BM2019

Laboratory Exercise
Basic Customization: Company Details and
General Settings
Objectives:

At the end of the exercise, the students should be able to:

▪ Determine the phases of SAP Accelerated Implementation Program (AIP); and

▪ Set-up company details and general settings.

Software Requirement:

▪ SAP Business One on Cloud

▪ MS Word

Theoretical Background

You are working in a consulting company, who is reselling SAP – offering world class yet affordable
solutions to SME’s based on the proven technology of SAP. Your company’s sales team purchases
the required SAP Business One user licenses on behalf of the customer. Thus, from a contractual
standpoint, there is no direct relationship between SAP and the end customer. Your company
(otherwise known as the “Partner”) is responsible for the implementation and support of Appliance
Hub Corporation (otherwise known as the “End Customer”)

SAP is responsible for defects in the SAP Business One software. You are one of the functional
consultants assigned for Appliance Hub Corporation. You will work in a group, with other functional
consultants, composed of IT and Accounting professionals. As an implementation consultant, you are
usually engaged at the end of the sales cycle, after the partner sales team signs a contract with SAP.

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Accelerated Implementation Program (AIP)

• Successful implementation partners follow a structured phased-process for implementation. The SAP
Accelerated Implementation Program (AIP) is specifically designed for SAP Business One
implementation.
• The AIP methodology divides implementation into five (5) phases. These phases cover the period
starting with the handover from the sales team to right before the handover to the support
organization.
• The methodology provides a milestone for each phase. Each milestone marks the completion of a
discreet activity in the project: software installation, system configuration, testing, and so on. The
milestone has been selected by SAP and partners as crucial checkpoints in your project plan.
• Since all the methodology materials are published as a template, partners have the opportunity to
adapt the methodology to their own practices.

PROJECT PREPARATION

• The first phase is the implementation, during which the customer transitions from the sales cycle to
implementation mode.
• For implementation partner, the key activities are to:
- Conduct a project handover with the sales team
- Create a project plan for the implementation
- Conduct an official kick-off meeting with the customer team
- Deliver and install the SAP Business One software and demo database at the customer site.
• Note that the customer project manager and other key team members should have been appointed
during the sales cycle. The sample templates provided in the AIP methodology can be used for a pre-
sales business analysis of the customer, handover from a sales meeting, project plan, and kick-off
meeting.

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Project Preparation Milestone

• To keep the project focused and on track, four milestones in this first phase should be completed.
- First, all aspects of the sales process, including the customer background, business processes, any
risk or constraints, and any special or unusual requirements must be clearly understood. This
information is needed before meeting the customer.
- Second is the kick-off meeting. This meeting marks the official start of the project. Ideally, this
meeting gives the opportunity to create a relationship with the customer team to set correct
expectations for the implementation.
- Third is the installation of the software which is important in every contract. The software,
including add-ons, must be fully installed. The implementation consultant should install the demo
database for use later in the project.
- The last milestone is the checkpoint. A big advantage of the AIP methodology is as a control
mechanism for keeping the project on track. To achieve this, the customer project manager is asked
to acknowledge the completion of the phase with a signature. The financial checkpoint gives the
opportunity to ascertain that the customer is happy with the project and does not have unrealistic
expectations before the project moves on.

BUSINESS BLUEPRINTING

• Business blueprint is the second phase in the project and the project team focuses on the detailed
analysis of the customer’s business processes and requirements.
• The requirements are now mapped to a solution in SAP Business One. The documentation of the
solution is known as the business blueprint.
• The AIP recommends four milestones for this phase:

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- First, the requirements gathering workshops for each customer’s processes must be completed.
- Second, perform a ‘fit/gap analysis’ to map the processes to an SAP Business One solution. The
documented solution must be reviewed and accepted by the customer. The blueprint then
becomes the focal document for the next phase of the project.
- The third milestone serves as a checkpoint to ensure that the impact to the project of any gaps or
change requests identified during the fit/gap analysis has been assessed. It is possible that these
changes will affect the scope (work effort, timeline and/or cost) of the project.
- The final milestone for this phase is the checkpoint. To keep the project on track, the customer
should agree that all the phase deliverables and milestones have been met.

PROJECT REALIZATION
• Project realization is the heart of the project, and in this phase, the consultant implements all the
business processes and technical requirements defined during the previous phase.
• The legacy master data is migrated.
• The newly built system and master data is validated and tested by the customer using a test copy of
the customer database. All issues arising during testing should be logged and resolved before moving
onto the next phase.
• At the same time, the project manager draws up plans for training end-users, and for the cutover
period. The cutover periods happen just before the system’s go-live, when many activities must take
place in the correct sequence and in a very short timeframe so that the new system can fully run the
production workload.

Procedure:

1. Open Microsoft Word. Name the file with this format: SURNAME_AIS_SBOExe3 (e.g.
SANTILLAN_AIS_SBOExe3).
2. Open any browser, then enter the URL provided by your instructor
3. Select the assigned server and database (company name) that will be provided by your instructor.
4. Log-in using the user ID and password provided depending on the branch assigned to you. Each
student will be given a unique branch assignment. Once logged-in, DO NOT FORGET to set the
default branch assigned to you.
5. COMPANY DETAILS (Section 1 of Business Blueprint)
a. Enter the company name, address, and other details as required
b. Go to Administration > System Initialization > Company Details > General Tab > Local
Language.

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c. Note that the Address field will automatically update depending on the inputs in the
boxes below it. Capture the company details, then paste into your document.
d. Click Update, then proceed to the Basic Initialization tab.

e. In the Basic Initialization tab, enter Philippine Peso in the Local Currency and System
Currency fields. If the option is not available, click Define New to add the new currency.
f. Capture the updated Basic Initialization tab. See sample screenshot below. Label it with
Company Details.

Company Details
g. Click Update, then OK.
h. Check and select the following options.
i. Click Update, then OK.

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6. GENERAL SETTINGS (Section 2 of the Business Blueprint)

a. Go to Administration > System Initialization > General Settings > BP Tab.

b. Check all the selections as seen in the sample image BP Settings.
c. Click Update, then proceed to Inventory tab.
d. Check all the selections as seen in the sample image Inventory Settings.
e. Click Update, then OK.

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BP Setting

Inventory Settings

Rubric for grading:

CRITERIA PERFORMANCE INDICATORS POINTS
Neatness and
Captured images are clear and well-organized. 20
Organization
Titles, Labels, and
The images and the file are properly labeled and named, respectively. 10
Headings
TOTAL 30

References
Du, G. (2011). Mastering SQL Queries for SAP Business One. Birmingham: Packt Publishing Ltd.
Fasttrack IT Academy. (2019). Quick guide to database management system using SAP B1. Makati City:
Author.

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