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SAP Product BriefSAP Solutions for Small Businesses andMidsize CompaniesSAP Business OneObjectives 2015 SAP SE or an SAP affiliate company. All rights reserved.Managing Procurement withSAP Business One SolutionBenefitsQuick Facts

ObjectivesSolutionBenefitsQuick FactsIntegrate optimized procurementwith the entire businessIntegrate optimized procurement withthe entire businessManaging procurement effectively in your company requires a businessapplication designed for small businesses and midsize companies.The software must support integrated procurement management.It must help you optimize purchasing practices and control costs.The SAP Business One application is that software.You need support for purchasing planning,vendor selection, purchase order management, and vendor invoice payment. In orderto work rapidly and surely based on a holisticview, you require procurement softwarethat is integrated across business functions,including accounting and warehouse management software. And a detailed view ofyour vendors and a centralized vendor datarepository are must-haves so you can makethe best purchasing decisions, identify opportunities to save costs, and manage supplierrelationships.So where do you go? To SAP Business Onefor best-practice functionality, support forcore procurement activities, and a purchasingprocess integrated from request for quote toinvoice payment. Powered by the SAP HANA platform, you get the latest in-memory computing technology at a price you can afford.Available on premise or in the cloud andaccessible on your mobile device – the choiceis yours.2 / 12 2015 SAP SE or an SAP affiliate company. All rights reserved.

ObjectivesSolutionBenefitsQuick FactsStreamline and automateprocurement processesStreamline and automate procurementprocessesHandle returns and special chargesFind the right supplier, get the best priceCentralize information with master datamanagementIntegrate warehouse, production, and accountingGain real-time visibility through powerfulreportingWith SAP Business One, purchase orderscan be created in a few steps and sent directly to the vendor with requests for purchasequotations (see the table on the next pages).To ensure timely delivery of goods, you cancreate purchase orders from sales orders.Purchase orders support multiple currenciesand item categories, such as materials orservices. When a purchase order item isentered, predefined price lists and discountscan be applied automatically. Shipping andbilling information can be entered, giving yourvendor all the data necessary to process yourorder. Taxes are automatically calculated andapplied to reflect shipping location. A “landedcost” feature allows you to manage chargesfrom international transactions involving customs and other import- and export-relatedexpenditures.Goods receipts and vendor invoices can becreated simply by transferring relevant datafrom purchase orders. Upon receipt of avendor invoice, you can automatically createan accounts payable invoice by referencing apurchase order or goods receipt. Create, view,and edit vendor-related activities using theSAP Business One mobile app.3 / 12 2015 SAP SE or an SAP affiliate company. All rights reserved.

ObjectivesSolutionBenefitsQuick FactsOptimized inventory and productionprocessesStreamline and automate procurementprocessesHandle returns and special chargesFind the right supplier, get the best priceCentralize information with master datamanagementIntegrate warehouse, production, and accountingGain real-time visibility through powerfulreportingPURCHASING MANAGEMENT FEATURES OF SAP BUSINESS ONE ProcurementItem and Vendor Master DataWarehouse, Production, andAccounting IntegrationCreate purchase orders and goodsreceipts in easy-to-follow steps;use internal purchase requests fornew or existing items; createblanket ordersManage detailed item and vendordata centrally in a user-friendlyinterface; assign appropriatedetails, including unit of measure,bar code, alternative items, andvendor catalog numbersBenefit from real-time synchronization of goods receipts and inventorylevels in the warehouseCreate purchase quotations using awizard that sends an e-mail to yourvendors automatically with a URLthat enables them to update theiroffer onlinePerform purchase planning usingManage vendor information withthe material requirements planningpayment terms and methods;wizardperform purchase analyses forvendor master records and generategraphical displays of the resultsLink purchasing documents andview document trails for audit andresearch purposesMaintain detailed item purchasinginformation for price lists and taxinformationAutomatically create an accountspayable invoice from a purchaseorder or goods receipt; updatethe related vendor and expenseaccountsContinued4 / 12 2015 SAP SE or an SAP affiliate company. All rights reserved.

ObjectivesSolutionBenefitsQuick FactsSophisticated inventory trackingand costingStreamline and automate procurementprocessesHandle returns and special chargesFind the right supplier, get the best priceCentralize information with master datamanagementProcurementItem and Vendor Master DataWarehouse, Production, andAccounting IntegrationManage returns, special expenses,and multiple currenciesSupport multiple branches andmanage different purchasingdocuments for each branchCalculate inventory book values andlast purchase price automaticallyGenerate detailed purchasing andpricing reportsUse document trails to capture andlink every document created duringa specific purchasing process foraudit and analytical purposesGenerate sophisticated valuationand accounting reports; enjoy interactive dashboards in the version ofthe SAP Business One applicationpowered by SAP HANA Add, view, edit, and close vendorrelated activities from your mobiledeviceEnter and modify vendors; contactthem from your mobile device bycalling, e-mailing, or textingCheck inventory levels, purchaseprices, and sales prices from yourmobile deviceIntegrate warehouse, production, and accountingGain real-time visibility through powerfulreporting5 / 12 2015 SAP SE or an SAP affiliate company. All rights reserved.

ObjectivesSolutionBenefitsQuick FactsHandle returns and special chargesStreamline and automate procurementprocessesHandle returns and special chargesFind the right supplier, get the best priceCentralize information with master datamanagementIntegrate warehouse, production, and accountingSome of the most commonly used returnand special charge or expense processes aresupported in SAP Business One. Items or services can be returned to the vendor using thegoods return function, and SAP Business Onewill immediately make the necessary adjustments to your inventory and accounts payable balances with the corresponding vendor.Notes and text fields are available so you cangive your vendor detailed information aboutwhy items are being returned.SAP Business One accounts for additionalexpenses, such as shipping and handlingfees, insurance, and service charges, all ofwhich can impact the total purchase expense.To help ensure these charges are reflectedin the true cost of the items purchased,SAP Business One can record and associatethem with the purchased items. This providesyou with more precise insight into pricingwhen comparing vendors, leading to moreaccurate profitability data.Gain real-time visibility through powerfulreportingSAP Business One streamlines your returnsprocessing and automatically updates inventoryand accounts payable.6 / 12 2015 SAP SE or an SAP affiliate company. All rights reserved.

ObjectivesSolutionBenefitsQuick FactsFind the right supplier, get thebest priceStreamline and automate procurementprocessesHandle returns and special chargesFind the right supplier, get the best priceCentralize information with master datamanagementIntegrate warehouse, production, and accountingDetailed purchasing and pricing reports giveyou a comprehensive overview of your purchasing history, including information aboutthe items you bought, your suppliers, the prices you paid, and transaction dates. This makesit easier to compare suppliers and prices, identify which supplier can meet your businessneeds, and negotiate to get the best possibleprice. Put simply, you can make more effectivepurchasing decisions and manage your supplier relationships better.For example, after you create a purchaserequest in SAP Business One, a wizard generates purchase quotation requests and e-mailsthem to your vendors. The vendors can thenpublish or update their offers online. Thisallows you to compare and choose a vendorbased on multiple criteria, including price andplanned delivery schedule. Once an offer isselected, the software can convert it readilyinto a purchase order.Gain real-time visibility through powerfulreportingSAP Business One helps you make more effectivepurchasing decisions, identify opportunities to savemoney, and manage supplier relationships better.7 / 12 2015 SAP SE or an SAP affiliate company. All rights reserved.

ObjectivesSolutionBenefitsQuick FactsCentralize information withmaster data managementStreamline and automate procurementprocessesHandle returns and special chargesFind the right supplier, get the best priceCentralize information with master datamanagementIntegrate warehouse, production, and accountingGain real-time visibility through powerfulreportingMaster data management is a cornerstoneof process integration in SAP Business One.Item and vendor master records are maintained centrally and used in businesstransactions.Item master data can be applied to inventory,purchasing, and sales items and fixed assets.The data contains the information needed tomaintain an efficient purchasing process,such as item number, description, packagingunits of measure, dimensions, prices, and taxtypes. You can apply price lists and costingmodels to purchase items and get an up-todate view of purchase order values andinventory valuations.Similarly, vendor information is stored with allrelevant information in master data records.Payment details are administered with termsand payment methods to support accurate,on-time vendor invoice payments. The application provides a graphical overview of vendor activities, capturing, linking, and displaying every document created during a specificpurchasing process for audit and analysispurposes.Using the application’s multibranch functions, you can support centralized purchasingprocesses in multiple business units, such asdifferent sales locations. Multiple locationscan share information on customers and vendors, which can, for example, help personalizeinteractions when you do business with asingle vendor at different locations.8 / 12 2015 SAP SE or an SAP affiliate company. All rights reserved.