MARI MARIProject for SAP Business One Software für project ...

MARIProject for SAP Business One | 1

MARIMARIProject for SAP Business One

Software für project-oriented service providersSmall and midsize businessesManagement/IT consulting, software companies, architectural and engineering offices

ERP & Projects

2 | MARIProject for SAP Business One

ContentsA single solution to keep track of your business 3

The entire workflow in a single system 4

Integral customer relationship management (CRM) 5

Systematic project definition 6

Convenient quotation costing 7

Flexible project planning 8

Quick & mobile time tracking 9

Simple processing of travel expenses 10

Complete project billing 11

Transparent support 12

360-degree insight into projects - anytime 13

Available: On-Premise, On-Demand (Cloud) and HANA 14

Functional overview 15

MARIProject for SAP Business One helps small and midsize businesses to control their day-to-day business.

The management usually spends a lot of time answering questions like: What are our top customers?

How is our operating result in the current month? How are the actual hours related to the scheduled hours in project X? What is the degree of completion for project Y? Which projects have reached a profit margin?

However, with MARIProject and SAP Business One on HANA, all you have to do is take a quick look at the cockpit or click on a report.

MARIProject for professional servicesWhen talking to customers in the service industry such as IT consultants, software developers but also engineering and architectural firms, we frequently learn that MARIProject with SAP Business One meets the functional requirements of these companies to a very large extent:

• Reliable quotation costing based on existing requirements

• Employee availability is visible throughout all projects

• Resource pool planning• Integrated time tracking• Integrated travel expenses processing• Variable project accounting• Automated document generation• Useful standard reports• Individually configured analyses

• Integrated online support desk

A single solution to keep track of your business

Customisations to individual company workflows can be realised in a short time. This includes setting up specific authorisations or defining approval processes.

Why losing time for redundant work and time-consuming activities if there is a solution that helps you stay on top of your business?

“In the past, it took about 3 days to provide monthly reports; now the data is immediately available.”

Gween Cristens, Head of Accounting, 3E


“Our productivity is so much better that we could absorb 50% more business without staffing up. And with all the new visibility, we can increase our chances of seizing the most profitable opportunities.”

Jason Miceli, CFO and Senior Network Engineer, CSDNET Inc.

The entire workflow in a single system

One solution instead of many toolsAll data and processes are stored con-sistently in one system:

• Online All employees have access to the same, up-to-the-minute data, whether in the office or on the go. There’s no need to look for custom-er data such as address or phone number.

• Costing With all item and service data stored in the system along with purchase/sales price and costing method, an accurate and time- saving project costing is ensured.

• Planning time and cost planning is performed in one system. This way, double entries can be avoided and transfer errors reduced.

• Time tracking is performed on mobile devices and time sheets are generated automatically, so you don’t have to wait for time sheets to be filled in.

• Travel expenses Travel expenses are also tracked on mobile devices, internal accounting included.

• Approval Individually definable approval processes and mobile approvals reduce the wait.

• Billing Projects can be billed promptly and completely.

• Vacation MARIProject includes a complete vacation management: Vacation is requested, approved and stored automatically in the plan-ning.

• Analysis Have up-to-date reports at your fingertips without collecting data from the business units. This enables you to identify trends at an early stage and to take action.

• Support MARIProject provides a support desk in order to manage customer requests and support tick-ets online. The module is accessible online by employees and customers so all parties are always informed about the processing status.

Support

Developer

Customer

Internet: Access &

Processing

Mobile: Access &

ProcessingBack Office: all features

Projects Support

Master Data

Travel Expenses Time Tracking

Project Planning

Contract Accounting

AnalysisVacation Management

Approval

Dates & Alerts

Project Management

Calculation


Integral customer relationship management (CRM)

Business partner dataCustomer, vendor and employee data is defined in the system once and then available to all users.

Update dataBusiness partner master data can be updated in the main program as well as in the Web Client and Mobile Client via internet or smartphone.

Know what motivates your customersFrom the Business Partner Master Data, you have access to all business transac-tions (projects, products, sales orders, sales, balance). An arrow leads you to detailed information.

OpportunitiesPrior to the purchase decision, you enter new prospects along with all activities (phone call, sales quotation, presentation...) in the system. Mailings, i.e. for newsletters, can also be sent and assigned in the system.

Automatic alerts The system automatically reminds you of activities, events or tasks.

Designed for global useMARIProject supports multiple com-panies and multiple currencies and is available in 8 languages. This makes MARIProject the perfect choice for use in subsidiaries of larger companies.

Graphical dashboards of the opportunity pipeline

Business partner master data with project list in Web Client.

Business partner master data in Mobile Client

Starter package for ambitious startups The SAP Business One starter package has been designed for smaller compa-nies planning to expand. MARIProject can be integrated also in this version.


Define projectsThe project definition in MARIProject ensures a systematic approach from the outset. When you create new projects, you can refer to project templates or previous projects. This saves valuable time. In addition, from the Project Master you have access to all relevant information: customer data, workgroup, contract, documents, planning, analysis etc.

Structure projectsIn the Project Master, you can easily structure your projects in hierarchically structured phases and plan the approx-imate timing. Moreover, you can assign specific tasks to employees.

The phase status provides an overview, is taken into account for evaluations and controls billing.

Phase structure of the project with phase

Document managementProject-relevant documents such as functional specifications, emails, notes or photographs can be linked with the project in the folder. You check the doc-uments in and out in order to edit them. This automatically provides you with a version control.

ELO, the document management solu-tion for electronic archiving, provides more comprehensive options. ELO can be integrated into SAP Business One via an interface.

Systematic project definition

Folder with project-relevant documents.

Contracts in MARIProject

The contract is the core element of a project in MARIProject. It includes all the products and services that were agreed with the customer. But the func-tionality of a MARIProject contract does not end here. In a MARIProject project contract, you are able to define, for instance, whether working time can be posted to the project and whether travel expenses will be billed to the customer.


PricesItems and services for the project calcu-lation can be compiled quickly and relia-bly as all the items have a purchase and a sales price allocated in the system.

Calculation methodIn MARIProject, different methods for costing can be defined, e.g. Default Price List or Overhead Calculation.

CostingTo calculate the total price, MARIProject applies the defined costing method and displays total price as well as margin. Item prices can still be flexibly adapted.

Costing variantsMARIProject allows saving multiple quo-tation costings. This way you can play through different variants.

All the documents are set in your company’s corporate design according to your preferences.

Convenient quotation costing

Generate documents automaticallyAfter the calculation is complete, you generate the sales quotation as PDF file at the touch of a button – based on the stored sales quotation template and the business partner’s data.

Document templateWhile the system is initialised, tem-plates for all documents used at your company (sales quotation, invoice, delivery note etc.) are generated and stored in your Corporate Design.

Financial accountingThe sales quotation amount is stored in the system separately and taken into account for reports of all kinds.

Price calculation with coloured display of margin

Periodic planning for the calculation


Flexible project planning

Time and cost planningDepending on whether you set up a cost or time planning for employees or resource pools, MARIProject offers the perfect planning option for every requirement: Gantt, standard or periodic planning.

You determine project start and end as well as the duration of the project phases, allocate employees or pools and define dependencies and milestones.

Working time modelsDifferent time models (calendars) are taken into account for employee plan-ning, e.g. holidays, full-time or part-time workers.

Vacation managementMARIProject includes a complete tool for vacation management. Employees can submit vacation requests online via mobile device for approval to their superior. After approval of the vacation request, the vacation will be entered in the employee’s calendar where it can be displayed for future planning.

Capacity displayWhen allocating employees or resource pools, you recognise immediately wheth-er the planned resource is available at the right time or whether an employee is on vacation or has been planned for another project.

Resource poolsAfter order acknowledgement, you dis-tribute the resource pool planning simply by Drag and Drop to a specific employee.

Planning changesPlanning data can of course be modified. As modifications always affect the time and cost structure of a project, modifica-tions of all levels (time, cost, resources, reports) are updated automatically.

Planning versionsWhen planning a project, you can play through different planning versions and store these versions in the system.

Interface to Microsoft® Project There is a bi-directional interface to Microsoft Project. This allows, for example, to share planning with your customers.

Interface to Microsoft® Outlook Scheduled dates can be transferred directly to the employee’s Outlook calendar.

Gantt planning with dependencies, milestone, capacity display and cost.

Gantt chart with day planning in the Web Client


Quick & mobile time tracking

Data entryIn the professional services industry, employees often work on-site at the customer instead of in their own office. For this reason, MARIProject allows you to record master data via Internet in the Web Client and via smartphone in the Mobile Client.

Time trackingTime tracking is also available in the full version, in the Mobile Client and in the Web Client. Time can be tracked by the employee himself, by the project manager or by an authorised colleague. Apart from recording with keyboard and mouse, MARIProject supports time recording via touch screen.

Among other things, you can post attendance times and project or service hours for a particular period to a project phase.

Items entryApart from services, you are also able to enter used items in the system. Entered data is taken into account in the billing and evaluation step.

ApprovalMARIProject allows you to define compa-ny-specific approval processes. You have the option to post services (e.g. costs) only after they have been approved in the system.

Project evaluations / analytics Based on the most recent data, MARIProject creates different evalu-ations such as hours lists or planned/actual hours comparisons.

Many project evaluations are available in the Web Client. Even on the go, you can promptly determine target/actual differences in your project.

Time sheet entry per day and project phase in the Quick Entry

Time Touch for touch-sensitive screens

Time tracking in the Mobile Client


Simple processing of travel expenses

Irrespective of location and timeThrough the Web or Mobile Client, employees can track travel expenses and allocate them to a project at any time. You take pictures of the documents (e.g. your taxi receipt) with your smartphone and allocate them to the project.

System settings allowances such as meal and accommodation allowances are stored in MARIProject according to Ger-man law. This way, they can be entered and billed easily.

Internal accountingOnce all costs have been recorded, you can bill the trip internally (expense report).

Approval and billingIf you have an approval process defined in your company, the accounting depart-ment can reimburse the travel expenses after (mobile) approval by the superior and charge them to the customer direct-ly, if provided for in the contract. As a result, there are no delays in billing and no amounts remain open.

Mobile tracking of travel expenses in the Web and Mobile Client

Automatically generated document for internal travel expenses accounting

AnalysisAs soon as they are recorded, MARIPro-ject also considers travel expenses for project analyses. This enables you to track the amount of travel expenses for the corresponding project.


Complete project billing

Automated billing MARIProject provides a Billing Wizard to assist the accounting department. At the time agreed by contract, the Billing Wizard suggests all billable contracts for invoicing along with approved hours and travel expenses.

Accounting typesMARIProject supports all common billing types such as fixed price, billing at cost, down payment, advance payment or payment claim.

Commission accruals and commission accountings can also be defined in the system.

EntriesThe invoice document is saved in your company’s corporate design including all attachments and can be printed and sent from MARIProject. When the invoice has been created, the values are automati-cally posted in the financial accounting.

The Billing Wizard

Reversal and credit memoNo matter whether there is a complaint or an incorrect invoice, the system lets you cancel an invoice or issue a credit memo.

Currencies and payment meansMARIProject takes into account different currencies with the respective exchange rates. Preferences for the calculation of the exchange rate can be set in the system.

MARIProject features different payment means, such as invoice, check, cash or credit card payment.

The automatically generated invoice


Transparent support

User Help Desk (Support Desk)The customer relationship usually does not end with completion of the project. Many companies continue to assist their customers and provide them with reg-ular updates. MARIProject consistently and efficiently assists with the process-ing of support tickets via the web-based Support Desk.

24/7 - Online access for customersWith MARIProject, you can simply pro-vide your customers with a link and grant them password-protected online access to the Support Desk. This enables the customer as well as the service employ-ee to capture messages at any time, and both can keep track of the processing status throughout the duration of pro-cessing. If needed, explanatory pictures or texts can be added to the respective process.

Time trackingAfter successful processing of the request, the employee of the support department records the used processing time. Data that is entered in the system in this way is immediately available for billing and reporting.

SLA Monitor with service level agreements

Support dashboard with a list of processes and an open process

Support Desk

Service level agreementsMARIProject lets you define service level agreements (SLA) according to customer specification with response and solution times. The SLA monitor shows the status of the operations and their processing time. The coloured representation simpli-fies the overview.


360-degree insight into projects - anytime

Standard reportsBy default, MARIProject contains more than 200 pre-configured reports that are optimised for print or screen display. Print reports for instance include the “Balance List: Hours”. On screen, you can display the degree of completion, the re-maining volume, a planned/actual hours comparison, the employee capacity or the project totals.

Individual reportsApart from standard reports you can define individual reports for your project controlling, such as a breakeven analysis for each project.

DashboardsEven graphical dashboards can be easily created, such as a project estimation ac-cording to “Earned Value”, a visualisation of the processing time of support tickets or a planned/actual hour comparison for each project.

Export interface to ExcelAll reports can be exported to Excel for further processing. Print reports can be directly forwarded to colleagues or customers in PDF format.

Work in progressMARIProject lets you determine work in progress (WIP) such as goods and servic-es by using a freely-definable template. It is possible to calculate the values ac-cording to IAS/US GAAP. The determined values are transferred to the financial accounting/balance sheet at the touch of a button.

Internal distribution of servicesIn order to allocate costs in companies with multiple business units according to the costs-by-cause principle, MARIPro-ject supports the internal distribution of services. For this purpose, you can specify the performing and receiving cost centres as well as the corresponding cost rates.

Earned Value Analysis - graphically prepared

Standard Report: degree of completion of all projects in a business unit.


Available: On-Premise, On-Demand (Cloud) and HANA

OnPremiseMARIProject can be used with different technologies. The solution works in a (traditional) client-server environment, i.e. data is stored on a server within your company and also maintained in-house. Employees with appropriate permission have access to the business data and are able to add new data by using their mobile device (e.g. laptop, smartphone, tablet).

If you decide to run MARIProject and SAP Business One as an on-premise solution, you will manage all software updates by yourself. MARINGO as manu-facturer of MARIProject and SAP partner provides you with the necessary updates (upgrades of SAP Business One and MARIProject).

SAP Business One (B1) Core

MARIProject (MP) Core

MS SQL / SAP HANA* Database* The SAP HANA database can be used alternatively to MS SQL.

SAP Integration Framework

B1 and MPClient

MP

Tim

e To

uch

MP

Web

Clie

nt

MS Internet Information Services

MP

Mob

ile C

lient

MP

App

OnPremise / OnDemand

Interfaces,e.g.

- SAP ECC 6- HR Solution(Import/Export)

Interfaces,e.g.

- Intrastat- ELSTER- DTAUS Banking- Document Management- MS Project- MS Exchange- MS Outlook

In this case, the sales price is based on the number of licences and the mainte-nance contract.

OnDemand (Cloud solution)It is also possible to run MARIProject “on-demand” as a so-called cloud solu-tion. This means SAP Business One and MARIProject including all business data are installed at a provider and are main-tained (hosted) by this provider.

Your employees can access the data via computer, laptop, smartphone or tablet. You can focus on your core business activities and do not have to bother about servers, hardware or software to maintain. The calculation of the price for the on-demand version is based on a monthly rental fee per employee plus installation costs.

SAP HANANow MARIProject and SAP Business One are even more powerful thanks to SAP HANA. The in-memory technology accelerates data retrieval and provides graphical reports within seconds. Special hardware is required for the in-memory technology.

...

The challenge is to find the solution that best suits your needs and pays off quick-ly for your business. Please contact us to discuss your company´s requirements. We will be pleased to help you identify the best solution for your individual needs.

Functional overviewListed below are the core functions of MARIProject that are included by default. MARIProject is subject to continuous develop-ment and is updated regularly. If you require a function which is not listed, do not hesitate to contact us!

Master data management• Business partner master data (addresses,

contact persons, communication, bank details etc.)

• Employee data: addresses, calendars, skills, services

• Definition of resource pools• Project master data, customers, team etc.• Template management for all documents,

such as sales quotations, invoices, dunning letters etc.

• Define text modules in different languages, e.g. for sales quotations, invoices etc.

Quotation costing and creation• Different costing methods: Default price

list, overhead calculation• Sales quotation versions• Calculation based on defined purchase and

sales prices per service/item• Automatic calculation of margin• Define preliminary projects• Convert preliminary projects into current

projects

Project definition• Hierarchically structured, multi-level phase

structure• Document management: Documents,

notes, images, emails• Project templates• Linked with customer master data• Linked with one or more project contracts

Project planning• Standard planning, Gantt planning, period-

ic planning, time planning, cost planning• Define phase milestones and dependen-

cies• Automatically transfer phases from the

project master• Planning approval with definable approval

process• Modify, move and delete planned hours

and costs• Transfer resource pool planning to employ-

ee by Drag & Drop• Automatic cost planning during time plan-

ning and scheduling• Data exchange with Microsoft® Project,

Excel and Outlook• Create multiple planning versions• Planning with planning schema• Activity planning/To-do list

Time tracking/ time sheet entry• Time sheet entry per project and phase• Track attendance, sick leave, flextime and

vacation• Posting of costs (services)• Transfer entered costs (services)• Individually definable working time rules

(hours per day, time of day, weekend)• Calendar definition (according to em-

ployment contract, full time, part time, holidays)

• Attendance error list• Tracking on touch-sensitive screen (Time

Touch)• via Smartphone (Mobile Client)• via Internet (Web Client)• PDF with hours lists per project, as activity

report, for flexibly definable periods

Travel expenses• Record travel expenses automatically

including relevant taxes, also for travel abroad

• Allocate travel expenses to a project or assign them to multiple projects

• Internal travel expenses accounting• Correct postings• Charge travel expenses to customers• Travel expenses report

Vacation/Flextime• Definable approval process for vacation

and flextime: request, approval, entry in employee’s calendar

• Automatically display vacation in the plan-ning view / in Outlook / in time sheet entry

Release/Approval• Individually definable approval process• Costs and revenues are approved either

automatically or by authorised employees• Corrections & overviews

Accounting• All common billing types: fixed price,

service at cost, down payment, retainer, retention, instalment plan, final account

• Commission accruals/accounting• Commission overview• Contract templates

Automated billing• Automated posting of the values invoiced• Annex to invoice• Entry statements• Journal entry import

Project analysis• More than 200 standard reports, such as

degree of completion, target/actual hours comparison, balance list, project hours, project planning totals, actual project totals, employee capacity, cash flow etc.

• Reports for project managers, superiors, resource pool managers

• Management reports• Cost accounting• Individually definable reports, e.g. project

breakeven analysis, earned value, POC, GCC or customer service

• With use of version for SAP HANA: pre-configured KPIs and dashboards

• Set, calculate and post work in progress (WIP, unfinished goods/services) according to definable evaluation methods

• Set and post internal distribution of services

Customer service• User Help Desk (Support Desk) for the

entire support ticket processing: Record request, documentation of processing and time sheet entry

• Editing is possible in the Web Client and to some extent on mobile devices

• Web-based, password-protected customer access, easy to set up

• Support ticket evaluation• Define and analyse service level agree-

ments (SLA)

Alert and workflow management• Appointment alert feature• Messages as part of approval processes• Notifications with freely definable events,

e.g. project or contract modifications


www.maringo.deAbout MARINGOMARINGO Computers was founded in 1986 in Cologne (Germany) and specialises in the development and sale of business software solutions. MARINGO has been an SAP Partner for more than 10 years with a spe-cial focus on SAP Business One and “MARIProject”, the project manage-ment solution for SAP Business One. In order to distribute its products also in the North American market, a branch office of MARINGO was founded in New York.

About SAPSAP is the worldwide market leader in business software solutions (ERP). With more than 55,000 installations in over 150 countries and translat-ed into 27 languages, SAP Business One is one of the most successful products of SAP.

MARINGO Computers GmbH Stolberger Straße 114 a 50933 Köln Germany

Phone: + 49 221 - 94 90 58 - 0 Fax: + 49 221 - 94 90 58 - 8 Email: [email protected] www.maringo.de

Status: December 2017

© 2017 MARINGO Computers GmbH. All rights reserved, SAP, SAP Business One and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product spe-cifications may vary. These materials are subject to change without notice. These materials are provided by MARINGO Computer GmbH for informational purposes only, without any representation of warranty of any kind,

and SAP group and MARINGO Computers GmbH shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP group and MARINGO Computers GmbH products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

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