Sap Business One User Group Presentation October 2016

Welcome and Update
SAP Business One Tips and Tricks
Business Continuity and IT/IS Disaster Recovery Planning
How to: Alerts and Outlook Integration
Annual Maintenance and why to keep up to date
Agenda

What Do You Really Know About
Your License?
Courtesy, Ari Schapira, SAP product Manager

Logging on to SAP Business One by entering user name and password? well,
you can forget it.
Activate the single sign on to SAP Business One and log on automatically
using your Microsoft Windows credentials. Save the time of logging on to SAP
Business One, no need to store and remember additional user name and
password, and most important – you can apply the security settings of
Microsoft Windows to SAP Business One, for example long password.
The next time you’ll log on to Microsoft Windows, all you need to do for
logging on to SAP Business One, is clicking OK in the Log On window.
Move On to Single Sign On

Move On to Single Sign On

As every business is different, different needs are raised when it comes to
managing the large variety of documents. For example, a certain business may
decide to print orders upon creation, while invoices are sent by e-mail and other
business may print all documents in batches.
To allow greater flexibility, SAP Business One introduces the option to export
document to PDF upon creation and add this PDF as an attachment to the
given document.
When adding the given documents, the respective PDF is created, added
automatically as an attachment.
Add Your Document and
Create a PDF on The Fly

Agenda
Welcome and Update
How SAP is enabling an easier and more cost
effective IT environment
How to establish a cost effective IT/IS Disaster
Recovery Plan for your business
Alerts,
Outlook Integration
Mobility
Annual Maintenance and why to keep up to
date
Add Your Document and
Create a PDF on The Fly

It happens to everyone. You create a marketing document but instead of
saving it as draft or adding another row or an attachment, you click the “Add”
button and add the document in to the company database. Oops. Depends
on the document type, you have to go through entire cancellation process…
Well, not really. We have good news for you! SAP Business One allows you to
cancel any document on the fly – yes, even A/R invoice or delivery.
Cancelling Documents Gets Easier

Just display the document you have added by mistake and choose the option
“Cancel” from the context menu.
SAP Business One creates automatically a cancellation document as well as
respective journal entry to reflect the cancellation.

Welcome and Update
Alerts,
Outlook Integration
Mobility
date

Did you know? The labels of fields, column headers, tabs, etc. that appear on
the user interface, are not written in stone.
If needed, an authorized user can change on the fly the label of most of the UI
elements in SAP Business One. For example, if your business uses the Remarks text
box in Sales Order for providing the warranty information, you can change the
label “Remarks” to “Warranty”. Just place the mouse cursor on the respective
label and then simultaneously press the CTRL key and double click.
Customization is Only
Ctrl+Double Click Away

Agenda
Welcome and Update
Alerts,
Outlook Integration
Mobility
date
Customization is Only
Ctrl+Double Click Away

Managing items by serial or batch numbers? SAP Business One can calculate for
you the actual cost of each serial or batch number. This can help you
determine the profitability of each and every batch or serial number.
Every Batch & Serial Number Has its Cost

Every Batch & Serial Number Has its Cost

After working with SAP Business One for a few years, you may notice that the
company database got bigger and at the same time, some of data become
obsolete.
For example: business partners who are no longer involved in the regular course
of the business activity or items which are no longer on trade.
SAP Business One enables you to increase the efficiency of your daily work by
using the Master Data Cleanup wizard.
Unused Master Data? Run the Cleanup
Wizard!

The Master Data Cleanup wizard enables you to remove or deactivate G/L
accounts, business partners, items, VAT groups, cost centers, distribution rules,
project codes, sales tax codes and employees.
Unused Master Data?
Run the Cleanup Wizard!

Unused Master Data?
Run the Cleanup Wizard!

Take your business flow a big step forward and send your documents via SAP
Business One mailer or Microsoft Outlook with pre-defined subject line and body
text.
For each document type you can define that the document will be sent by e-
mail when it is added. When selected, the document is sent as PDF attachment
to the e-mail address of the default contact person defined for the business
partner for whom the document was created.
In addition you can enter a text to appear in the subject line.
E-Mail Options are Wide Open!

In addition, you can send by e-mail multiple documents to various recipients
through the “Print Documents” window. Select the documents you want to send
and choose the your preferred e-mail option from the File > Send menu.
The list of selected documents with the e-mail addresses of the respective
recipients appears. All you have to do is just choose the “Send” button, and the
documents are on their way!

Feature
Securely access SAP Business One from a Browser.
Supports hybrid mode:
Users have the choice to use the SAP Business One client in MS Windows Desktop
or when applicable via Browser Access mode.
Benefit
No need to install and upgrade client software.
Simpler lifecycle management with minimized eco-system effort.
Lower overall total cost of ownership.
Access securely from any location with a compatible browser.
Browser Access

How to establish a cost effective Business Continuity
and IT/IS Disaster Recovery Plan for your business

To provide outline options for implementing
business continuity and disaster recovery
To outline possible solution architectures
To demonstrate experience and competence
in business continuity
To identify possible next steps
Courtesy, Alan McSweeney, 2009
Objectives

Resilience
Reliable underlying hardware and software
components
Scalable
Infrastructure that can grow to meet future
requirements without significant
engineering
Business Continuity and Disaster Recovery
Solution that provides disaster recovery and
business continuity
Overall Solution Requirements

Manageable
Solution that is easily manageable
Secure
Return on Investment
Simplicity
Few components and vendors to reduce
complexity and risk
Risk
Solution must incorporate proven
technologies
Overall Solution Requirements

Protecting your business

80% of businesses have no plan
“It won’t happen to me”
68% of businesses who experience a disaster and
don’t have a plan go out of business within 2
years
One in five organisations will suffer a major IT
disaster in five years
A company experiencing a computer outage
lasting longer than 10 days will never fully recover
Rounding up the statistics:

The loss of IT capacity and telecommunications is
seen as the worst disruption scenarios for
organisations
48% of managers surveyed admit that their
businesses have experienced one or more
interruptions within the past year
57% of business disasters are IT-related
About half of small and medium-sized firms now do
perform some sort of data backup, but not always
adequately

Large numbers of businesses would be unable to recover business data after a
server crash or disaster
It takes 19 days and costs in excess of €14,000 to re-enter just 20 MB worth of sales
and marketing data
Retrieving accounting records is even worse; they require over 21 days of work and
cost over €15,700 to re-type
93% of businesses say that data storage is an extremely important part of their
organisation but only 20% of those surveyed said that there was a high level of
understanding of storage and storage issues within their companies

Reasons for Data Loss:
30%
42%
3%
5%
7%
13%
30%- Human Error
42% -Hardware Failure
3% -Hardware Destruction
5% -Theft
7% - PC Viruses
13% -Software Corruption

46% said each hour of downtime
would cost their companies up to $50k
28% said each hour would cost
between $51K and $250K
18% said each hour would cost
between $251K and $1 million
8% said it would cost their companies
more than $1million per hour
Dollar Cost of Downtime Survey
46%
28%
18%
8%
0%
5%
10%
15%
20%
25%
30%
35%
40%
45%
50%
$50K $51K-$250K $251K - $1 Million < $1 Million

At what point is the survival of your company at risk?
40% said 72 hours
21% said 48 hours
15% said 24 hours
9% said 4 hours
8% said 8 hours
3% said 1 hour
4% said within the hour
Survival Risk:
72 Hours
40%
48 Hours
21%
24 Hours
15%
4 Hours
9%
8 Hours
8%
1 Hour
3%
> 1 Hour
4%

Lost revenue and business interruption
Possible litigation
Lost competitiveness and lost business
Loss of company reputation
Financial cost
Affects of Outage:

RTO – Recovery Time Objective
How quickly should critical services be restored
RPO – Recovery Point Objective
From what point before system loss should data be available
How much data loss can be accommodated
Last System Backup/Copy
System Loss/Failure
System Restored
RPO (Recovery Point
Objective) – Time Since Last
Good Backup
RTO (Recovery Time
Objective) – Time to Recover
Overall Recovery Time – From Last Backup to System
Recovery
Specific Business Continuity and Disaster
Recovery Requirements:

Business
Continuity and
Disaster Recovery
Facility
Primary Infrastructure
Designed for
Resilience and
Recoverability
Operational
Disaster Recovery
And Business
Continuity
Plan
Business Continuity
and Disaster
Recovery Processes
And
Procedures
Components of Effective Business Continuity
and Disaster Recovery

An operational Business Continuity/Disaster Recovery facility consists of four key
components:
1. Facilities and Infrastructure – the underlying IT infrastructure and data must be
structured to be resilient and recoverable
2. Processes and Procedures – Business Continuity/Disaster Recovery must be
incorporated into standard processes and procedures
3. Operational Business Continuity/Disaster Recovery Plan – there must be an
operational and tested plan to recover
4. Business Continuity and Disaster Recovery Facility – there should be a facility
from which the recovered systems can run
Affects of Outage:

Data Backup
and Recovery
Resilience
and Fault
Tolerance
Business
Continuity and
Disaster Recovery
Stages for Implementing Business Continuity
and Disaster Recovery :

Understand what you are protecting against
Hardware failure or damage
Application and data corruption
Site failure or denial of access
Fires, chemical spillages, sickness/epidemic
Define level(s) of service to be provided
Considerations:

Define recovery method(s)
Understand system and application landscape
Understand business requirements and align information technology infrastructure
to meet them
Define cost and benefits of implementing levels of resilience and recoverability
Considerations:

The System Dynamics approach to implementing effective Business Continuity
consists of two phases:
1. Solution Design – your Business Continuity/Disaster Recovery requirements are
identified and documented and a solution and an implementation plan are
developed
2. Solution Implementation – the previously defined and agreed solution is
implemented
Project
Initiation
Risk
Assessment
Business
Requirements
and
Impact
Analysis
Solution
Design
and
Documentation
Implementation
Plan
Roadmap
Solution
Implementation
Testing
Solution
Design
Solution
Implementation
Implementation Approach:

Once implemented, effective ICT
business continuity must be regarded
as a continuous process
While this imposes an overhead it
ensures that business continuity
implementation will continue to meet
the requirements of the business and
meet audit compliance requirements
Good solution design will minimise
maintenance effort as continuity is
embedded
ICT Business
Continuity
Project
Understand
the Critical
Systems and
Applications
Develop
Strategy for
ICT Business
Continuity
Develop ICT
Business
Continuity
Plans and
Processes
Embed ICT
Business
Continuity
into ICT
Exercise,
Test and
Maintain ICT
Business
Continuity
Plan
Maintaining Business Continuity
and Disaster Recovery

Vendor independence
Aware of all solution options
Aware of enabling technologies
Server virtualisation
Hardware and software replication
View of Business Continuity and Disaster
Recovery:

WAN optimisation
Can design the best and most cost-effective possible solution Suits the needs of
the organisation rather than the vendor
Assist in vendor selection and negotiation
Focus on entire solution
View of Business Continuity and Disaster
Recovery:

Identify, define and document business continuity and disaster recovery
requirements
Design business continuity and disaster recovery solution options
Select the most appropriate solution, technologies and vendors
Assist with development business continuity plan
Assist with and manage implementation
Define total business continuity solution encompassing offerings from various vendors
What Can be Done:

Practical and results-focussed approach
Detailed knowledge of business continuity
implementation
Knowledge and experience of relevant technologies
Complete set of relevant skilled personnel in the area
required
Vendor independence and knowledge of likely
products and vendors
Benefits of Structured Approach

How To: Alerts and
Microsoft Outlook Integration

Easy to manage with the minimal setup but with limited scope.
Deviation from % of Gross Profit
Deviation from Budget
Deviation from Commitment Limit
Deviation from Credit Limit
Deviation from Discount (in %)
Minimum Stock Deviation
MRP Recommendation Due
Alerts – Pre-defined

SAP’s official training guide to making use of alerts.
Alerts - Guides and References

Don’t know how to write your own query for your own alerts? This free
guide can help:
https://www.geekbooks.me/book/view/mastering-sql-queries-for-sap-
business-one
Need to know more about SAP Business One’s data structure? Here is a
list of all the tables on SAP’s wiki:
https://wiki.scn.sap.com/wiki/display/B1/SAP+Business+One+Tables
Alerts - Guides and References

Outlook Integration – Email Single
Documents from SAP

Outlook Integration –
Bulk Email Documents from SAP

Outlook Integration – Bulk Email Customer
Statements from SAP

Outlook Integration – Automatic Emailing of
Added Documents

Create Activities from Outlook

Synchronize Calendars

Not Just Outlook

Annual Maintenance and why to keep up
to date

Automating and running business management systems is more than buying a
software package and implementing it. The complete solution also includes:
Up-to-date Technology
New Capabilities to fit more needs
Reactive & Proactive Problem Resolution
Legal Changes and Compliancy
What does it include?

Pro-active and re-active problem solving
3rd level support
Global problem resolution
24X7 handling of messages with ‘very high’ priority
Escalation handling
SDN forums
SAP’s Offerings and Benefits

Legal Changes and Compliancy’s
SAP spends significant effort in detecting legal changes as soon as possible
How to guides and/or adjustment of the software in case of legal changes
SAP spends significant effort in streamlining business processes for efficient
handling of legal requirements
Avoid penalties and/or problems with tax authorities
https://www.youtube.com/watch?v=oGP05JH4OnQ
SAP’s Offerings and Benefits

Sap Business One User Group Presentation October 2016

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Sap Business One User Group Presentation October 2016