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SAP Business One Overview

https://www.youtube.com/watch?v=7jrQmVWu_uM

Published on Jun 7, 2012

An overview of SAP Business One, demonstrating ease of use, access to information and business integration. For more information on Balloon One please visit our website  http://www.balloonone.com

English Transcript

0:04 hello and welcome to this demonstration
0:06 all SAP Business One a business system for small
0:11 and mid-sized enterprises I hope you can spend a few minutes
0:16 well I take you through 3 key aspects a business one
0:20 the first is it sees views
0:24 I'll be demonstrated some %uh the aspects and functions in business one
0:29 that demonstrate how easy to use the system is
0:33 the second is access to information
0:36 again features that really enable the user
0:39 to get the information quickly and finally will be looking at
0:44 the integration one system one database
0:48 and how the workflow is managed across different
0:52 functional areas within the business we start by looking at the
0:58 cockpits or dashboard each user can have their own personalized dashboard and
1:04 here we see
1:05 a decibel for a finance user which shows the customer
1:09 receivables the aging overall I can select a certain segment
1:13 a no show me the customers the to are a 31 to 60 days over G
1:19 toes a dynamic dashboard we also have dashboards for sales
1:25 service and purchasing and just below here you can say that we can configure
1:31 this particular dashboard to include things
1:35 like a web browser I open documents
1:39 any messages or alerts so for example if we get to the purchasing dashboard you
1:43 see here
1:44 that we've got common functions now we can
1:47 Adam remove common functions by simply going to our main menu here his
1:51 all the purchasing options am if we don't want landed cost we can drag that
1:56 out
1:57 and if we want to put in am
2:00 the procurement confirmation was it we can drop that in and then
2:04 we can click on that and it will open the wizard the whole Design I've SAP
2:09 Business One is geared around the end user
2:12 so make in the east system is customized as possible
2:15 so another example this is if we go up to tools
2:19 we can create our own shortcuts so for example we can
2:23 creates a an f2 key to match to
2:27 the AP invoice so we allocate that
2:31 and now if we hit the f2 key you can see
2:35 the AP invoice appears each of the F keys can be customize on the user by
2:41 User basis
2:42 you'll also see
2:45 that we can navigate through transactions so here we are in the AP
2:49 invoice
2:50 we can use the arrows to navigate to the latest invoice
2:54 to the first invoice and one by one through each of them
2:57 this also highlights another ease-of-use feature
3:01 business one and that's the Golden Arrows that we can click on to drill
3:05 down into the supply amassed a record for example
3:08 we can also use them to click into
3:12 the general ledger and see the account postings
3:15 his the good received not invoiced
3:18 account we can click into that to see the transactions
3:22 and real again to see the individual purchase invoices
3:26 and drill again and you can see so on
3:29 and so forth all the way through the system these gold now rise
3:33 a make the system easy to access information
3:36 and that deters neatly onto the second
3:40 key feature SAP Business One which is
3:43 access to information to illustrate this
3:48 I'm gonna use what we call the business partner record
3:52 now the business partner record in SAP Business One
3:55 can be a customer lead or prospect
3:59 but also the supplier so we have one screen for managing
4:02 those three different entities
4:05 now I can use the menu to open the business partner record in search
4:10 directly from the screen so you see that the screen is in fine made
4:15 if I want to I can add a new record by simply switching from find into
4:19 admired am back into finite again by clicking on the icons at the top of the
4:23 screen
4:25 in find my vote I can see all the different fields here that I can search
4:29 on including telephone numbers
4:31 and names a.m. tax codes any field in yellow basically
4:36 if I want to do text search I can stick in a few characters here
4:41 and it will search through and find that particular
4:44 a business partner in this instance earth shake a corporation
4:48 has EA are in the name and is a customer
4:52 now I can get to that same screen a different way I can
4:56 use my Google type add desktop search here
5:00 and I can put in unearth up here and click search
5:04 and that will look through all the transactions in the system
5:07 and come up with matching invoices activities business partner records
5:12 customer equipment cars and if we score right down to the bottom
5:15 sales opportunities orders quotes service calls to anywhere
5:19 the S shake a corporation is basically linked to a document
5:24 and you can see here that we can also drill into the business partner record
5:28 and get back to exactly where we were before
5:31 so that search is very instantaneous and his gray access
5:36 to the the data how did the business one database
5:41 summer the other aspects that enable us to get access
5:44 to the information as a tool called Dragon relate which we see on the menu
5:48 to the left
5:50 here we have all the modules in the system if we open up the sales model we
5:54 can use any field
5:55 on the screen and simply drag and related
5:59 to any of the categories on the left so I can take
6:03 a shake a corporation as a customer name and drag it over
6:06 to the order and I can see all the orders
6:10 for a say shake a corporation I could also take
6:14 from this screen and drag to the details at those orders
6:18 and now we see all the products a shaker have purchased
6:22 we can also take those products and ragged clothes
6:26 into the orders to see who else has ordered them and you see all the
6:29 different customer names
6:31 that have ordered that product these screens can be filtered
6:36 they can also be exported to excel
6:41 and we can just extract those into an Excel spreadsheet
6:45 and then they can be manipulated all distributed
6:49 as you see fit day
6:52 if I just you're in a flat screen go back to business warm
6:57 we go back to the business partner record here we can see
7:02 drill downs for the account balance so the shows us
7:05 the amount of money that I vote against open invoices and you can see the list
7:09 invoices
7:10 we can also look at a historic place so we can look at the graph it see
7:14 the invoices over the last 12 months
7:18 another I'm aspect too fat access to information
7:21 at these function buttons which we can add to the screen
7:24 now these function buttons contain links and or can contain links
7:29 to very important a.m. reports custom reports
7:33 so one particular reporters use when a lot of our customers
7:37 is last month's sales so by clicking on this week and see all the products that
7:42 are sold
7:43 am to a shaker in the last month now we can see their value
7:47 and we can see that quantity we can double-click to sort by quantity
7:51 or buy badly in ascending or descending order
7:55 and once again we can export to Excel if you want to
8:00 so we really do have information our fingertips a business one
8:03 I'm either through the drill downs some these custom queries and also through
8:08 the dragon relate
8:10 okay so we've covered ease abuse we've covered
8:14 access to information and finally we're gonna cover
8:18 the integrated nature %uh SAP Business One
8:22 that integration is clearly demonstrated on the left here by all the modules
8:27 available in the system
8:29 so for most small and medium-size businesses
8:32 every functional aspect to the business is included
8:36 within the license for SAP Business One
8:39 from financials sales purchasing am
8:43 some production imagery control am
8:46 and aftercare service an HR
8:49 so it's a fully integrated single database
8:53 but I think to illustrate the integrated nature it is probably good to pick a
8:57 workflow example just two
8:59 to demonstrate that now we start
9:02 by looking at one at the key workflow tools and business one
9:06 which are the activities and if we click on the
9:09 view related activities but here within the customer record
9:13 we can see all the activity on this particular customer account
9:19 and you can see that it covers many different functional areas from credit
9:23 control
9:24 sales and chasing orders damaged goods and customer service
9:29 into the warehouse to create returns
9:32 so you get full visibility throughout the organization
9:36 and these activities are used to past tossed around electronically
9:40 rather than handing pieces of paper memos around the organization
9:44 these are actually passing that life documents
9:48 so if we take a look I wanna days
9:52 and by taking on this box here we can see the open tasks and activities so
9:56 we've got three we've got a credit control meeting planned
9:59 we've got a phone call to chase in order
10:02 and we've got task to create a return so let's
10:06 that folks on Jason's task that's the users on logged in as
10:09 am and we drill into the activity
10:13 now this activity and will be presented to Jason every morning
10:16 and is listed for activities electronically
10:20 am it also appears if we look up here in the business one calendar
10:24 so you can see down here the activity we can't read into it
10:28 by this route we can also see if there are other people in our sales team
10:33 what they're doing today so what bill and Donna might be up to
10:36 and terms at their activity as well
10:41 if we go back to the activity is got a time stamp on their
10:44 but one of the key part suffer of the business one
10:48 am workflows that it's linked immediately to the sales quotation
10:52 so if this activity is popped up in the morning I'm gonna call
10:56 a.m. early today to chase for this order I don't have to hunt around
10:59 for the the quotation I can simply go to the link document
11:04 click on here and here is my quotation
11:07 now in this quotation I'm I have for two products
11:11 am but to Emily is is hesitating in terms of for placing the order
11:17 I am I think and Ashley respect to bob so we can
11:21 we can change the contact person here am
11:25 and emma is looking for discount so what we can do is look at the
11:29 gross profit on the order currently exceedingly high so we know we've got
11:33 some room to play with but she spreads and hard for 25 percent discount
11:37 now we can for that and see what effect it has
11:41 was still making a healthy profit on this so we can I'm
11:44 take this quote am and turn it
11:47 immediately into an order and Emily's gonna place that order today
11:52 so great news and we can copy this through to a sales order
11:56 as simply take quite and copy to sales order
12:00 no wreaking immediately all the information including the 25 percent
12:04 discount
12:05 and a record of the margin is recorded here
12:08 so all that to emily has to all that I have to do here is confirm the delivery
12:13 date
12:13 with Emily am there are tools in the system
12:17 that allowed enable me to look at that and see if
12:21 it is available to promise well if I right click here I've got 360 in stock
12:25 today
12:26 I've got various sales and purchase orders coming in but I can see
12:29 immediately that
12:30 I've got three M-sixty available so I can commit that for tomorrow
12:35 without to worrying too much about it
12:38 I then add that to the system now
12:42 because at that discount it's pushed our
12:45 company approval am for sales order margin
12:50 into play so what happens here is the working hours illustrated
12:54 I need an approval before I can process the sales order
12:58 so I'm I yeah can put a plea in there and
13:02 that goes off add to whoever's approving it
13:05 now in the background my messaging and alerts have kicked in
13:10 in this demonstration I actually and both the approver
13:13 and the approve any so you can see in my mailbox here
13:17 am a request for approval so I can't really into that request
13:22 I can see and that is the so- approval I can even look at the template to you to
13:27 give me an indication of why and hear the term so gross profit
13:31 is less than 25 percent am
13:35 I can look at the document as well review it
13:38 check the overall margin and I can see was still making 23.84 so not too bad
13:44 in this instance I will approved the autumn
13:51 so I said that back I am the messing
13:54 messaging system will kick in and again but now have
13:58 the approver and approve the and I can see now that this document has been
14:02 approved
14:03 and I can now I see at the top is approved I can now
14:07 at this to the system
14:11 the other a important that thing that was triggered
14:15 would was the name alert for deviation from gross profit
14:19 so if I click on that I can see that sales order to 65
14:24 I've received an alert which is sent to me every time somebody places an order
14:28 a 4 a.m. less than the 25 percent
14:32 so I can handle these exceptions in different ways either can just being a
14:36 liar
14:36 so that them management or whoever is informed
14:40 that there is a a profit deviation or it can actually be
14:43 a firm approval process required so lot of different ways
14:47 to implement the workflow inside have SAP Business One
14:53 that's just one simple illustration of how documents can be added
14:57 have the customer relationship management a is fully integrated
15:02 into the sales order sells quite process
15:05 this can apply on the purchasing side as well I'm really does
15:09 add final aspect a and benefit
15:12 to use in such a system like SAP Business One
15:16 I ve found it useful just to recap the three key elements a business one that I
15:21 want to get across today a
15:23 ease of use access to information
15:26 and the tight integration across different pass to the business
15:31 thanks for each time

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