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SAP Product Brief

SAP Solutions for Small Businesses


and Midsize Companies
SAP Business One

PROCUREMENT MANAGEMENT Managing procurement pro-


cesses effectively requires
WITH SAP® BUSINESS ONE integration across business
OPTIMIZE PROCUREMENT, INTEGRATE functions and centralized
WAREHOUSE AND ACCOUNTING data with real-time visibility.
Discover how the SAP®
Business One application
provides integrated procure-
Procurement management is a core Automating Procurement Processes
functionality of the SAP® Business One
ment management function-
application that enables you to automate SAP Business One offers best-practice ality, helping you optimize
and standardize your core procurement functionality to support your core pro-
activities. It provides support for pur- curement activities, integrating the
and streamline purchasing
chasing planning, vendor selection, pur- entire purchasing process from order practices and control costs.
chase order management, and vendor creation through inventory updates to
invoice payment. And it lets you do invoice payment.
all these rapidly, with the necessary
integration across business functions Using the master data that is main-
in accounting and warehouse manage- tained centrally in the system, purchase
ment to drive success. orders can be created in a few straight-
forward steps and mailed, faxed, or
With SAP Business One, you gain a e-mailed directly to the vendor from
detailed view of your vendors and sup- within the application. To help ensure
port for an integrated, centralized ven- that the appropriate levels of goods
dor data repository so you can make are in the warehouse for timely order
more effective purchasing decisions, delivery, SAP Business One also allows
identify opportunities for cost savings, you to create purchase orders from
and better manage supplier relationships. sales orders.

Features of SAP Business One Purchasing Management

Procurement Item and Vendor Warehouse and


Master Data Accounting Integration
Create single or multiple Manage detailed item and Benefit from real-time
purchase orders and goods vendor data centrally in synchronization of goods
receipts in easy-to-follow user-friendly interface receipts and inventory levels
steps in warehouse
Link purchasing documents Manage vendor information Perform purchase planning
and view document trails with payment terms and using the material requirement
for audit and research methods, and perform planning wizard
purposes graphical purchase analysis
in vendor master record
Manage returns, special Maintain detailed item Calculate inventory book
expenses, and multiple purchasing information with values and last purchase
currencies price lists and tax information price automatically
Generate detailed purchasing Integrate master data into Generate sophisticated
and pricing reports all purchasing transactions valuation and accounting
in the SAP® Business One reports
application
Purchase orders support multiple Handling Returns and Special Charges
currencies and item categories, such Some of the most commonly used re-
as raw materials, trading goods, and turns and special charge or expense pro-
services. When a purchase order item cesses are supported in SAP Business
is entered, predefined price lists and One. Items or services can be returned
vendor discounts can automatically to the vendor using the goods return
be selected and applied. Shipping and function, and SAP Business One will
billing information can be entered into immediately make the necessary adjust-
the document, giving your vendor all ments to your inventory and AP balance
the necessary data to process your with the corresponding vendor. Notes
order in a timely manner. Depending and text fields are available so you can
on shipping location, taxes are auto- give your vendor detailed information
matically calculated and applied, elimi- about why items are being returned.
nating the need for manual computa-
tions. A special “landed cost” feature SAP Business One also incorporates
allows you to manage charges from additional expenses, such as shipping
an international transaction involving and handling fees, insurance, and ser-
customs and other import- and export- vice charges, all of which are important
related expenditures. parts of the total purchase expense.
To help ensure these charges are re-
flected in the true cost of the items
With SAP Business
“The flow of information be- purchased, SAP Business One allows One, you gain a de-
you to record and associate them with
tween purchasing, sales, and the purchased items. This provides you tailed view of your
accounting is much smoother with a more precise price point when vendors and support
comparing vendors, leading to more
now. . . . With SAP Business One, accurate profitability data. for an integrated, cen-
we have achieved major savings tralized vendor data
Finding the Right Supplier and
in terms of time and money.” Getting the Best Price repository so you can
Sunday Odubote, Financial Accountant, Detailed purchasing and pricing reports make more effective
City Business Computers Limited give you a comprehensive overview of
your purchasing history, including infor- purchasing decisions,
mation about the items you bought, identify opportunities
Subsequent goods receipts and vendor your suppliers, the prices you paid, and
invoice documents can be created transaction dates. This makes it easier for cost savings, and
simply by transferring relevant data to compare suppliers and prices, identify better manage supplier
from purchase orders. Upon receipt which supplier can meet your business
of a vendor invoice, SAP Business needs, and negotiate to get the best relationships.
One allows you to automatically create possible price.
an accounts payable (AP) invoice by
referencing a purchase order or goods
receipt.
Centralizing Information with Integrating Warehouse and Master data manage-
Master Data Management Accounting
ment is a cornerstone
Master data management is a corner- Integrating purchasing into other core of process integration
stone of process integration in SAP business processes is a key feature of
Business One. Item and vendor master SAP Business One. Integration happens
in SAP Business One.
records are maintained centrally in the smoothly, transparently, and in real time. Item and vendor master
system and integrated in all necessary For example, posting a goods receipt for
business transactions. an ordered item automatically updates
records are maintained
inventory in warehouse and informs the centrally in the system
Item master data can be applied to in- warehouse manager of the expected
ventory, purchasing, and sales items, delivery date. Upon receipt of a vendor
and integrated in all
as well as fixed assets, and can contain invoice, SAP Business One allows you necessary business
all information necessary for an efficient to automatically create an AP invoice
purchasing process, such as item num- from a purchase order or goods receipt
transactions.
ber, description, purchasing and pack- and updates the related vendor and
aging units of measure, dimensions, expense accounts. It also populates
weight, prices, and tax types. You can payment terms and calculates due dates. Powerful Reporting for Real-Time
apply price lists and costing models to Because SAP Business One automati- Visibility
purchase items and get an up-to-date cally captures information at every step
view of purchase order values and in- of the transaction, you always know With the reporting tools in SAP Business
ventory valuations. what’s on hand in inventory as well as One, you can create dashboards such
the up-to-the-minute financial state of as top vendor and order overviews,
Similarly, vendor information is stored your business. year-to-date purchases, open orders,
with all relevant information in the SAP deliveries, and payables. Create detailed
Business One master data records. Purchase Planning procurement reports, such as aging
Payment details are administered with SAP Business One provides support and purchasing analyses. Large numbers
terms and payment methods to allow for purchasing planning so you can set of templates give you a head start on
for accurate, on-time payment of your your reorder points properly and avoid your purchasing reporting. The report
vendor invoices. SAP Business One unnecessary purchasing and costly in- organizer in SAP Business One helps
also provides a graphical purchase ventory. Using the material requirement you manage and execute your reports
analysis that gives you an overview planning (MRP) wizard in SAP Business and allows easier distribution to buyers
of vendor activities directly from the One, you can forecast and plan your and business partners.
master-data screen. The document material needs and schedule your pur-
trail in SAP Business One captures chases accordingly. In just four steps, To learn more about how SAP Business
and links every document created SAP Business One provides you with One can empower your procurement
during a specific purchasing process detailed information about what items organization to grow your business and
for audit and analysis purposes. are needed and when. The order rec- work effectively with your supply chain,
ommendation then takes into account call your SAP representative or visit us
lead times to determine the optimal on the Web at
purchase date for a timely delivery of www.sap.com/smallbusiness.
the products you order.
QUICK FACTS www.sap.com /contactsap

Summary
Managing complex purchasing processes requires integration across business functions
and centralized data with real-time visibility. The SAP® Business One application provides
integrated procurement management functionality, helping you optimize and streamline your
business’s entire purchasing process.

Business Challenges
• Manual, nonintegrated procurement processes that drive up process and purchase costs
• Lack of data integration that limits visibility into procurement activities and vendor
performance and impairs decision making
• Difficulty accessing timely and accurate information

Key Features
• Procurement – Create single or multiple POs and goods receipts; link purchasing
documents, and view document trails for audit purposes; manage returns, additional
expenses, and multiple currencies
• Master data management – Manage detailed data in a user-friendly interface, view account
balance and purchase analyses, and maintain detailed item purchasing information with
price lists and tax information
• Warehouse and accounting integration – Achieve real-time synchronization of goods
receipts and inventory warehouse levels, process accounts payable invoices and credit
memos with PO reference, and plan your material needs and schedule your purchases
accordingly
• Easier, up-to-date reporting – Generate reports with real-time data and display them in
various report formats or dashboards

Business Benefits
• Streamline your entire procurement process by automating your activities from purchase
order creation to vendor invoice payment
• Gain full transparency into purchasing activities, suppliers, and their performance
through a single, centralized data repository, reports, and dashboards, enabling more-
informed buying decisions
• Achieve cost savings due to automation, effective purchasing decisions, improved 50 083 415 (10/03)
purchasing planning ©2010 SAP AG. All rights reserved.

SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign,


For More Information Clear Enterprise, SAP BusinessObjects Explorer, and other SAP
products and services mentioned herein as well as their respective
To learn more about how SAP Business One can empower your procurement organization logos are trademarks or registered trademarks of SAP AG in
to grow your business and work effectively with your supply chain, call your SAP represen- Germany and other countries.

tative or visit us on the Web at www.sap.com/smallbusiness. Business Objects and the Business Objects logo, BusinessObjects,
Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and
other Business Objects products and services mentioned herein
as well as their respective logos are trademarks or registered
trademarks of SAP France in the United States and in other countries.

All other product and service names mentioned are the trademarks of
their respective companies. Data contained in this document serves
informational purposes only. National product specifications may vary.

These materials are subject to change without notice. These materials


are provided by SAP AG and its affiliated companies (“SAP Group”)
for informational purposes only, without representation or warranty of
any kind, and SAP Group shall not be liable for errors or omissions
with respect to the materials. The only warranties for SAP Group
products and services are those that are set forth in the express
warranty statements accompanying such products and services, if
any. Nothing herein should be construed as constituting an additional
warranty.

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