SAP Business One: Features & Functions

SAP Business One allows managers and employees to access and use information more effectively -- so they can make smart business decisions. The comprehensive solution covers all the core operations necessary to run your business successfully, including:

Business Administration

·         Financial accounting -- Handles all financial transactions, including general ledger, account setup and maintenance, journal entries, foreign currency adjustments, and budgets

·         Bank transactions -- Takes care of all financial processing such as cash receipts, check writing, deposits, advance payments, credit card payments, and bank reconciliation

·         Sales and distribution -- Helps you create price quotes, enter customer orders, set up deliveries, update stock balances, and manage all invoices and accounts receivables

·         Purchasing -- Manages and maintains vendor contracts and transactions, including issuing purchase orders, updating in-stock numbers, calculating the value of imported items, handling returns and credits, and processing payments

·         Outlook integration -- Integrates with Microsoft Outlook so employees can synchronize calendars, contacts, and tasks

Customer Relationship Management

·         Sales opportunity management -- Records every sales opportunity, from the first phone call to the successful close of a transaction

·         Business partner management -- Controls all information about customers, resellers, and vendors, including profiles, contact summaries, account balances, and sales pipeline analysis

·         Service management -- Enables service operations, contract management, service planning, tracking of customer interaction, and customer support

Manufacturing

·         Material requirements planning (MRP) -- Manages MRP through a wizard-based process that enables users to define a planning scenario and predict demand based on forecasts

·         Warehouse management -- Handles inventory levels, item management, price lists, special price agreements, transfers between warehouses, and stock transactions

·         Reporting -- Creates reports for nearly every aspect of your enterprise, including customer and supplier debt, sales, cash flow, customer-contact summaries, bookkeeping, warehouse stock, financial statements, pricing, and customer activity

Features & Functions of SAP Business One: Financial Accounting

Financial accounting delivers tools and reports that enable you to manage all financial processes, including:

·         Chart of accounts -- Allows you to define all accounts and their hierarchical relationships

·         Journal entries -- Allows you to enter or find manual journal entries and automatically allocate each transaction to a project or profit center

·         Transaction templates -- Enables you to save time and prevent mistakes when entering manual journal entries

·         Recurrent journal transactions -- Lets you create your own set of recurrent transactions, including automatic frequency reminders

·         Exchange rate differences -- Adjusts foreign currency accounts to the changes in your local currency

·         Trial balance report -- Displays account balances and transactions, enabling you to view all financial reports in any desired currency and in each detailing level

·         Profit and loss report -- Displays income and expenses in the conventional way used by accountants

·         Balance sheet -- Displays assets and liabilities in the conventional way used by accountants

·         Comparative reports -- Allows all reports to be displayed in a comparative view between months, quarters, years, or any other period

·         Budget -- Helps you define and track your budget in any currency and view a summarizing budget report, which compares the actual versus the planned figures

·         Financial reports designer -- Gives you the power to create unlimited financial reporting templates

Features & Functions of SAP Business One: Bank Transactions

Bank transactions helps you handle all your financial processing, with tools for:

·         Receipt -- Records any payment term given to you by a customer, such as checks, credit cards, cash, or bank transfers

·         Payment to supplier -- Issues a payment to suppliers, allocates payments to open purchase invoices, and automatically prints the check

·         Deposits -- Enables you to deposit cash, credit cards, or checks to the bank

·         Deferred checks -- Automatically displays the deferred checks that should be deposited that day

·         Checks for payment -- Issues checks for vendors, employees, or other creditors -- and can write and print a check and update the creditor balance accordingly

·         Reconciliation -- Gives you fully automatic bank reconciliation, so you can reconcile debit versus credit transactions or reconcile your data with your bank's records

Features & Functions of SAP Business One: Sales and Distribution

From price quotes to invoicing and payment, sales and distribution helps you complete your entire sales cycle with the following tools and capabilities:

·         Quotation -- Allows you to automatically issue a price quote to customers, measure gross profit for the quotation, update stock levels, and report the customer's current balance

·         Order entry -- Enables you to enter customer orders, automatically reserve the item ordered, and notify your warehouse of the delivery date

·         Delivery notes -- Enables you to order merchandise related to a quotation and update stock balances

·         Returns -- Lets you record stock entry returned from clients

·         Invoicing -- Automatically creates the invoice and records the stock and journal transactions, while issuing an automatic receipt in case customers are paying any part of their bill instantly

·         Credit notes -- Lets you credit customer for any reason, including customer returns

·         Reserve invoicing -- Allows you to issue an invoice without changing the stock balances

·         Auto summary wizard -- Summarizes into one invoice all former accounts receivable documents related to all customers

·         Drafts -- Gives you the ability to print, edit, and manage documents that were saved as drafts

Features & Functions of SAP Business One: Purchasing

Purchasing enables you to manage and maintain every aspect of your vendor relationships. Tools and processes include:

·         Purchase order -- Allows you to issue a purchase order to vendors for materials or services, update the available amount for the items ordered, and notify the warehouse manager of the expected delivery date

·         Purchase delivery note -- Updates the actual in-stock amount without affecting the vendor's account balance

·         Purchase return -- Records goods returned to suppliers

·         Purchase invoice -- Records supplier invoices and simultaneously records a stock entry

·         Purchase credit note -- Credits suppliers upon return of goods or for any other reason that would require such credit

·         Import -- Calculates the landed value of imported goods and helps allocate different types of costs and expenses such as shipping, insurance, and customs

Features & Functions of SAP Business One: Outlook Integration

Outlook integration gives you seamless integration and synchronized communications between SAP Business One and Outlook, Microsoft's personal information manager and communications program.

Outlook provides an integrated solution for managing and organizing e-mail messages, schedules, tasks, notes, contacts, and other information. With SAP Business One, your employees can synchronize calendars, contacts, tasks -- even integrated quotation management. They can also capture and access all relevant customer, partner, and vendor information. And they benefit from seamless communication that spans departments, business functions, and the entire organization.

Capabilities and processes include:

·         Data synchronization -- Provides a broad range of synchronization options and allows users to schedule synchronization activities

·         Save e-mail as activity -- Allows users to choose manual association when automated association is unsuccessful; provides alias lists for multiple e-mail addresses

·         Usability -- Streamlines employee productivity through context-sensitive menus, a synchronization preview window, and an Outlook "speed bar" that makes it fast and easy to access frequently used functions

Features & Functions of SAP Business One: Sales Opportunity Management

Sales opportunity management records every sales opportunity, from the first phone call to the successful close of a transaction. Users can enter various details concerning the opportunity, including the source, potential, closing date, competitors, and activities. As soon as the first relevant quotation is created, users can link it with the opportunity to simplify later tracking and analysis.

Capabilities and processes include:

·         Reports -- Allow you to analyze opportunities by lead source, territory, industry, customer, and item

·         Forecasts -- Enables you to manage forecasts and view anticipated revenue by a variety of date ranges, such as month and quarter

·         Lead distribution -- Lets you view the distribution of leads by source over time to identify the most profitable lead generation activities

·         Activities calendar -- Offers a highly configurable scheduling tool that shows activity types, covers workdays, hours, and holidays, allows multiple users to access the same calendar, and provides a team dashboard calendar

·         Service module -- Addresses queues and territory management, allowing you to define team queues, view service calls by queue, and manage territory hierarchies; covers service call activities, enabling you to return serialized items for re-shipment, create credit memos from service calls, and monitor response and resolution times

·         Usability -- Streamlines employee productivity through easy-to-use tools and features such as a win/loss opportunity table, open/closed opportunities, forecast reporting, and new fields such as territory, project, sales channel, source, owner, and number of open activities

Features & Functions of SAP Business One: Business Partner Management

Business partner management allows you to track and manage vital information about your clients and vendors. Capabilities include:

·         Cards management -- Records all information about clients and vendors, including addresses, contact records, account balances, and more

·         Contacts -- Records telephone calls, meetings, or any interactions between you and your client or vendor

·         Opening balances -- Manages opening balances of customers and vendors

·         Contacts summary -- Displays your open customer contact records

·         Sales opportunity -- Records any sales opportunity, from first call to successful closure

·         Opportunity analysis -- Reports on opportunities in three main dimensions: by customer, per item, and per agent

·         Sales pipe graph -- Displays a dynamic sales funnel that shows all sales stages from lead to order, enabling you to view a detailed report at each stage

Features & Functions of SAP Business One: Service Management

Service management optimizes the potential of your service department, providing support for service operations, service contract management, service planning, tracking of customer interaction activities, and customer support. Capabilities include:

·         Service call -- Enables users to manage, track, and resolve customer questions and deal with item-related problems

·         Customer equipment card -- Provides service technicians with detailed information about an item sold to a customer, such as a manufacturer's serial number, replacement serial number, and all service call history

·         Service contract -- Allows users to create a regular support or warranty contract for items or services sold to a customer

·         Rate tables -- Allows you to enter your foreign currency rates and indexes or auto download rates from the Web, which can then be used in reports and data entry

·         Knowledge base -- Helps service reps resolve problems and optimizes their performance

·         Service reports -- Enable users to view and analyze data related to service contracts, customer equipment, and service calls

Features & Functions of SAP Business One: Material Requirements Planning

Material requirements planning (MRP) manages MRP through a wizard-based process. This process enables users to define a planning scenario in five easy steps and predict demand based on forecasts. Capabilities include:

·         Define forecasts -- Allows users to predict demand based on forecasts, foresee future demand for the product, and adjust material planning accordingly

·         Planning wizard -- Steps users through the creation of planning scenarios in five easy steps. Users define the planning horizon, which can be viewed in weeks or days. Scenarios can be run for a range of items or item groups. The user selects the desired criteria in the scenario, such as existing stock levels, open purchase orders, sales orders, work orders, and inventory that reached its minimum stock level, as well as predefined sales forecasts. Once a scenario is executed, the solution presents a make-or-buy recommendation. Drill-down options allow planners to view the net requirement calculations and view the actual documents driving the gross requirements. Exception warnings and visual cues help users identify orders that need to be expedited.

·         Order recommendation report -- Allows planners to automatically select recommended production orders and purchase orders for automatic creation; if an item needs to be outsourced, planners can easily convert a production order to a purchase order

Features & Functions of SAP Business One: Warehouse Management

Warehouse management gives you the tools and processes you need to handle stock merchandise, including:

·         Item management -- Manages all item information, including name and code, barcode, trademark, measures, prices, and even the item's picture

·         Item query -- Gives you a quick view of item details

·         Price lists -- Lets you define as many price lists as you need and associate them with each customer or vendor

·         Special prices -- Records prices for unique customers or from unique vendors and enables you to set quantity-sensitive prices that change according to quantities purchased

·         General receipt/release from stock -- Allows you to record a stock entry or release not connected directly to an AP/AR document

·         Transfer between warehouses -- Enables you to record all transfers between warehouses

·         Stock transactions -- Maintains opening balances for stock items and updates stocktaking data

Features & Functions of SAP Business One: Reporting

Reporting can open an entirely new world of data and information, with tools for:

·         To do lists -- Allows managers to quickly receive updates of all their business irregularities, such as unpaid invoices, open price quotes or orders, missing items, and more; features a link to Microsoft Word that allows you to create, with a single mouse click, a set of letters to each obliged customer

·         Customers/suppliers debts aging -- Lets you view all customer and supplier debts, sorted and divided by their age; view a detailed report for the customer by clicking on a customer line; and use a link to Microsoft Word to create, with a single mouse click, a full status report of all customer debts

• Sales analysis -- Allows you to analyze your sales in three main dimensions (by customer, per item, and per agent); enables you to create any cross-sectioning between these dimensions to get a better view, with a report that automatically creates charts to display the data graphically and drill down to a highly detailed level