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SAP Business One is an ERP system designed for small and mid-size businesses, that integrates business functions into one digital platform seamlessly, giving you instant access to real-time information. SAP Business One as a business application is divided into several modules, each covering a different business function.
ERP stands for Enterprise Resource Planning. “ERP is a software system that helps you run your entire business, including processes in finance, human resources, manufacturing, supply chain, services, procurement, and more.”
Basically, an Enterprise Resource Planning System is a software sharing information between different business functions in real time in one single digital platform. It comes with integrated modules to manage a company’s core business processes.
The idea of ERP came up in the 1960s when businesses started to think about materials resource planning. The need arose back then as it was necessary to calculate orders of components for production. Production components had to be available in the right amount at the right time. Later, other departments such as finance, human resources, and distribution were combined with such a planning system. It is all about sharing information in real time between departments and embed logics to replace recurring tasks. After technical maturity, Gartner shaped the term “Enterprise Resource Planning” for this kind of application.
As the term “Enterprise Resource Planning” itself suggests, an ERP system covers all specific business processes to manage resources in the entire company. The idea is to share information automatically across departments. Having a unified, central system instead of running separate system with separate data entries, will streamline processes and information flow across the entire company.
The ERP system integrates varied organizational systems and facilitates error-free transactions and production, thereby enhancing the organization’s efficiency. The system consists of different modules which are all integrated into this one single system where all data is shared.
ERP mainly automates and supports many administrative and operational business processes in different industries. And here is why business should use an ERP system: it gives valuable insights into all departments, improves collaboration, provides analytics, helps you manage your resources and better monitor your business. It contributes significantly to efficiently run all day-to-day business operations.
All departments – whether it is Finance to close the books, Sales to manage customer orders, Logistics to deliver the right products and services to customers on time – need a well-running ERP system. Management requires constant insights into the company’s performance to make well-founded decisions. The ERP serves as the single source of data for the entire business – internally but also externally to business partners.
The importance of ERP software to businesses is illustrated by the growing adoption rate.
– According to G2, the worldwide ERP software market per year is more than $25Billion, which grows 10-20% every year, and more importantly, 88% of organizations consider their ERP implementation helped them to succeed – says SelectHub.
The core of an ERP system is a central database. The integrated modules communicate with each other and share the central common database. The different modules each cover a different business function such as finance, accounting, human resources, sales, procurement or logistics. Dashboards provide real-time information across business units based on the shared data.
Companies can design their ERP according to their needs by picking and adding modules that fulfil their requirements. ERP typically support industry-specific requirements. These might be part of the core functionalities, or the system can be extended by applications and add-ons to cover a certain (industry-specific) functionality.
There are different options to run an ERP. It can be deployed in the cloud or on-premise.
The cloud option comes with a subscription model (software-as-a-service) with usually monthly rental costs of the software license. The ERP will be hosted in the cloud and delivered over the internet, providing access to the system from anywhere, at any time. This option provides maximum flexibility and scalability and is an easy and affordable way of deployment.
This is a classic deployment method, buying the software licenses and install on current in-house IT infrastructure. This license model requires a one-time payment for the licenses. Usually, customization is easier done on-premise and businesses have direct control and access to data. Also, this way of running ERP is independent from internet connection.
SAP Business One is a leading business management solution for small and midsize businesses. It is specifically designed to meet current and future small and mid-size business needs and challenges in various industries. There is even a dedicated package for start-ups available. The ERP software is suitable for subsidiaries of large enterprises. SAP Business One enhances small company’s agility, increases productivity, and allows to use centralized information for smart decision-making.
SAP Business One is a completely customizable solution, whether it’s industry-specific add-ons or individual requirements for business processes like accounting and invoicing. The ERP system is built to grow with your business – being flexible, modular, and powerful. Add additional users, customizations, or add-ons as your company grows and needs changes. Thanks to the user-friendly interface SAP Business One is simple to use.
Even though small businesses seem not have the exact same sophisticated processes as large enterprises, there is still the need for them to set up a reliable business management solution: A system that allows to control the entire business and manage company-wide procedures centrally. They want to go for a small solution that is concise, scalable, and affordable, yet fulfilling their daily business needs. This is exactly what SAP Business One provides: business analytics, monitoring transactions and operations, tracking budgets and cashflows, and managing all core functionalities like purchase, sales, customer relations, inventory, human resources, and financials. That’s why 65.000 businesses worldwide trust in SAP Business One. It is used by customers in over 170 countries in 28 languages. The ERP software is available starting from one user. The implementation complexity depends on the number of users and customizations to be made. SAP Business One can thus be implemented within a few weeks, assuring a quick return on investment for SMEs.
SAP Business One has several core modules to run different areas of your business on a single interface. This gives you 360 degrees view of your operations and allows you to capture business information in a single scalable system. With SAP Business One you manage your entire business from Accounting & Finance to Inventory, Purchasing, Sales, Customer Management, Production Planning, Business Intelligence and more. It has a user-friendly interface that serves as your central access point. The system is accessible via the SAP Business One Client, a Web Client, or the Mobile Application.
SAP Business One modules include: Administration, financials, sales, purchasing, business partners, banking, inventory, resources, production management, material requirements planning (MRP), service management, human resources, project management and reports. SAP Business One is a complete and customizable solution to fit your specific organisation and requirements.
The fundamentals of the whole ERP system are master data: Master data refers to the key information that describes your customers, vendors, and leads as well as items that your company buys and sells. Creating documents from master data increases productivity, ensures data consistency, and reduces errors. Master data consists of business partner data such as contact persons, addresses or payment terms on the one hand and item data including item groups, units of measure and price lists on the other hand.
The system administration section contains the basic system settings. You can define and manage accounts and default settings for all users of SAP Business One. Defining user groups and assigning user authorizations is a fundamental task in this module. In this section, you also configure templates, that is editing the layout of standard SAP Business One documents and forms. Additionally, set default print layouts and e-mail preferences.
Accounting and Financials is the module where you conduct all your banking and accounting activities. SAP Business One can deal with multiple currencies, as companies usually interact with international business partners and stakeholders, each working in a different currency. The Accounting and Financials module includes the chart of accounts with balance sheets and profit and loss accounts. Journal entries can be posted manually or be created automatically during the sales, purchasing, and inventory processes. SAP Business One features set up recurring postings function for similar, fixed amount journal entries created on a regular basis – a comfortable automation for your business. Internal reconciliation, that is matching and clearing of open credit items to open debit items internally within an account, is another task of a company’s accounting department. SAP Business One simplifies the reconciliation of accounts as most internal reconciliations are performed automatically by the system. This module helps you to keep track of financial transactions, budgets and cash flow, and supports financial planning.
SAP Business One contains a powerful logistics section for warehouse management, inventory control and supply chain management. SAP Business One provides you with several tools to monitor in-stock, goods movements, incoming and outgoing goods in each warehouse.
Items are best managed and tracked by serial numbers assigned to individual objects and batches that reflect groups of items with common characteristics. Warehouses instead are usually managed by BIN location structure, which helps you optimize storage space, quickly locate items, and make up efficient routes for picking. Any transactions are recorded through according to documents in the system and can be tracked centrally. The Pick and Pack module assists in picking goods in the warehouse. The pick list is the main feature of this module: Pick lists help to collect the items needed and mark them as picked; these can be items from the sales process to deliver to the customer, items inserted to the production process or items to be transferred to a different location. Pickers in the warehouse pick the items and enter the picked quantities into the system, they then pack the items and generate the delivery documents. Inventory will be reduced, and an invoice is created. The inventory and distribution module are closely connected to the accounting and sales module. For example, an automatic availability check is done for sales orders.
SAP Business One allows to manage a company’s entire production processes. The process starts by creating a production order and releasing it to production. The production order is based on the bill of materials, which is core element of this module. It indicates the components and resources needed to manufacture the final product. The two main types of resources are labour and machine. SAP Business One helps to plan and monitor the resource capacities to optimize production plans and avoid bottlenecks.
The integrated Material Requirements Planning module helps to calculate material requirements and provides forecasts on consumption. The MRP gives recommendations on production orders, purchase orders, and inventory transfer requests, so that materials are available for production and products are available for sales exactly when and where they are needed.
Use the Project & Resource Management module to manage your projects from start to completion. The centralized project master data enables monitoring tasks, progress and general project information as well as project related documents. You can define and keep track of project stages and set stage dependencies. The project management module allows to monitor your projects using Gantt charts and project management reports, giving you insights on various aspects of the project, such as open issues, and resources. There is a Billing Wizard available to invoice the project’s chargeable costs.
SAP Business One provides the tools to help you efficiently manage the entire sales process and customer lifecycle – from initial contact to final sale, to after-sales service and support. It provides a complete view of prospects and customers so you can better understand and meet their needs. In SAP Business One you manage activities, campaigns, sales opportunities, and sales quotations.
Coming to Sales, SAP Business One helps you streamline the sales process so that only one document is needed, which keeps the sales process simplified and clear. The Sales-A/R process moves from selling the goods or services to delivering those goods, to invoicing the customer for their purchases and to receiving the incoming payment. Each step in the sales process involves a document, such as a sales order, delivery, or A/R invoice. SAP Business One efficiently moves all relevant information from one document to the next in the document flow. Key elements in the sales process workflow in SAP Business One are business partner data, item data and price lists. Based on the price lists, SAP Business One calculates pricing automatically in the sales order.
Every business needs a systematic approach to managing the procurement process, ensuring that a steady stream of required materials is on the way to the company when and where it is needed. SAP Business One automatically captures information at each step so you always know what is on hand in inventory. As a fully integrated, end-to-end business management application, SAP Business One helps you run the procurement process including ordering, receiving, and paying for goods or services. Similar to the sales process, vendor and item master data are the basis of the purchasing process. Additionally, the procurement process has direct effect on inventory and accounting, as data and updates are shared across all departments. For example, a journal entry in accounting is automatically created when a Goods Receipt PO is entered. In order to streamline and simplify the entire process further, there is an option to use a standalone A/P Invoice document, which will automatically increase stock. Real-time insights and reports help you identify potential shortages before they happen and allow you to compare suppliers and prices to identify cost savings.
SAP Business One provides powerful analytic and reporting tools with accurate data from your entire company. It provides the opportunity to easily create and customize reports with data pulled from different sources. You can create new reports or use existing ones with minimal effort. An integration with Microsoft Office allows you interactive analysis and creation of reports with the standard MS Excel features. Intuitive tools like drag and relate, drill downs, or workflow-based alerts help to quickly gain insights. Pre-defined KPIs and comprehensible, meaningful visualizations increase transparency and deliver the information you need at a glance.
With SAP Business One you empower your employees to make smart, confident decisions, faster by capturing all critical information across all departments. With just a few clicks you can create standard or ad-hoc reports. You gain access to predefined dashboards and reports to support decision-making. These interactive dashboards deliver information on return, costs or cashflow and many other KPIs. With real-time analytics you get quick access to the information required to make well-founded decisions and have clear visibility into your business latest performance.
SAP Business One is a user-friendly and accessible tool. It comes with many helpful features that make life and daily recurring tasks easy as possible: Drag & Relate option to create ad hoc reports, individual settings for alerts and approval processes, workflow-based alerts triggering automatic responses, individual adaptions to the user interface, relationship maps to view relationships between different documents, designing your own Company Cockpit to display aggregated business information on the start page when opening SAP Business One, or customized workbenches that visually outline the majority of transactions needed for a user in a certain business process role.
One of the SAP Business One system’s strengths is the option for customization and extension. SAP Business One Add-ons — also known as AddOns — are solutions that add specific functions to the basic functionality of SAP Business One. They add to the core of SAP Business One and power up your ERP. Add-ons are offered by both SAP itself and certified partners (Software Solution Providers, SSPs) like Prestele IT. Depending on the needs of your business, you may find that SAP Business One add-ons extend the functionality of your system to provide even greater visibility, efficiency and control.
Hence, SAP Business One certified add-ons and applications are the perfect option to further enhance the system and extend the basic functionalities according to what your business needs to fulfil daily tasks and operations in the most efficient way. These add-ons usually focus on a certain industry or specialise in a specific business unit and process. Prestele IT offers specialised solutions for logistics, shipping, warehouse management and e-commerce, all compatible with SAP Business One.
Note: SAP Business One add-ons are priced separately and usually require additional costs for licenses, implementation and maintenance.
Standard SAP Business One mobile applications are available for Android and iOS. SAP Business One license types decide on the accessibility of these apps. If you’re a professional or limited CRM user, you will be entitled to use the service and sales mobile applications, however for other licensed users accessibility may be restricted.
SAP Business One mobile apps give you instant access to key information so you can run your business from anywhere, anytime.
Mobile app for iOS and Android
Sell smarter with SAP Business One Sales mobile app for iOS or Android, designed for busy sales teams on the move. Manage sales leads, customer accounts, view stock, and place an order.
SAP Business One Sales lets you handle your sales activities anywhere, anytime and via any mobile device. Sales employees can access to the most relevant business information and processes to help them manage customers and sales opportunities, fast and effectively.
Dedicated
Intuitive
Interactive
Work smarter and faster with the SAP Business One Service mobile app. Manage and resolve service tickets easily, on the move.
SAP Business One Service enables you to perform the following over Wi-Fi or cellular networks:
Small and mid-sized businesses need to have the right information to make the right decisions at the right moment to succeed. SAP Business One provides the tools to do so. It is the optimum choice for SMEs as it integrates and streamlines all business functions across sales, financials and operations, all on a single digital platform. It removes problems associated with having disconnected business processes or systems, your business will operate seamlessly instead.
SAP Business One contains all critical business information in one database that is instantly accessible without having to get information from different systems that often do not agree with each other. On top of that, it is a very flexible system that can be easily customized and tailored to your own business and industry needs. The system grows with you as your company grows.
Another advantage is the flexibility and adaptability of the system as well as its availability to several industries:
There are regular updates and new versions of SAP Business One ERP launched to continuously improve customer experience and adapt to customer and market requirements. These topics are also covered in IT trends blog. The latest version in the market is SAP Business 10.0, released in January 2021. It comes with a lot of enhancements to the previous version, including more features and providing improved usability. The intuitive user interface gives a sophisticated user experience. Both the web client and the desktop application shine in a modern design.
SAP Business One 10.0 release comes with functional improvements in various application areas, which facilitate the daily work with SAP Business One. Find below an overview of the most important latest features in Administration, Financial Management, Distribution & Warehouse Management, Production and Project Management.
Administration:
Financial management:
Distribution & Warehouse Management:
Production:
Project management:
Microsoft Office 365 integration:
The costs of implementing and running SAP Business One ERP are very individual and depend on different requirements and constraints, like the number of users and customizations. It is an investment that will pay off. Imagine moving away from stand-alone business systems and processes: instead, you will implement SAP Business One as one single solution that integrates and streamlines all business functions across sales, marketing, customers, financials and operations. Your business will operate seamlessly with on a single digital platform. SAP Business One stores all critical business information in one database that you can access without having to get information from different systems that often do not communicate with each other. No more need for isolated solutions or spreadsheets. It is a solution worth investing in, boosting your efficiency, and increasing your productivity in the long run.
Responsible factors for costs mainly are:
To provide you with more information on costs, you can click on the button below that will take you to our SAP Business One cost calculator and this will give you an estimation based on numbers of users and license types. Alternatively you can ask for a individual consultation.
An essential amount of SAP Business One total costs consists of the SAP Business One license costs. In general, you have the option to either rent licenses monthly or make a one-time purchase to buy the licenses. Depending on your business set-up and employees in different departments requiring access to the ERP, you decide what kind of license(s) you need. There is limited and professional user license, as well as a Starter Package with limited scope for up to five users. According to the user license type, users have different access rights to the various modules and functionalities.
The professional user license allows full access to every module and feature, reporting and analytics, as well as mobile access of SAP Business One. This license type is the optimal choice for users who need unrestricted access to several business areas, for example employees in management positions.
The limited user license serves a specific business area and provide a different mix of module and feature permission sets. Authorizations will be limited and pre-defined depending on the department, either with focus on CRM, Logistics or Financials. A user with a limited license thus has permissions to access either CRM, Logistics or Finance modules and functionalities.
Additionally, there is a Starter Package available with a maximum of 5 users. The starter package is a cost-effective version designed for small growing businesses and start-ups. It is a basic version that comes with up to five user licenses giving access to all essential modules like accounting, sales and purchasing, and warehouse management. The production module is not included in the SAP Business One Starter Package. The Starter Package can be adapted to new requirements and extended to the full range of functions at any time by adding user licenses without changing the system as such.
You can always add more licenses to your SAP Business One ERP system when your company grows.
Running SAP Business One in your company requires regular maintenance costs, no matter whether it runs on premise or in the cloud. So why is maintenance necessary? Regular maintenance will make sure your system is always up to date including bug fixing, patch releases, and upgrading the software.
A core of the maintenance are updates and new features released by SAP on a regular basis. The software is continuously being enhanced and extended with new features to get more out of your ERP system. Your SAP Business One Partner like Prestele IT will inform you about these new functions and the benefits it offers. The SAP partner dedicated to the maintenance of your SAP Business One ERP, will take care of the necessary steps, and ensure that you always have the latest version running. Maintenance costs are not included when buying or subscribing for SAP Business One licenses; they come as additional annual fee.
After starting the project, this is how it usually goes:
Respecting the GDPR is an essential topic for companies to position themselves as a trustworthy and competitive business in the market and to avoid harmful penalties. The General Data Protection Regulation (GDPR) by the European Union (EU) is effective since May 25th, 2018. It gives individuals control and protection of their personal data. The GDPR is applicable to any object handling and storing data. As SAP Business One is a database in the first place, dealing with sensitive data of business partners, employees and more, applying the GDPR is extremely relevant. Businesses need to undertake audits of their data, analyse and categorise it and plan the actions they need to take to achieve GDPR compliance. SAP Business One version 10.0 itself contains data privacy functionality and tools for erasing personal data, logging changes to data, and registering access to sensitive personal data. Check the how-to guide from SAP that supports you to manage your company’s obligations towards the protection of personal data; also in alignment with your company’s own personal data protection policy.
Prestele IT is SAP Partner operating in Germany and the UAE/Gulf region. We sell, implement and support SAP Business One software. With a strong network of strategic business partners we are able to provide a high level of service and expertise that support small and mid-sized businesses on their digital transformation journey. Implementing SAP Business One in your company with Prestele IT enables you to streamline the management administration, financials, performance, sales, inventory and distribution, as well as purchasing and operations. Furthermore, we offer functional customizations and add-ons for SAP Business One. Individual business needs are carefully assessed by our SAP consultants and custom development is made by our strong development team.
SAP Business One is a leading business management solution meeting the needs of growing small to midsized businesses or large enterprises with subsidiaries. It is an affordable and easy to use solution – a perfect fit for small businesses. Having key business data available in one place at any time, you always have the right information to make the right decisions.
SAP Business One’s software costs and licensing fees are based on a number of factors. Our team is happy to advise you and determine the necessary requirements. The total cost depends on the number and type of users you have and the deployment method (on-premise or cloud). There are additional costs for consulting, support, maintenance, and customizations. For more information about SAP Business One prices learn from our guide and our price calculator.
SAP Business One is an ERP system (Enterprise Resource Planning) business management solution. It is specifically designed for growing small to midsized businesses and large companies with subsidiaries.
ERP system is a software sharing information between different business functions in real time in one single digital platform. It automates business processes and provides company-wide insights based on a central common database. ERP allows you manage all kind of resources and operations in your company, that is accounting, production, logistics, sales, purchasing and human resources.
SAP Business One is SAP’s small-business software solution, beneficial to small and mid-sized businesses alike. Business owners will benefit since the software clearly illustrates every single step, allowing them to make quick and well-founded decisions to grow their company. Other than licensing feed, there will be initial costs for implementation and ongoing costs for maintenance to run the ERP system.
SAP Business One contains several modules to control your business: Management & Administration (Authorization settings, user administration), Accounting & Financials (accounts, reconciliation, financial reports), Inventory & Distribution (warehouse management, inventory control), Production & MRP (production orders, order recommendations), Project & Resource Management (resource capacity planning, project stages), CRM, Sales & Service (campaigns, opportunity and customer management), Purchasing & Operations (procurement, master data management). The system also comes with powerful business intelligent, real-time analytics as well as integrated reports and dashboards.
The latest version of SAP Business One is SAP Business One 10.0, released in 2021. SAP releases new features and updates on a regular basis to further enhance the system and functionalities.
The majority of SAP Business One users are small to midsized businesses. The software is also suitable for subsidiaries of large enterprises. SAP Business One is used by companies in more than 170 countries worldwide in 28 languages.
An SAP B1 consultant is expert in SAP Business One, advising customers and guiding them through the implementation process. Our certified SAP consultants set up the software to fit your company’s needs, train your employees on using the software, and ensure the perfect running of the system. Contact us.
Running SAP Business One in the cloud offers the advantage to not to rely on cost-intensive in-house IT infrastructure and dedicated personnel. You deal with low upfront cost with easy predictable costs over time. It thus is an easy and affordable deployment type that usually takes less time to implement on-premise. Certainly, having Secure browser-based access to the system from anywhere, at any time is another big advantage.
As part of the implementation process, our customer’s key users get dedicated training sessions to learn the use of SAP Business One. With the help of Prestele IT’s SAP consultants users can explore all functions and leverage the full potential of the system. Additionally, there are online SAP training courses including openSAP with free courses and SAP’s own online Learning Hub with lots of documentation, and of course third-party online courses.
The main difference between SAP Business One on the cloud vs. on premises is where the system is located. On-premise software is typically locally installed on your businesses computers and servers. The cloud version instead, is hosted on a server and can be accessed via internet connection through a web browser.
To book your free IT consultation, SAP Business One software trial, request a call back or to obtain more information, click on the buttons below:
Prestele IT – we are a reliable IT service provider, innovative product developer and developing SAP Business One partner. Our core competencies include customized industry solutions, powerful integration solutions for SAP Business One, ERP, managed services and our own cloud platform.
