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ment by exception to create an end-to-end solution SAP Business One offers secure access from a
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for complete visibility, tracking, management, number of devices and channels across corporate Fax
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control, and analytic reporting of all key enterprise intranets and the Internet, including:
drivers. · Web browsers
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Customer
· Windows clients for desktop and laptop users
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· Personal digital assistants (PDAs) E-mail
Key Functions for Your Business · Cellular phones, including those that support
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Wireless Appliation Protocol (WAP)
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Integration: SAP Business One synchronizes
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communications with seamless integration with the Employee
Bank
Microsoft Office suite of products. Wireless
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XL Reporter: This fully integrated reporting and
financial analysis tool uses a Microsoft Excel-style
interface and works with Microsoft Excel to provide 3
instant access to live financial and operational data Single Server Architecture Enterprise Analytics and Reporting
residing in the SAP Business One database. SAP Business One resides on a single server that SAP Business One provides a 360-degree view of your
integrates seamlessly with a standard Microsoft business through tight integration of all SAP Business
Drag&Relate™: SAP Business One helps you Windows network. Using a Win 32-based, two-tier, One functional areas. From a dashboard, you can view
identify key relationships. Using SAP's patented client/server architecture, SAP Business One delivers historical customer interactions, operational logistics,
Drag&Relate feature, you can select a data field with peak performance and leverages your existing network supply chain dynamics, and enterprise-critical analyses.
the mouse, then drag that field to virtually any menu infrastructure for maximum efficiency.
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item. The resulting instant report displays the c
relationship of the field to the menu item for
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on-the-fly, train-of-thought reporting.
SAP BUSINESS ONE FEATURES
Embedded customer relationship management
(CRM) functionality: SAP Business One is the only Reporting and Data Navigation Capabilities
solution built for small and midsize businesses that
features built-in CRM. You can manage sales Underlying SAP Technologies (Drag&Relate, Alerts, User Interface Customization)
opportunities and conduct sales pipeline analysis,
track customer and vendor profiles, maintain Financials Sales Service Purchase Inventory Manufacturing
contact information, track account balances, and Visibility, Management, and Control from Prospect
administer contracts, and handle service planning. It •Chart of accounts •Opportunities and •Service contract •Purchase orders •Items management •Bill of materials to Profitability
also gives you easy views into future sales, as well •Account segments pipeline management management •Purchase deliveries •Item queries •Production orders
as past performance. •Journal entries •Contact management •Service planning •Purchase returns •Price lists •Forecasting Think of the SAP Business One architecture as a series of
•Journal vouchers •Quotations •Tracking across •Purchase credit •Receipt to stock •Materials resource concentric workflows, including customer acquisition, through
•Orders multiple customer notes planning wizard manufacturing, delivery, and after-sale service and support.
Workflow-based alerts and key performance •Recurrent transactions interactions •Release from stock
indicators (KPIs): With SAP Business One, you •Exchange rates in •Invoices
•Knowledge
•Landed costs •Stock transactions •Recommendation Each of these workflows is fully integrated and aware of the
reports
can manage by exception — monitoring, notifying, multiple currencies •Deliveries database •Warehouse critical handoffs, activities, and transactions downstream in your
•Financial reports •Returns transfers business. In this context, it’s easy to envision how SAP
and taking action when specific events occur. An •Service call
•Budget cost centers •Price lists in multiple management •Serial numbers Business One provides the necessary connectivity and
embedded workflow management tool allows you currencies tracking
•Sales tax calculations integration to manage your entire business — from prospect
to designate the activities you want to track and to •Client management •Batch management
•Multiple financial
take immediate corrective action when necessary. periods •Gross profit •Pick and pack to profitability.
•Deposits calculation •Kitting
Adaptability: You can add or upgrade fields, •Checks •Microsoft Outlook
integration
change forms, and personalize queries and reports— •Credits
without programming — as the needs of your •Receipts
business change. •Deferred payments
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Rapid Implementation Methodology
Rapid Implementation
Implementation Operations and Refinement
SAP Business One uses a businss-process-
oriented methodology for rapid implementation.
Once you establish business rules, deployment is 1 Handover 2 Analysis 3 Installation and 4 Handover 5 Training and
extremely rapid. Typically, businesses are up and from Evaluation and Design Customization Solutions
running in a matter of weeks.
Handover from Evaluation Phase Process Analysis and Design Execution Acceptance Testing and
Management
· Describe business processes · Clarify and elaborate on all business · Perform the installation according
Approval
Training
An implementation guide helps you to optimize the and functional requirements processes defined in the evaluation phase to the installation guides · Perform any necessary upgrade if a new
· Mandatory basic navigation training for all
implementation process. The implementation guide · Develop a time schedule · Define business process needs in detail · Initialize the system patch was released
users
· Divide into subjects: · Simulate all major business processes
includes templates that you can use as models. You · Describe the structure of the company · Create databases · Individual business process training
that have been defined
can also customize the templates to handle unique and responsibilities · Sales process · Perform system initialization and definitions · Introduce the SAP Business One
· · Simulate major business processes with a
· Use the customized demo database Purchasing process in SAP Business One according to the customer portal
needs. · super user
Inventory management system initialization guide
· Identify unconventional · Searching notes
· Production process and materials · Set up all user-defined fields · Compare the data to established reports
business processes · Creating support messages
The methodology blueprint (to the right) describes requirements planning (MRP) · Review results and obtain sign off
· Identify proposed solutions · Migrate master data
· Financials and chart of accounts
the complete implementation process, implementa- · SAP support contact information
· Identify activities and the amount of data · Sales opportunities · Deliver the relevant templates, including the
tion some partial deployments may skip stages. that must be migrated, if possible · Service user fields that need to be imported Before Going Live
· Banking · Prepare data migration steps according to the · Review go-live checklist After Going Live
To achieve a smooth and efficient implementation- · Reporting data migration and opening balances guide · System review according to post
Kickoff Meeting · Create or import opening balances
· Define authorization and data ownership · Receive raw data for import go-live checklist
process, use all supporting materials provided with · Present the implementation methodology · Create custom user manuals
requirements · Test the validity of converted data · Perform a month or quarter end closing to
this methodology blueprint including: · Review available resources review reporting and system correctness
· Define hardware requirements for SAP
· Obtain sign off for imported data Go Live
· Review the time schedule Business One and compare to existing · As needed to optimize busines processes:
· System initialization hardware · Implement business process requirements
· Create users and authorizations
· Review data conversion needs, including the · Create database backup after every major
· Create user-defined fields and tables
· General ledger accounts setup type and amount of data step has been completed as needed for
· Customize the printout templates
· Establish any required integration initial operations:
· Master data migration and opening balances · Create queries
points for third-party solutions · Create users and authorizations
· Create formatted searches
· Review critical success factors · Create user-defined fields and tables
as defined
in each section · Customize user-defined printout templates
· Create reports
· Identify any limitations in the out-of-box · Create queries as defined
· Create alerts
solution and discuss work-arounds · Create formatted searches as defined
· Define approval procedures in
· Explore solution possibilities, including · Create reports as defined administration module
user-defined fields, formatted searches, · Create alerts as defined · Create screen layouts via user settings
queries, and the use of the software · Define approval procedures in
development kit (SDK)
administration module
· Define the specifications of possible add-on · Create screen layouts via user settings
developments
· Create the project plan and assign tasks
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Create
Sales process templates 21
Simulation
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Purchasing reports
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process
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3 12 13 14 17 20 23 24 25 26 27
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Set time Analysis and Project task Installation/ Master Create Acceptance/ Training Feedback/
Create backups Before going live Go live After going live
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2 11 18 Create
Review search criteria 22
Customer meeting Compare
8 success factors
methods review Production data
process 19 Create
screen layouts
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Single Server Architecture and Integration
The SAP Business One solution resides on a single Internet Dashboard analytics
server that integrates seamlessly with a standard The SAP Business One Web browser integration and reporting Server
Microsoft Windows network. Server architecture Single Server API Layers
includes security, backup, and network access SAP partner
Operating System Microsoft Windows 2000 Server or Advanced Server
SAP Business One is equipped with an Web server
protocols. Access is granted via wide area network Microsoft Windows 2003 Server
application programming interface (API) that is function
(WAN) terminal services or dial-up network Standard/Enterprise 32 Bit
based on Component Object Model (COM) (Praxis)
connectivity.
technology, you can use this API to enhance CPU Microsoft SQL Server– 1x Intel Pentium III
the functional scope of the solution or adapt it Sybase ASE –1x Intel Pentium IV
SAP Business One uses standard database backup to meet your specific requirements. Developers IBM DB2 Edition –1x Intel Pentium IV
procedures, eliminating the need to save and transfer can access the COM objects using program-
the database to another machine while providing RAM Microsoft SQL Server – 512MB
ming languages, such as Visual Basic, C/C++, Seamless integration Sybase ASE – 1GB
immediate access to critical business information. and Java. Channel and of third-party or SAP IBM DB2 Edition – 1GB
device integration partner functionality
You can use the following databases with SAP Two different APIs are supported: one for the Hard disk free space Microsoft SQL Server – system partition 0.5GB/
data interface and one for the user interface. data partition 2GB
Business One: Sybase ASE – system partition 0.5GB/
data partition 2GB + additional 1GB for each company
•Microsoft SQL Server IBM DB2 Express Edition – system partition
•Sybase Adaptive Server Enterprise (ASE)— Data Interface API 0.5GB/data partition 2GB
SAP Business One API Layer mySAP
Small Business Edition Using the data interface API, developers can 1 Workstation Business Suite CD ROM Drive 24x or higher
Visual
•IBM DB2 Express Edition extend SAP Business One by adding windows, Java C++ C#
Basic
ASP
Display 640 x 480 with 256 colors or higher
changing existing windows, and modifying the
Ease of Use Configurations behavior of the application to fit unique COM .NET XML Database Microsoft SQL Server 2000 SP3
business requirements. External Systems Sybase Adaptive Server Enterprise
•Seamlessly integrated product •Search help Data interface API Integration services Small Business Edition Version 12.5.2 GA
IBM DB2 Edition Version 8.1 FP5
•Drag&Relate •Forms Any other
Third-party external system
•Queries User Interface API Software Microsoft IE 6.0 SP1
software Microsoft Data Access Components (MDAC)
System Architecture •User-defined fields The user interface API supplies objects and Any other
2.6 / 2.8 for Windows 2003 Server
•Two-tier client/server •User-defined tables procedures for accessing input fields, check business appliation For IBM DB2
architecture boxes, internal system events,
•User-defined objects Microsoft .Net SDK – Windows 2000
•SQL field link and much more. 2 Workstation SAP Business One Server Microsoft Visual C++ .NET – Windows 2003
Oracle
Interface and integration
The objects and procedures supplied by the
•Flat files Microsoft Office E-mail Back-up
Integration
user interface include:
Legacy Workstation
•XML (HTTP, SOAP)
Ref
Security Workflow Event mgmt
•API (COM, .NET, and Java) •Outlook • Application: establishes the connection to SAP Business Integrity
One client Operating system Microsoft Windows 2000 Professional
•ODBC •Excel SAP Business One Microsoft Windows XP Professional
Microsoft
DB2 Express Sybase ASE
•Word • Form: represents a window within SAP GUI API
SQL Server
CPU 1x Intel Pentium
Business One User configuraiton Transaction Data access
metadata management optimization RAM 128 MB
• Item: enables the processing of dialog boxes Third-party
and alters their contents, as well as their software Business logic Hard disk free space 500 MB
position, size, or visibility
Business configuration sets CD ROM 24x or higher
• Check box: processes check boxes Microsoft Office
Business configuration sets simplify
Display 800 x 600 with 24-bit color or higher
• Matrix: stands for a table in a window the customization process. They
make partner solutions easier to Software Microsoft IE 6.0 SP1
• ItemEvent: processes events Microsoft Data Access Components 2.6
create and maintain. You can reuse
• MenuItem: activates individual menu items MS SQL settings for a certain function or an (MDAC) or higher
DB2 Express entire business process.
• MenuEvent: influences an event process Sybase ASE
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Data Transfer Workbench Microsoft Outlook Integration Integration with mySAP™ Business Suite Migration to mySAP Business Suite The SAP NetWeaver® Platform
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The data transfer workbench tool migrates SAP Business One is fully integrated with SAP Business One is seamlessly integrated with SAP offers a migration path from SAP Business The SAP NetWeaver platform helps you
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master and transaction data from legacy Microsoft Outlook, enabling seamless mySAP Business Suite solutions, and because it One to the mySAP Business Suite family of obtain more business value from your existing
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systems into SAP Business One. Predefined communication that can span your organiza- has an open architecture, it can be easily intergated business solutions so small subsidiaries can IT investments and deploy a services-oriented
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data file templates simplify the preparation of tion and business functions. Departments can with solutions from independent software vendors. interface with parent companies. It can also architecture.
data for import. share contacts, appointments, and tasks. This open architecture allows you to realize all the support dramatic growth — up to thousands of
extensive benefits of SAP software. employees.
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Integrated Business Intelligence: Management by Exception
Management by Exception
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appropriate person, allowing an instant response.
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Any breach of preset business policies triggers an
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Embedded Business Intelligence
Managers receive alerts that not only focus attention
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User-Defined Personalization and Configuration
Personalization and Configuration
Flexibility
SAP Business One gives you powerful tools to tailor Functional Flexibility
forms, policies, queries, and reports to meet specific
business needs so you can run your business the way
and Control
you want without technical training. You can configure the following
You can configure the software to define exchange administrative functions:
rates, set authorization parameters, create internal mail
· Company selection across multiple
and e-mail, send short message service (SMS)
settings, and data import and export functions. basic settings
You can configure import and export data. : · System initialization and general
· Company selection preferences
· System initialization and general preferences · User definitions, including chart of
· User definitions accounts, tax codes, sales, employees,
· Authorizations territories, projects, address formats,
· Exchange rate definitions payment terms, vendors, customers,
· Utilities item and commission groups,
· Data import and export parameters warehouses, service contract
· Recovery templates and queues, banks,
· Alert functions payment methods, and shipping
· Send messages methods 1 2 3
Add User-Defiined Fields Create User-Defined Fields Personalize the Software
User-Defined Fields · The master data record for the
SAP Business One is a flexible solution that can adapt to You can add an unlimited number of user-defined fields to Once you have personalized the software, you can use the
You can define fields for all objects, including items, entire system
support your specific business processes. You can add most forms in the system at the header or document level settings in queries, lookups, and Drag&Relate reports. You can
business partners, and orders, so you can manage the · Business partner ffile covering the user-defined fields to most forms without making any code or at the row or detail level. You can select the type of also personalize printed documents, just like any other field.
information required for business activities. Examples of master data record of a customer changes. As changes occur, SAP Business One can field or the length of the field from a drop-down list. This
user-defined fields include: or vendor change with them resulting in a lower total cost of function is controlled with authorizations codes; with the
· Texts ownership (TCO) for the life of the software. proper authorization, you can add or change fields in just
· Addresses · Product Trees representing the minutes.
· Phone numbers header of a BOM
· URLs · Product trees Lines covering the
· File attachments individual materials that are assigned
· Images to a bill of materials (BOM)
· Drop-down lists
· Documents for the header line of a
Formatted Searches sales or purchasing document
You can use formatted searches to consolidate and
· Document lines containing the individual
leverage multiple points of data in single fields to
create extremely powerful relational searches with items that are assigned to
multiple variables. Formatted search selections include: a sales or purchasing document
· Automatic entry of values into fields based on the · Journal entries by title or description
use of different objects in the software
· Entry of values into fields based on predefined lists
· Automatic entry of values into fields based on
user-defined queries
· Definition of dependencies between fields
keyboard commands.
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You can easily change the names of screens in SAP With the proper authorization, you can modify transaction windows. With the proper authorization, you can modify transaction
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Business One Business One, so you can use your own internal naming. Select the fields needed from the Form Settings, drag and drop screens. You select the fields from the form setting, then
· Form: represents a window within SAP Business One them for personalization. You can use standard or user-defined drag and drop them to personalize the window. You can use
· Item: enables the processing of dialog boxes and alters fields. standard or user-defined fields.
their contents, as well as their position, size, and
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Software Development Kit
The SDK:
•Provides programmatic access to SAP
Business One’s business logic through an Workstation Workstation Web server Server User
object-oriented layer
(Experiences a unified look and feel)
•Enables SAP partners and customers to extend
Data
and enhance the functionality of SAP Business Third-party
transfer
One to fit their unique needs application
workbench
SAP SAP SAP
•Can be used with a wide range of programming Business Corporate
Business Business Web store
languages and tools – so developers can use One
portal
One One POS
familiar technologies
system
•Provides strong backward compatibility, so little Third-party User interface behavior/
Microsoft SAP Business One Client
Functionality
or no rework is required when upgrading to a Office application
new version of SAP Business One • Set or retrieve values from the
3 4
Platforms and System Requirements The Java Connector
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SAP Business One runs on Microsoft Windows DB The Java connector (Java wrapper)
2000. SAP strongly recommends that you install the provides developers with all the
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latest support packages for the operating system. power and flexibility of the data
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interface API for use in a Java
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Fully Integrated CRM: Sales Cycle Management
Key Features and Functionality SAP Business One offers integrated CRM functionality. It provides a centralized
location for all of the information related to a sales opportunity, including:
Sales and accounts recievable: Create price quotes, · The stages designed for your sales cycle
record customer orders, set up deliveries, update · The opportunity weights based on the stage in
stock balances, and manage all invoices and the sales cycle to obtain more accurate sales forecast
accounts receivables
· Leads by source
Purchasing and accounts payable: Manage and · Track the competition
maintain vendor contracts and transactions, such as · Any documentation
issuing purchase orders, updating in-stock numbers,
concerning the deal
calculating the landed cost value of imported items,
and handling returns and credits
Business partners: Control all information on
customers, resellers, and vendors, including e-mail
addresses, profiles, sales reports, activities with
business partners, account balances partners, and
account balances; search a calendar of user activities
using such terms “start with” or “contains” to find the
necessary item
7 Management Reports
Managers can retrieve a unique, time-phased view of the
data through the dynamic opportunity analysis report (the
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balloon report), so they can easily spot trends, patterns,
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and behaviors of the sales people and opportunities. This
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5 You can easily drill down to master data for customers, leads, and
helps them answer important questions:
· Where are opportunities stalling?
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vendors for a 360-degree, real-time view. You can view the following
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information and drill down to details: · Which sales people are losing the most deals?
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· Contact individuals and their information · Which sales people are winning the most deals?
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· Account balance · Is there one area of the sales process that seems
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Fully Integrated CRM: Service Cycle Management
Integrated CRM Functionality:
Complete Sales and Service Integration
SAP Business One delivers complete CRM functional-
ity as part of the complete solution. Tightly integrated 1 4
features across marketing, sales, and service provide
Service Contract Levels Skill Set Routing
end-to-end visibility throughout the customer life cycle.
You can define the level of service a customer Once the information has been collected, you can assign
CRM functionality gives you complete control of can receive. The customer equipment card, it to a technician, pass it to another internal SAP Business
customer acquisition, retention, loyalty, and which can be created automatically or manually, One user, or add it to a queue for follow up. Technicians
profitability for your business. tracks each serialized item to an individual can enter expenses into a form, and the information can
customer. The card indicates: be transferred to the service call record in SAP Business
CRM Service with SAP Business One One, for complete tracking from a single record.
· Type of coverage: serial number level, item
SAP Business One handles support for service group level, time coverage, or customer level
operations, service contract management, service · Response or resolution time
planning, tracking of customer interaction activities,
customer support, and sales opportunity manage- · Start, end, and renewal dates with reminders
ment. The software can automatically assign a
warranty when an item is sold.
Key Features and Functionality
Service contract: You can create a regular support or
warranty contracts for items or services sold to a
customer. The contract maintains the start and end
dates, as well as specific terms of the contract, such
as guaranteed response or resolution times. 2
Customer equipment card: The software provides Call Entry, Tracking, and Management
service technicians with detailed information about As service calls are received, customer service
an item sold to a customer, such as a manufacturer’s agents can search for customers by item or
serial number, replacement serial number, and a serial number. Using customizable drop-down
complete service call history. It also lists service lists, you can track types of problems and types
contracts assigned to the item. of calls, as well as their origins. You can also
capture additional information, including:
Customer equipment report: The software shows all
equipment and corresponding serial numbers sold to a · Remarks: general information to further
customer or a range of customers. describe the problem
· Activities: track and schedule all follow-up
Service calls: You can view all service calls that were
created, resolved, or closed on a specified date or conversations related to the service call
within a range of dates. You can restrict the report to · Resolution: how the problem was ultimately
service calls for a specific queue, technician, problem resolved
type, priority, item, and call status. Or you can view · History: complete call history—who opened
only overdue calls. the call and when, who entered additional
Service calls by queue: You can track all pending information and when
service calls in the queue. The software maintains a
call history related to a particular incident. You can
monitor the status of calls and assign them to
individual technicians or maintain them in a team
queue.
3
Response time by assignee: You can follow the Solution Knowledge Base Support
interaction between a customer and service and
A solution knowledge base stores common,
record the time necessary to respond to a single
recurring problems so agents all have access
service call.
to the information to improve first-level
customer service. The knowledge base
supports key word search and troubleshooting
5 6
logic tree, searches and provides a
r troubleshooting logic tree, which walks agents Service Reports Service Monitoring
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through symptoms to quickly find the best A series of standard reports show service calls by assignee You can monitor open calls and past-due calls using a
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solution to a problem. A status report ensures or by queue. The software tracks service technicians so you dynamic graphical report. The software sounds an
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the information being passed on to the can determine the response and closure times. With these audible alarm when a call reaches an open call or
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reports you can view and analyze data related to service overdue call limit. Several reports are available:
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and complete. contracts, customer equipment, and service calls. You can
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Production Management for Light Manufacturing
Alerts can notify you when orders are still open and appear in the sales order document manufacturing.
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need to be produced.
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· Assembly BOM: just just the finished product appears in the Released: The production order has been released to the shop floor for work.
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sales order document Manual: The manual status is used to issue components to the shop floor. You
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· Template BOM: the components simply appear as a list of items can also update the component items as long as there are no transactions for the
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Purchasing Cycle: Purchase Order to Payment
Purchasing Process Management
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Financials
Financials
SAP Business One offers fully integrated financials
and banking functionality for complete, across-the-
board tracking, management, reporting, and control of
all key financial and accounting processes.
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Multilevel Reports Integrated Reports XL Reporter Tool
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Multilevel reporting is also enhanced by the flexibility SAP Business One offers extensive integrated reporting tools for The XL Reporter tool provides real-time views of data within SAP
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provided in the account segmentation feature of SAP compiling business, accounting, warehouse, and financial reports, as Business One with all of the powers of Excel for report formatting. A
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Business One. You can create the general ledger account well as account statements. You can export reports to Microsoft Excel report composer allows you to drag and drop the information into the
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structure that enhances your reporting. and Microsoft Word. report. You can also manage and organize report definitions, execute
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True Cross-Enterprise Analytics and Reporting
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The SAP Business One Ecosystem
Managing the Enterprise Ecosystem Visibility, Management, and Control — from Prospect to Profitability
SAP Business One is a completely integrated Think of SAP Business One as a series of concentric workflows—from customer
business management solution that supports all acquisition through manufacturing and delivery to after-sale service and support.
key business processes and workflows. It goes
beyond the typical stand-alone, disconnected silos Each of these workflows is fully integrated and aware of the critical handoffs,
of departmental automation to deliver a true, activities, and transactions downstream in the enterprise. In this context, it's
cross-functional solution. It is simultaneously easy to see how SAP Business One provides the necessary connectivity and
connected, concurrently networked, and integration to manage the entire enterprise life cycle from customer prospect to
continuously aware of all interrelated enterprise profitability.
business processes. r
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Managing a Seamless Continuum of
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Business Processes and Workflow
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SAP Business One effectively models and
manages the complete business process life
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cycle, from — prospect to profitability — across
the entire enterprise ecosystem. It covers the
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following areas:
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•Opportunity management and customer
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acquisition
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•Order processing, shipping, and delivery
•Manufacturing planning, purchasing,
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and receiving
•Manufacturing production, finished goods,
and parts inventory
•Service and support life-cycle management
•Fully integrated financials, banking, and
accounting
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self-aware, knowledge-driven solution for
integrated enterprise management, control, and c
profitability.
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By recognizing the critical transactions, activities,
handoffs and interrelationships in the knowledge-
driven enterprise, SAP Business One ensures
frictionless, real-time automation of the entire
business process life cycle.
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