sap business one outlook integration user group presentation june 2012

Long Business Systems, Inc. (LBSi)

Management Software Solutions

We help businesses manage for success

Cleveland – Columbus – Cincinnati - Pittsburgh

Outlook Integration

Presented by: Vicki Smith

Overview

System requirements

Data Synchronization

Email Integration

Word and Excel files saved as Activities

Outlook Integration Overview

Used to manage information and facilitate communications

Synchronize appointments, tasks, and contacts between Microsoft

Outlook and SAP Business One

Save data from Microsoft Word or Excel as activities and attachments

Send SAP Business One emails thru Microsoft Outlook

System Requirements

Server Requirements:

System Requirements

Client Requirements:

Installation

Prerequisite: An email account exists in Outlook to send and receive emails

1. Activate the add-on

2. Install on the Client

3. Set Outlook as default mail client

Note: Contact Rob Hickman as LBSi for more installation information.

Outlook Logon

You will need to login to the your SAP database from Outlook to perform

integration functions.

Data Synchronization

“Associate with” and “synchronize”:

Calendar Appointments Activity / Meeting

Tasks Contact Person

Contacts Business Partner

SAP Documents

Types of Synchronization

1. Synchronize – (recommended)

Allows user to resolve conflicts

Will prompt user to confirm data displayed for synchronization

User can confirm and / or modify selected data to be sync’d

2. Quick Synchronize –

No user prompts or data displayed for review

SAP will resolve all conflicts and synchronize

Data Synchronization - General

Start out sending data one way only

Make SAP your master data

Data Synchronization - Calendar

Have a business or SAP calendar for syncs

Avoid loading personal data or appointments

Data Synchronization - Contacts

Have a business or SAP contact folder for syncs

Make SAP your master data

Data Synchronization - Tasks

Have a business or SAP folder for tasks

Data Synchronization - Conflicts

Only relevant if doing “Quick Synchronize”

Select SAP Business One or Outlook to resolve conflicts

Perform Data Synchronization

Review data and select data to be synchronized

Review any conflict data and resolve

“Associate with” “Synchronize this”

When adding an appointment or task in Outlook, you can “Associate

With” or “Synchronize This” with an SAP Business Partner

Save Word or Excel file as Activity

Add an Activity, reference an SAP document and attach file

Using Outlook to Email from SAP

Send SAP documents via Outlook email,

View and track SAP emails in Outlook

Thank you for taking time to participate in the SAP

Business One User Group Meeting.

Please take a few minutes to respond to our survey

and provide us with feedback and suggestions going

forward.

o We are always looking for new clients to work with. And we would like

to find more clients and partners like you – companies that are

engaged, smart, and focused on their future.

o Can you help us out by referring LBSi to someone who could benefit

from our services?

Don’t forget about the “Idea Place”

You can submit your ideas and suggestions to SAP

Go to: https://cw.sdn.sap.com/cw/community/ideas/sme/b1

Next Meetings:

o Tuesday, August 14, 2012

o Forecasting

o Tuesday, September 11, 2012

o TBD

Long Business Systems, Inc. (LBSi)

Cleveland – Columbus – Cincinnati –Pittsburgh

Contact Information:

Vicki Smith

Senior Consultant

email: vicki@lbsi.com

Phone: 440-846-8500 ext 22

www.lbsi.com