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Sales and distribution are key areas for the operation of most companies. They are of significant importance, not only for enterprises that are customarily assigned to the trade (stores) or distribution (logistics companies) industries, but also, for example, for manufacturing companies.
It is not without reason that it is said that “it is not an art to produce something, but to sell it”, and following this line of reasoning, to sell and deliver it to the client.
We intentionally combine the areas of sale and distribution here, because only after the goods or product have been delivered to the customer, the sales process can be considered fully completed.
Appreciating the importance of these areas, companies are looking for solutions that will be able to meet their expectations as comprehensively as possible, both in terms of supporting the sales process and delivering goods or products to the customer. They turn to ERP systems, which each year expand their capabilities, striving to meet the needs of companies more and more fully. These needs, however, are constantly changing. There are new distribution channels, new ways of communicating with the market, new methods of supply chain management.
The area of sales and distribution is also expanding, and this forces specialization. Currently, no ERP system is able to cover with its native functions all expectations in the field of computerization of the sales and distribution process. In such a situation, the adaptation and integration abilities of a given ERP system become more important. It becomes important that this system, from a solution that aims to cover all areas of the company’s operations, becomes the IT core of the organization. A place where data from many specialized solutions are collected, integrated and processed, dedicated to handling selected elements of the process. These specialized IT solutions are able to better adapt to the growing requirements of companies. The ERP system should, however, focus on servicing central processes and on extensive reporting of data collected from the aforementioned specialist solutions. This approach is an ideal compromise and guarantees success, because with the emergence of new needs in the company, there is no need to replace the existing ERP system with a new, more extensive one. Instead, we implement a specialized solution that meets new needs and integrate this solution with our ERP system.
The solution that meets the above-mentioned expectations is the SAP Business One system. Thanks to its wide functionality, its ability to easily create specialized extensions (addons) and integration possibilities (data bus – Integration Framework), it becomes an ideal proposition for times when the only certain issue is constant change. This applies to all areas of the company’s operations, but in the following we will focus on what the system, along with accompanying solutions, has to offer for the sales and distribution area.
At this point, it is worth mentioning a powerful integration tool with which the SAP Business One system is equipped. I am talking about the Integration Framework for SAP Business One, a solution that connects the SAP Business One system with other applications, services and devices through integration with external data sources of other platforms, such as: ERP systems, databases, files, EDI, websites, etc.
Streamlining and automating the processes of intra-group transactions and such as distribution of master data and financial consolidation
The Integration Framework capabilities allow you to enclose the SAP Business One system with many complementary applications, thanks to which we receive a comprehensive solution that is able to meet the expectations of even the most demanding customers.
Now let’s go back to what SAP Business One, along with additional solutions, can offer to customers looking for a system to support sales and distribution. The methods of supporting these areas by the system will be briefly described below, divided into three types of solutions:
It should be noted that thanks to the functions included directly in the system, but also its integration capabilities, the SAP Business One system is a solution perfectly adapted to the requirements of the omnichannel sales strategy.
An important supplement to the above-mentioned groups of functionalities are reporting tools grouped in the tabs: Reports and Report and Interactive Analysis. Independent of this, contextual reports (or rather report wizards) are available anywhere in the system. Due to the design of the SAP Business One software (one system, not a group of integrated modules), the support of the sales and distribution process is not limited to the above-mentioned groups of functions and tabs. For example, from the level of the Accounting tab, we can reach functions grouped in the area of Trade Partners or Material Management.
The Business Partners area allows you to manage all information that is relevant to relationships with customers, suppliers and potential customers (prospectuses), as well as to perform and review internal settlements for business partners. Business partners are all recipients, deliveries and prospectuses. From the business partner card level, we can also perform activities that have been assigned to the areas: Sales and CRM and Sales Opportunities.
Functions supporting broadly understood communication with the client and working with potential clients are included in the areas of: CRM and Sales Opportunities. From their level you can, among others record activities related to a given contractor, set reminders, commission other employees to perform activities and verify the status of these activities. Activities refer to interactions with business partners such as: phone calls, meetings, tasks or other types of activities. It is possible to manage one-off and periodic activities. As part of activities with potential customers, the system allows you to create and manage promotional campaigns targeted at prospectuses. To manage the sales process, we can also use the functionality of the Sales Opportunities area. They allow you to define steps in the process and track and analyze sales opportunities based on the progress of activities such as meetings, negotiations, and other events in the sales funnel. In addition, advanced forecasting methods allow you to predict potential profits and prioritize activities related to sales.
The Sales area covers the entire sales process, from creating an offer for recipients and interested parties, through sales orders, which constitute the basis for production planning and purchase orders, to invoicing, creating temporary documents and printouts. SAP Business One provides a wide range of sales documents that relate to different stages of the sales process. It is worth emphasizing that creating offers and sales orders is possible both from the Sales area and the CRM area.
The functionalities supporting the distribution process in the SAP Business One system have been grouped in the Material Management area. They enable optimization of warehouse management, including the following activities:
In SAP Business One, it is possible to manage storage locations in warehouses. For greater flexibility in inventory management, SAP Business One allows you to enable bin location functionality for individual warehouses. The bin location is the smallest addressable unit of space in the warehouse where goods are stored. Examples of location levels:
Another function important from the point of view of distribution management is the completion of deliveries. It enables you to automate the processing of sales orders, sales reserve invoices, production orders, and inventory transfer requests in an orderly manner, from creating a picking list to packing items for shipment based on delivery documents. The process of completing deliveries includes the following procedures:
It is noteworthy that at each stage of the sales and distribution process, it is possible to generate reports at various levels of detail in order to obtain a picture of the sales activities carried out in the company.
Mobile and other solutions dedicated to SAP Business One
In addition to the above-mentioned functional areas, included in the SAP Business One system, native solutions also include the SAP Business One Sales mobile application and the POS system – SAP Customer Checkout.
The SAP Business One Sales mobile application is a mobile solution dedicated to SAP Business One, intended for tablets and smartphones for Android and iOS. Provides immediate access to the most important business information from anywhere. Sales representatives can use it to manage their sales activities and be up to date with information about their activities. The application allows you to conduct sales activities anywhere, at any time and via any mobile device. By connecting to SAP Business One, the application provides sellers with access to the most relevant information and business processes for efficient and effective customer and sales management.
SAP Customer Checkout is a world-class POS software available for small and medium-sized enterprises. The solution allows you to manage master data, such as articles, price lists, customers, not only directly in the SAP Customer Checkout manager system, but also in the SAP Business One system, thanks to the integration with this solution. It supports all the most important functions expected from a point-of-sale system, from the selection of items or discounts, through the handling of returns, tax deductions, multiple payment options (cash, card, invoice, loyalty points, multiple currencies), loyalty management, until the close of the day. SAP Customer Checkout can also be used to manage tables in catering with a table management function. The solution exchanges data with the SAP Business One system, transmitting to the database of this system all information necessary for reporting and settlement of transactions on the same day.
Advanced SAP analytical tools
Each process occurring in the organization should be subject to control and analysis. This also applies to sales and distribution processes. The SAP Business One system has a number of built-in tools that allow such analysis to be carried out in real time. Sometimes, however, the analytical needs of companies are so extensive that they exceed the wide possibilities of the ERP system. A good example is the case where it is required to create analyzes that aggregate data not only from the ERP system database, but also from many other external data sources, such as SAP CloudPlatform, SAP SuccessFactors, SAP Ariba, APACHE HIVE (a tool supporting management BIG DATA), ORACLE, TERADATA. In this case, SAP Analytics Cloud comes in handy – a high-class BI tool that helps companies make business decisions based on advanced analytical tools. Thanks to advanced data analysis, decision-makers will be able to track changes and view the most important information in real time. SAP Analytics Cloud is the basic tool that allows you to discover, monitor, analyze, plan and predict events in an organization using one application. The software is delivered as a service in the SaaS model, thanks to which the application can be accessed from anywhere in the world via a web browser and a mobile application.
The functional extensions of the SAP Business One system (addons) are solutions created by SAP Partners, whose task is to adjust the system to the specific requirements of a given industry or a specific company. SAP Business One is a technologically perfectly prepared solution to create this type of solutions, which means that there are many functional extensions on the market, enabling the system to be adapted to virtually any industry or company. Addons can be small modules, focused on a narrow functional scope, but they can also be large applications, covering a significant area of the company’s operations. Examples of such extensive solutions are addons responsible for the WMS (warehouse management system) area or advanced production management. Below is a list of functional extensions of the SAP Business One system supporting the sales and distribution process, with short descriptions of their capabilities.
A sophisticated and comprehensive warehouse management solution for SAP Business One, designed to increase supply chain efficiency and profitability by transforming logistics processes into fine-tuned operations. This solution supports multiple warehouses and operators, and is able to process large volumes of transactions while maintaining optimal performance. ProdumexWMS complements and extends the standard functionality of SAP Business One in areas critical to logistics operations, including picking, packaging and inventory management. It supports electronic document exchange (EDI) and packaging management, and also allows the use of logistic units. The solution supports the handling of collectors in the warehouse, which, combined with the use of barcodes, significantly accelerates the performance of warehouse operations. The system also extends the capabilities of SAP Business One with functions necessary for the food and pharmaceutical industries, such as support for expiry dates or shelf life.
A solution for creating transport orders and determining the route for documents from the system. It is possible to predefine the routes and starting points that are most often used, thanks to which work with the solution is faster. In the database, we can store and save information about cars, such as name, registration number, information about the carrier, rates for the course, possible tonnage, etc. At the same time, we can store information about drivers assigned to a given transport order and a given car.
A solution that automates sending messages to contractors. It allows you to: distribute invoices issued in SAP Business One with attachments, monitor the delivery status of messages, with the option of registering confirmation of receipt in the system, define any schedule for sending messages not related to issued documents, send notifications about the balance, inform about upcoming payment dates or changes mutual settlements, also with registration of confirmation of receipt of messages.
These solutions perform a similar function as the functional extensions of the SAP Business One system (addons). Their task, like addons, is to adjust the system to the specific requirements of a given industry or a specific company, but they are not part of the SAP Business One system. Their cooperation with the system takes place through integration with the use of the Integration Framework.
A proven online sales platform, based on Magento, tailored to modern customer expectations, built in PWA technology for any scale of business. The solution is integrated with SAP Business One to fulfill orders faster and keep the customer informed about the status of their fulfillment. It can be used as a B2B or B2C tool. Functionalities of the solution:
It should be emphasized that SAP Business One, in combination with solutions extending its capabilities, is an excellent proposition for companies looking for a modern and comprehensive tool supporting the sales and distribution area, regardless of the scale and industry in which a given company operates. An important advantage of this solution is its scalability and the ability to dynamically adjust to the changing market needs. By choosing this solution, the client can be sure that the system will grow along with his enterprise for many years, providing a competitive advantage and allowing for unhindered development of the company.
Miesięcznie przetwarzamy zamówienia kilku tysięcy klientów. Ta ogromna ilość informacji wymaga niezawodnego wsparcia informatycznego. SAP Business One świetnie sobie radzi z tym zadaniem.
Tomasz Sznajder, Prezes Zarządu Prima Gran
Szukaliśmy programu finansowo-księgowego klasy ERP, który sprostałby wymaganiom międzynarodowej grupy kapitałowej składającej się z wielu spółek w różnych zakątkach świata. System ten miał zapewnić sprawną obsługę wielu walut i wersji językowych, a także umożliwić sporządzanie skonsolidowanych sprawozdań.
Izabella Nalewajek, Head of Group Accounting, G2A.COM
Chcieliśmy poprawić działanie systemu księgowego, jak również wdrożyć elektroniczny obieg dokumentów, w tym zatwierdzanie umów w systemie czy generowanie raportów. Dlatego zdecydowaliśmy się na SAP Business One.
Cezary Waszkiewicz, Financial Manager, Adgar Poland
Nasz poprzedni system nie nadążał za naszymi potrzebami, co prowadziło do niezgodności w księgach. Eksport oraz import był również bardzo ograniczony, co utrudniało nam wszelkie raportowania oraz automatyzacje procesów. Firma SUPREMIS zaoferowała najkorzystniejszą cenę wdrożenia SAP Business One, jak i opłat licencyjnych.
Jakub Pach, Group Financial Controller, Virgin Mobile Polska
Szukaliśmy rozwiązania, które w sposób zintegrowany pomoże nam w zarządzaniu firmą. Ważna z naszej perspektywy była marka i zaufanie do produktu, dlatego wybór padł na SAP Business One.
Leszek Sierpiński, Dyrektor Operacyjny, Ayala S.A.
Potrzebowaliśmy systemu, który pozwoli na wyeliminowanie błędów w dostawach, przy jednoczesnym skróceniu terminów realizacji zleceń, tak aby podnieść poziom obsługi klienta. SAP Business One wspiera nas w tych działaniach.
Artur Przyłęcki, Specjalista ds. logistyki, Barilla Poland Sp. z o.o.
Zdecydowaliśmy się na wybór systemu SAP Business One ze względu na jego elastyczność, przejrzystość i możliwość dopasowania do procesów biznesowych, jakie występują w naszej firmie. Nie bez znaczenia był także fakt, że obsługa systemu jest intuicyjna, więc nasi pracownicy nie musieli przechodzić dodatkowych, specjalistycznych szkoleń.
Bartosz Ignaczewski, CEO, BISAN Sp. z o.o.
Szukaliśmy stabilnego i dużego partnera wdrożeniowego z odpowiednim poziomem kompetencji i dużym doświadczeniem wdrożeniowym. Ważna była także otwartość na wdrożenia najnowszych mechanizmów w samym produkcie np. wykorzystanie bazy HANA i architektury wysokiej dostępności.
Paweł Cąkała, IT Manager, GTV Poland
Firma SURPEMIS pomogła nam zdefiniować nasze potrzeby i sprawnie przeprowadziła proces wdrożenia.
Dariusz Binkowski, Klasmann-Deilmann Polska Sp. z o.o.
Zdecydowaliśmy się na wdrożenie wielooddziałowej wersji SAP Business One wspólnie z firmą SUPREMIS, ze względu na dobre doświadczenia współpracy. System Property Management, z którego korzystamy, oferuje najwięcej funkcjonalności, w stosunku do konkurencyjnych produktów.
Hubert Pastuszak, Financial Analyst, London & Cambridge Properties
Bardzo ważne w podjęciu decyzji o wyborze produktu firmy SAP była rozpoznawalność marki oraz zapewnienie, że program odzwierciedli procesy biznesowe i zarządcze jakie występują w przedsiębiorstwie, w sposób scentralizowany.
Michał Strycharski, MCKB Sp. z o.o.
Na wybór SAP Business One zdecydowaliśmy się z uwagi na możliwość lepszego dostosowania systemu do specyfiki i rozmiarów przedsiębiorstwa, w porównaniu do dotychczas stosowanego programu ERP. Istotnym czynnikiem przy wyborze była również wysoka efektywność kosztowa, rozumiana jako relacja ceny do możliwości, oferowanych przez ten system.
Paweł Zastawny, Dyrektor Finansowy, Trinac Polska Sp. z o.o.
We process orders of several thousand customers every month. This huge amount of information requires reliable IT support. SAP Business One copes well with this task.
Tomasz Sznajder, President of the Management Board of Primagran
We were looking for an ERP-class financial and accounting program that would meet the requirements of an international capital group consisting of many companies in various parts of the world. This system was to ensure efficient handling of multiple currencies and language versions, and to enable the preparation of consolidated reports.
We wanted to improve the operation of the accounting system, as well as implement electronic document circulation, including approving contracts in the system or generating reports. That is why we decided on SAP Business One.
The price of purchasing and implementing the system is determined by many factors specific to the industry in which the organization operates, as well as individual customer expectations and needs. The price is also influenced by the software delivery model (local or in the cloud) and the method of settlement (subscription or one-time fee). To estimate the amount of investment in a solution tailored to your needs, the following process most often works:
Using the contact form or via chat, contact us and write what system you are interested in or what problem you want to solve.
In the second step, our account manager will contact you to arrange the details. Thanks to this, we will get to know your needs better and choose the right solution.
We present a solution configured for the needs of your company and its processes. During the presentation, we also most often specify the necessary functionalities.
Having full knowledge, we prepare a price offer for the purchase and implementation of the system and discuss it in detail.