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SAP Business One BlueprintThe Best-Run Businesses Run SAPDate Produced October 27, 2005
A Fully Integrated Business Management SolutionManaging the Enterprise EcosystemoPhone2pPartnerChannels and TouchpointsSAP Business One offers secure access from anumber of devices and channels across corporateintranets and the Internet, including:· Web browsers· Windows clients for desktop and laptop users· Personal digital assistants (PDAs)· Cellular phones, including those that supportWireless Appliation Protocol ability: You can add or upgrade fields,change forms, and personalize queries and reports—without programming — as the needs of yourbusiness change.psWorkflow-based alerts and key performanceindicators (KPIs): With SAP Business One, youcan manage by exception — monitoring, notifying,and taking action when specific events occur. Anembedded workflow management tool allows youto designate the activities you want to track and totake immediate corrective action when necessary.rWireless3Enterprise Analytics and ReportingSAP Business One provides a 360-degree view of yourbusiness through tight integration of all SAP BusinessOne functional areas. From a dashboard, you can viewhistorical customer interactions, operational logistics,supply chain dynamics, and enterprise-critical analyses.Single Server ArchitectureSAP Business One resides on a single server thatintegrates seamlessly with a standard MicrosoftWindows network. Using a Win 32-based, two-tier,client/server architecture, SAP Business One deliverspeak performance and leverages your existing networkinfrastructure for maximum efficiency.cEmbedded customer relationship management(CRM) functionality: SAP Business One is the onlysolution built for small and midsize businesses thatfeatures built-in CRM. You can manage salesopportunities and conduct sales pipeline analysis,track customer and vendor profiles, maintaincontact information, track account balances, andadminister contracts, and handle service planning. Italso gives you easy views into future sales, as wellas past performance.3SupplierIntegration: SAP Business One synchronizescommunications with seamless integration with theMicrosoft Office suite of products.Drag&Relate : SAP Business One helps youidentify key relationships. Using SAP's patentedDrag&Relate feature, you can select a data field withthe mouse, then drag that field to virtually any menuitem. The resulting instant report displays therelationship of the field to the menu item foron-the-fly, train-of-thought reporting.2WebKey Functions for Your BusinessXL Reporter: This fully integrated reporting andfinancial analysis tool uses a Microsoft Excel-styleinterface and works with Microsoft Excel to provideinstant access to live financial and operational dataresiding in the SAP Business One database.1Roles and DevicesSAP Business One provides access to key businesstouchpoints, activities, and transactions forcustomers, partners, suppliers, and employees.rSAP Business One features user-programmablealerts, workflows, and unique functions for management by exception to create an end-to-end solutionfor complete visibility, tracking, management,control, and analytic reporting of all key enterprisedrivers.1fSAP Business One is a completely integratedbusiness management solution that supports all ofthe key business processes and workflows of smalland midsize businesses. It goes far beyond thetypical stand-alone, disconnected silos ofdepartmental automation to deliver a true,cross-functional system. It is simultaneouslyconnected, concurrently networked, and continuously aware of all interrelated enterprise businessprocesses.cmSAP BUSINESS ONE FEATURESReporting and Data Navigation CapabilitiesUnderlying SAP Technologies (Drag&Relate, Alerts, User Interface Customization)Financials Chart of accounts Account segments Journal entries Journal vouchers Recurrent transactions Exchange rates inmultiple currencies Financial reports Budget cost centers Sales tax calculations Multiple financialperiods Deposits Checks Credits Receipts Deferred paymentsSales Opportunities andpipeline management Contact management Quotations Orders Invoices Deliveries Returns Price lists in multiplecurrencies Client management Gross profitcalculation Microsoft OutlookintegrationService Service contractmanagement Service planning Tracking acrossmultiple customerinteractions Knowledgedatabase Service callmanagementPurchase Purchase orders Purchase deliveries Purchase returns Purchase creditnotes Landed costsInventory Items management Item queries Price lists Receipt to stock Release from stock Stock transactions Warehousetransfers Serial numberstracking Batch management Pick and pack KittingManufacturing Bill of materials Production orders Forecasting Materials resourceplanning wizard RecommendationreportsVisibility, Management, and Control from Prospectto ProfitabilityThink of the SAP Business One architecture as a series ofconcentric workflows, including customer acquisition, throughmanufacturing, delivery, and after-sale service and support.Each of these workflows is fully integrated and aware of thecritical handoffs, activities, and transactions downstream in yourbusiness. In this context, it’s easy to envision how SAPBusiness One provides the necessary connectivity andintegration to manage your entire business — from prospectto profitability.Software developent kitFile Name: 01 US 1027.ai 2005, SAP AG, All rights reservedDocumentContent: SAP Business One OverviewDate Modified: 10/27/2005ControlVersion Number: 3Number200501APRINT ONLYFormatted for US Paper
Rapid Implementation MethodologyRapid ImplementationOperations and RefinementImplementationSAP Business One uses a businss-processoriented methodology for rapid implementation.1Once you establish business rules, deployment isextremely rapid. Typically, businesses are up andrunning in a matter of weeks.2Handoverfrom Evaluation3Analysisand DesignHandover from Evaluation PhaseProcess Analysis and DesignExecution· Describe business processes· Clarify and elaborate on all business· Perform the installation accordingimplementation process. The implementation guide· Develop a time schedule· Define business process needs in detail· Initialize the systemincludes templates that you can use as models. You· Describe the structure of the company· Divide into subjects:· Create databasesAn implementation guide helps you to optimize theprocesses defined in the evaluation phaseand functional requirementsand responsibilitiescan also customize the templates to handle unique· Identify unconventional····· Identify proposed solutions·· Identify activities and the amount of data····· Use the customized demo databaseneeds.business processesThe methodology blueprint (to the right) describesthe complete implementation process, implementation some partial deployments may skip stages.that must be migrated, if possibleTo achieve a smooth and efficient implementation-Kickoff Meetingprocess, use all supporting materials provided with· Present the implementation methodologythis methodology blueprint including:· Review available resources· System initializationSales processPurchasing processInventory managementProduction process and materialsrequirements planning (MRP)Financials and chart of accountsSales opportunitiesServiceBankingReporting· Introduce the SAP Business Onecustomer portalsuper user· Set up all user-defined fields· Compare the data to established reports· Migrate master data· Review results and obtain sign offdata migration and opening balances guide· Searching notes· Creating support messages· SAP support contact informationBefore Going LiveAfter Going Live· Review go-live checklist· System review according to post· Create or import opening balances· Receive raw data for importgo-live checklist· Create custom user manuals· Test the validity of converted data· Perform a month or quarter end closing toreview reporting and system correctness· Obtain sign off for imported dataGo Live· As needed to optimize busines processes:· Implement business process requirements· Create users and authorizations· Create user-defined fields and tables· Create database backup after every majortype and amount of datastep has been completed as needed forinitial operations:· Establish any required integration· Master data migration and opening balancesthat have been defineduser fields that need to be imported· Review data conversion needs, including the· General ledger accounts setup· Individual business process training· Simulate major business processes with a· Prepare data migration steps according to theBusiness One and compare to existinghardwareusers· Simulate all major business processes· Deliver the relevant templates, including therequirements· Mandatory basic navigation training for allpatch was releasedin SAP Business One according to thesystem initialization guidepoints for third-party solutions· Customize the printout templates· Create queries· Create users and authorizations· Create user-defined fields and tables· Review critical success factorsin each section· Create formatted searchesas defined· Customize user-defined printout templates· Create queries as defined· Identify any limitations in the out-of-boxsolution and discuss work-arounds· Create reports· Create alerts· Create formatted searches as defined· Create reports as defined· Explore solution possibilities, includinguser-defined fields, formatted searches,queries, and the use of the softwaredevelopment kit (SDK)Training andSolutionsManagementTraining· Perform any necessary upgrade if a new· Perform system initialization and definitions· Define hardware requirements for SAP5HandoverAcceptance Testing andApprovalto the installation guides· Define authorization and data ownership· Review the time schedule4Installation andCustomization· Define approval procedures inadministration module· Create alerts as defined· Define approval procedures in· Create screen layouts via user settingsadministration module· Define the specifications of possible add-on· Create screen layouts via user settingsdevelopments· Create the project plan and assign tasksrpofSales processgp1rpiHandoverbusiness audit6rr155pp4d3sBankin gSet timeschedulesAnalysis tomer meetingmethods ect taskplanInstallation/Execution13Masterdata migration14Create backups18Createsearch criteria118CreatetemplatesReviewsuccess factors2023Acceptance/Test /ApproveBefore going live2224Go live25Training26After going liveComparedata19Createscreen layoutsccmFile Name: 02 US 1027.ai 2005, SAP AG, All rights reservedDocumentContent: SAP Rapid Implementation MethodologyDate Modified: 10/27/2005ControlVersion Number: 3Number200502APRINT ONLYFormatted for US Paper27Feedback/Refinement
Single Server Architecture and IntegrationA Single Server ArchitectureThe SAP Business One solution resides on a singleserver that integrates seamlessly with a standardMicrosoft Windows network. Server architectureincludes security, backup, and network accessprotocols. Access is granted via wide area network(WAN) terminal services or dial-up networkconnectivity.The SAP Business OneSingle Server API LayersSAP Business One uses standard database backupprocedures, eliminating the need to save and transferthe database to another machine while providingimmediate access to critical business information.SAP Business One is equipped with anapplication programming interface (API) that isbased on Component Object Model (COM)technology, you can use this API to enhancethe functional scope of the solution or adapt itto meet your specific requirements. Developerscan access the COM objects using programming languages, such as Visual Basic, C/C ,and Java.You can use the following databases with SAPBusiness One:Two different APIs are supported: one for thedata interface and one for the user interface.Web browserDashboard analyticsand reportingInternetintegrationServerSAP partnerWeb serverfunctionOperating SystemMicrosoft Windows 2003 ServerStandard/Enterprise 32 Bit(Praxis)Microsoft SQL Server– 1x Intel Pentium IIICPUSybase ASE –1x Intel Pentium IVIBM DB2 Edition –1x Intel Pentium IVRAMMicrosoft SQL Server – 512MBSybase ASE – 1GBIBM DB2 Edition – 1GBHard disk free spaceMicrosoft SQL Server – system partition 0.5GB/data partition 2GBSybase ASE – system partition 0.5GB/data partition 2GB additional 1GB for each companyIBM DB2 Express Edition – system partition0.5GB/data partition 2GBCD ROMDrive 24x or higherDisplay640 x 480 with 256 colors or higherDatabaseMicrosoft SQL Server 2000 SP3Sybase Adaptive Server EnterpriseSmall Business Edition Version 12.5.2 GAIBM DB2 Edition Version 8.1 FP5SoftwareMicrosoft IE 6.0 SP1Microsoft Data Access Components (MDAC)2.6 / 2.8 for Windows 2003 ServerSeamless integrationof third-party or SAPpartner functionalityChannel anddevice integration Microsoft SQL Server Sybase Adaptive Server Enterprise (ASE)—Small Business Edition IBM DB2 Express EditionConfigurationsEase of Use Seamlessly integrated product Search help Drag&Relate Forms QueriesSystem Architecture User-defined fields Two-tier client/server User-defined tablesarchitecture User-defined objects SQL field linkInterface and integration Flat filesMicrosoft OfficeIntegration XML (HTTP, SOAP) Outlook API (COM, .NET, and Java) Excel ODBC WordMicrosoft Windows 2000 Server or Advanced ServerData Interface API1Using the data interface API, developers canextend SAP Business One by adding windows,changing existing windows, and modifying thebehavior of the application to fit uniquebusiness requirements.mySAPBusiness SuiteSAP Business One API LayerWorkstationJavaC VisualBasicC#COMASP.NETData interface APIXMLExternal SystemsIntegration servicesAny otherexternal systemThird-partysoftwareUser Interface APIThe user interface API supplies objects andAny otherbusiness appliationprocedures for accessing input fields, checkboxes, internal system events,and much more.2For IBM DB2Microsoft .Net SDK – Windows 2000WorkstationSAP Business One ServerThe objects and procedures supplied by theuser interface include:E-mailMicrosoft Visual C .NET – Windows 2003OracleBack-upWorkstationLegacy Application: establishes the connection toSAP Business OneSAP BusinessOne client Form: represents a window within SAPBusiness OneGUI API Item: enables the processing of dialog boxesand alters their contents, as well as theirposition, size, or visibilitySecurityMicrosoftSQL ServerWorkflowDB2 ExpressUser configuraitonmetadataThird-partysoftware Check box: processes check boxesRefIntegrityTransactionmanagementEvent mgmtData accessoptimizationBusiness logicMicrosoft Office Matrix: stands for a table in a window ItemEvent: processes eventsMS SQLDB2 ExpressSybase ASE MenuItem: activates individual menu items MenuEvent: influences an event processOperating systemMicrosoft Windows 2000 ProfessionalMicrosoft Windows XP ProfessionalCPU1x Intel PentiumRAM128 MBHard disk free space500 MBSybase ASEBusiness configuration setsBusiness configuration sets simplifythe customization process. Theymake partner solutions easier tocreate and maintain. You can reusesettings for a certain function or anentire business process.CD ROM24x or higherDisplay800 x 600 with 24-bit color or higherSoftwareMicrosoft IE 6.0 SP1Microsoft Data Access Components 2.6(MDAC) or higherrRDBMSpogfpp2Data Transfer WorkbenchThe data transfer workbench tool migratesmaster and transaction data from legacysystems into SAP Business One. Predefineddata file templates simplify the preparation ofdata for import.Microsoft Outlook IntegrationSAP Business One is fully integrated withMicrosoft Outlook, enabling seamlesscommunication that can span your organization and business functions. Departments canshare contacts, appointments, and tasks.r1priprdsBankin gIntegration with mySAP Business SuiteSAP Business One is seamlessly integrated withmySAP Business Suite solutions, and because ithas an open architecture, it can be easily intergatedwith solutions from independent software vendors.This open architecture allows you to realize all theextensive benefits of SAP software.Migration to mySAP Business SuiteSAP offers a migration path from SAP BusinessOne to the mySAP Business Suite family ofbusiness solutions so small subsidiaries caninterface with parent companies. It can alsosupport dramatic growth — up to thousands ofemployees.The SAP NetWeaver PlatformThe SAP NetWeaver platform helps youobtain more business value from your existingIT investments and deploy a services-orientedarchitecture.ccmFile Name: 03 US 1027.ai 2005, SAP AG, All rights reservedDocumentContent: SAP Single Server Architecture & Integration OverviewDate Modified: 10/27/2005ControlVersion Number: 3Number200503APRINT ONLYFormatted for US Paper
Integrated Business Intelligence: Management by ExceptionManagement by ExceptionSAP Business One uses user-programmable,workflow-based alerts to notify you of importantbusiness events so you can respond immediately.You can designate the activities you want to track andthe acceptable range. When the system indicatorsfall out of range, SAP Business One notifies theappropriate person, allowing an instant response.rpogfpprpriprAny breach of preset business policies triggers animmediate notification to the manager and initiates aworkflow to manage the event.dsBankin gEmbedded Business IntelligencecManagers receive alerts that not only focus attentionon a particular business event, but also triggerworkflows so they can automatically take action.cm2Alerts notify you of discrepancies or specificbusiness events. They can provide informationaccording to each employee's role within yourcompany. Each time a threshold is crossed, areal-time alert notifies the appropriate person.Alerts in Real TimeAlerts notify you of a discrepancy or an event.These alerts can provide internal (online)information each time a threshold is crossed.3Examples of real-time alerts include:You can establish unique workflows, includingapprovals, procedures, and automatic responses, soyou can respond instantly to an event.4 Gross profit by line or by document Last prices report to help determine theoptimal pricing strategy Drill down to individual items and sale analysis Check item availability Deviation from discount Deviation from percentage of gross profit Deviation from credit limit Deviation from minimum stock Deviation from commitment Deviation from budgetYou can instantly drill down to detailed informationon the cause of an alert, so you can make trulywell-informed decisions.Drill Down to the CauseAlerts are both real time and internal. After beingnotified by e-mail or fax, you can drill downdirectly to the document that triggered the alert.Examples include:Create AlertsAlerts can be based on frequency with anunlimited number of scenarios and exceptions.You can create alerts with an easy-to-use wizardthat requires no technical skills. You can writecomplex alerts with sorting capabilities and thenexport the results to Microsoft Excel.You can create alerts for: Weekly “Monday morning”reporting tomonitor activities from the previous week Daily reporting to ensure activities arefollowed up on in a timely manner Overdue transaction reporting to determine atspecifies times if transactions are beingoverlooked Many othersOpen IntegrationYou can easily and cost-effectively adapt SAPBusiness One to changing business requirementswithout creating a heavy, ongoing IT burden. Userscan set their preferences for forms, policies, queries,and reports, so the software directly mirrors actualday-to-day business activities.SAP Business One easily integrates with otherappliations, so you can leverage your existing ITinvestments and take advantage of new technologies.Because of its open integration and single-serverarchitecture, SAP Business One can triggertranactions and workflows downstream in othersolutions.You can implement changes to SAP Business Oneinstantaneously, so the software always fits the wayyou run your business.5When you upgrade SAP Business One, you caneasily integrate your existing modifications into thenew software, eliminating the costs typicallyassociated with upgrades.1Set Up AlertsIt's easy to set up alerts and approvals and to change them as yourbusiness changes. Easy-to-use interfaces allow authorized users tocreate and maintain their own data.Create ApprovalsYou can use SAP Business One to ensure thatusers follow your corporate approval procedure.Examples of approvals that can be activated in thesolution include: Deviation from discount Deviation from percentage of gross profit Deviation from credit limit Total document amount Deviation from commitment Deviation from budgetFile Name: 04 US 1027.ai 2005, SAP AG, All rights reservedDocumentContent: SAP Embedded Business IntelligenceDate Modified: 10/27/2005ControlVersion Number: 3Number200504A6Real-Time ApprovalsApprovals are both real time and internal. Whenan approval is triggered, you can drill down to theRequest for Approval screen, review the rulethat triggered the approval, and track the date ortime the approval was requested, when it wasapproved, and who approved or rejected it.7Internal MessagingSAP Business One has an internal messagingsystem, so users can send alerts, approvals,messages, and attachments to each other. Thesemessages maintain links to the originaldocuments, ensuring you can easily drill down tothe original document.PRINT ONLYFormatted for US Paper
User-Defined Personalization and ConfigurationPersonalization and ConfigurationFlexibilityUser-Defined FieldsYou can define fields for all objects, including items,business partners, and orders, so you can manage theinformation required for business activities. Examples ofuser-defined fields include:· Texts· Addresses· Phone numbers· URLs· File attachments· Images· Drop-down listsFormatted SearchesYou can use formatted searches to consolidate andleverage multiple points of data in single fields tocreate extremely powerful relational searches withmultiple variables. Formatted search selections include:· Automatic entry of values into fields based on theuse of different objects in the software· Entry of values into fields based on predefined lists· Automatic entry of values into fields based onuser-defined queries· Definition of dependencies between fieldsbasic settings· System initialization and generalpreferences· User definitions, including chart ofaccounts, tax codes, sales, employees,territories, projects, address formats,payment terms, vendors, customers,item and commission groups,warehouses, service contracttemplates and queues, banks,payment methods, and shippingmethods12Add User-Defiined FieldsSAP Business One is a flexible solution that can adapt tosupport your specific business processes. You can adduser-defined fields to most forms without making any codechanges. As changes occur, SAP Business One canchange with them resulting in a lower total cost ofownership (TCO) for the life of the software.· The master data record for theentire system· Business partner ffile covering themaster data record of a customeror vendor· Product Trees representing theheader of a BOMindividual materials that are assignedto a bill of materials (BOM)· Documents for the header line of asales or purchasing document· Document lines containing the individualitems that are assigned toa sales or purchasing document· Journal entries by title or descriptionrpopgppi4rdsBankin gBusiness One5Change FieldsYou can easily change the names of screens in SAPBusiness One, so you can use your own internal naming.···Configure LookoutsWith the proper authorization, you can modify transactionscreens. You select the fields from the form setting, thendrag and drop them to personalize the window. You can usestandard or user-defined fields.c·6Configure FormsWith the proper authorization, you can modify transaction windows.Select the fields needed from the Form Settings, drag and dropthem for personalization. You can use standard or user-definedfields.· Form: represents a window within SAP Business One· Item: enables the processing of dialog boxes and alters·Personalize the SoftwareOnce you have personalized the software, you can use thesettings in queries, lookups, and Drag&Relate reports. You canalso personalize printed documents, just like any other field.· Product trees Lines covering the· Application: establishes the connection to SAPtheir contents, as well as their position, size, andvisibilityCheck box: Processes check boxesMatrix: stands for a table in a windowItemEvent: Process eventsMenuItem: Activates individual menu itemsMenuEvent: influences an event process3Create User-Defined FieldsYou can add an unlimited number of user-defined fields tomost forms in the system at the header or document levelor at the row or detail level. You can select the type offield or the length of the field from a drop-down list. Thisfunction is controlled with authorizations codes; with theproper authorization, you can add or change fields in justminutes.rAccess to the User InterfaceSAP Business One provides an intuitive, easy-to-usetool so you can adapt the software to your uniquerequirements without programming. All you need to dois double click with the mouse and use simplekeyboard commands.The objects and procedures supplied by the userinterface include:· Company selection across multiplerCompany selectionSystem initialization and general preferencesUser definitionsAuthorizationsExchange rate definitionsUtilitiesData import and export parametersRecoveryAlert functionsSend messagesYou can configure the followingadministrative functions:p··········Functional Flexibilityand ControlfSAP Business One gives you powerful tools to tailorforms, policies, queries, and reports to meet specificbusiness needs so you can run your business the wayyou want without technical training.You can configure the software to define exchangerates, set authorization parameters, create internal mailand e-mail, send short message service (SMS)settings, and data import and export functions.You can configure import and export data. :cmFile Name: 05 US 1027.ai 2005, SAP AG, All rights reservedDocumentContent: User-Defined Personalization & ConfigurationDate Modified: 10/27/2005ControlVersion Number: 3Number200505APRINT ONLYFormatted for US Paper
Software Development KitSoftware Development KitThe SAP Business One software development kit(SDK) contains programming interfaces, samplecode, documentation, and simple utilities. The SDKallows programmers to easily interface externalapplications with SAP Business One or add customfunctionality.21SAP Business One consists of a graphical userinterface and a separate business object layer.The SAP Business One SDK provides full accessto both the user interface layer and the businessobject layer.Data Interface APIUser Interface APIThe data interface API is used to build real-time links between SAP Business Oneand third-party applications. By providing a programmatic interface to SAP BusinessOne through a set of fully functional business objects, the data interface API gives youthe power to connect applications and automate processes. Examples include custompoint of sale (POS) system integration, HR service integration, and synchronizationwith mobile devices.With the user interface API, developers can modify SAP Business One bycreating new windows, redesigning existing windows, and adding menus ordialog boxes. Modifications can be as simple as hiding or disabling a field oras complex as adding an entirely new custom module to SAP Business One.The API: Allows you to create custom functionality within a single, integrated userinterfaceThe data interface API provides: Enables changes to business logic, as well as simplecosmetic modifications Objects and methods to read, write, and update business objects directly Full object orientation, providing a powerful interface that requires minimal training Enables developers to add new windows, menus, buttons, fields, and so on Full access to master records, transactional data, system configuration, anduser-defined dataKey SDK Features Provides programmatic notification of application events Backward compatibility for a smooth upgrade processThe SDK: Provides programmatic access to SAPBusiness One’s business logic through anobject-oriented layer Enables SAP partners and customers to extendand enhance the functionality of SAP BusinessOne to fit their unique needsWeb serverServerUser(Experiences a unified look and feel)Third-partyapplication Can be used with a wide range of programminglanguages and tools – so developers can usefamiliar Gscreen designer toolsetKey ComponentsThe SDK includes:Common business logic Data interface API: interfaces external applications with SAP Business OneCOM User interface API: for extending and customizing the SAP Business One client user interfaceUser interface behavior/FunctionalitySAP Business One Client.NETUser interface API Provides strong backward compatibility, so littleor no rework is required when upgrading to anew version of SAP Business OneWorkstationWorkstation Set or retrieve values from theuser interface Add custom business logic Dynamically hide, show, disable,or enable menu items Display notifications andmessage boxesXML Screen designer: drag-and-drop interface fordesigning custom windows for SAP Business OneSAP Business One client Java connector: interfaces external applicationswith SAP Business One using the Javaprogramming languageSAP Business One server Complete documentation Sample applications34Platforms and System RequirementsThe Java ConnectorDBSAP Business One runs on Microsoft Windows2000
business through tight integration of all SAP Business One functional areas. From a dashboard, you can view historical customer interactions, operational logistics, supply chain dynamics, and enterprise-critical analyses. Managing the Enterprise Ecosystem SAP Business One is a completely
