SAP Business One

Video Overview

Benefits

• The ability to capture and manage all business information in a single, integrated software platform
• Improved decision-making capabilities via extensive business intelligence capabilities
• Scalability for growing organizations anticipating increased data, transactional, and user demands
• Flexibility to meet changing business requirements through customization and an extensive array of add-on applications

Critical administrative and system-level features that distinguish SAP Business One from other competitors in the SMB ERP market include: multi-currency/multi-language support, notifications and alerts, role-based permissions management, a data transfer workbench for managing the migration of existing business data, an integration framework, and an SDK for rapid deployment of program customizations.

SAP Business One Quick Facts

What Functionality Does SAP Business One Include?

SAP Business One provides a range of ERP-related functionality including:

• Accounting and financial management
• Customer relationship management
• Supply chain and warehouse management
• Manufacturing production management
• Project and resource management
• Purchasing and procurement
• Reporting and analytics

How Much Does SAP Business One Cost?

Pricing on SAP Business One depends on a number of factors including selected modules, user count, user types, deployment preference, support expectations, and implementation and training needs.

Based on review activity, 68% of buyers who recently considered SAP Business One had spending ranges in the tens of thousands of dollars range (USD) for their estimated total cost of ownership over a 3 year period. The median expected spending range for reviewers of SAP Business One was $51k.

Customized pricing is available upon request, and additional SAP Business One cost info can be found below.

What Are the Licensing Options for SAP Business One?

SAP Business One can be licensed on either a purchase or subscription model.

The SAP Business One OnDemand offering provides managed hosting of the software and makes the software available on a SaaS, subscription basis.

Alternatively, SAP Business One can be purchased via paying a one-time licensing fee. Version updates and tech support for the purchased version of SAP Business One are available via annual maintenance contacts.

Who Sells SAP Business One?

SAP Business One is sold and supported by an extensive network of SAP authorized solution providers.

What Industries Is SAP Business One Appropriate For?

SAP Business One is designed for use in a wide variety of industries. Based on established customer review activity, SAP Business One is most commonly considered by companies in the manufacturing, distribution, retail, and commercial & service industries. Additional data on SAP Business One popularity by industry is available below.

What Size Companies Use SAP Business One?

While SAP software is often associated with large enterprises, the SAP Business One solution is designed specifically for small and mid-sized businesses, typically between 1 to 200 employees and $1M to $200M in annual revenue. These companies are often outgrowing manual spreadsheets or QuickBooks and are striving to increase sales.

Based on recent customer review activity, 63% of organizations reviewing SAP Business One had employee counts between 10 and 99. Additional data detailing the popularity of SAP Business One as a review option across different organizational sizes is available below.

Is SAP Business One Cloud-Based?

SAP Business One functionality can be accessed via the cloud in both self-hosted or managed-hosted deployments.

Users running SAP Business One via the cloud will require either Citrix XenApp Edition or Windows Terminal Services in order to access the software from Windows-based work stations.

Mobile users can access select SAP Business One functionality via native iOS and Android apps.

What Operating Systems Can the SAP Business One Client Run On?

SAP Business One is designed for users running Microsoft operating systems. Additionally, select functionality is available for iOS and Android users.

Can SAP Business One Be Customized?

SAP Business One offers extensive customizability options. The SAP Business One Software Development Kit (SDK) provides programming interfaces, sample code, documentation, and a variety of utilities enabling customization of program functionality.

Are Additional 3rd Party Software Options Available to Extend SAP Business One?

A large variety of 3rd party software add-ons are available to extend the core functionality of SAP Business One.

Features

The SAP Business One solution provides a broad set of functionality designed to meet the business challenges of small to medium sized businesses.

The following chart displays data on the feature support found in SAP Business One for a selection of functionality commonly desired by companies seeking an SMB-oriented ERP product.

Pricing

Pricing on SAP Business One depends on a variety of factors including required functionality, support expectations, implementation and training needs, deployment preference, active promotions, and user count. Consequently, pricing on SAP Business One can vary significantly.

The following chart provides an overview of the estimated maximum acceptable spending range over a 3 year period of total ownership reported by reviewers of SAP Business One.

Target Organization Size

SAP Business One is intended for use by small and medium-sized organizations. The median size of organizations who consider SAP Business One based on recent review activity is 30 employees.

Cannabis ERP Software

Cannabis and CBD product producers require a system that can handle the complexities of their entire operation. The SAP Business One platform has all functionality built into one system, with a shared centralized database to increase efficiency throughout the organization. State-of-the-art analytics and dashboards will help you make better business decisions.

Core Business Functionality

SAP Business One comes standard with core functionality all cannabis businesses need to operate:

• Best Practices Financials and Accounting
• Materials Resource Planning and Forecasting
• Advanced Purchasing Functionality
• Sales, Order Processing and Delivery
• CRM and Customer Service
• Inventory Management

And SAP Business One functionality meets the specific requirements unique to the cannabis and CBC industry:

• Seed-to-Sale Tracking
• Integration to METRC
• Multi-State Operations (MSO)
• Lot and Batch Numbering
• Advanced Bill of Materials
• Availability to Promise
• Raw Material Traceability
• Certificate of Analysis Templates
• Advanced Planning and Scheduling
• Recall Traceability
• Materials Resource Planning (MRP)

SAP Business One easily integrates with other platforms with industry-standard APIs.

• Website and eCommerce
• Customer and Vendor Portal
• Warehouse Management Systems
• Shipping and Logistics
• Third-Party Logistics (3PL)
• Point-Of-Sale (POS)

Modules

Accounts Payable

SAP Business One includes a comprehensive solution to improve vendor management and control accounts payable operations.

Accounts Payable vendor account records integrate directly with inventory items and purchase orders so that you can optimize the purchasing and purchase payment operation in your business. That integration provides you with great features such as:

• Issue purchase orders to define purchase terms such as price, quantities, delivery dates, etc.
• Record goods when received and match vendor invoices to purchase order detail
• Once invoices are recorded and matched with receipts and purchase order terms it’s a simple matter to process vendor payments
• Record credit memos for vendor returns and assure proper credit is received

SAP Business One’s vendor and accounts payable functions make this critical and time-consuming task simple to perform

Accounts Receivable

Keeping on top of customer Receivables is critical. With SAP Business One makes this crucial task easy to do.

Features Include:

• Customer receivable collection - Collection wizard provides the ability to manage multiple collection letters per customer along with a complete collection history.
• Interest, collection and late fees can be easily added using different calculation methods that best fit your business needs.
• Track outstanding receivables by client or invoice… your choice.
• Create an invoice AND receipt in one step by using information on the same document
• Easily create credit memos by importing data from the original invoice when products are returned

Bank Transactions

Features and Functions of Bank Transactions

• 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

Banking and Reconciliation

With the banking and reconciliation functionality in SAP Business One, you can automate and accelerate incoming and outgoing payments. The payment wizard allows you to clear multiple accounts receivable and accounts pay­able invoices in batch mode for checks and bank transfers. The payments are executed according to your selection criteria and payment methods (such as check, bank transfer, credit card, or cash), and then the journal entry trans­actions are automatically posted once the process is completed. With the bank statement processing feature of SAP Business One, you can also readi­ly process external bank statements to generate incoming and outgoing pay­ments and to reconcile your balance sheet accounts.

SAP Business One enables you to match payments that are not automati­cally reconciled, such as payments made “on account,” to open items either automatically or manually through its reconciliation engine. You can filter this engine by general ledger account or by business partner.

Cost Accounting

SAP Business One enables you to define profit centers so that you can monitor and regulate the costs of your business processes effectively. The profit center reports give you important information about the costs and revenues that have arisen, sorted by area and department.

First of all, you define the various cost centers or departments in your company as profit centers. You then assign revenue and expense accounts to the profit centers so that any data relevant to a profit center can be updated automatically for all transactions entered in the system. Costs are allocated to the profit centers using information that you define in a distribution rule. This means that any costs incurred will be allocated to the profit centers on the basis of a specific key. If you decide that the way in which costs are allocated no longer reflects the way in which your company works, you simply change the distribution rule as required. You can use the Profit Center Report to generate a profit and loss statement for any profit center and period.

In addition to conventional financial accounting (where the values of all business transactions are recorded), many companies also perform cost accounting. The aim of cost accounting is to determine how profitable a company’s business activities are.

Cost accounting allows you to analyze the expenses and revenue of a specific business area in detail. Some expenses can be assigned to one specific business area. Expenses and revenues that can be assigned to one specific business activity are called direct costs and direct revenues.

In every company, there will always be expenses (and sometimes even revenues) that cannot be assigned to one specific business activity. These include administration costs, advertising costs, and financing costs. In Cost Accounting, these indirect costs (and indirect revenues) are allocated to business activities by means of distribution keys. In addition to the data that you enter for profit centers and distribution rules in the standard fields of SAP Business One, you can also define as many user fields as you want for these objects. This is a convenient way of storing a large quantity of additional data required in your company. If you have created user-defined fields for profit centers and distribution rules, you will find these in the menus for processing these objects in the menu bar.

Customer Relationship Management CRM

SAP Business One provides comprehensive, integrated sales and service features to ensure total control of customer acquisition, retention and profitability for your business.

SAP Business One helps you record and track each sales opportunity, from lead identification, to qualification, proposal, sale close and after sales service and support. Managing sales campaigns and prospects means you’ll close more sales for less cost. Create prospect lists for telemarketing, direct mail or e-mail campaigns. Off-site access also available via Web-based access to SAP Business One data.

CRM Provides Integration With:

• Sales and Accounts Receivable activity
• Purchasing and Vendor transactions
• All customer and vendor contact information including things like e-mail address, sales and purchasing reports, etc.
• Dynamic reports detailing sales, lead, purchasing, inventory data and more
• Prospect and lead management
• Accessible via the Internet allowing sales and service employees data access while out of the office

Be Sure to Review the SAP Business One -Customer Service and Support CRM- Information as Well (Linked Below).

Customer Service and Support CRM

SAP Business One provides the tools to enable you to excel in customer service and support.

Service and Support Related Features Include:

• Create support and warranty contract items for services sold to a customer. Maintain start and end dates for specific contract items including guaranteed response times if applicable.
• Maintain detailed information about items purchased by customer including manufacturer’s serial number, replacement serial number, service call history, etc.
• View reports on all equipment and corresponding serial numbers sold to a customer or range of customers
• Review info on all service calls. Sort report by technician, problem type, priority, item, call status, etc.
• Realtime monitoring of call status in order to manage team service call queues

SAP Business One’s customer service and support functions are easy to use and quickly helps manage this important business function

Be Sure to Review the SAP Business One Customer Relationship Management Information as Well (Linked Below).

General Ledger and Financial Accounting

SAP Business One provides you with excellent financial management features to help your enterprise become more efficient, productive and profitable.

Accounting Features Include

• Real-time accounting means financial reports immediately reflect all completed transactions.
• Drill down from financial summary numbers to specific transaction detail.
• Easily allocate costs and transactions between multiple departments with predefined posting templates.
• Quickly integrate business, accounting, warehouse and financial reports with Microsoft Excel and Word.
• Recurring posting feature allows you to define entries that occur on a regular basis.
• Allocate revenue and costs as needed based on predefined distribution rules

Standard Reports Include:

• Balance sheet
• Budget reports
• Aging Reports
• Profit and Loss statement
• Trial Balance
• Company dashboards to instantly view and graph critical company performance metrics such as sales, inventory movement, etc.
• Reports also allow comparison between periods.
• Multiple financial reports are predefined for immediate use. In addition, you can design additional reports and export to Microsoft Excel for even more flexibility
• Very flexible chart of accounts with department and cost center segments available

Human Resources Management

The SAP Business One HR functionality supports staff management, including employee details and contact information. It allows the user to capture pertinent information about each employee so you have one place to maintain and manage your employee records and data.

Information you can capture includes:

• Employee contact details
• Skills matrix & previous employment
• Review date and outcomes
• Repository for supporting documents such as references and CV
• Management of candidates
• Issue down payment requests to cash customers.
• Salary information
• Charge interest on overdue receivables.
• Alerts for key notifications i.e. re-certifications

Inventory Control

Inventory, for many businesses, is a large asset that demands constant attention to maximize profits. SAP Business One’s Inventory function helps you keep on top of this important business asset.

Some of the features included in SAP Business One’s inventory include:

• Track serial numbers for inventory items
• Assign and track inventory lots
• Create lists of substitute or alternate inventory items to improve sell through
• Maintain vendor part numbers to eliminate purchase order errors
• Transfer inventory between multiple warehouses as needed
• Separate posting to record opening inventory balances and/or update warehouse data
• Steamline inventory counting by assigning when inventory items are to be recounted
• Define various price lists and link the lists to customers or vendors.
• Define special prices for individual customers or suppliers OR peg quantity specific prices based on order volume
• Improved management of picking and packing process.
• Supports various inventory valuation methods including: standard cost, weighted moving average, and FIFO
• Define optimal order size based on minimum order quantities and average order lead time
• Links directly with MRP functionality to further improve operations
• Maintains vendor order history for review as needed
• Maintain multiple alternate vendors for each inventory product carried

Material Requirements Planning (MRP)

SAP Business One provides a MRP simple planning function to help you schedule and manage items that are to be produced or purchased.

Forecasts help you predict demand based on forecasting metrics and not solely on history or received orders. This helps you better anticipate product demand so you can adjust your material planning to more accurately reflect that demand.

SAP Business One’s MRP Wizard optimizes future material requirements and helps manage and execute purchasing and manufacturing recommendations and exceptions. Also, take advantage of purchasing price breaks and standard product lot sizes in order to further reduce your costs

Automatically create product orders and purchase order based on the Order Recommendation Report. Items can be easily oursourced if needed by converting a production order to a purchase order. In addition, it’s simple to consolidate individual vendor PO’s into a single order to further streamline the purchasing process

Mobile Application for iPhone

With today’s technological advances, there is a growing need for connectivity and information accessibility as your customers expect you always to have up-to-date information at your fingertips. They would like to know what’s available, how much it costs, and when you can deliver it. And to stay on top of things, people and businesses are increasingly turning to smart phones. With the SAP Business One mobile application for iPhone, SAP empowers you by providing immediate access to the most relevant information to enable you to run your business from any location, at any time. You can manage customer and partner data, process pending approval requests, view reports, and much more.

Key Features

• Manage tasks and activities - View your upcoming tasks and scheduled activities at a glance, with flexibility to drill into details and update information if needed. Display all activities pertaining to a specific customer or partner, update activities, or add new ones
• View and interact with alerts and approval tasks - Get alerts on specific events such as deviations from approved discounts, prices, credit limits, or targeted gross profits – using an intuitive interface that allows you to sort various alerts by date, type, or priority. View and complete approval requests, and drill into the relevant data or metric before making your decision – with just a few taps. Ask for additional information or provide comments to requesters in the approval and rejection process.
• Access real-time reports - Access built-in reports from SAP^® Crystal Reports® software. Add your own customized reports to the application, and share them via e-mail.
• Manage customer and partner data - Access and manage your customer and partner information, including addresses, phone numbers, and contact details; view historical activities and special prices. Create new customer and partner data, and add new activities as new opportunities arise. Have all changes automatically synchronized with the SAP Business One application on the back end.
• Check on-hand inventory and item data - Monitor inventory levels, and access detailed information about your products, including purchasing and sales price, available quantity, manufacturer, shipping type, product specifications, and pictures
• Customize by adding new features - Add custom features to the application by working with your SAP partner to meet your exact needs.

Purchasing

SAP Business One helps you better manage your supplier relationships.

Some of the Features and Functions of Purchasing Include:

• Issue a purchase orders to vendors for materials or services, update the available amount for the items ordered, and notify the warehouse manager of the expected delivery date
• Split order delivery to one or multiple warehouses.
• Goods receipts may be linked to a purchase order, which means that the purchase order quantity can change if the quantity received does not match the original purchase order amount
• Record and track goods returned to suppliers to assure proper credit
• When recording a supplier invoice the system simultaneously records a stock entry to update new stock available
• Landed costs calculates the purchase price of merchandise by allocating various landed-cost elements (such as freight, insurance, etc) to the FOB cost of each item. Actual merchandise warehouse value updates automatically as well

Report Writer

SAP Business One makes it easy for you to pull together reports on any and all your business data. Many standard reports are immediately available for your use but with SAP Business One you have the ultimate ability to quickly pull together reports when you need them.

Here Are Some of the Features You’ll Find in SAP Business One

• Easily integrates with Microsoft Excel, Word and Outlook
• Microsoft Outlook integration means it’s simple to email quotes and invoices to customers and prospects.
• Data synchronization between SAP Business One information and your Microsoft Outlook -calendar, contacts, tasks, etc
• Report creation wizard means you’ll quickly create unique reports to better understand your business activity
• Company dashboards allow you a top level look at your business with custom views and graphs
• Custom reports work with Microsoft Excel functions and interfaces to extend your ability to compose reports with advanced report design options. It’s easy to create custom parameters, formulas and layouts from scratch

Sales Orders, Invoices & Quotes

SAP Business One provides a comprehensive, simplified method to enter and record customer orders and issue invoices.

• Access complete inventory views across multiple warehouses during order entry
• Out of stock for a hot selling item? No problem, simply offer a list of alternative items and make the sale!
• Need to schedule order delivery dates? Check! With SAP Business One you can schedule different delivery dates AND different ship-to-addresses for each item on the order! That’s flexibility.
• Automatically create PO’s from a sales order to eliminate data entry and speed your time processing orders.
• Drop-ship ordered items directly to customers site as needed
• Generate packing documents for all goods shipped.
• Store delivery tracking numbers with each order shipped
• Built-in packaging function facilitates virtual input of items into different parcels to optimize shipping
• Insert free-form text anywhere within the body of the document
• Store and reuse standard comments, headers and footer text for documents

SAP Business One helps you quickly create customer quotes as well. Calculate sales price and gross profit for each quote and seamlessly export to Microsoft Word when done

Warehouse Management

The warehouse and inventory management tools in the SAP® Business One application allow you to manage your supply chain and enhance customer satisfaction by providing reliable information about inbound and outbound shipments as well as current inventory levels. You can keep track of product inventory, quantity at each warehouse, movement history, and stocking status. Inventory data is updated in real time so that you can extract insights to meet customer demand and expectations.

SAP Business One gives you integrated accounting functionality, so you can be assured that your warehouse management and your financial accounting data are consistently synchronized. The software automatically values every goods movement and cost and price change, thereby eliminating manual interaction and the associated errors and costs.

Using integrated production functionality, you can manage various types of bills of materials and link your warehouse with your order processing and production operations. Additionally, the material requirements planning feature in the application allows you to effectively plan material requirements for complex, multilevel production processes and maintain an optimum level of inventory.

SAP Business One also has a comprehensive set of reports to meet any of your warehouse and inventory reporting needs. Detailed reports on stock transactions and inventory valuations, inventory counts, production planning, and material requirements provide the information necessary to make quick and effective management decisions.