If you are currently using SAP Business One and you are looking to integrate your SAP Business One system to an e-commerce platform this article is for you. The team at Leverage Technologies gets a phone call every week from SAP Business One users who want to start trading on-line (business to business or consumer to business). Let’s look at the options available to you:

Broadly speaking there are two key categories of requirement for e-commerce integration to SAP Business One –

1. Business to Business E-commerce for SAP Business One (you are trading with other businesses – very common for wholesale / distribution). You want to provide your existing and potential customers with access to new orders, pricing, stock availability and other related information on-line and integrated to SAP Business One.
2. Consumer to Business E-commerce for SAP Business One (you want to trade directly with the end customer – allowing the placement of on-line orders, integration to payment gateways and freight management solutions). Once again – fully integrated to SAP Business One.

Within these two categories of requirement there are two major options for e-commerce integration to SAP Business One –

1. Tailored solution (e-commerce for SAP Business One) – a solution tailored to your companies specific requirements. This is the “tell us what you want” and we will build it approach. Most e-commerce providers will have a library of functional sets that can be used to build you exactly what you want from a set of “building blocks”.
2. Template solution (e-commerce for SAP Business One) – the “out the box” template design. You get to choose from several template designs and minimal customisation is advisable.

So, which SAP Business One e-commerce solution is right for your business – the good news is that there is no right or wrong answer. Let’s consider 10 questions that you should ask yourself (which will have an impact on your choice of a tailored or template solution for SAP Business One E-commerce):

1. Budget – the template solutions usually sell for less than the tailored solution. A template solution usually costs $12,500 – $20,000 whereas a tailored solution usually starts at $30,000.
2. Business model – is your business model entirely web based or is your foray into e-commerce simply a low cost alternative to see if you can get an additional line of business up and running at a low cost? Alternatively do you want to improve customer service by offering on-line information to existing customers?
3. Customer expectations – what user experience are your customers expecting? In a business to business environment you might be offering basic login rights for your customers who can access current open invoices and statements in SAP Business One. This is a very different requirement from a full consumer to business website looking to sell on the web including functional search engine optimisation and graphically rich images with payment gateways.
4. Order volumes – are you expecting a few orders a day on a business to business SAP e-commerce site or thousands of orders per day?
5. Integration requirements to SAP Business One – do you want e-commerce users to have access to stock availability, customer specific pricing, special discounts, freights costs etc. from SAP Business One?
6. Is a payment gateway required – if you operate only in a business to business environment with existing account paying customers you might not require payment gateway integration for automatic receipting and matching of payments? If you operate in a consumer to business e-commerce environment for SAP Business One you will require payment gateway integration.
7. New customers or existing customers only – is your SAP Business One e-commerce gateway only open to existing account based customers or will you be opening up the e-commerce portal to anybody that wants to browse your products and place an order?
8. Website design and content management – do you need a basic website design or are you looking for a full end to end solution with regular product updates, blogs, technical specifications of your products and integrated content management?
9. Product browsing – is it a critical component of your SAP Business One e-commerce solution for customers to have the ability to refine search criteria to find the right product from the web? In a business to business environment very often customers know exactly what product they want to purchase – sometimes even having the product code available. In a consumer to business environment the customer starts by doing a product search.
10. Potential for growth – how much potential is there for rapid growth in your SAP Business One E-commerce requirements?

Your answers to these questions will have an impact on your choice of e-commerce integration to SAP Business One. The great news is that SAP and SAP Partners provide several choices for your SAP Business One E-commerce integration – business to business or consumer to business and tailored solutions or template solutions – we can help you decide which the best option for your business is.

Successfully running any type of business will involve an abundance of hard work, significant time, and well managed cash flow. Unfortunately in today’s tough economy, it is especially challenging to maintain a positive cash flow. Competition is fierce and the global marketplace allows buyers to quickly comparison shop online for all of their needs and wants.

This is why it is essential for management to have the latest business management technology – readily available in one neat solution, so that they can run the business as effectively and efficiently as possible using one central system. Management should also be able to take advantage of all the new automated tools and software solutions that are designed to increase a business’ cash flow, improve customer service and help measure margins and profitability.

Here are a few ways to use business management software to increase cash flow:

1.  One Comprehensive Business Management Software Application

So many companies rely on a variety of diverse computer programs to cover all of their company’s different departmental requirements. This makes it difficult to integrate information and provide accessibility to everyone who could benefit from the information available. Modern businesses need one complete business management software solution that can retain customer contact information, create quotes and invoices, create follow up for sales leads, fill in timesheets, monitor receivables, update the status of inventory, and advise delivery dates.

This will increase cash flow by reducing the need for multiple licenses, decreasing the amount of time wasted with double entry of data, and eliminating the need for cross referencing between different software platforms. When you use integrated business management software, everything your team needs to know will be easily accessible from one central location.

2.  Detailed and Updated Business Reporting from Anywhere

Modern business management software allows authorized users to access key business reports and information directly from their mobile devices. This will allow sales people to reference accurate updates on any of their prospects or customers while they are visiting with their clients at any location. This can be used to increase cash flow by making it easier to reference information that could help convert a potential lead into a customer.

All anyone needs to use business management software is a password, an Internet connection and a mobile device. This accessibility also means that employees can work from home if they are unable to come into the office. Business management software offers document sharing capabilities so that they can still open all of their files and programs from their home computer.

3.  Easier for Managers to Stay on Top of a Project’s Progress

Prior to business management software, business owners would need to call meetings or personally contact employees to request status updates. This could be incredibly time-consuming, especially when you require current information on several different projects or sales cycles at the same time.

Business management software can be used to efficiently track the progress of a project or sales cycle, which will be accessible to anyone (with permission) from anywhere. Managers can login to the business management software and find all of the answers they need with the click of a button. Imagine the amount of time that will be saved having all relevant project and sales cycle or customer sales information available at the click of a button. Now imagine the positive impact on your cash flow…..access to the right information will lead to better decision making. Better decision making will lead to improved cash flow.

4.  Provides Consistency and Improved Communication Between Departments

It is not only managers who will benefit from having current information at their fingertips. Business management software gives customer relationship specialists all of the details they need to quickly investigate and resolve a complaint or customer issue. It also gives the sales team information on inventory, product details, and any relevant aspects of a customer’s purchasing history to improve your chance of earning repeat business. Plus it allows for both departments to have vital access to delivery dates, backorder delays, and any other detail that may affect the order fulfillment process.

By using a complete, integrated business management software solution, there will be less of a need to send e-mails, leave voicemails, or get into lengthy conversations while trying to determine the answers you need for your clients. This will increase cash flow by decreasing customer wait times and improving the overall customer experience, which should result in more repeat business and better on time in full delivery of goods to your customers.

5.  Helps Managers and Employees Identify Problems Sooner

Managers and employees will be able to identify potential problems sooner using business management software, because with a consolidated business management solution problem identification is made that much easier – using up to date information and KPI’s. This means that there should also be fewer mistakes made in the first place, since everyone is working with the same real-time information.

Quite often businesses make critical errors because someone is using outdated information without realizing it. Business management software will increase cash flow by reducing the impact and likelihood of costly mistakes and incorrect decision making based on old or incorrect data.

6.  Reduces debtors days outstanding and saves the environment

Because all of the information is securely stored online, there is no need to print hardcopies for future reference. This will significantly reduce the amount your company spends on paper and possibly even reduce the amount of office space that is required for filing cabinets. By sending invoices and statements on-line you will reduce your debtor’s days outstanding and will reduce the costs associated with manual posting of statements and invoices – move into the digital on-line age of emailing invoices and statements – a great way to increase cash flow and help the environment.

7.  Makes Better Use of the IT Department’s Valuable Time

By converting to one central business management software program Your IT team will no longer waste their time sourcing, installing, and maintaining multiple computer programs. Instead of looking for ways to integrate a variety of different programs, they can be using their skills and expertise to create new technological efficiencies that can benefit your company’s operations. There is no doubt that this time-saving factor will result in an increase of cash flow.

8.      Offers New Solutions and Automated Tools

Technology has advanced significantly in the past few years, and today’s business management software comes with many money-saving tools that will increase your cash flow. Modern business management software solutions provide automated calculations, Web-based accessibility, mobile access and cloud-based solutions that can reduce your costs significantly. Every business management software program has its own unique features, so it is best to compare products to find the one that best suits your company’s needs.

Business management software will increase cash flow by decreasing the amount spent on computer licenses, saving managers’ and IT departments’ valuable time, reducing debtors days outstanding, and improving a company’s overall efficiency. It is fundamental that every modern business takes advantage of automated, comprehensive software to stay competitive and improve their bottom line.

Implementing a Small Business CRM (Customer Relationship Management) and ERP (Enterprise Resource Planning) system is among the most complex, time-consuming and expensive tasks done by a typical IT department. There is a high potential for unexpected delays, complications, and extra expenses. Many companies make costly mistakes and that is why we have compiled a list of the biggest mistakes a business can make during ERP upgrades. We will also provide advice on how you can avoid these mistakes and carry out a successful transition.

Depending on the size of your business and its CRM and ERP requirements, an upgrade could cost anywhere from tens of thousands of dollars to millions of dollars. These systems will take a significant investment of time, money, and resources. Although a successful ERP implementation will help your organization cut costs and improve efficiencies, a poorly planned ERP rollout will cost your company valuable time and resources.

Here are a few of the most common CRM and ERP implementation mistakes:

1.    Not Enough Emphasis on Planning

There is no aspect of the CRM and ERP implementation process that is more important than the initial planning. Many organizations do not start with adequate planning and then find themselves having to create solutions while the project is already in motion. Comprehensive planning is critical for a successful ERP project.

The first step in planning is evaluating your current processes and then determining how to evolve them in a way that will improve efficiency and optimize the structure of your business model. This can be done using an internal audit of your policies, procedures, and processes prior to selecting an ERP system.

2.    Not Knowing Enough About How to Properly Utilize Key Features

There are countless opportunities to complete functions faster, reach challenging business objectives, and automate standard business processes. Unfortunately, most people do not know how to get the optimal use of all the key features available in a CRM and ERP system.

Take the time to learn about the ERP system capabilities and create a master list to track the usage of each feature. Evaluate which are the most helpful features and encourage employees to use them to their maximum potential. You can include the list of features and benefits in your employee training manual to make sure everyone is using the most efficient process.

3.    Not Planning for Enough Resources or Time

Almost every company that takes on a CRM and ERP system upgrade grossly underestimates the amount of resources and time that will be required to implement the ERP System. Ensue a realistic go live date and give your team enough time to allocate to the ERP upgrade.

4.    Not Involving the Right People on the Implementation Team

A CRM and ERP implementation project is one of the largest undertakings your company will make and involving the right people is critical to its success. Many organizations make the mistake of only seeking IT and executive approval for ERP system decisions, when the people using it on a regular basis also have valuable input. Every department from manufacturing, finance, purchasing, marketing, and sales should have a chance to review the options and make suggestions. This will ensure that the program fulfills every role’s needs, so expensive upgrades and enhancements won`t need to be made after the ERP solution is rolled out.

5.    Not Investing Enough Time and Resources on Training

Every employee should have the opportunity to train and test the new system prior to it going live. A lack of adequate training is one of the biggest mistakes a business can make during a CRM and ERP upgrade. A good idea is to set up an employee feedback and help center. This will keep the lines of communication open during the development and implementation process and ensure that everyone is able to use the system effectively.

6.    Not Properly Screening Potential ERP Vendors

Doing the necessary research prior to selecting an ERP vendor will be essential to choosing the right one. Make sure to ask for ample references and to check with at least a few companies personally. Inquire about features they are able to implement and how they will handle certain challenges. You don`t want to encounter a lack of capabilities or functionality restrictions after you have invested in a particular ERP vendor`s services. Make sure they have the experience and expertise to complete the implementation process from start to finish.

7.    Not Creating a Priority System

Creating a priority system should be one of the top priorities for IT managers who are taking on an ERP upgrade. This system should not only indicate the order each task needs to be done, but a priority list of issues that will need to be resolved. This will help minimize delays and keep your team focused on the most important aspects of the implementation.

8.    Not Configuring the ERP System

If you are investing in an ERP system, it should be one that is configured to your practices and business structure.

9.    Not Putting Enough Emphasis on Accurate Data

The CRM and ERP system upgrade will only be as valuable as the data that is put into it. You can minimize the number of complications and future problems by using the right procedural parameters and accurate programming information. When you are investing that much money and time in an ERP implementation, it is important that you get the details right.

10.  Not Using an Active Load Testing Environment

You will need to be able to simulate your user load, so that you can test the effects the changes will have once the ERP upgrade is live. You won`t be able to effectively evaluate the real results of your changes based on a few test users and it could lead to costly unplanned downtime when the system is fully implemented. It is critical that you have an active load testing environment prior to implementation.

11.  Not Streamlining  ERP Use to Only the Main Areas of Your Business

Even if you choose the most advance, powerful, and flexible ERP system possible, it will not be able to absorb all business logic. Many companies try the “kitchen sink“ approach and try to implement every objective, task, and department possible. It is necessary to focus mainly on the areas that will benefit the most from the ERP upgrade.  

12.  Not Using a Qualified, Certified and Experienced Support Provider

It is important that you investigate all your ERP support options and find a support provider who can deliver the level of service and ERP experience that your business requires.

13.  Not Decommissioning Applications

Organizations should actively work on decommissioning legacy applications during the implementation process. The point of upgrading your CRM and ERP system is to reduce the amount of resources you are wasting. The end result should not be just another piece of software that will require support, hardware, maintenance, and future upgrades. Make sure that you make full use of the new ERP upgrade.

14.  Not Developing a Maintenance Strategy

Once you have implemented a CRM and ERP system upgrade, it will be essential that it is maintained. There will always be advancements in technology, improved customer support packages, and fundamental changes that should be made to ensure the system is offering its users the latest and greatest software solutions. If you do not have an effective maintenance strategy, your upgrade will become obsolete before you even know it.

All of these 14 mistakes can be avoided. Make sure to plan as much as you can in advance, learn about key features, make sure you have enough resources, the right people, a realistic time frame, and that you clearly understand your main focus and priorities. It will also be critical that you invest in training to optimize what each user is able to achieve using the new ERP system. 

Another necessity is investing the time into sourcing a qualified and capable implementation consult. An ERP expert will be able to review your current business practices, risks, goals, and then develop an effective implementation solution that encompasses everything you need. An ERP system is a long-term investment and it will make a difference if you have a vendor that fully understands your organization’s requirements. You will also want to choose an ERP vendor that emphasizes the importance of a long-term maintenance strategy.

Ensure Backup & Recovery

The last tip is to take a good look at your business and identify the critical areas that need to remain available 24/7. Your hardware and software vendors will need to be aware of these areas, so they can make sure they can provide appropriate backup and recovery options to keep the company functioning during the rollout process.

A CRM and ERP system update is inevitable at some point and once it is complete, your system will be more efficient and cost-effective. When you make the decision to begin the ERP upgrade process, read over these 14 mistakes one more time to ensure that you are ready and able to make your ERP upgrade a successful venture.

Unfortunately, all software solutions have a shelf-life and eventually, it will be necessary to upgrade or enhance your current ERP system. Your existing program won’t be able to incorporate all of the new technological advancements, it will become slower and bogged down, and your competitors will start to gain a slight advantage. These are just some of the warning signs that an upgrade is inevitable.

Many companies choose to switch to pre-set CRM and ERP systems not configured to their needs. They will make compromises and find ways to adapt their procedures to suit the software instead of hiring an ERP expert that can configure the program to your business. A professional ERP update is a time-consuming and complex process; however, the end result is a faster and more efficient system that has been configured specifically for your organization. That means it is worth doing right the first time so you see a great ROI.

How could my ERP system hold my business back?

By using your own intuition and experience, you will be able to recognize performance issues and determine aspects of your ERP system that are not providing your company with all that they could. Slow starts, invalid functions, and outdated practices could all be preventing your business from reaching its real potential.

Another way an outdated ERP system could hold your business back is if it cannot easily adapt to new technology like cloud computing. Start by comparing the capabilities of your current system with the extensive range of options that are available now. How many of the new tools and features would make your business run smoother? Not taking advantage of everything new technology has to offer is certainly holding your business back.

Recognizing that there is a problem with its current performance is the first step to resolving the issue. You won’t realize exactly how inefficient and ineffective your previous system was until you have experienced the benefits of an ERP upgrade.

A new CRM and ERP system implementation will revive your business by enhancing processes, streamlining procedures, and improving overall functionality. It will also provide exciting new opportunities for growth and expansion.

Evaluating Your Business and Existing ERP Solutions

If you think you need a new CRM and ERP software solution, you are most likely right, but you can be certain that you do by answering a few simple questions:

Could your company’s processes be improved upon?

In some cases, a business’s current processes could be holding them back instead of the CRM and ERP software. A lack of employee training, inefficient processes, and organizational dysfunction cannot be solved by upgrading your system. Make sure your existing program is being used properly and tools are being used to their optimal potential before determining if it is time for a switch.

Do you need an upgrade or a whole new ERP system?

An upgrade will be simpler and less expensive to manage than a completely new ERP system. If your company has outgrown the current ERP software, the same vendor may offer incentives for choosing one of their higher-end product upgrades. There are not as many risks involved in a move from products that are within the same family, so there is less chance of delays and disruptions.

Switching your ERP system provider and software has many worthwhile benefits. Although more training and effort will be required initially, it could significantly improve your processes and make your company run more efficiently.

In the next section, we are going to discuss warning signs that your ERP system is holding you back. If you find any of these seven reasons apply to your business, you may want to consider overhauling your entire CRM and ERP system. Once you have concluded that an ERP upgrade or switch is necessary, there are three essential steps to successfully pulling it off.

1. Plan, Plan, Plan – you need a clear migration path planned from conception to conclusion
2. Customization – you will get better results with a solution created specifically for your business
3. The ERP Vendor – you need an experienced professional to get the most from the software

All it takes is careful planning, a configurable software solution, and an experienced, reputable ERP vendor. If those three aspects are covered, the actual implementation process should be smooth and rewarding.

These are 7 Warning Signs Your ERP System is Holding Your Business Back

1.      Your ERP system hasn’t received a significant upgrade in more than three years

Ordinarily, a business could maintain the same ERP system for considerably longer, but technology has launched some impressive new features and services in the last few years. The modern business world is now conducted online and mobility is becoming an essential component of industry leadership. Big companies are using their new global reach to expand and businesses stuck in the past will stay there.

2.      People are adjusting your business processes to suit the ERP system

If the current CRM and ERP program forces workers to use inefficient processes to coincide with the software’s capabilities, then it is costing time instead of saving it. Your ERP system should be an adaptation of your company’s best practices. If the ERP software is not flexible enough to accept new procedures and more efficient processes, it is holding you back.

Your competitors will be taking advantage of better solutions and more advanced technology while your employees are fiddling with obsolete processes to manipulate them into achieving the optimal result. This is a clear sign that it is time for a switch, or at least an upgrade.

3.      It is no longer a cost-effective solution

When you initially planned your ERP solution, you would have most likely calculated the costs to make sure the price fit the services it offered. Your business is dynamic and constantly evolving. As things change, these original calculations may no longer be relevant. Modern cloud-based (which I will discuss later) ERP solutions can cost significantly less than legacy systems. ERP is a highly competitive business and it is important to investigate your options. However, I don’t recommend choosing solely on price. This is a major upgrade and worth the investment.

4.      It doesn’t offer cloud computing capabilities

I mentioned cloud computing in the last section because there are clear signs that every business will eventually move to a cloud-based system. Cloud has already changed the way countless Fortune 500 companies manage their business and companies of all sizes are realizing its exceptional benefits.

Traditional, legacy ERP solutions require you to purchase a license and load software onto your servers in order to utilize the system. In a cloud-based ERP system, all you need is an internet connection. The ERP runs from the data center of the service provider which significantly reduces operating costs. You will not need to purchase an abundance of licenses and you will not need to invest in high-performance hardware.

5.      Users are Opting to Work outside of the ERP system.

There are some things your employees will want to perform in the system that it cannot accommodate. For example, if a company adds a new product line or process, the legacy system may not be able to incorporate the information into its current programming. In those instances, they will choose to go outside the ERP system and use other programs, databases, or spreadsheets to create the desired result.

Opting to work outside the ERP system generates isolated bits of information that are not included in ERP reporting. This could lead to serious inaccuracies and inconsistencies that could be holding your business back and causing countless future problems and expenses. There is no value in having a CRM and ERP system if it is not being used by everyone on the team for all relevant information. This is the only way to ensure it is an accurate reflection of your operations.

6.      It was Not Configured for Your Company

Quite often, a company’s first ERP solution will be a store-bought version that doesn’t quite meet all of your company’s goals and objectives. If it hasn’t been configured specifically to suit all the functions and procedures of your unique business, then there is no question that it is holding you back.

7.      No longer Have the Right Staffing or Vendor Support

When your existing system was first implemented, you had plenty of IT and vendor support from people who understand exactly how it was developed. As years went by, the program itself would have been manipulated by various IT staff and it is a shell of its original specifications. There is no one left who completely understands the system and how to get optimal use from it.

This last warning sign should inspire you to also have backup personal and third-party support for your ERP software. Employee turnover is a major threat to your current system that should be taken seriously. An upgrade or switch will be accompanied with fresh support to ensure that your program is being managed by professionals that fully understand the system.

There are many different reasons why you may want to change your ERP software, but the main reason is that it is holding you back from your business’s full potential. If there are greater capabilities available, your business is missing out on potentially profitable opportunities by not actively pursuing the best technology.

These are the 7 warning signs that your ERP system is holding your business back. There are other smaller signs that will nudge you in the same direction. Organizations that feel their ERP system is not giving them everything they need to achieve the results they want should make a switch or upgrade as soon as possible to maximize their full potential.