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SAP Business One for Professional Services tightly integrates project management with back office functions, allowing small to medium-sized businesses to comprehensively control their entire business. 

The solution covers everything from project & resource management, and time & expense recording to financials, sales and purchasing.

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Features and Functionality

SAP Business One for Professional Services is a powerful, integrated ERP solution. Learn how the features of the solution can empower your business and drive new growth.
Financials

Financials

Manage accounting processes

Providing a complete suite of tools to manage, streamline and automate your financial operations, SAP Business One Financial and Accounting enables you to take full control of your finances. With applications for general ledger, journal entries, project cost accounting, budget management, reporting, multi-currency support and many other functions, the system takes care of all financial processing and all financial transactions, fully integrating your financial processes with all other business functions.

The ability to manage all key accounting processes with one integrated system enables you to more effectively manage your cash flow, making it easier to track budgets, comparing actual and planned figures at the click of a mouse. The intuitive system can quickly process all reconciliations, bank statements and payments, enabling your business to work better and faster. This increased automation and integration not only eliminates duplicate entries and manual errors, but increases efficiencies and gives you access to accurate real time information, every time.  

Financial reporting and analysis

SAP Business One Financial and Accounting gives you the capability to create a wide range of standard and customised financial reports, tailored to meet the specific needs of your business. And, because your accounting and financial data is integrated with all other areas of the business, you know that what you’re seeing is a unified financial view of the entire business, enabling you to make better, more informed decisions for optimum results.

Reporting and Analytics

Reporting and Analytics

Reporting with SAP Business One

SAP Business One Reporting gives you the ability to create accessible, accurate and timely reports, homing in on your specific KPIs. With a large number of pre-defined reports at your disposal, you can build detailed, insightful reports quickly and easily, guaranteeing unsurpassed levels of business clarity.

The powerful combination of SAP Business One with SAP Crystal Reports makes for quicker, more accurate and more insightful reporting. And, you can access data from multiple sources and in multiple formats via Q&A XL, an intuitive add-on for Microsoft Excel that provides a faster, easier and more adaptable way to extract data from SAP Business One. This enables you to automatically generate reports quickly and easily right across the business, from financials and sales through to inventory and despatch. 

Reduce processing time and cost

There’s no longer any need to generate departmental reports in isolation, only for them to be manually integrated with other reports from elsewhere in the business, an often time consuming and error-prone process. The ability to not only automatically create new reports from across the business but also customise existing ones, while easily exporting reports to a number of different formats that best suit your business requirements, can drastically reduce your costs due to less time and effort being spent creating reports as well as less reliance on IT.

Improved access to critical business information

What SAP Business One Reporting gives you is vastly improved access to business-critical information in real-time and in the right context, presented in a variety of layouts, complete with interactive drill-downs and the ability to perform advanced scenario modelling within the reports. Ultimately, you have unfettered access to timely, accurate information, resulting in rapid yet robust decision-making for ultimate business agility and optimum results.

Project Controlling 

With all data in one system, real-time project information is at your fingertips. In order to keep projects on time and within budget, project status must be checked regularly by milestones. SAP Business One comes standard with over 200 report templates, allowing you to keep track of key figures such as planned vs actual hours’, percentage of project completion, project totals and resource capacity. Furthermore, you have the ability to create company-specific reports and dashboards such as planned vs. actual hours per customer and breakeven analysis per project. 
 

Sales

Sales

Spanning the entire sales process, the SAP Business One Sales module boasts an array of functionality from creating quotations, through to invoicing, document drafts and printing, handling all sales documentation with ease. Presenting information via intuitive, interactive dashboards, this module enables the business to view vital sale analysis, as well as calculating gross profit for every quotation that’s created.

Simplifying business processes

By reducing process complexity, the SAP Business One Sales module increases efficiencies across the board. Multiple functions are automated, simplifying the way in which quotations are issued. Advanced order functionality enables you to quickly and easily enter customer orders, automatically reserve items and notify the warehouse of the delivery date, minimising the margin for error and speeding up the entire process considerably. The sales order process is made even more efficient by the ability to access stock data across multiple warehouses, providing a comprehensive view of stock levels.

Managing documents

It’s the system’s ability to handle multiple documents at all stages of the process that can make a real difference to the entire sales function of your business. For example, automated invoicing allows for not only faster payment transactions but enables improvements to investment planning too. The solution manages all accounts receivable invoices and credit memos, as well as providing the ability to group all existing sales documents into a single invoice where necessary, going on to quickly and easily print all relevant sales and purchasing documents. Also, the system is capable of generating the necessary packaging documentation for all goods shipped to the customer, as well as effectively handling any returns using the automatically-generated returns documents.

And, for any outstanding payments, the SAP Business One Sales module is able to manage multiple dunning letters per customer, maintaining a full dunning history for each customer. Ultimately, the comprehensive functionality provided by this module makes things easier, more efficient and more accurate for both you and your customer, leading to faster, smarter working and a significant boost to the bottom line.

Project Estimates 

Requirements for project estimates are stored within SAP Business One, such as prices and sales margins for goods and services, which enables an easy and reliable estimation of projects with the margin always in sight. Use flexible costing methods and play through budget scenarios to reach the desired outcome. Estimates can then be quickly converted into a sales quotation. 
 

Project Management

Project Management

The enhanced Project Management Tool for SAP Business One combines all financial and project management data into one module for the ultimate in project control. Giving users the ability to centralize all project-related transactions, documents, resources and activities, project leaders can easily and effectively analyze all aspects of a particular project at the click of a mouse.

By integrating all financial and project management data into one solution, users can measure actual costs incurred along the way compared against budgeted costs, making any relevant adjustments mid-project. While you are planning resources and capacities in the Gantt view, SAP Business One automatically adds the relevant costs and revenues. Not only does this help to gain a better understanding of costs related to specific tasks, but enables planning and budgeting improvements for future projects.

Project Billing

Business information such as items, services, and expenses are entered into a single system, simplifying the entire billing process. Project Managers are alerted when services have been submitted, allowing them to have the final approval. SAP Business One is flexible in that it supports all common billing methods (e.g. fixed price, billing at cost, down payments or milestones), invoicing in multiple currencies and various payment means.

Centralization

Through centralizing all project-related documents, resources and financial transactions in one place, users can monitor the individual progress of various tasks and stages, giving them the ability to comprehensively track projects, with the option to define stages that are specific to their particular business. Additional reporting functionality enables the business to quickly and easily analyze budgets, costs and tasks, automatically generating reports based on all aspects of the project, such as task progress, open issues and resources.
The overall increased project transparency that the system affords provides a comprehensive insight into every part of the project, allowing projects to be managed more effectively and efficiently, from start to finish.

Time & Expense

Time & Expense

Flexible Time Tracking

Employees can record time by posting hours to a project or project phase, either in the office or on the go via an Internet browser or mobile app. The solution also allows you to prerecord project hours and set posting blocks and approvals, ensuring time tracking stays in line with the project budget. 

Travel Expense Recording

Submit travel requests and capture expenses in the office or on the go, and easily assign them to the corresponding project. Photograph documents with a mobile device which can then be assigned to a project or trip, or distributed over multiple projects. Because it is integrated with the back office, the billing to customers is automated and the reimbursement of expenses to employees is simplified. 

Reporting

Gain multiple views using one lens of your company with the flexibility of defining various standard reports to evaluate working hours and travel expenses. For example per project and/or employee, as a comparison of actual vs target hours per project, over a certain period of time and more. 
 

Resource Management

Resource Management

Resource utilization data is easily obtained from the system including drill-down data for each staff member’s availability giving you complete visibility and control over resources. Integration with Microsoft Project and Outlook comes as standard, synchronizing project planning with customers within the system, and scheduled project dates directly into the calendar of each employee. 

The system gives you the needed flexibility to effectively manage resources. For example, use different working time calendars (e.g. full time, part time, flextime, vacation etc.), set individual approval processes (e.g. approval of vacation requests or budgets) and individual resource allocation by easy drag and drop methods.

Purchasing & Inventory Management

Purchasing & Inventory Management

Streamline procurement process

SAP Business One’s Purchase Management module effectively manages your procurement by streamlining the entire purchasing process. Taking care of key business functions, from purchase orders right through to vendor invoice payment, the comprehensive functionality provided by the system enables you to maintain all vendor and item master data in one central repository, amalgamating this key information with all other business transactions to provide full visibility of the end-to-end purchasing process. 

Master data management

The master data management capability provides full transparency into the often complex areas of purchasing activities, suppliers and their performance. The module has the ability to manage detailed data, with users able to view account balances and purchase analysis, while maintaining detailed purchasing information. Up-to-the minute information, presented in accessible and intuitive reports, affords the business full visibility into the entire purchasing process. 

Warehouse and accounting integration

Increased automation, from order to invoice, means huge efficiency savings for the business too. The module is able to automatically create single or multiple POs and goods receipts, linking to the relevant purchasing documents, all while managing returns and expenses, not to mention working with multiple currencies. Its ability to integrate with your business’s warehouse and accounting functions adds another level of efficiency too. When it comes to the warehouse, real-time synchronisation of goods receipts and inventory warehouse levels minimises errors and speeds up the entire process. Combine this with the system’s ability to automatically process accounts payable and credit memos, and you can see how the SAP Business One Purchase Management module can enable your business to plan material needs and schedule purchases accordingly.  

This increased automation and streamlining of the entire procurement process leads to more effective purchasing decisions, based on real-time business-wide information, resulting in improved purchasing planning which can lead to a significant reduction in costs across the business.

Customer Relationship Management (CRM)

Customer Relationship Management (CRM)

SAP Business One CRM

With powerful Customer Relationship Management (CRM) functionality built in, SAP Business One CRM enables the effective management of relationships with customers, prospects, suppliers and other business partners from right across the supply chain.

SAP Business One CRM provides the ability to track all sales opportunities from initial contact through to close of sale, with all customer data stored in one, easy-to-access repository. This provides a complete view of the customer, regardless of which stage of the process they’re at, giving you unprecedented insights into their particular needs, enabling you to efficiently manage sales and opportunities across the business. This in turn increases the speed and the success rate at which opportunities are converted into real leads, ultimately increasing revenue.

Managing your customers

For optimum efficiency, SAP Business One CRM synchronises seamlessly with Microsoft Outlook, enabling users from across the business to easily and effectively update, maintain and manage customer contacts.  And, when it comes to customer satisfaction levels, the CRM functionality affords you the ability to efficiently manage warranty and services contracts, improving your response times to service calls and problem resolutions, boosting customer confidence and satisfaction considerably.

Make informed business decisions

The ease with which the business can access this timely, accurate information regarding not only the customers themselves, but also all sales-related data as and when required, enables you to make better, more informed business decisions. This vital customer information isn’t confined to the sales team either, with pre-defined report templates allowing you to create extremely detailed and in-depth reports, quickly and easily, sharing this crucial information with the rest of the business to underpin wider business strategy with the robust information that an agile business demands.

Service Management

Service Management

SAP Business One Service Management enables you to plan, execute and bill maintenance services and repair operations.  With the maintenance of excellent customer relations at its very heart, the solution provides optimum levels of support for your business’s service, sales and contract management functions. The module effectively manages all interactions between service personnel and customers, while maintaining an accurate, up-to-the-minute record of all information that’s exchanged.

Central knowledge database

A central knowledge database provides quick and easy access to vital service-related data, facilitating a faster response to customer calls and enquiries by providing timely support to service operations and resource management to improve overall levels of service call management. Swift access to key solution information accelerates response and resolution times further still, resulting in vast improvements to customer satisfaction levels.  

Improve operations efficiency

Operational efficiency is the order of the day, with automated service and contract management functionality part of the solution as standard. By efficiently managing warranty and service contracts, you can ensure the timely and accurate execution of contractual terms and conditions, reducing costs while increasing efficiency. 

Service reports

When it comes to reporting, the ability to automatically amalgamate service reports and detailed analysis allows you to create in-depth reports, which can be easily turned into value-add actionable business insight. This provision of timely, accurate and comprehensive business data on all sales and service processes and procedures guarantees that you have the right information at the right time and in the right context to underpin faster, more robust and ultimately, more effective decision-making.
 

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Deployment Options

Cloud

For maximum flexibility, scalability and low total cost of ownership (TCO), Cloud is becoming an increasingly popular deployment option. Many of our customers are already benefiting from adopting SAP Business One for Professional Services in the Cloud.

On-Premise

For those who are not yet ready to embrace the Cloud, or prefer to keep systems in-house, SAP Business One for Professional Services is available fully on premise, supported by Sapphire’s team of experts.

Data security is in the hands of the vendor

Predictable costs over time

Typically takes less time to implement

Greater stability and continuous updates

You are in control of data security

Greater ability for customisation

Can reduce the initial price of the solution

You have more control over implementation process

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Related Solutions

Manage every aspect of your business with powerful solutions. Learn how SAP Business One related solutions can help to build a package to fit your business needs.

The Sapphire Difference

With 25 years of award winning experience providing enterprise resource planning systems across a number of industries, our dedicated team of professionals will ensure that you select the right solution for your business goals.

Around The Clock Support

Specialist Industry Knowledge

Rapid Return on Investment (RoI)

Global Implementation Expertise

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