Implementing Outlook Integration for SAP Business One
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1 Welcome to your RKT Live Expert Session Implementing Outlook Integration for SAP Business One Valerie Arguin Solution Manager Please note that we are recording this session!
2 Your Presenter Please insert your photo here Valerie Arguin Solution Manager SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 2
3 Agenda: Implementing Outlook Integration Outlook Integration Overview System Requirements Server and Client Installation Data Synchronization Integration Quotations in Outlook Snapshots Summary/Q&A SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 3
4 Manage Information Facilitate Communication Organize Work SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 4
5 SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 5
6 Edit/View and Create Quotes View and attach Sales and Purchasing Documents View Snapshots of Customer Sales Activities Import Contacts From Business One Import Calendar Tasks from Business One Import Calendar Activities from Business One View Snapshots of Vendor Purchasing Activities SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 6
7 SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 7
8 SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 8
9 Agenda: Implementing Outlook Integration Outlook Integration Overview System Requirements Server and Client Installation Data Synchronization Integration Quotations in Outlook Snapshots Summary/Q&A SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 9
10 Server Requirements Outlook is currently not supported on V2004 B SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 10
11 Client Requirements SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 11
12 Agenda: Implementing Outlook Integration Outlook Integration Overview System Requirements Server and Client Installation Data Synchronization Integration Quotations in Outlook Snapshots Summary / Q&A SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 12
13 Installation Prerequisites: 1. An account exists in Outlook to send and receive s. 2. Outlook is set as the default mail client. 3. Ensure Outlook, Word and Excel are closed prior to install. SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 13
14 Installation Prerequisites: 4. Install SAP Business One Add-on Server. A. Run Setup.exe in ServerInstaller directory SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 14
15 B. Select Microsoft Outlook Integration SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 15
16 C. Select installation path of SAP Business One if the default is incorrect. SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 16
17 D. The Start Copying File window appears. SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 17
18 E. The Server Add-On Installation is Finished. Template layout files for snapshots is installed in the SBO_SHR/AddOn/Microsoft Outlook Integration/Templates/Default Directory. SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 18
19 Installation 1. Register the Add-on with the SAP Business One server from a client workstation. Outlook_Integration.ard Setup_OE.exe SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 19
20 Installation 2. Set Company Preferences. SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 20
21 Installation 2. Set User Preferences. Each user must be assigned an Add-on license through the license Administrator. SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 21
22 3. Restart Business One on the workstation to initiate the client installation. SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 22
23 Agenda Implementing Outlook Outlook Integration Overview System Requirements Server and Client Installation Data Synchronization Integration Quotations in Outlook Snapshots SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 23
24 Data Synchronization SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 24
25 Bulk Synchronization Single Record Synchronization SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 25
26 SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 26
27 Create Business Partner Association SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 27
28 Demonstrate Single Record Associations/Synchronizations SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 28
29 If logging into Outlook for the first time of the day, you will be prompted To log into SAP Business One. SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 29
30 Associating Contacts to a Business Partner SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 30
31 Associating Calendar Appointments and Tasks to a Business Partner SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 31
32 Outlook Integration Main Menu Options SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 32
33 Synchronization Settings General and Calendar Tabs SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 33
34 Synchronization Settings Contact and Task Tabs SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 34
35 Synchronization Settings Schedule Tabs SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 35
36 Synchronization Settings Conflicts Tabs SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 36
37 Saving as Activity SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 37
38 Log Settings SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 38
39 Demonstrate Bulk Synchronization SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 39
40 SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 40
41 SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 41
42 SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 42
43 SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 43
44 SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 44
45 Agenda: Implementing Outlook Integration Outlook Integration Overview System Requirements Server and Client Installation Data Synchronization Integration Quotations in Outlook Snapshots SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 45
46 Saving s as Activities SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 46
47 Agenda: Implementing Outlook Integration Outlook Overview System Requirements Server and Client Installation Data Synchronization Integration Quotations in Outlook Snapshots SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 47
48 Quotations SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 48
49 SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 49
50 Agenda: Implementing Outlook Integration Outlook Integration Overview System Requirements Server and Client Installation Data Synchronization Integration Quotations in Outlook Snapshots SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 50
51 Snapshot Example SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 51
52 Creating Snapshots SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 52
53 SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 53
54 SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 54
55 Define Queries Standard Outlook Queries SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 55
56 SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 56
57 Defining Snapshot Templates SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 57
58 SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 58
59 SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 59
60 SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 60
61 SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 61
62 SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 62
63 Summary Outlook Integration requires the Add-on Server installation for the snapshot templates. Outlook Contacts, Tasks and Calendar Appointments must be associated with a Business Partner prior to synchronization with Business One. A user needs to be logged into Business One through Outlook in order to: a. View/Edit/Create Quotations b. Define BP and Document Associations c. Save s d. Editing default Synchronization and Assoc. Settings SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 63
64 Summary Associated Activities & Snapshots can be viewed off-line. When synchronizing you need to be logged into Business One through Outlook, however the Business One client does not need to be running, nor does a connection need to be made with the Outlook Add-on within Business One using the Add-On Manager. Only time a connection to Outlook is required within Business One is when you need to define a snapshot template or access any company settings that show the default template locations. SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 64
65 Symptom: You successfully installed the Outlook Integration add-on, but the menu item SAP Business One is not displayed in Outlook. Suggestions found in NOTE : SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 65
66 Thank you! Additional information: SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 66
67 Copyright 2005 SAP AG. All Rights Reserved No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iseries, pseries, xseries, zseries, z/os, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, and Informix are trademarks or registered trademarks of IBM Corporation in the United States and/or other countries. Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C, World Wide Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. MaxDB is a trademark of MySQL AB, Sweden. SAP, R/3, mysap, mysap.com, xapps, xapp, SAP NetWeaver 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 specifications may vary. The information in this document is proprietary to SAP. No part of this document may be reproduced, copied, or transmitted in any form or for any purpose without the express prior written permission of SAP AG. This document is a preliminary version and not subject to your license agreement or any other agreement with SAP. This document contains only intended strategies, developments, and functionalities of the SAP product and is not intended to be binding upon SAP to any particular course of business, product strategy, and/or development. Please note that this document is subject to change and may be changed by SAP at any time without notice. SAP assumes no responsibility for errors or omissions in this document. SAP does not warrant the accuracy or completeness of the information, text, graphics, links, or other items contained within this material. This document is provided without a warranty of any kind, either express or implied, including but not limited to the implied warranties of merchantability, fitness for a particular purpose, or non-infringement. SAP shall have no liability for damages of any kind including without limitation direct, special, indirect, or consequential damages that may result from the use of these materials. This limitation shall not apply in cases of intent or gross negligence. The statutory liability for personal injury and defective products is not affected. SAP has no control over the information that you may access through the use of hot links contained in these materials and does not endorse your use of third-party Web pages nor provide any warranty whatsoever relating to third-party Web pages SAP AG 2005, Implementing Outlook Integration / Valerie Arguin / 67
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