are different linetypes supported, allowing you to createsubtotals of previous lines, but you caninsert free-form text anywhere withinthe body of the document, as well asdisplay recommended alternative items.You can also store and reuse standardcomments and define header and footertext for each document. Additionally,you can calculate gross profit for eachquotation, easily review the sales pricehistory, and, once you create a quotation,quickly and seamlessly export it toMicrosoft Word.

SAP Business One Sales FeaturesSAP Business One offers the followingsales management functionality.

Order Simplify entry of sales ordersby accessing item availability informationacross multiple warehouses. When ashortage arises, choose to order froma list of alternative items or allow theitem quantity to be partially delivered.Orders can support different deliverydates and ship-to addresses for eachline item, and you can automaticallycreate purchase orders from a salesorder and drop-ship the items to thecustomers site.

Delivery Generate packaging docu-mentation for all goods shipped to acustomer. The built-in packaging func-tion facilitates the virtual input ofitems into different parcels when adelivery is created. You can store thedelivery tracking number and accessthe shipping status within the deliverynote with the click of a mouse. Thesoftware automatically updates ware-house quantities when you make adelivery.

A/R invoice Automatically create acorresponding journal entry with eachinvoice. As a result, you can createan automatic receipt if the customerchooses to pay only part of the invoice.

A/R invoice and payment Create aninvoice and receipt in one step by usinginformation from the same document.

A/R credit memo Easily import datafrom the original invoice when creatinga credit memo for returned merchandise.

Document printing Select period,document number, or document typeto print sales and purchasing records.

Document drafts Print, edit, andmanage all documents that have beensaved as drafts.

Document generation wizard Groupall existing sales documents in a singleinvoice for any given customer. You cancreate a variety of orders and deliverynotes over the course of the month andcreate summarized invoices for eachcustomer at the end of the month.

Collection wizard Manage multiplecollection letters per customer andmaintain a collection history for eachcustomer. Execute the wizard at regularintervals, such as monthly or weekly, tocheck for outstanding customer invoices,

and send a series of collection letters atdifferent levels at predefined intervals. Inaddition, you can specify the method ofcalculating interest and collection fees.

E-commerce Sell and market yourproducts and services online with seam-less integration into SAP Business One.Leverage a highly scalable Web storewith customizable themes and shop-ping carts; support for multiple stores(business to consumer and businessto business); powerful catalog and

integrated inventory management;customer acquisition and self-servicefunctionality; strong analytics, includingdashboards and a customizable reportbuilder; and support for business-to-business and business-to-consumeractivities.



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Purchasing

You can manage and maintain supplier-related activities with SAP BusinessOne.

SAP Business One PurchasingFeaturesSAP Business One offers the followingpurchasing management functionality.

Purchase order When you ordermaterials or services from suppliers,you can create purchase orders andprint, mail, fax, or e-mail them directlyto the supplier. A purchase order updates

the available quantity of the ordereditems and informs the warehousemanager of the expected deliverydate. In addition, you can split a single

purchase order into multiple partswhen, for example, items need to beshipped to multiple warehouses.

Goods receipt purchase order Decidewhether you would like to receive deliver-ies at one warehouse or multiple ware-houses. Goods receipts may be linkedto a purchase order, which means thatthe purchase order quantity can changeif the quantity received does not matchthe original order amount.

A/P invoice Process payments tosuppliers by acting on journal entriesthe software automatically generateswhen you process supplier invoices.

A/P credit memo Issue a credit memoto any supplier for returned merchandise.You can easily draw the data requiredfor that credit memo from the original

invoice.

Landed costs Calculate the purchaseprice of merchandise by allocating thevarious landed-cost elements (such asfreight, insurance, and customs duties)to the FOB cost of each item. The actualwarehouse value of merchandise updatesautomatically.

Document drafts and printing Editand manage all purchasing documentsthat have been saved as drafts and

print them (including drafts) by period,document number, or document type.

Material Requirements Planning

SAP Business One offers a simple yetpowerful planning function to help youschedule and manage items that will beproduced or purchased using a varietyof criteria.

SAP Business One MaterialRequirements Planning FeaturesSAP Business One offers the followimaterial requirements planning (MRPfunctionality.

Forecasts You can predict demandbased on forecasting metrics notsolely on history and received orders by using the demand forecasts inthe MRP wizard. Forecast calculationhelp you anticipate demand for yourproduct and adjust material planningaccordingly.

MRP wizard Arrange for and optimfuture material requirements; manageand execute purchasing and manufacturing recommendations and exceptioBy considering both minimum orderquantities and order multiples, youcan take advantage of purchase price

breaks or standard production lot sizand thereby reduce costs. The wizardgenerates a recommendation report toffers advice to either make or purchaitems. Numerous drill-down optionsallow easy viewing of the net requirement calculations and the actual docments driving the gross requirements

Order recommendation report Autmatically create production orders anpurchase orders based on informatioin a recommendation report. If an ite

needs to be outsourced, you can easconvert a production order to a pur-chase order. You can also consolidatpurchase orders to the same supplieinto one order, further streamlining thpurchasing process.

SAP Business One is anaffordable, award-winningproduct built exclusively

for small businesses. Asa complete, integratedsoftware application, SAPBusiness One eliminatesthe cost and hassle ofintegrating multiple stand-alone applications. Itsintuitive interface and vast

configurability minimizesIT complexities for imple-mentation and ongoingmaintenance.



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Inventory Control

Manage item master data, serial num-bers, and price lists, as well as definealternative items, perform inventoryincrease or decrease adjustments,execute cycle counts, and generatepick lists for open sales orders.

SAP Business One Inventory ControlFeaturesSAP Business One offers the followinginventory control functionality.

Item master data Define productionitems (make), purchase items (buy),and noninventory items (labor andtravel, for example) while maintainingdefault information such as purchasingsupplier, purchasing and selling unit of

measure, and tax status for each item.You can maintain inventoried items inmultiple warehouses with differingassociated costs depending on loca-tion. SAP Business One supports anumber of inventory valuation methods,including standard cost, weightedmoving average, and FIFO methods.You can define a procurement method(such as make or buy) as well as orderintervals in which to purchase an item(monthly, weekly, or daily, for instance).You can also define the lot sizes in

which to purchase items, the minimumorder quantity, and the average leadtime. You can then use this informationin conjunction with the MRPfunctionality.

Serial numbers Automatically ormanually generate serial numbers usingtemplates.

Lots Assign lots to products andclassify them by any freely definable

attribute (shelf life, for example), thendefine the lots for these productsin sales orders, delivery notes, andinventory movements.

Substitute items Create a list ofalternative items when a customersselection is not available, rankingsubstitute items based on similarityof item, price, or quantity.

Business partner catalog numberMaintain a cross-referenced table ofcustomer and supplier part numbers toinventory part numbers. You can usecustomer part numbers on purchasingdocuments in lieu of inventory partnumbers.

Goods receipt and goods issueRecord goods receipts and issues thatare not directly related to a sales orpurchasing document.

Inventory transfer Move inventoryamong warehouses.

Inventory posting Enter openingbalances for inventory items andupdate warehouse data.

Cycle inventory counting Streamlineinventory counting by identifying wheneach item in inventory is due to becounted. The alerts and reports pro-duced help ensure that items of differ-ent levels of importance are countedas frequently as required.

Price list Define a variety of pricelists and link them to customers orsuppliers. Quickly and easily createdynamic links between price lists, whichare updated automatically whenever

the primary price list changes.

Special prices Define special pricesfor individual customers or suppliers,quantity-specific prices pegged toorder volume, and a validity periodfor each price.

Pick and pack manager Manage thepicking and packing process withinmultiple queues. As sales orders are

Clearly, we needed a solu-

tion that would streamline

our business operations,

give us tighter financial

control over each business

and event, and provide

better business planning

metrics. SAP Business One

provides the answer.

Malcolm Carradus, Group Finance

Director, Terrapinn Holdings Ltd.



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entered, they are displayed in theopen queue and can be marked aseither fully or partially released for pick-ing. The released queue displays allorders released for picking, which youcan mark as fully or partially picked.Within either the open or releasedqueues, you can automatically createpick lists for an order or range oforders. This feature offers extensivedrill-down functionality that includescustomer and item master data as wellas originating documents.

Customer Service and Support

SAP Business One delivers CRMfunctionality as part of the application,ensuring full control of customer acqui-sition, retention, loyalty, and profitability

for your business. Tightly integratedfunctions across marketing, sales, andservice provide end-to-end visibility forthe complete life cycle.

Service call functions provide supportfor service operations, service contractmanagement, service planning, customerinteraction activity tracking, customersupport, and management of salesopportunities.

SAP Business One Customer Service

and Support FeaturesSAP Business One offers the followingservice and support functionality.

Service contracts Create a regularsupport or warranty contract for itemsor services sold to a customer. Thecontract maintains the start and enddates as well as specific contractterms, which could include guaranteedresponse or resolution times.

Customer equipment cards Maintaindetailed information about an item soldto a customer, such as a manufacturersserial number, replacement serial num-ber, and service call history. Cards alsolist service contracts assigned to thespecific item.

Customer equipment report Viewall equipment and corresponding serialnumbers sold to a customer or rangeof customers.

Service calls Review informationabout all service calls that were created,resolved, or closed on a specified dateor within a range of dates. You canrestrict the report to see service callsfor a specific queue, technician, problemtype, priority, item, or call status. You

can choose whether to include a viewof overdue calls.

Service calls in the queue Track andmaintain service calls by reviewing thecall history related to a particular event.You can monitor the status of a calland assign it to individual techniciansor maintain them in a team queue.

Response time by assignee Followthe communication between a customerand the service department and track

the time needed to properly respond toa single service call.

Reporting

You can create reports and initiatecorrective actions immediately. Thereporting function supports accountingreports, inventory reports, financialreports, and reports to aid in decisionmaking. Not only can you export any

report generated to Microsoft Excel,but data extraction is effortless thankto simple data navigation. You can excute internal and external reconciliatiowith exception reporting, which is usful when trying to close your books apreparing reports.

SAP Business One Reporting FeaturSAP Business One provides you withend-to-end visibility of your businessoperations with a drag and relatefeature that also helps you instantlyunderstand key relationships andtransactions within the business.

A query generator allows users tointuitively create database inquiriesand define reports. You can use thedata from any field to create a report

at either the detailed or the summarylevel. Once you define a query, you csave it in the query library for futureuse. If needed, you can use a reporteditor to refine and change any existiqueries.

The query wizard is similar to the quegenerator, but in this case you are guidstep by step through the process ofgenerating queries. This tool is helpfuif you want to build queries but areunfamiliar with Structured Query

Language (SQL) syntax.

Predefined reports SAP BusinessOne provides a large number of pre-defined reports for each functionalarea. You can generate reports for aspecific functional area in your busineand customize the output to suit yourneeds. You can also print, e-mail, orexport any report to Microsoft ExcelFor a complete list of predefined reporsee the Predefined Reports sectio



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Microsoft Excelbased reporting(XL Reporter) Many small businessesstruggle with the complexities of gen-erating accurate and timely financialreports from company data. The XLReporter tool in SAP Business Oneenables you to get comprehensive andaccurate insight into the financial statusof your company. Because XL Reporteris integrated with SAP Business One,it reports on live data drawn from avariety of sources, including generalledger, receivables, payables, sales,purchasing, inventory, and any user-defined fields.

XL Reporter tool features You canperform the following activities with theXL Reporter tool.

Generate accurate and timely reports The XL Reporter tool has everythingyour business needs to create and exe-cute reports in an easy-to-use graphicalenvironment with point-and-click anddrag-and-drop utilities that enhance yourcontrol over reporting and budgetingactivities. You can generate standardand ad hoc reports, drill down intodata, and then analyze the information.

Compose standard and ad hocreports A definition wizard makes

report creation effortless. Anyone inyour company can create custom que-ries of SAP Business One data withjust a few mouse clicks. Once a reporthas been generated, you can drill downon any piece of data to see underlyingtransactions. You can also view andrefresh data while creating queries.

Quickly access profit-and-loss details Get a summary of actual and fore-casted operating profit by period tohelp you easily uncover trends.

Create total company dashboardsInstantly view and graph critical companyperformance metrics such as sales,inventory movement, and top-performingcustomers. You can view performanceon any chart and click on any cell todrill down to data that will help youchoose appropriate actions associatedwith the metric. In addition, you canquickly assess your financial perfor-mance and future outlook.

Speed adoption and limit the learningcurve Quickly learn how to use theXL Reporter tool via an intuitive and

familiar interface that accesses Micro-soft Excel and provides a metadatalayer that limits exposure to technicaltables and field structures. You caneasily generate meaningful reports,from simple transaction detail reportsto advanced financial statementsand dashboards. Using the toolsdrag-and-drop utility, even novicescan quickly create reports with drill-down functions.

Organize your reports Manage and

organize report definitions, executedreports, and report books. You canview and execute reports within themain menu of SAP Business One,which simplifies report execution. Forreport distribution, you can bundle ande-mail reports using a scheduler.

Design custom reports Work withstandard Microsoft Excel functionsand interfaces to extend your ability tocompose reports with advanced reportdesign options. Its easy to create cus-tom parameters, formulas, and layoutsfrom scratch.

Simplify report generation You canaccess company data and generatethe appropriate reports, from ad hocreports to detailed financial statements,as needed.

Predefined Reports

SAP Business One provides thefollowing predefined reports for eachfunctional area:Accounting

Aging reports Company reports Comparative reports Budget reports

Sales opportunities Opportunities Stage analysis Opportunities pipeline Opportunity forecast and forecast

over time Won and lost opportunities Open and closed opportunities Lead distribution over time

Sales and purchasing Open items list Sales analysis Purchase analysis

Business partners Activities overview Inactive customers Collection history



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Production Open work order

Bills of materialService Service calls Service calls by queue Response time by assignee Average closure time Service contracts Customer equipment report Service monitor Service calls Open service calls Overdue service calls

Inventory

Item list Last prices Inactive items Inventory posting list by item Inventory status Inventory in warehouse Inventory valuation Serial number transaction Batch (lot) number

Microsoft Outlook Integration

SAP Business One integrates withMicrosoft Outlook, enabling you toexchange and share data to keep allparties up to date about account devel-opments and business opportunities.

Data synchronization Synchronizecalendar appointments, contacts, andtasks between SAP Business One andMicrosoft Outlook. This function allowsyou to schedule automatic synchroniza-tion runs and resolve any outstandingconflicts that may occur across the twoapplications by creating snapshots ofSAP Business One information andlinking them to contacts in MicrosoftOutlook.

Quotations You can import quotationsfrom SAP Business One into MicrosoftOutlook and then display, edit, and sendthem as e-mails. You can also createnew quotations in Microsoft Outlookand save them in SAP Business One.

E-mail integration You can performthe following functions through Micro-soft Outlook integration:Save a Microsoft Outlook e-mail as

an activity in SAP Business OneSave the original e-mail text and the

original file attachments as an add-onto an activity in SAP Business One

Make follow-up and reminder settingsfor an activity

Connection to Microsoft Word andMicrosoft Excel Microsoft Outlookintegration allows you to connect to SBusiness One from Microsoft Wordand save a Microsoft Word documenas an activity in SAP Business One.The same function is available forMicrosoft Excel. You can save work-books as activities associated with abusiness partner or contact person inSAP Business One.

Easy Configuration andPersonalization

The SAP Business One applicationresides on a single server that inte-grates seamlessly with the standardMicrosoft Windows platform.

The streamlined SAP Business Onearchitecture supports the followingdatabases:Microsoft SQL ServerIBM DB2 Express Edition

Single-Server ArchitectureServer architecture includes securitybackup, and network access protocoAccess is granted via a wide-area nework terminal service or dial-up netwoconnectivity. The SAP Business Oneenvironment uses standard database

backup procedures, eliminating theneed for saving and transferring thedatabase from one machine to anothwhile still providing immediate accessto critical business information (seeFigure 1).



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The SAP Business OneSingle-Server API LayersSAP Business One is equipped withan application programming interface(API) that is based on componentobject model (COM) technology.You can use this API to enhance thefunctional scope of the application oradapt it to meet your specific require-ments. Developers can access theCOM objects using programminglanguages such as Visual Basic,C/C++, and Java.

Two different APIs are supported: onefor the data interface and one for theuser interface.

Data Interface APIUsing the data interface API, develop-ers can extend SAP Business One byadding windows, changing existing

windows, and modifying the behaviorof the application to fit unique busi-

ness requirements.

User Interface APIThe user interface API supplies objectsand procedures for accessing inputfields, check boxes, internal systemevents, and much more.

The objects and procedures suppliedby the user interface include thefollowing: Application: Establishes the

connection to SAP Business One Form: Represents a window within

SAP Business One

Item: Enables the processingof dialog boxes and alters theircontents, as well as their position,size, or visibility

Check box: Processes check boxes Matrix: Stands for a table in a window ItemEvent: Processes events MenuItem: Activates individual menu

items MenuEvent: Influences an event

process

SAP-Business-One-Server

User configura-tion metadata

Microsoft SQLServer

Security

E-mail

Ref Integrity Workflow

Backup

EventManagement

Transactionmanagement

DB2 Express

Data accessoptimization

Sybase ASE

SAP Business One API Layer

COM

Integration services

Java C++ C# VisualBasic ASP

.NET XML

SAPBusiness

Suite

Externalsystems

Any otherexternalsystem

Any otherbusiness

application

Oracle

Legacy

Workstation

Data inter-face API

Third-partysoftware

Workstation

SAPBusinessOne client

GUI API

Third-partysoftware

MicrosoftOffice

RDBMSMS SQLDB2 ExpressSybase ASE

Mobile Work-station Laptop PDA

SAP partnerWeb server

function

Reportoutput forend user

Webbrowser

Dashboardanalytics and

reporting

2

1

Internet integration Seamless integrationof third-party or SAPpartner functionality

Channel anddevice integration

Businessconfiguration setsBusiness configu-ration sets simplifythe customizationprocess. They makpartner solutionseasier to create andmaintain. You can

reuse settings for acertain function oran entire businessprocess.

Figure 1: Single-Server Architecture



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1

Data TransferWorkbenchThe data transfer work-bench tool migrates masterand transaction data fromlegacy systems into SAPBusiness One. Predefineddata file templates simplifythe preparation of data for

import.

2

Microsoft OutlookIntegrationSAP Business One is fullyintegrated with MicrosoftOutlook, enabling seam-less communication thatcan span your organizationand business functions.Departments can share

contacts, appointments,and tasks.

Integration withSAP Business SuiteSAP Business One isseamlessly integrated

with SAP Business Suiteapplications, and becauseit has an open architecture,it can be easily integrated

with applications fromindependent software

vendors. This openarchitecture allows you torealize all the extensivebenefits of SAP software.

Migration toSAP Business SuiteSAP offers a migration pathfrom SAP Business Oneto the SAP Business Suitefamily of business applica-tions so small subsidiariescan interface with parentcompanies. It can also sup-port dramatic growth up

to thousands of employees.

The SAP NetWeaverTechnology PlatformThe SAP NetWeavertechnology platform helps

you obtain more businessvalue from your existing ITinvestments and deploy anenterprise service-orientedarchitecture.

Server Workstation

Operating System Microsoft Windows 2003 Server R2 Standard/Enterprise 32 Bit/64 BitMicrosoft Windows 2003 Server SP2 Standard/Enterprise 32 Bit/64 BitMicrosoft Windows Small Business Server 2003 R2 Standard/PremiumMicrosoft Windows Small Business Server 2003 SP1 Standard/Premium

Microsoft Windows XP SP2 Professional, 32 BitMicrosoft Windows Vista Business/Enterprise/Ultimate, 32 Bit

CPU Microsoft SQL ServerIBM DB2 UDB Express Edition

1x Intel Pentium IV1x Intel Pentium IV

1x Intel Pentium III (or equivalent) or higher

RAM Microsoft SQL Server

IBM DB2 UDB Express Edition

1 GB

1 GB

256 MB

Hard Disk Free Space Microsoft SQL ServerIBM DB2 UDB Express Edition

system partition 0.5 GB/data partition 2 GBsystem partition 0.5 GB/data partition 2 GB

512 MB

CD-ROM Drive 24x or higher 24x or higher

Display 640 x 480 with 256 colors or higher 800 x 600 with 24-bit color or higher

Database Microsoft SQL Server 2005 SP2IBM DB2 UDB Express Edition Version 9.1 FP2

Microsoft IE 6.0 SP1Microsoft Data Access Components 2.6 (MDAC)or higher

Software Microsoft IE 6.0 SP1Microsoft Data Access Components (MDAC) 2.6 or higher for Windows2003 Server

For IBM DB2Microsoft .NET SDK Windows 2000



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like items. You can select user-definedfields for various types of information,such as texts, addresses, phone num-bers, URLs, file attachments, images,and drop-down lists. These fields auto-matically follow your database whenyou upgrade.

Formatted SearchesRecord values for each field in theapplication, including user-definedfields, from a predefined search pro-cess. You can use formatted searchesin the following situations:Automatic entry of values in fields

based on one of the following: Use of different objects in the

application Predefined lists Predefined queries (user defined)

Definition of dependencies betweenapplication fieldsDisplay of fields used only for queries,

such as user signature, creation date,and balance of open checks (for abusiness partner)

Alerts and ApprovalsYou can set up immediate notificationsand automatic responses to importantbusiness events through user-programmable, workflow-based alerts.Designate the events you want to track

and define ranges for acceptable toler-ances and limits connected to theseevents and then, when indicators fallout of the predetermined range set forthe event, you will receive a notificationto which you can respond. Any breachof business policy generates an imme-diate notification to the manager andinitiates a workflow process to managethe event.

Opening balances For generalledger account and business partner

Master data record Maintained forthe entire application

Business partner files Contain themaster data record of a customer orsupplier

Bills of material Product treesrepresenting the header and coveringthe individual materials assigned

Sales or purchasing documentDocuments for the header line anddocument lines containing the individ-ual items that are assigned

Journal entries By title ordescription

Address Changing Business NeedsSAP Business One can be adapted inthe following ways to meet your chang-

ing business requirements withoutcreating a heavy, ongoing IT burden:Save preferences for forms, queries,

and reports, allowing embeddedprocess models to directly mirroractual day-to-day business activities

Integrate other applications, therebyleveraging your technology investment

Control transactions and workflowsthrough alert functionality

Implement changes to SAP BusinessOne immediately so you can quicklyadapt the application to variations

and alterationsIntegrate modifications into new

versions of the application with mini-mal effort, eliminating costs typicallyassociated with upgrades

User-Defined FieldsDefine your own fields inside dataobject windows for business partners,orders, inventory specifications, and

User-Defined Personalization andConfigurationSAP Business One gives you powerfultools to tailor forms, queries, and reportsto meet specific business requirementswithout the need for specialized technicaltraining. You can configure settings todefine exchange rates, set authorizationparameters, and create import andexport functions for internal mail, e-mail,and data.

SAP Business One ConfigurationFeaturesSAP Business One offers the followingextensive configuration functionality:Company selection Various basic

settingsInitialization and general preferences

Company data and general settings

User definitions Chart of accounts,tax codes, sales employees, territories,projects, address formats, paymentterms, suppliers, customers, itemsand commission groups, warehouses,service contract templates andqueues, banks, payment methods,and shipping methods

Authorizations Controlled infor-mation access (full, read only, orno access); access granted basedon team, department, or branch

Definition of exchange rates The

basis for all reports and recordeddata

Utilities Data backup, automatedprocesses, and data import andexport

Recovery Data administration andretrieval

Alert functions Personal profiledefinition for warning messages

Send message Internal user,customer, and supplier



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SAP Business One SDK FeaturesThe software development kit offersthe following features:Provides programmatic access to

SAP Business One business logicthrough an object-oriented layer

Enables SAP partners and custometo extend and enhance the functionality of SAP Business One to fit theunique needs

Supports a wide range of programming languages and tools, enablingdevelopers to use familiar technologies and applications

Provides strong backward compatibility, so that little or no rework isrequired during upgrades to a newversion of SAP Business One

SAP Business One SDK Componen

The following key components are paof the software development kit:Application programming interface

(API) for the data interface Forintegrating external applicationswith SAP Business One

API for the user interface Forextending and customizing the SAPBusiness One client applications

Screen designer with drag-and-drointerface For designing customwindows for SAP Business One

Java connector For interfacing

external applications with SAPBusiness One using the Javaprogramming language

Complete documentationSample applications

Software Development Kit

SAP Business One Software Develop-ment Kit (SAP Business One SDK) isa toolbox that contains programminginterfaces, sample code, documentation,and simple utilities. The kit allows pro-grammers to easily interface externalapplications with SAP Business Oneor to add custom functionality. SAPBusiness One consists of a graphical

user interface and a separate businessobject layer. The SAP Business OneSDK provides full access to both theuser interface layer and the businessobject layer (see Figure 2).

SAP Business One Alerts andApprovals FeaturesThe following details functionality forautomated alerts and approvals.

Proactive management by exceptionBe alerted automatically about impor-tant business events (eliminating theneed for you to monitor activities

manually). Alerts enable you to:Notify employees of a discrepancy oran event you are monitoring withinthe organization

Provide internal (online) informationassociated with each employeesrole in the company (Each time athreshold is crossed, an alert couldbe triggered in real time to the userthat requested such notification.)

Drill down to gain instant visibilityon information detailing the alertscharacteristics, which can help you

make informed decisions regardingfuture actions associated with theevent

Inform managers about particularbusiness events and trigger workflowprocesses

Respond instantly to alerts generatedas part of workflow processes,approval procedures, and automati-cally initiated actions

By seamlessly integratingsales, customers, finan-cials, and operations,SAP solutions give youthe cross-company visibility

you need to make decisionsbased on real-time informa-tion. Armed with insightinto every aspect of yourbusiness, you can easilymonitor performance, elim-inate inefficiencies, and,most important, identify

profitable opportunities.



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Workstation

SAP

BusinessOne

Web server Server

Web storePOS

systemCorporatePortal

Workstation

Third-partyapplication

Data transferworkbenchSAP

BusinessOneMicrosoftOffice

Third-partyapplication

User(Experiences a unified look and feel)

WYSIWYG

screendesignertoolset

SAPBusiness

One Client

User interfacebehavior/

functionality

Set or retrievevalues from theuser interface

Add custombusiness logic

Dynamically hide,show, disable,or enable menuitems

Display notifica-tions and mes-sage boxes

Userinterface

API

SAP Business One client

SAP Business One server

Common business logic

COM XML.NET

DB Server(API and user interface)

User Interface APIWith the user interface API, developers can modifySAP Business One by creating new windows, re-designing existing windows, and adding menus ordialog boxes. Modifications can be as simple as hid-ing or disabling a field or as complex as adding anentirely new custom module to SAP Business One.

The API does the following: Allows you to create custom functionality within a

single, integrated user interface Enables changes to business logic, as well as

simple cosmetic modifications Enables developers to add new windows, menus,

buttons, fields, and so on Provides programmatic notification of application

events

Data Interface APIThe data interface API is used to build real-time links between SAP BusinessOne and third-party applications. By providing a programmatic interface toSAP Business One through a set of fully functional business objects, thedata interface API gives you the power to connect applications and automateprocesses. Examples include custom point-of-sale (POS) system integration,HR service integration, and synchronization with mobile devices.

The data interface API provides the following: Objects and methods to read, write, and update business objects directly Full object orientation, providing a powerful interface that requires minimal

training Full access to master records, transactional data, system configuration,

and user-defined data Backward compatibility for a smooth upgrade process

1

3

2

Platforms and System RequirementsSAP Business One runs on Microsoft Windows 2000.SAP strongly recommends that you install the latest supportpackages for the operating system.

The Java ConnectorThe Java connector (Java wrapper) provides developers

with all the power and flexibility of the data interface API foruse in a Java development environment.

4

Figure 2: SAP Business One Software Development Kit



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SAP Business One is part of a portfolioof SAP solutions for small businessesand midsize companies, which alsoincludes the SAP Business All-in-Oneapplication and the SAP BusinessByDesign solution. When it comesto the widely varying needs of smallbusinesses and midsize companies,SAP solutions provide the best fit foryour specific business, IT, and work-force requirements.

By seamlessly integrating sales, cus-tomers, financials, and operations, SAPsolutions give you the cross-companyvisibility you need to make decisionsbased on real-time information. Armedwith insight into every aspect of yourbusiness, you can easily monitorperformance, eliminate inefficiencies,

and, most important, identify profitableopportunities. 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. Its theright solution to help companies like

yours stay ahead of the competition.

Learn More

Available today in more than 20 lan-guages and in more than 40 countrieSAP Business One is delivered bya worldwide network of businesspartners that leverage SAPs globalknowledge to provide local serviceand support. For information onhow the power and simplicity ofSAP Business One is the best fitfor your business, visitwww.sap.com/solutions/sme/businessone.

SAP SOLUTIONS FOR SMALL BUSINESSESAND MIDSIZE COMPANIESTRUSTED BY THOUSANDS OF BUSINESSESWORLDWIDE

With SAP Business One we

can produce our accounts

very quickly, very soon

after month end. We also

have limited the amount

of manual input in gener-

ating information, and its

links to Microsoft prod-

ucts, such as Excel, allow

us to churn out reports

very rapidly and quickly.

Paul Rakkar

Group Financial ControllerTime Out Group Ltd.

http://www.sap.com/solutions/sme/businessonehttp://www.sap.com/solutions/sme/businessonehttp://www.sap.com/solutions/sme/businessonehttp://www.sap.com/solutions/sme/businessonehttp://www.sap.com/solutions/sme/businessonehttp://www.sap.com/solutions/sme/businessone


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