Grant Management & Project Control Increasing accountability and skills development with SAP Business One

Helping NPOs and NGOs run

more efficiently

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 COMPREHENSIVE BUDGETING, REPORTING AND PROJECT CONTROL 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

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

Full Grant Cash flow reporting with exchange rate forecasting

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.

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 transac-

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.

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