SAP PRESS is a joint initiative of SAP and Rheinwerk Publishing. The know-how SAP Lumira and S SAP Business ONE implementations. solution or have already selected SAP Business One and you are about to embark on the implementation then this guide is for you. THE ULTIMATE. GUIDE . SAP Business One Implementation Guide - Download as PDF File .pdf), Text File .txt) or read online. SAP Business One Implementation Guide.

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Implementing SAP Business One Gets. Easier. Published on October 25, Co – author: Ofer Oz, Product Manager for Implementation tools. In order to. threats from your competitors. Accelerated Implementation. Methodology for. SAP ® Business One. Implementations need not morph into ordeals. Well-planned. Download the SAP® Business One Industry Solutions Datasheet (PDF). Download the SAP® Business One Implementation Datasheet (PDF). Download the.

I would argue that you As with any implementation of ERP Software need more than senior management download-in make sure that you clearly define at the start of you need senior management input into some the project who will have responsibility for key design phases of the implementation.

The which parts of the system implementation. In smaller companies where the parts of the implementation. Training, user senior management are actively involved in acceptance testing and the system blueprint will several day to day business activities you will all require time and input from your internal definitely want to make sure that the senior team.

Set realistic go live dates so that your team is involved in the more strategic design team has enough time to do their daily tasks.

If you do not involve senior management you might spend time configuring Internal project management your SAP your solution only to find out that the end result Business One partner will provide project is not what management want.

Do not underestimate the importance of having your own internal project manager to manage budget, expectations, co-ordinate training and user feedback, track and follow up on user acceptance testing and report on progress to senior management.

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Super users make sure that you appoint super users to each functional area of your SAP Business One implementation finance, sales, logistics etc.

Super users will take responsibility for co-ordinating training, user testing and feedback in their department. The total cost of ownership is relatively low when compared to other mid-market business management solutions. You can ensure a low cost of ownership by training one of your more technical users as a systems administrator. The systems administrator will take responsibility for day to day SAP Business One administrative tasks setting up new users, basic support for user queries, user authorisations and reporting.

Senior management participation all good implementation methodologies refer to the fact Copyright Leverage Technologies www. In my experience the requirements for equipment that you have areas of sold.

Data conversion and the associated SAP implementation of any Business One implementation pricing can be business management defined in three broad categories: solution that cause the most budgetary scope 1. Simple data conversion master data creep are: data conversion, reporting and converted from legacy system to SAP development. Business One.

As scope of works is critical to managing any the customer you will need to export data implementation. Your SAP our discussion on the areas of greatest potential Business One implementation partner will scope creep: check the data with you and will then upload the data into SAP Business One. Data conversion The type of data conversion that you decide on together with your ability to 2.

Typical data conversion includes the above provide good clean data from your legacy mentioned master data conversion plus system will have a substantial impact on pricing current open documents for example at and will help contain any scope creep.

You might also want to conversion. Transactional data information. This will allow you to run prior import refers to accounts receivable and period comparison reports for example sales payable invoices, sales orders etc. The Data system. In this scenario transactional data is Transfer Workbench provides Excel based not imported at a detail level only summary templates for data import from all key business information is available.

Information like areas including finance, downloading and sales. The type of data that you need to import into 3. Total data conversion.

However, short-term profits need to be made not only today, but also in a year, and maybe in five years. Therefore, we will use the case study to overcome these issues. Start with a piece of paper At this point, I would like to engage you a bit. As you know, the case study serves as an example for the information that is presented in each chapter. Therefore, we can take the characteristics of the Lemonade Stand listed above and see if you can find them in your business.

Take a piece of paper and a pencil to write down the different departments you have in your business. For example, write down Sales and make a circle around it. Start with Sales on the top left of your paper and arrive at downloading at the bottom left. You can use arrows to connect the circles. For example, from Sales to Inventory, Delivery and downloading. On the right side of the paper, write down the main functions that each circle performs.

For example, next to Sales write down what needs to get done in your business as a part of the sales process. You may have a list such as the following: sales stages, forecast, pipeline, inventory check, proposal, order entry, and so on.

SAP Business One Academy - Implementation & Support

Now that you have the main components of your business written down, you can identify where the actual data is stored. For example, is all of the data in one system with access for the department that needs the data?

You potentially have multiple systems that need to interact and synchronize data. Those will be the aspects that we will target as they hold the greatest potential for improvement. SAP Business ONE a business engine At this point, you may argue that there was sufficient reason to establish specialized systems for a dedicated purpose. Indeed, this approach is called the best-of-breed implementation. However, it is the very reason for the disconnected enterprise.

In this book, SAP Business ONE will be used to overcome this challenge by means of industry-specific add-ons that are fully integrated with the software. This engine can be transformed to seamlessly represent industry-specific requirements. Introducing key terms and concepts In this section, I will introduce the key terms and concepts related to the SAP world. Therefore, it helps to minimize the risk involved with the daily decisions the entrepreneur or business owner has to make.

Many business owners have taken a don't-fix-it-if-it-is-not-broken approach and stay put with their solutions that are already in place. The solutions are most often a combination of a small accounting package and some home-grown software to fix a business need. As their business evolves, new solutions are added, which will lead to a patch-worked solution. In order to make the right decisions, usually Excel reports are created to analyze data for reporting.

You may also consider license requirements, different platforms, and programming languages that ultimately lead to a scattered environment with a high cost. In this environment, manual steps are often required to synchronize data. This is not exactly a degree view of a business. However, a complete view of the key performance indicators of a business is precisely what is required to make the best decisions.

The patchwork approach of managing a small business facilitates the status quo environment. However, in today's business world, change is a permanent factor.

The scenario mentioned above most commonly leads to islands of data and inadvertently tends to paralyze the business as key information is not obtained.

This happens because the existing system produces not enough or too much information in multiple locations. The aforementioned scenario, which is described as islands of data, also surfaces in the best-of-breed approach. The best-of-breed, also known as the best-in-class approach, is a valid strategy for larger companies where software solutions are selected on a departmental level in order to meet the needs of every individual in a department.

The departmental level that contributes to the value chain of a business is described as an enterprise resource. Traditionally, enterprise resources were highly specialized and disparate systems. Companies were faced with systems that could not easily communicate.

It was virtually impossible to obtain real-time reports because the information was hard to integrate and analyze. On the one hand, the systems produced a massive amount of information, and on the other hand, the information could not be used as it was impossible to integrate the data with the other information sources.

With this approach, real-time reporting became a reality and enabled the companies which were formerly paralyzed with their status quo system to grow their businesses. There are also similarities that are industry independent. During implementation, the relevant processes are selected, activated, and then adjusted for the business. Today, those available processes can be selected via interactive solution maps. A new, enhanced functionality is added by SAP to the mysap solution.

The all-in-one templates are usually represented by SAP Partners who have a key expertise in a specific industry. Therefore, if your company is using multiple systems and struggles with Excel reports and manual data synchronization, then SAP Business ONE is the ideal solution to integrate all those disparate islands of data into one system with real-time data.

Consequently, what was once available only for large enterprises is now at the fingertips of small- and mid-sized businesses. Previously, SAP was mostly able to service large corporations.

However, since All-In-One is actually using the same code base, it requires significant resources to implement and manage.

Business ByDesign is a solution that can be accessed via a browser and is used as a service. However, there are overlapping areas and the selection of the right package must be based on individual requirements.

Real-world note I recently talked to a family owned furniture business and they explained that they tried to grow their business. The business owners intended to manufacture a custom furniture set and distribute it via wholesalers. However, they ran into some problems and were not able to cope up with the results.

They learned their lesson and now are happy to be back where they were before.

Consequently, they established the notion that they do not want to grow anymore as it imposes a big risk on their business and family. The frustrated owner explained that they had the following key problems: In order to meet the projected demand, they kept a large inventory of their products. They also hired an additional sales person to manage the new sales activity.

The previously working systems suddenly slowed down and caused major hiccups during operation. They were not able to provide an accurate delivery status for customers. Their inventory was too high on the one hand, and too low for urgent deliveries for important wholesale customers. Then, the sales person left and all their contacts and communication was lost too. An important law of nature is that you either grow or die, and this furniture business certainly tried to grow.

However, they almost ruined their business over it. Their system was designed for status quo and could not handle growth. Their entire operation ended in chaos due to the addition of a bit of change. This example showcases the importance of an integrated approach with a system that is ready to grow from the outset.

The only foundation for growth is to keep it simple and leave room for expansion. Without the right information, growing a business is like trying to grow for the hell of it.

Mostly, people get what they ask for. Therefore, if you grow your business for the hell of it, you may end up getting business hell. The key is to accomplish profitable growth.

If you believe your business is any different, then consider the following list of islands of data: QuickBooks accounting system ACT! In addition, as outlined above, complexity may surface even in a simple environment if the dots are not connected in the right way. Consequently, the key is not to grow your business because it may grow into a business hell. It is rather a profitable growth.

What is profitable growth and how can we get there? What is profitable growth Analyzing past and present data based on a real-time integrated system, such as SAP Business ONE, provides the starting point for profitable growth.

SAP Business ONE provides elaborate reporting and analysis functionality to satisfy the changing information needs of the business. However, it is the key problem in today's business solutions. In order to get the right reports, the system must be designed to automatically gather the relevant data that will be used for reports. When designing an integrated system, it is crucial to plan ahead.

The most critical step to get started is knowing the design of the Chart of Accounts.

Finding the right fit

It provides the foundation for all of the transactions that will be managed later in the system. Each transaction generates financial data, which flows into the previously designed chart of accounts. The CoA Chart of Accounts design is often overlooked. However, it may also lead to overdesign once attention is given to its design. It is considered a good practice to follow a simple design. In addition, it is worth noting that the CoA is strictly meant for financial data compliance.

Therefore, the data collected here is the basis for tax filing. However, an integrated ERP system should also provide an information system for internal controlling. Consequently, we utilize the CoA that follows a simple design and also implements a controlling system that will collect data for reporting.

It is the controlling system that will provide information for all departments on a daily basis.


ERP systems are only as good as the data entered into them. Therefore, the initial design and setup to create the framework that will hold the data is important. The collected data will be in all the right places for further analysis and decision making. What is real time The term real time is used in different areas of Information Technology. In production environments, real time describes a guaranteed response time within a given time frame.

In the ERP world, real time means that there is no synchronization or separate programming required to obtain all of the information.

Every report in the system has access to all the information immediately. Establish metrics the cost of no investment Once the information skeleton with the CoA and controlling is implemented, the business is ready for growth.

At this point, it will be possible to continuously collect data and make all the right adjustments.

It will be the end of growing for the hell of it, and the starting point of profitable growth. It is important to quantify each potential problem area, and therefore, document the monetary improvement as that is the ultimate goal to streamline the business operation in the most efficient way. How many returns do we have? What is the cost of each return? How is picking managed? Is the picking route automated? What happens if my key sales person leaves? Do we have all the contacts' information and notes?

Do we have a sales methodology? Do we have a sales pipeline? Can we plan for material requirements based on received orders? Do we consider common lead times for ordering important parts, or do we just keep excess stock?

How many service calls do we get from customers? Who are the most profitable customers? Does our e-commerce store integrate with our inventory? Do we have an automated self-service portal to take care of common customer questions? The list above is also a reference to sample questions for businesses that are too busy for an integrated system.

It clearly shows the potential cost of no investment. It may be worthwhile to calculate the cost of no decision in case you are on the verge of deciding on a new system. The purpose of a new SAP system is to save costs, which will enable a profitable growth. By assigning a monetary value to each non-efficient process, the business owner will be able to justify the relevant improvements. With the right reporting data, this change management is a part of the system operation. What is called total quality management in larger companies is a consequential side effect of an integrated system.

Designing "metrics" for your own business The following items summarize the process you can use to design metrics for your own business: Design Financial Skeleton This is the CoA design which will hold all of the financial information based on the transactions performed in the system. It is used to collect the information you need for making informed decisions for your business. What is prototyping Prototyping is the iterative process of designing a system based on user feedback.

In software development, there are similar flavors for this to address the specific user type. These flavors are called rapid prototyping and extreme programming. Extreme programming uses an iterative design approach to gradually add one feature at a time to the initial prototype, and attempts to minimize irreducible complexity.

It has proved important to get users up and running as soon as possible. Therefore, the SAP Implementation guide covers the essential steps to get the system up and running quickly. Users go through this wizard-style interview process and provide the configuration parameters.

The system is then ready to be adjusted in the prototyping mode. Therefore, a project starts with a quintessential analysis based on a questionnaire and is followed by a Prototyping phase.

This goes in line with other IT-related project management methodologies. For example, in software development projects, the so-called waterfall model historically gathered a complete set of requirements for a software project. Once complete, the software development process would start.

This led to the same problem as described above for the SAP projects. In order to follow this analogy, we may consider the latest software development principles as a guide to where the SAP project management may go. Extreme programming is a practice to create immediate results for the end user and add features as the user actually works with the quickly assembled solution. The virtual enterprise Another dominant trend is described as virtualization and service orientation.

The enterprise of the future is a virtual enterprise. How does SAP address this trend? The virtual enterprise is characterized by disparate entities that work independently, but exchange information to produce integrated services and products. This architecture provides a platform for independent systems to produce and consume services on a single integration platform.

In turn, this will extend the integrated business workflows further into specialized solutions that address industry-specific requirements.

Interestingly, the foundation of the ERP system was to overcome disparate, specialized solutions and integrate them into a single system. Today, again the market requirements force businesses to consider specialized solutions for a specific need. However, with the knowledge acquired in previous iterations of this process, the platform for integration is already established as the ESA.

This way, the entrepreneur will have the toolset to cope with changing market needs and set the foundation for growth. SAP word definition of SAP Business ONE word business positioning statement: Designed exclusively for small businesses, SAP Business One is a single, affordable business management solution that integrates the entire business across financials, sales, customers, and operations.

Combining with additional industry-specific capabilities, SAP Business One can adapt to your unique and fast-changing business needs. With SAP Business One, small businesses can streamline operations, act on instant and complete information, and accelerate profitable growth.

SAP Business One is delivered by experienced local resellers and is trusted by thousands of small businesses around the world. Why projects fail? Now, a final word about why projects fail which may help to understand the possible factors that may lead to a failing project.

With this knowledge, potential issues can be addressed in the early phases of an implementation project. The key problem with ERP implementation projects is to manage the right expectations. Since the SAP Business ONE system has a complete feature set for all of the departments in a company, it is easy to underestimate the required service for an implementation. Therefore, a proper project plan should include a set of specifically defined services and the configuration.

However, a proper project specification should also define what is specifically not included. It is also vital that each section of the project implementation is measured against a timeline, available resources, and a budget.

Business One partner? As a general rule the cost effective manner. An SAP Business One what complimentary solutions they accredited partner can offer support and support and establish whether these implementation services for SAP Business One solutions or any others are important for including delivery of software licenses.

The more time you spend One offers great development and upfront on analysis and design of your integration toolsets — make sure that the requirements the more accurate the SAP Business One partner that you choose proposal and pricing will be.

What implementation methodology will background and experience of staff on the be used to implement and support SAP support desk and their support desk Business One? Is the proposed implementation fixed 9.

Business One. Business One they use. Ask for the likely on-going your SAP Business One partner offers costs next three years including on-going comprehensive support options. There are 7. Depending on the type of implementation of SAP Business One as implementation a fixed price might not your business grows you might need always be possible. Fortunately SAP Business specific details. At the very least make development capability to integrate to sure that the SAP Business One partner third party applications or have company thoroughly understands your business specific functionality built into SAP processes.

Try and ensure that Ownership. What development capability does the price? SAP Business One partner offer? Wherever possible ask for a fixed price Even if you do not require SAP Business implementation based on a scope of One development for your initial works.

Can I meet the consultancy team? What Make sure that you understand how the documentation. Ensure annual maintenance and support costs. As the customer you have choice. Ask for the 8. SAP Business One?

Which SAP Business One is a product aimed at the small to medium market — what you will want implementation methodology? The challenge with a scope of works is making sure that all important business processes are covered and documented. The scope of works analysis and design will usually include the following: Business requirements analysis and design per the methodology diagram above are usually tabled in two different ways — a broad system blueprint and a more detailed scope of works.

SAP Business One (B1) tutorial , tables & PDF guides

Having established your need for new software common reasons include support issues. The important aspect is that no implementation of SAP Business One can begin without a detailed scope of works.

Business business requirements. Involve all department general managers and make sure that your SAP Requirements? Business One partner has a thorough All projects for new business management understanding of your requirements.

An SAP software start with a need why do you want to Business One scope will usually take 2 — 6 days invest in new software this is closely followed to complete and document.

Even so you might find that you have a requirement for specific functionality which is not standard in SAP Business One. Whether or not you need an integrated complimentary solution will depend on your functional requirements. SAP Business One offers great functionality for finance. Examples of certified solutions include Enprise Job Costing. Maringo Project Management and Accellos extended warehousing. Project management? As a result you will be asking plan: Note the elements of the project their business.

SAP Very few Small to medium sized companies have implementation consultants and you — the dedicated IT or project management skill sets in customer. How many new or different business processes have been allocated to the user? Ad hoc partner driven on-line training — SAP Business One partners hold regular on-line training sessions for customers. How much training is required and the SAP customer number. User training? A minute training session At the end of the day you will need to include a per module that includes real life examples of comprehensive training schedule for your users SAP Business One functionality and usage.

The training course will use on-line training material and documentation. Classroom style training — most SAP Business One partners offer classroom style training based on a schedule of training sessions available. Your accredited SAP type of training will depend on a number of Business One partner can provide you with the factors including: This type of training is very useful Computer based training — one of the real in that your business processes are mapped out strengths of SAP is the substantial investment in prior to training.

Complexity of the business process. On-line computer based training is available for each module. This will highlight any potential issues with configuration.

Whilst most implementation methodologies include user acceptance testing as part of the implementation what is often overlooked is the detailed plan for user acceptance testing. Over the past few years this process has graduated towards user acceptance testing rather than full parallel running. Many years ago implementation methodologies called for parallel running of systems.Basically, we will follow this sequence: 1.

Therefore, the initial design and setup to create the framework that will hold the data is important.

Imagine going live on a new system without being able to despatch or receipt stock this would be potentially disastrous. Each chapter has a section that assists you with applying knowledge for your own project.

This is a key idea in an integrated software package such as SAP. This will Even with all of these options available reporting also assist with formatting into SAP Business will require careful planning.

What if we take it to the next level? It was virtually impossible to obtain real-time reports because the information was hard to integrate and analyze. Are sales people aware of the current sales calls for large opportunities?

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