Stay Connected

Feature Article | July 21, 2004 by admin

Wouldn’t it be great if where we did our “basics” and where we did our job were integrated and you could decide where you wanted to do your work? They are, and you can. Leverage the power of SAP Business One and its rich features and open architecture with the tools of Microsoft Outlook for e-mail, scheduling, contacts, and tasks.

Don’t lose it

Now none of your work is lost. Nothing. Not your customer’s request for information, your quotation correspondence, your contact information or your meeting schedule. And more importantly, it’s no longer locked up in Outlook. Because it’s in SAP Business One, everyone can see it – your manager, your colleagues, accounting clerks, and customer service reps.
As Ramsey Saab, sales engineer with CDI, a reseller of manufacturing and distribution software for SMBs, states, “The integration of Microsoft Outlook and SAP Business One allows me to keep doing what I’m doing. I can stay in Outlook and can keep doing my related business processes. I can associate e-mails with a meeting, invoice or customer service request. Everyone in the company gets a full picture of the customer: meetings, presentations, quotations, invoices, and even a customer question about a shipment or product warranty. Nothing’s lost.”

Get some real gains

SAP Business One offers Outlook integration with:

  • E-mail conversion to SAP Business One activities
  • Quotation management
  • Bi-directional data synchronization

Everything is built from Outlook with your business tasks in mind. You stay in Outlook while SAP Business One converts an e-mail to an activity, captures new and changed contact information and assigns follow-up tasks. There’s one place, one method, one paradigm and one concept.

Capture the activity

Let’s face it, Outlook is a good e-mail manager. But it’s not the best place to manage your business activities. With Outlook integration you decide where it’s most convenient and productive for you to work, and SAP Business One handles the rest in one seamless process.
For example, you create a quotation in SAP Business One and send it to the Hang-Ten surfboard distributor. Surf Daddy replies with an e-mail. Without Outlook integration, you’ve lost the connection to the quotation and other information about Hang-Ten you already have in SAP Business One. With Outlook integration, you open your e-mail, copy it into SAP Business One as an activity, and track it through the entire sales process. Everything relates back to the contact and the company, and you don’t lose a thing.
Is Surf Daddy heading off to Australia for a few months and leaving Surfer Girl in charge? No problem. When you save the e-mail as an activity, you can have the system add a new contact person to the business partner or update the e-mail address of the existing contact person in SAP Business One.

Stay in the loop

“Management by exception” is not just a buzzword with SAP Business One capabilities for workflow, reminders, and alerts.
Do you want to set up a meeting with Surf Daddy and Surfer Girl? You can specify follow-up activities that can be automatically generated for a saved e-mail. You can specify default settings for handling follow-ups and attachments that can be overridden on a case-by-case basis.
And no matter where you are working, whether in Outlook or SAP Business One, you’ll get a reminder of the meeting or other activity. If there’s an inventory shortage or you need to approve a larger discount, you’ll get the alert from SAP Business One even if you’re answering e-mails in Outlook. If you’re checking on shipping schedules in SAP Business One and Surf Daddy calls to change the meeting date, you can enter the change in SAP Business One and it will be reflected in Outlook.

Manage the quotation

Working from Outlook, you can set filter criteria to personalize your view of quotations. Using data and a template from SAP Business One, you can generate new quotations or update existing quotations in Outlook. SAP Business One enforces the same business rules on these quotations so that business policy is consistent, regardless of where you generate the quotation. And you can send the quotation to your contact without leaving Outlook.

No surprise when you synchronize

Ramsey Saab uses the synchronization feature “…..right before I head out for the day to make sure I’ve got the latest on the partners and the companies that I’m visiting. And I also check for any other activity on the account, like recent calls to customer service, repair calls by service technicians, or a call from our accounting department on a late payment. That way there are no surprises.”
Whether you working in Outlook or SAP Business One, you get the same freedom of choice and control when you synchronize:
How – you can review a variety of custom settings and options before each synchronization session and use them or you can perform a quick sync using your last-saved setting.
When – you can synchronize a single object (contact, appointment or task) on-the-fly without having to synchronize all records at the same time.
What – you choose what you want to synchronize, for example calendar and contacts, but not tasks, specific partners or a date range.
And during synchronization you can resolve conflicts on a field-by-field basis via a preview window. For example, if you see a meeting conflict, you can decide to eliminate it from the synchronization list or you can change the meeting.

Be more productive

SAP Business One is one of the most integrated products for SMBs on the market today. With Outlook integration you can continue to work with the tools you’re used to and take advantage of the robust capabilities of SAP Business One for business processes such as customer service, opportunity management, accounting, and distribution.
You decide what works best for you and your company. You get a 360-degree view of sales opportunities with complete visibility into prospect history and progress. Everyone can see leads assigned and routed, tracked activities, and alerts – all in a single integrated product.
And because all information is synchronized and in SAP Business One, you can manage key business processes via reports and analyses. You can see who’s going out on sales calls, the conversion rate from an opportunity to a contract, the top customers and their purchasing history or the productivity of service calls. The information you gain here can be used for planning, staffing, goal setting, and determining business strategy.

Learn more

SAP Business One delivers out-of-the-box software that addresses all your business needs and now offers integration with Outlook.
To find out more, go to our website: www.sap.com/smb or call the SAP Business One Response Center at +1-888-227-1727.

Brenda Mackay

Brenda Mackay

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