Purchasing Management in SAP Business One

SAP Product Brie SAP Solutios or Small Busisss ad Midsiz Compais

Maai t rowi complxity o purcasi procsss rquirs itratd busiss iormatio tcoloy. Discovr ow t SAP® Busiss O applicatio provids comprsiv purcasi maamt uctioality, lpi  you optimiz optimiz ad stramli stramli  your busiss’ busiss’s tir purpurcasi procss.

Purchasing ManageMent with saP® Business One MAnAge PROCUReMenT AnD InTegRATe WARehOUSe AnD ACCOUnTIng

Purcasi maamt is a cor uctioality o t SAP® Busiss O applicatio tat abls you to us its itratio aturs to maa your tir procurmt procss rom purcas ordr cratio to vdor ivoic paymt. You ca crat purcas ordrs i asy-to-udrstad scrs ad us t stord data as a basis or subsqut oods rcipts. Follow-o vdor i voic documts ca b cratd simply  by rrci purcas ordrs or  oods rcipts ad trby trasrri rlvat data. Rtur usatisactory  sipmts to your vdor usi t oods rtur uctio, ad post crdit mmos upo rcipt. T documt trail i SAP Busiss O capturs ad liks vry documt cratd duri a purcasi procss. SAP Busiss O abls you to maa itm ad vdor mastr m astr data  wit dtaild, multilvl iormatio. Procurement

 Apply pric lists ad costi modls to purcas itms, ad t a up-to-dat u p-to-dat  viw o purcas ordr valus ad ivtory valuatios. Us t vdor  mastr rcord to viw dtaild vdor  data as wll as a currt accout balac i ordr to bttr slct vdors or a particular par ticular ordr. SAP Busiss O provids you wit powrul itratio uctioality, samlssly cocti your purcasi wit  warous maamt ad accouti i o systm. Itm lvls i your   warouss ar automatically adjustd upo purcas ordr ad oods rcipt cratio. Oc t accouts payabl ivoic is postd, t w itm valu is calculatd ad stord. Comprsiv purcasi rports, suc as purcas aalysis, iv you a up-to-dat pictur o your purcasi oraizatio ad abl you to mak ctiv maamt dcisios.

Item and Vendor Master Data

Warehouse and  Accounting Integration

Crat sil or multipl purcas ordrs ad oods rcipts i asy-to-ollow stps

Maa dtaild itm ad  vdor data i usr-ri usr-ridly  dly  itrac

Bit rom ral-tim sycroizatio o oods rcipts ad ivtory lvls i warous

Lik purcasi documts ad viw documt trails or  audit ad rsarc purposs

Viw accout balac ad purcas aalysis i vdor  mastr rcord

Viw accout balac ad purcas aalysis i vdor  mastr rcord

Maa additioal xpss ad multipl currcis

Maitai dtaild itm purCalculat ivtory ivtory book casi iormatio wit pric  valus ad last last purcas lists ad tax iormatio pric automatically 

grat comprsiv purcasi rports

Samlssly itrat mastr  data ito all SAP® Busiss O applicatio purcasi purcasi  trasactios

Figure 1: Features o SAP Business One Purchasing Management

grat sopisticatd  valuatio ad accouti accouti rports

Procurement

purcas ordr i a cas purcas) or basd o purcas ordrs or otr  procurmt documts.

SAP Busiss O icorporats additioal xpss, suc as sippi SAP Busiss O ors bst-practic ad adli s, isurac, ad uctioality to support your procursrvic cars, occurri at bot t mt, itrati t tir purcasi  Accouts payabl (AP) plays a ky  adr ad itm lvl o a purcasi procss rom ordr cratio trou rol i SAP Busiss O purcasi documt. hadr-lvl xpss oods rcipt to ivoic paymt. maamt. Upo rcipt o a vdor  ca b distributd to itms basd o Spcial procsss suc as rturs ad ivoic, you ca mak all cssary - prdid critria, suc as quatity, spcial cars ar ully supportd. tris i SAP Busiss O to rcoiz  wit, or ordr amout. Purcas ordrs ar cratd i a w t liability o your books. AP ivoics asy stps ad ully itrat vdor  ca b cratd bot wit ad witout Taxs ar automatically applid dpdad itm mastr data. Ty support rrc to purcas ordrs. etr all i o t sippi locatio. A spcial multipl currcis ad itm catoiormatio maually, or rrc a “ladd cost” atur allows you to ris, suc as raw matrials, tradi purcas ordr or oods rcipt to maa cars rom a itratioal oods, ad srvics. automatically isrt vdor ad itm trasactio ivolvi customs ad otr  iormatio ito t ivoic. I additio import/xport–rlatd xpditurs. You ca di pric lists or dirt to basic accouti iormatio, SAP  vdor ad itm catoris, suc as Busiss O supports multipl payT prit layout dsir allows you to distributor ad rtail prics, ad implmt mtods, suc as cck, crdit crat layouts or outboud purcasi mt various discout modls, suc card, cas, ad bak trasr. By  documts ad provids you wit layas volum ad spcial discouts. Pric addi paymt trms rom t vdor  out tmplats. lists ar automatically slctd, ad or itm mastr, you ca automatically  discouts ar applid w a purcas calculat a du dat i SAP Busiss Item and Vendor Master Data ordr itm is trd. Spcial o-tim O. Tis allows you to ctivly  discouts ca maually b addd to t maa your cas o ad usi liabiliMastr data maamt is a corrdocumt. ty SAP Busiss O ai rports. sto o procss itratio i SAP Busiss O. Itm ad vdor mastr  Sippi ad billi iormatio, icludItms or srvics tat av b dlivrcords ar maitaid ctrally i t i dlivry dat ad addrss, sippi rd i a usatisactory coditio ca systm ad samlssly itratd i typ, paymt trms, ad buyr cob rturd to t vdor usi t all cssary busiss trasactios. tacts, ca b trd ito t docuoods rtur uctio. W you lik mt, ivi your vdor all cssary  t oods rtur to a oods rcipt, Itm mastr data ca b applid to idata to procss your ordr i a timly  SAP Busiss O will immdiatly   vtory, purcasi, ad sals itms as mar. Dpdi o sippi locamak t cssary adjustmts to  wll as ixd assts ad ca b classitio, taxs ar calculatd ad applid  your ivtory ad AP balac wit t id basd o coiurabl itm roups at bot t adr ad t itm lvl, corrspodi vdor. nots ad txt ad proprtis. Itm mastr data colimiati t d or maual tax ilds ar availabl at t adr ad tais all iormatio cssary or a computatios. itm lvl so you ca iv your vdor  icit purcasi procss, suc as dtaild iormatio about wy itms itm umbr, dscriptio, purcasi Iboud sipmts ar rcordd wit ar bi rturd. Oc your supplir  ad packai uits o masur, dimoods rcipts ad ar immdiatly  rcivs t rtur ad rcoizs its sios, wit, prics, ad tax typs. rcoizd by t corrspodi war-  validity, you ca crat a AP crdit ous. goods rcipt documts ca mmo i SAP Busiss O to corrct Vdor mastr data is maitaid as b stad-alo (tat is, rplaci a  your outstadi balac wit t vdor. part o t busiss partr uctioal-

Figure 2: Purchase Order with Outbound Document

rcipt automatically updats ivtory  i warous – as wll as data rads – or xampl, vdor mastr data populats paymt trms w a AP i voic is cratd. I additio, documts ca b usd as t basis or subsqut trasactios. For xampl, all rlvat data is copid w crati a AP ivoic basd o a purcas ordr,  wil a documt trail is stord liki all documts o a purcasi procss or audit ad aalysis purposs.

Powerul Reporting with  XL Reporter

Figure 3: Vendor Master Data with Purchase Analysis

ity i SAP Busiss O. Vdors ar stord wit all rlvat cotact iormatio. Paymt dtails ar admiistrd  wit trms ad paymt mtods to allow or accurat, o-tim paymt o  your vdor ivoics. A rapical purcas aalysis ivs you a ovrviw o vdor activitis dirctly rom t mastr data scr.

Warehouse and Accounting Integration Itrati purcasi ito otr cor busiss procsss is o o t ky  aturs o SAP Busiss O. Itratio apps samlssly, traspartly, ad i ral tim. It icorporats data  writs – or xampl, posti a oods

T XL Rportr tool i SAP Busiss O abls you to crat powrul purcasi rports usi Microsot excl tmplats. Usi t rport dsir ad rport composr, you ca crat dasboards suc as top vdor  ad ordr ovrviws, yar-to-dat purcass, op ordrs, dlivris, ad payabls. T sam tools lt you crat dtaild procurmt rports, suc as ai ad purcasi aalyss. SAP provids a lar umbr o tmplats to iv you a ad start o your purcasi rporti. T rport oraizr  i SAP Busiss O lps you maa ad xcut your rports ad allows tir asy distributio to buyrs ad busiss partrs. To lar mor about ow SAP Busiss O ca mpowr your procurmt oraizatio to row your busiss ad  work ctivly wit your supply cai, call your SAP rprstativ or visit us o t Wb at  www.sap.com/smallbusiss.

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Summary Maai t rowi complxity o purcasi procsss rquirs itratd busiss iormatio tcoloy. T SAP® Busiss O applicatio provids comprsiv purcasi maamt uctioality, lpi you optimiz ad stramli your busiss’s tir purcasi procss. Challenges Maa tir procurmt procss rom purcas ordr cratio to vdor ivoic paymt Maitai itm ad vdor mastr data ctrally, ad itrat it wit all cssary  busiss trasactios Itrat warous ad accouti procsss Crat sopisticatd procurmt rports •

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Supported Business Processes and Sotware Functions Procurmt – crat sil or multipl POs ad oods rcipts; lik purcasi documts ad viw documt trails or audit purposs; maa additioal xpss ad multipl currcis Itm ad vdor mastr data – maa dtaild data i usr-ridly itrac; viw accout balac ad purcas aalysis i vdor mastr rcord; maitai dtaild itm purcasi iormatio wit pric lists ad tax iormatio Warous ad accouti itratio – aciv ral-tim sycroizatio o oods rcipts ad ivtory warous lvls; procss accouts payabl ivoics ad crdit mmos wit PO rrc; calculat ivtory book valus ad last purcas pric automatically  easy, up-to-dat rporti – rat sopisticatd rports wit ral-tim data; t additioal rporti uctioality, suc as dasboards, by itrati Microsot excl tmplats •

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Business Benefts gai icicy by automati t tir procurmt procss rom purcas ordr  cratio to vdor ivoic paymt Improv busiss isit bcaus o ral-tim itratio btw warousi opratios ad iacial accouti data Mak smartr buyi dcisios wit comprsiv purcasi rports ad dasboards •

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For More Inormation To lar mor about ow SAP Busiss O ca mpowr your procurmt oraizatio to row your busiss ad work ctivly wit your supply cai, call your SAP rprstativ or visit us o t Wb at www.sap.com/smallbusiss.

50 083 415 (08/04) ©2008 by SAP Ag.  All rits rs rvd. SAP, R/3, xApp s, xApp, SAP n tWavr, Dut, Partred, ByDsi, SAP Busiss ByDsi, ad otr  SAP products ad srvics mtiod ri as wll as tir  rspctiv loos ar tradmarks or ristrd tradmarks o SAP Ag i grmay ad i svral otr coutris all ovr t world. All otr product ad srvic ams mtiod ar t tradmarks o tir rspctiv compais. Data cotaid i tis documt srvs iormatioal purposs oly. natioal product spcicatios may vary. Ts matrials ar subjct to ca witout otic. Ts matrials ar providd by SAP Ag ad its afliatd compais (“SAP group”) or iormatioal purposs oly, witout rprstatio or warraty o  ay kid, ad SAP group sall ot b liabl or rrors or omissios wit rspct to t matrials. T oly warratis or SAP group products ad srvics ar tos tat ar st ort i t xprss warraty  statmts accompayi suc products ad srvics, i ay. noti ri sould b costrud as costituti a additioal warraty.