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SAP Business One for NGOs

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Grant Management & Project Control

Increasing accountability and skills development with SAP Business One

Helping NPOs and NGOs run

more efficiently

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BUSINESS BENEFITS

 Improved administration

efficiency

 Pre-approved grant opportunity tracking

 Advanced grant and budgetary controls

 Grantor compliance

 Instant and real-time access for project managers

 Effective procurement cycle

 Spend and claim processing

 Timeous invoicing of grantors in multi-currency

 Internal and external grant reporting in real time

 Periodic budget to expenditure reporting

 Budget to actual controls

SAP Business One for NGO’s

CO MPREHENSIVE BUDGETING, REPO RTING AND PROJECT CONTRO L TO DRIVE

EFFICIENCY AND SUCCESS

Like many other NGOs, your work day is probably full of spreadsheets, complications, chasing case workers, managing employees, and controlling processes. As your NGO grows, so do the challenges associated with managing grants, time, financials, budgets and projects. Without an integrated and automated solution, increased complexity can quickly overwhelm your current processes, giving rise to inefficiencies and inaccuracies that can lead to missed opportunities and revenue., as well as poor service delivery.

SAP Business One addresses your fundamental business requirements with finance, sales, CRM, Business Management, Integration and more. This functionality is further expanded for NGO’s by placing emphasis on budgeting, reporting, procurement, invoicing and project control. This provides project leaders and managers with the real-time insight they need to better maintain and control projects, grants and budgets.

“SAP is a great step forward for the DTHF. The system will enhance our grant administration and management reporting. SAP Business One will help improve project management and budget planning. In addition, the controls integral to the SAP system decrease risk and this should improve our system audits. The DTHF operates a wide variety of projects from six sites; our previous

accounting system was inadequate. The change to SAP has been long overdue,” Ganief Abraham, CFO, DTHF.

Grant Budgeting

The Bluekey grant budget administration module for SAP Business One allows NGOs to budget their projects during the grant application process until submitted and approved. As opposed to typical financial budgets, grant management budgets feature a set of tools to budget at any GL account level across any number of calendar months in the grantors specified currency and exchange rate. Various controls propagate to the rest of SAP Business One during procurement and invoicing processes.

 Grant opportunity tracking through all opportunity stages

 Budgeting to individual grant level  Blocking of unwanted budget items at any

account level

 Multiple exchange rate options for foreign currency grantors

 Full permission handling to ensure management control

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Procurement and Invoicing

All standard procurement processes are supported by the solution including requisitions at site level with dynamic routing capabilities for document approvals. Procurement documents are subject to an approved SAP Business One grant budget. Budget availability is shown in real time to document originators and approvers ensuring controlled spend on projects.

Grantor invoicing adheres to multi-currency requirements and typical stipulations and compliancy as set out in the grant budget master data.

A series of real-time alerts allows project leaders to take action when budget thresholds are close and recoveries have not been processed in “spend and claim” environments.

Reporting

 Actual vs. Budget reporting down to any GL level

 Foreign Currency Budget vs. Actual reporting to assist with claiming of spent funds in foreign currencies

 Report groupings to summarize and compare multiple grant budgets

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One completely integrated business management

solution for small businesses

The SAP Business One solution offers a single, affordable way to manage your entire business - from sales and customer relationships to financials and project management. Designed specifically for small SMEs, it helps you streamline processes, act on timely information, gain transparency, and become a best-run business.

Here are some of the standard SAP Business One features you can expect to see in your NPO solution:

Accounting & Financials

SAP Business One helps you manage you general ledger, journals, budgets and accounts payable and receivable. You can conduct all your banking activities - including processing payments by cheque, cash, credit, bank transfer, and bill of exchange - as well as reconcile various accounts and create financial reports for profit and loss, cash flow, balance sheet, and aging. You can also update account postings at the exact time relevant business events occur.

Administration & Reporting

SAP Business One provides powerful, integrated analytic and reporting tools to help you access the critical business information you need. With SAP Business One , together with fully integrated Crystal reports, you can gather data from multiple sources and generate timely and accurate reports based on critical data across financials, sales, customers, stock and services. Completely integrated with the Microsoft Office products and focused on data security, Crystal Reports allows you to control access to information displayed. You can also add features that are an integral part of SAP Business One such as “drag and relate” and interactive drilling down through multiple levels of relevant data to get complete information instantly.

 General ledger and journal entries  Payment processing and reconciliation  Basic cost accounting and monitoring of

projects

 Financial statements and reporting  Multi-currency support  Budget management

 Banking and bank statement processing  Fixed Assets

 “Drag & Relate,” drill downs, work-flow-based alerts

 Employee directory and administration, employee time

 Data migration workbench, data archiving  Full integration with Crystal Reports  Mobility with iPad, tablet, etc.  Relationship maps and workflows

“Fewer, more capable solutions are the way forward. Less is more! The

ability to customise and reduce records ultimately sped up the capturing

of data, significantly increasing our reporting capabilities and business

intelligence.” Thomas Sage, Financial Director, Interlogix.

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Drill-Downs

Interactive drill-down functionality and a variety of presentation formats allow you to click through relevant data, to get the answers you need in the shortest possible time.

System Navigation and Search

Structured navigation through hierarchies, or ‘Google-like’ search for quick access to all relevant documents and records. Search for an amount and all documents with a matching amount are found.

Microsoft Office Integration

Microsoft Office integration for SAP Business One enables users to exchange and share data between SAP Business One and all Microsoft Office products. Export data to Excel, use mail-merge with Word, or synchronise mail with Outlook.

Transparency & Integration

The SAP Business One solution ensures business data is captured once and is then available across all the different areas of your business. Data and processes are controlled and auditable and meet all relevant compliance and transparency standards.

Customer Relations (CRM)

With the opportunity management tools you can manage opportunities before they become sales or purchases. Use opportunities to manage prospective grantors or projects. Then use activities to record all relevant communications with them into the future.

Print, E-mail and Fax

You can send/print documents such as documents (invoices, purchase orders etc.) reports, statements, or the contents of a screen or window, via Printer, PDF, e-mail or fax.

Suppliers and Inventory

SAP Business One gives you tools to manage procurement, from blanket agreements and purchase orders to goods receipt and payments. Control your promotional or stock items; and if your NPO deals with medicines or similar, your stock can be managed by batches, lots or serial numbers.

Invoicing

Direct creation of invoice documents with or without sales orders. Approvals and alerts can be set to verify accuracy and business rules prior to confirmation. Stage or milestone based, down payments and recurring invoicing is supported.

“Our users were capturing

tions within minutes. Every

transac-tion screen looks the same as every

other, and it was easy to apply the

initial training to all other aspects of

the system. Whereas I previously

had to spend hours compiling spread

sheets to reflect sales budgets versus

actuals, per sales area—fifteen

spread sheets per month plus a

con-solidated sheet—all I know have to

do is literally click a butting and the

reports are on hand,”

Tienie Jordaan, Financial Director,

Coopers Environmental Science.

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www.bluekey.co.za

WHY SAP BUSINESS ONE?

Business Challenges:

 Ability to receive alerts on important business events

 Management of approval tasks with the ability to drill into related business data  Real-time management of key customer and vendor data

Flexible technology to add custom features Transparency and real-time business information

Key Features

Accounting – Automatically handle all key accounting processes, such as journal entries,

accounts receivable, and accounts payable

Controlling (or cost accounting) – Accurately manage projects, cash flow, track budgets, and

compare actual and planned figures

Banking and reconciliation – Quickly process all reconciliations and all bank statements and

payments by various methods, including checks, cash, credit cards, and bank transfers

Financial reporting and analysis – Create a wide range of standard or customized financial

reports from real-time data for business planning and audit reviews

Reporting and administration – Access critical business information to generate timely and

accurate reports

Meet core business needs in a single, integrated software solution that can be expanded as

your business grows

Bluekey Software Solutions utilise the latest technology to unify accounting, finance, logistics, production, CRM and other key business processes. The value proposition is that successful implementation of SAP Business One gives owners of SME’s better control and visibility, and drives efficiency, profitability and growth. Bluekey has branches in Johannesburg, Cape Town, Durban, Nairobi and Dar es Salaam. BLUEKEY is Africa’s premier SAP Business One partner; awarded SAP PartnerEdge Gold status, SAP EMEA Pinnacle Award Winner, and SAP Business One Partner-of-the-Year South Africa 2005, 2006, 2007, 2008 & 2010. Cape Town 021 685 7000 Dar es Salaam +255 787 505 997 Durban 031 275 5003 Johannesburg 011 622 7200 Nairobi +254 (20) 3874327

References

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