Convenience and Compliance pack for SAP Business ByDesign

The Convenience and Compliance pack for SAP Business ByDesign is a package of add-on solutions developed by Phoenix Business Consulting. These solutions have been carefully developed after extensive research on system functionality gaps and user recommendations. This package is essential for organizations that run SAP Business ByDesign and want to utilize the best possible functionality from both a convenience and compliance standpoint.

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Positive Pay File

Positive pay is a simple but effective way to prevent check fraud. It stops criminals from cashing fraudulent checks using stolen account numbers. It also catches bad checks where the check amount has been altered or the check has an invalid date. A positive pay file can be generated on outgoing checks in SAP Business ByDesign. You can generate a file by company, bank account, check dates or by suppliers/employees. The file can then be customized as per the format prescribed by your bank and then downloaded as per the requirement.

Exchange Rate Integration

Stay up to date with the exchange rates from leading exchange rate providers such as OANDA, European Central Bank (ECB), and Narodowy Bank Polski (NBP). A background job in SAP Business ByDesign can be created to retrieve the rates and upload them for currency pairs you need. You only define currency pairs once and the system will automatically take care of the rest via built-in triangulation logic (Example: CAD to USD does not require a separate entry of USD to CAD). The retrieval can be automated through a daily, weekly, or monthly run in the system. Phoenix Business Consulting will perform all steps required for configuration of your service/API which is included in your setup fee.

Customized Approval Matrix

SAP Business ByDesign can create an approval matrix through standard and custom development functionality. Although standard functionality is quite robust, it can cause configuration limitations for complex and lengthy approval processes. Depending on your needs, Phoenix Business Consulting offers a customized approval matrix functionality to ease the process of configuring and maintaining an optimized workflow. The customized approval matrix development add-on solution allows the user to maintain the approval data via Excel templates which are then used to define the steps/rules in the process. Through innovative programming logic, SAP Business ByDesign can now maintain complex conditions in a fast and efficient manner.

Journal Entry Controls

There is an audit requirement that at least one person must review journal entries before it is posted. Our solution enables multiple users to work on journal entries and allows only the last person the ability to post it. The entire change history is available via reporting. This is an enhancement to the standard functionality in which one user can create the entry and a separate individual posts the entry. In standard functionality, the individual that posts the entry can also edit the entry. In a strict dual control enhanced functionality, the individual that creates can also edit but there is a block on posting for that specific individual and auditing as a functionality is enabled. There is also the ability to enable notifications for Journal Entry Vouchers Dual Control so that the individual posting the entry is given an immediate alert for required action.

Audit Log for Supplier Master Data

An audit log for supplier master data is essential for organizations that conduct business with multiple vendors. Keeping track of the master data of your vendors can be a challenge in a growing, fast-paced business where change is generally normal. However, these challenges can pose multiple risks for your safety and protection against fraudulent practices. A high number of frauds has been reported associated to change in banking and other information of suppliers in ERP systems. An audit log can help prevent fraud by recording all changes to the supplier master data along with their banking data. Control features can also be added such as whitelist users that can make changes and creating customized email notifications to pre-designated distribution lists in the event of a change to data.

Document Center

Document Center (Custom Solution) is an enhancement from the standard Business ByDesign document management functionality in the Project Management work center, where it is now enabled for all users. It is broken up into an administration view where you can add and create documents alongside another view where you can simply view the documents in a repository. Data may be segregated for legal requirements and tags/validity dates can be associated to documents as necessary.

Project to Sales Quotes

SAP Business ByDesign can now create a detailed quotation using the Project Management module. Multiple levels of tasks and milestones can be defined, and services/materials can be associated to them on an individual basis. A cost per line item can then be generated for the services and materials allowing for a comprehensive cost analysis prior to converting the project into a sales quote (which can be done in only a single click).

Mapping Interface for Shopping Catalogs

External shopping catalogs can now be utilized in an efficient manner in SAP Business ByDesign through a mapping interface. This interface can create a map of hundreds of external items to one or multiple master data items which can be very useful for organizations working with UNSPSC codes. Suppliers, Product Categories, Products, and Units of Measurement are all data sets for which mappings can be maintained (with excel or web services-based data maintenance).

Customized Upload Templates

SAP Business ByDesign features both manual and tool supported migration methods. With the use of excel-based templates, the user can migrate thousands of master data entries in minutes. However, the templates provided by the standard functionality are quite strict in their format and can sometimes cause cumbersome experiences with data uploads. A great alternative to the standard templates is the customized upload template provided through the Compliance Pack by Phoenix Business Consulting. These flexible templates are fully customizable and include all extension fields. Now the user can limit unwanted common fields while configuring the most common attributes in the system. The functionality takes it one step further by maintaining a complete audit log of all files and can even impose an approval process if necessary.

Check Templates (MICR Encoded)

Phoenix Business Consulting now has a custom developed add-on solution that provides a default template for outbound check with MICR coding. This add-on is part of the overall Convenience & Compliance pack.