B1 Print & Delivery for SAP Business One

Operational Reality (Capabilities)

A report configuration binds report definitions and report actions to a type of window: sales and purchase documents, activities, service windows, sales opportunities, incoming and outgoing payments, pick lists and custom deliveries. Each SAP Business One button gets its own action, including Print, Print preview, Email, PDF, Word and Excel, Add on sales and purchase documents, and document printing. One configuration can carry more than one report, such as an A/R invoice with its specification, and other layouts can be offered on the window for special cases.

• An action for each SAP button
• More than one report per document
• Alternative layouts to choose from

Licence and prerequisites: The Print and Email buttons in the SAP Business One web client need the Web Client Extension and Web Service

Executive ROI Value

Pressing Print, Email or PDF on a sales or purchase document does what the business has decided for that document, every time.

• The same result from every desk
• Special layouts one click away

Operational Reality (Capabilities)

On a new installation the Startup Wizard sets up the most common scenario: the shared folder for the layouts, the documents the business works with, and default actions for adding a document, account balances, mass delivery and the Dunning Wizard. It creates the report definitions, report actions and configurations, so Print preview shows the report, Print prints it, PDF saves it and Email sends it. On the SAP Business One windows, B1 Print & Delivery then works like printing with the PLD, with the layouts made in Crystal Reports.

• A starting set-up in one wizard
• Print, PDF and Email buttons set up
• Used like PLD printing

Executive ROI Value

Teams keep the buttons they already know, now with Crystal Reports layouts behind them.

• No new habits at the desk
• A working base to adjust from

Operational Reality (Capabilities)

The Show Action opens a Crystal Report in a built-in viewer, inside SAP Business One or in a separate window, and from the web client as a PDF in a new browser tab. The Print Action prints to a chosen printer or the default one, with the number of copies and a page range, or shows the printer dialog each time, and the printer can also be found by the start of its name, when only one printer matches. Extra PDF, TXT or DOCX files can be printed with the main print.

• Internal or external report viewer
• Printer, copies and page range
• Extra files printed with the document

Executive ROI Value

Each document goes to the printer, in the number of copies the business has decided, without choices at every print.

• Fewer reprints
• Copies set once, not at each print

Operational Reality (Capabilities)

The Email Action sends a Crystal Report by email: from the user’s desk through Microsoft Outlook, SMTP, Exchange or the Graph API, and from the server component through SMTP, Exchange or the Graph API. Recipients come from the business partner, its contact persons, the contact person on the document, email categories, a consolidation business partner, or a fixed or calculated address. The report goes as a PDF or another file type, with extra attachments if needed, in a plain-text or HTML email that can be previewed before sending (not in mass delivery or the Dunning Wizard), and emails to the same recipient can be grouped into one.

• Outlook, SMTP, Exchange or Graph API
• Recipients from the business partner
• Grouped emails per document or partner

Licence and prerequisites: Sending through the Graph API needs an app registered in the Azure portal

Executive ROI Value

Invoices, sales orders and purchase orders reach the right person by email straight from the document, in the agreed layout and wording.

• No manual save-and-attach
• Fewer emails to the wrong contact

Operational Reality (Capabilities)

The Save Action saves a Crystal Report as a file, such as PDF, Excel, Word, CSV, text, HTML or XML, with a file name built from the document, for example its number. An existing file of the same name can be replaced or kept beside the new one, and instead of going to a folder the file can be attached to the document itself, in the SAP Business One attachments folder. PDF files can be protected with a password or signed with a digital certificate.

• Many file formats
• Files attached to the document
• Password-protected or signed PDFs

Licence and prerequisites: PDF protection needs ABCpdf version 10.1, a third-party program with its own licence

Executive ROI Value

A copy of each document sent is kept with the document or in a named folder, ready when a customer or an auditor asks for it.

• Copies found from the document
• Signed PDFs where needed

Operational Reality (Capabilities)

The Create Activity Action creates an SAP Business One activity when the report action runs, with its type, subject, remarks, assignee, start time, duration and reminder, and can link the source document and attach the report. The Create Internal Message Action sends an internal message to chosen SAP Business One users, or users found by a query, with a subject, a message, a link to the document and the report attached.

• An activity for each document sent
• The report attached to the activity
• Internal messages to colleagues

Licence and prerequisites: Attaching the report to an activity needs an attachments folder set up in SAP Business One

Executive ROI Value

Sales and accounts staff see in the business partner’s activities which documents were sent, and colleagues are told when a document goes out.

• A sent history per customer
• Colleagues informed without a call

Operational Reality (Capabilities)

The HTTP Trigger posts a message to a web address, mainly to channels in Microsoft Teams or Slack, from a template for each or as raw JSON, and the message can include lists built from SQL queries, and tables in Microsoft Teams. The SQL Action runs an SQL statement when the action runs, with values from the document.

• Posts to Microsoft Teams or Slack
• Lists from SQL, tables in Teams
• SQL run with the document’s values

Executive ROI Value

Teams see a message in Microsoft Teams or Slack when a document is processed, in the channel they already watch.

• News where teams already look
• Updates without opening SAP Business One

Operational Reality (Capabilities)

A Conditional Action does nothing by itself: it runs a query on values on the screen and, by the result, starts another report action. For example, a checkbox on an invoice can decide whether it is printed or emailed, the user’s name can choose the printer, and the invoice amount can choose another layout or email text. A Multiple Action runs several actions in one, such as print and email, and an action can mark sales and purchase documents as printed.

• Actions chosen by a condition
• Print and email in one action
• Documents marked as printed

Executive ROI Value

Customers who want paper get paper and customers who want email get email, from the same button.

• One button, the right outcome
• Fewer decisions per document

Operational Reality (Capabilities)

BP Selections choose the layout for a business partner by its code, language or group, then the default layout. The order of these levels can be changed, and user-defined fields and properties of the business partner can be added as further levels. Selections work on windows that carry one business partner in the header.

• Layout by partner, language or group
• User-defined fields and properties
• A default when nothing is set

Executive ROI Value

A customer that needs its own document format gets it automatically, without a separate print routine.

• Customer formats kept without effort
• Layouts per language

Operational Reality (Capabilities)

The Email and Save actions support translatable fields: the Subject, Body and Attachment template of an email, and the File template of a saved report, follow the language set on the business partner, or the language chosen on a sales order.

• Subject and body per language
• Attachment and file names per language
• Language from the business partner

Licence and prerequisites: Multilanguage and translatable fields enabled in SAP Business One

Executive ROI Value

Export customers receive their emails in their own language from the same action as domestic customers.

• One action for every language
• Clearer emails for export customers

Operational Reality (Capabilities)

BP Account Balance printing sends account balances (ageing reports) to a range of customers chosen by code, group or properties, by email, print, save or preview. A preview before running lets you choose which customers to include, and where branches are used, the account balance report can be extended to cover the documents of a single branch.

• Customers chosen by code, group or property
• Email, print, save or preview
• Customers picked before sending

Executive ROI Value

Customer statements go out in one run instead of one customer at a time.

• Statements sent in one run
• Customers see what they owe

Operational Reality (Capabilities)

With an active report configuration for the Dunning Wizard, B1 Print & Delivery takes over the last step of the SAP Business One Dunning Wizard: an extra option runs a B1 Print & Delivery action, such as emailing the dunning reminders to the business partners, and the Status column shows the B1 Print & Delivery action performed.

• Dunning reminders by email
• Run from the standard Dunning Wizard
• The action shown in the Status column

Executive ROI Value

Overdue reminders reach customers by email in the agreed layout, as part of the normal dunning run.

• No printing and posting of reminders
• A record of what each customer received

Operational Reality (Capabilities)

Mass delivery prints, emails, saves or previews many documents in one run, from the sales opportunities, sales, purchasing, banking and service areas. Ready-made configurations cover every supported document type, with filters such as open documents only or documents not yet handled, and a preview to choose the documents. Configurations can add their own conditions, sorting and columns, and the Custom type delivers on any data in the SAP Business One database.

• Print, email, save or preview in bulk
• Documents already handled left out
• Custom deliveries on any data

Executive ROI Value

A day’s or a month’s invoices go out in one run instead of one document at a time.

• Less time spent sending documents
• Documents already handled can be left out

Operational Reality (Capabilities)

Schedules run mass delivery configurations through the server component, every set number of minutes or hours, daily, weekly, monthly, once, or on the last day of the month, with the report action to run: print, email or save. A success email can confirm each run and an error email can report problems.

• Minutely to monthly schedules
• Print, email or save
• Success and error emails

Licence and prerequisites: Schedules need the server component, installed and activated

Executive ROI Value

Routine sending happens on the schedule set, without anyone starting it.

• No one has to remember to send
• Problems reported by email

Operational Reality (Capabilities)

In the SAP Business One document printing window, the print preview, print and email buttons run the report actions for all selected documents. This covers sales and purchase documents and incoming and outgoing payments, and business partners without a report action are skipped. With the delivery log in use, each delivery is recorded in the Delivery Log, and errors are recorded in the Error Log.

• Selected documents in one batch
• Delivery Log per document
• Error Log for failures

Executive ROI Value

When a customer says a document never arrived, the Delivery Log can show what B1 Print & Delivery did with it.

• An answer to “did you send it?”
• Failures visible in one place