PUBLIC. SAP Business One E-Commerce and Web CRM Administrator s Guide. Solutions from SAP. SAP Business One E-Commerce and Web CRM 6

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1 PUBLIC SAP Business One E-Commerce and Web CRM Solutions from SAP SAP Business One E-Commerce and Web CRM 6 June 2008

2 Contents SAP Business One E-Commerce and Web CRM Overview...4 Product Name...4 Product Summary...4 Supporting Documentation and Information...4 Updating Online Help...4 Additional Resources for Partners...4 Installation...6 Preparing for Installation...6 After Installation...6 Minimum Hardware and Software Requirements...7 Configuring Microsoft Internet Information Services...7 Installing SAP Business One E-Commerce and Web CRM...8 Installing the Installer and Synch Manager...8 Installing Web Site Files...9 Advanced Installation of Web Site Files...9 Default Installation of Web Site Files...10 Upgrade...11 Preparing to Upgrade...11 Upgrading NetPoint 5.97 to SAP Business One E-Commerce and Web CRM Creating and Upgrading an Instance...12 Removing the Application...13 Removing SAP Business One E-Commerce and Web CRM...13 Synch Manager...14 Introduction...14 Installing the Synch Manager...14 Configuring SAP Business One...14 Defining Payment Terms for Credit Cards...14 Defining Generic Salesperson for Online Sales...14 Defining a Generic Business Partner for Online Sales...14 Configuring the Synch Manager...15 Server Configuration Window...15 Business One Window...15 Web Tools Window...16 Settings Window...17 SAP Business One Integration Settings...17 Optional Settings...22 Objects to Synchronize...22 Tables Window...23 Configuring Opportunity Stages...23 Configuring Weight Units...24 Configuring Length Units...24 SAP AG

3 Configuring Expenses...25 Configuring Price Lists...25 Synchronization Window...26 Performing the Initial Synchronization...26 Performing a Manual Synchronization...26 Displaying the Error Log...27 Managing the SAP Business One Data Queue...27 Managing the SAP Business One E-Commerce and Web CRM Data Queue...28 Windows Service Window...29 Synch Profiles...29 Creating a Synch Profile...29 Prerequisite...29 Procedure...29 Result...29 Performing Manual Synchronization with a Synch Profile...30 Administration...30 Post-Installation and Upgrade Activities...30 Configuring the Synch Manager...30 Configuring the Web Site...30 Licensing...31 Monitoring...32 Stopping Your Web Site and Synch Manager...32 Backing Up and Restoring SAP Business One E-Commerce and Web CRM Data...32 Developing a Backup Strategy...32 Backing Up All SAP Business One E-Commerce and Web CRM Data...32 Backing Up SAP Business One E-Commerce and Web CRM Transaction Log...32 Troubleshooting a Backup...33 Developing a Restore Strategy...33 High Availability...33 Customization...34 Security...34 Credit Card...34 Private Key...34 Administration Section and Directory...34 Copyrights and Trademarks...35 SAP AG

4 SAP Business One E-Commerce and Web CRM Overview Product Name SAP Business One E-Commerce (formerly known as NetPoint Commerce) and Web CRM (formerly known as NetPoint Focus) are sometimes referred to collectively and generically as Web tools. When referring to both components, this document uses the official application name: SAP Business One E-Commerce and Web CRM. Product Summary The e-commerce component of the SAP Business One E-Commerce and Web CRM application provides an online presence for business-to-business (B2B) and business-to-customer (B2C) product sales. The Web customer relationship management (CRM) component of SAP Business One E-Commerce and Web CRM provides comprehensive sales and service functions, including remote access to customer orders and service call information. The e-commerce and Web CRM components of SAP Business One E-Commerce and Web CRM are licensed separately and can be used individually or combined. SAP Business One E-Commerce and Web CRM is designed to work together with SAP Business One; it cannot be used as a stand-alone product. Web site product sales information, in addition to service and sales call information entered via the Web site, is synchronized with SAP Business One at predetermined intervals, as frequently as every 20 minutes. Supporting Documentation and Information This document describes how to install and upgrade SAP Business One E-Commerce and Web CRM (installer and synch manager) and configure the synch manager. It also outlines technical product requirements and functions. As an SAP Business One E-Commerce and Web CRM administrator, you can use the online help in the Administration section of SAP Business One E-Commerce and Web CRM to set up and manage your Web site and to work with the sales and service (CRM) components. Updating Online Help Customers and partners can update online help by downloading the current help file from the SAP Business One Customer Portal at or the SAP Business One Channel Partner Portal at Additional Resources for Partners The best resource for the most current information and documentation is the SAP Business One E- Commerce and Web CRM landing page at This page includes training and documentation, demos, license and software, and support information. The training and documentation section of the landing page includes the following: Expert training sessions and links to e-learning modules The SAP Business One E-Commerce and Web CRM, Release Notes, Glossary, and ReadMe file SAP AG

5 You can access additional SAP Business One E-Commerce and Web CRM information using these Web links: SAP Business One E-Commerce and Web CRM license requests at Developer notes for SAP Business One E-Commerce and Web CRM topics on SAP Developer Network (SDN) at Self-help notes published by support at Customized Web site themes at SAP AG

6 Installation This section describes the technical installation of SAP Business One E-Commerce and Web CRM. The e- commerce and Web CRM components require separate licenses, and you can install each component separately; however, these instructions apply to installing both components. For the sake of data security and Web site performance, we highly recommend that you install SAP Business One E-Commerce and Web CRM on a different server than the SAP Business One server. Preparing for Installation Before installing SAP Business One E-Commerce and Web CRM, we recommend that you: Carefully read all of the following installation instructions Create a backup copy of all your productive company databases Check the minimum hardware and software requirements Configure Microsoft Internet Information Services (IIS) Install SAP Business One E-Commerce and Web CRM installer and synch manager Install Web site files using the default or advanced installation After Installation After installing SAP Business One E-Commerce and Web CRM, we recommend that you: Configure the synch manager. For more information, see the Synch Manager section of this document. Configure the Web site. For more information, see the Administration section of this document. SAP AG

7 Minimum Hardware and Software Requirements Check the following requirements before you install SAP Business One E-Commerce and Web CRM. CAUTION The e-commerce and Web CRM components are not supported for the Windows Vista operating system, nor are they compatible with 64-bit hardware or operating systems. Requirement Type Hardware Details Recommendation: In addition to the SAP Business One server, a separate server (Web server) for the Web site with at least 1GB RAM The Web server can be located at your site, or it can be hosted by a third-party Web hosting service. For partners only: see the SAP Business One Sizing Guide on SAP Channel Partner Portal at Software Microsoft SQL Server 2005 Standard or Workgroup set to SQL_Latin1_General_CP1_CI_AS on all servers and on the SAP Business One company database Microsoft Windows Server 2003 Enterprise, Standard, or Small Business Server with service pack 2 or Windows XP Pro with service pack 2 Microsoft.NET Framework 2.0 on all servers Microsoft Internet Information Services (IIS); do not use Microsoft IIS 7.0 Latest security patches from Microsoft Windows Configuring Microsoft Internet Information Services To configure Microsoft Internet Information Services to work with SAP Business One E-Commerce and Web CRM: 1. In Microsoft Windows, choose Start Control Panel Administrative Tools Internet Information Services Manager. 2. In the left panel, click your computer name. Local Computer is the most common. 3. In the right panel, double-click Web Sites. 4. In the right panel, right-click Default Web Site and select Properties. 5. On the Documents tab, ensure that DEFAULT.ASPX appears at the top of the list. If it is not listed, follow these steps: Click Add. In the available field, specify default.aspx. Click OK. SAP AG

8 6. On the ASP.NET tab, ensure that ASP.NET 2.0 is in use. Follow these steps: In the ASP.NET Version field, select ASP.NET 2.0.xxxx. Click Apply. Click OK. For Windows Server 2003 only: 7. Expand the Web Services Extensions folder. 8. Ensure that ASP.NET v2.xx is set to Allowed. If not, select the item and click Allow on the left. Installing SAP Business One E-Commerce and Web CRM The SAP Business One E-Commerce and Web CRM install includes the following components: The SAP Business One E-Commerce and Web CRM setup program, which includes all Web files that you need to install on the server. You run the setup program to create the Web site files and database. The setup program includes troubleshooting tools and manages future upgrades of the product. Install the SAP Business One E-Commerce and Web CRM installer on the Web server if you are using two separate servers. Synch manager, which allows you to configure and manage the data (items, business partners, orders, and so on) that synch between SAP Business One and SAP Business One E-Commerce and Web CRM. The synch manager provides access to synch queues and synch logs, which are used for troubleshooting synch errors. You install the synch manager on the server where the SAP Business One database is installed. CAUTION Synch logs can become quite large. To prevent a possible system failure, do not install the synch manager on the C:\ drive. Installing the Installer and Synch Manager Complete this procedure to install the SAP Business One E-Commerce and Web CRM setup program and synch manager on the SAP Business One server. If you are using two servers, use this procedure to install the synch manager on the SAP Business One server, then repeat it to install the setup program on the Web server. 1. Place the SAP Business One installer CD in your drive (or click the installation link on SAP Channel Partner Portal) and launch SETUP.EXE. 2. Click Browse to select a folder for the installation files or specify a new folder name. 3. Do one of the following: If you are using two servers, select the installer and install it on the Web server. Then repeat this procedure and install the synch manager on the SAP Business One server. If you are using one server, select the installer and synch manager and install them both on the SAP Business One server. SAP AG

9 4. Click Next. The installer prepares to install files. 5. Click Next. The system installs the files. 6. Click Close. Installing Web Site Files After you have installed the SAP Business One E-Commerce and Web CRM setup program and synch manager, whether the setup program is on the SAP Business One server or on a Web server, you must run the setup program to install Web site files on that server. To install Web site files, you need the SQL server name and an SQL server user name and password with system administrator rights. This SQL user does not have to be the system administrator but has to be able to create databases. Make a note of this information before you begin to install the synch manager. In addition, the computer used for the installation must have access rights to all servers. 1. In Windows, choose Start Programs SAP Business One Web tools Installer. The installer launches. 2. Select the installation type: Default Install (one server) or Advanced Install (two servers or multiple SAP Business One E-Commerce and Web CRM instances). Go to the advanced or default installation instructions below. Advanced Installation of Web Site Files Use the advanced installation option if you are using a Web server in addition to the SAP Business One server. The advanced installation allows you to select the location of the installed Web site files. 1. Select Advanced Install and click Install. 2. In the Web Files Installation field, specify the installation path. The default is C:\InetPub\wwwroot\B1WebTools. 3. In the Server field, specify the name of your SQL server. 4. Specify the user name and password for the SQL server administrator and click Continue. 5. Specify a new database name. 6. Specify a user name and password for the new database and click Continue. 7. From the IIS Locations Available Website dropdown box, select a Web site. SAP AG

10 8. Select a virtual directory by doing one of the following: Select Use Existing Virtual Directory and choose a directory from the dropdown box. Select Generate New Virtual Directory and specify the name of the new directory in the field. The private key populates with a randomly generated key, or you may create a new one. The application uses the private key to encrypt and decrypt credit card data as it is sent across the Internet. It is important that this key is identical when you set up the synch manager. CAUTION Make a note of this key. You need it to set up the synch manager. The private key is unique for each database and you must specify it correctly every time you create a new instance or synchronize an existing instance to a database. Never change this key once data has been synchronized. In addition, mismatched private keys disable user login access to the Web site. 9. If you want your database connection information saved with encryption, select Encrypt ConnectionString. 10. Click Continue. The program prepares the installation of the files. 11. Click Finish. The setup program installs the files. 12. Click Finish again. The Installation Type window appears. Your installation instance appears in the field. 13. Open your Internet browser and navigate to to verify the Web site is installed. You can log on to the site using manager as the username and password. Default Installation of Web Site Files Use the default installation if you are installing the SAP Business One E-Commerce and Web CRM installer and synch manager on the SAP Business One server. All files are installed in default locations; you cannot change the location of the installed files. 1. Select Default Install and click Install. 2. In the WebFiles Installation field, specify the installation path. The default is C:\InetPub\wwwroot\B1WebTools. 3. In the Server field, specify the name of your SQL server. 4. Specify the user name and password for the SQL server administrator. 5. Click Continue. The program prepares the installation. 6. Click Finish. The setup program installs files and returns to the Installation Type window. Your installation instance appears in the field. 7. Open your Internet browser and navigate to to verify the Web site is installed. You can log on to the site using manager as the username and password. SAP AG

11 Upgrade This section describes the upgrade of NetPoint 5.96 to SAP Business One E-Commerce and Web CRM 6 for SAP Business One. SAP Business One E-Commerce and Web CRM is supported only for Microsoft SQL 2005 and SAP Business One 2005 A and 2007 A. If you have a NetPoint version prior to 5.96, contact your SAP support representative for assistance in upgrading to NetPoint You can then upgrade using this procedure. Preparing to Upgrade Before you upgrade SAP Business One E-Commerce and Web CRM, we recommend that you: Carefully read all of the following upgrade instructions Create a backup copy of all your productive company databases Check the minimum hardware and software requirements in the Installation section of this document. Install Web site files Upgrading NetPoint 5.97 to SAP Business One E-Commerce and Web CRM 6 Follow these steps to upgrade from NetPoint 5.97 to SAP Business One E-Commerce and Web CRM 6. The upgrade process removes the NetPoint setup program and synch manager, then installs the SAP Business One E-Commerce and Web CRM setup program and synch manager exactly as described in the Installing SAP Business One E-Commerce and Web CRM section of this document. After you upgrade, the basic theme that is delivered with SAP Business One E-Commerce and Web CRM 6 is set as the default automatically. This is because themes from NetPoint 5.97 are not fully compatible with SAP Business One E-Commerce and Web CRM Place the SAP Business One installer CD in your drive and launch SETUP.EXE. 2. Click Browse to select a folder for the installation files or specify a new folder name. 3. Specify whether SAP Business One E-Commerce and Web CRM will be available to everyone or just the current user. 4. Click Next. The installer prepares to install files. 5. Click Next. The system installs the files. 6. Click Close. SAP AG

12 Creating and Upgrading an Instance Use these instructions to create and upgrade an SAP Business One E-Commerce and Web CRM instance to the latest version. An instance is the database and Web site files for an SAP Business One E-Commerce and Web CRM Web site. 1. Right-click the Windows Start button and select Command Prompt. 2. Navigate to the SAP Business One E-Commerce and Web CRM installation directory. The default is C:\Program Files\SAP\SAP Business One Web Tools\Installer. 3. Specify installer.exe i. The installer starts in Instance Only Mode so you can create an instance for your pre-existing NetPoint 5.9 install. 4. In the WebFiles Installation field, specify the path in which NetPoint is installed. 5. In the Server field, specify the name of your existing SQL server. 6. Specify the existing username and password for the SQL server administrator and click Continue. 7. Specify your existing Database Name. 8. For the new database, specify an existing username and password and click Continue. 9. From the IIS Locations Available Website dropdown box, select your existing Web site. 10. Select the existing virtual directory, click Use Existing Virtual Directory, and select a directory from the dropdown box. 11. In the Private Key field, specify your existing private key. 12. If you want your database connection information saved with encryption, select Encrypt ConnectionString. 13. Click Continue. The program prepares to create your instance record. 14. Click Finish. The setup program creates your instance record. The Installation Type window displays your instance populating the list. 15. Click Upgrade. The upgrade steps are displayed. 16. To run the upgrade, click Finish. 17. Click Close. 18. Specify installer.exe tasks. The installer starts in Utility Tasks Mode so you can execute a few tasks that will help bring your installation in line with the latest version. 19. You can select all tasks that apply to your installation, but the required steps for an upgrade include the following tasks: Create Web.Config Install and Register Services Set Hash Value Initialize Languages Initialize Inline Help SAP AG

13 20. Click Execute. When the tasks finish successfully, the Installation Type window displays. 21. Click Close. 22. Specify %SystemRoot%\Microsoft.NET\Framework\v \aspnet_regiis.exe -i. 23. Go into your Microsoft Internet Information Services administration tool and open the properties on the SAP Business One E-Commerce and Web CRM Web site or virtual directory. In the ASP.NET tab, set the ASP.NET version dropdown to Specify installer.exe resetuser. The installer starts in Reset Users mode, allowing you to assign user licenses. Removing the Application This section describes how to remove SAP Business One E-Commerce and Web CRM and all its components. Removing SAP Business One E-Commerce and Web CRM To remove SAP Business One E-Commerce and Web CRM and all its components, use the Add or Remove Programs option in Microsoft Windows Control Panel. 1. Stop and delete the SAP Business One E-Commerce and Web CRM messaging service by running the following from the Windows command prompt: sc stop SAPB1WTMS and sc delete SAPB1WTMS. 2. Close all running instances of the synch manger. 3. Remove SAP Business One Web tools using the Add or Remove Programs option. 4. Remove all SAP Business One E-Commerce and Web CRM Web sites from Internet Information Services (IIS). Click Start Control Panel Administrative Tools Internet Information Services. Right-click each SAP Business One E-Commerce and Web CRM Web site and select Delete. 5. To remove all Web site files, delete the following folder: C:\Intepub\wwwroot\xxxxx where xxxxx is the SAP Business One E-Commerce and Web CRM virtual directory name. 6. Remove all files from the installation directory, for example: C:\Program Files\SAP\SAP Business One Web Tools. 7. Delete all SAP Business One E-Commerce and Web CRM databases from all servers, including all backup files. SAP AG

14 Synch Manager Introduction After installing or upgrading SAP Business One E-Commerce and Web CRM and verifying that you can access the Web site, you must configure the synch manager. The synch manager facilitates synchronization between SAP Business One and Web site databases. This section describes the technical configuration of the SAP Business One E-Commerce and Web CRM synch manager. The SAP Business One E-Commerce and Web CRM synch manager enables you to define connection information and configure parameters for the synchronization process. You can run the synchronization manually or on a scheduled basis as a Windows service, performing a full synchronization at the specified interval. Installing the Synch Manager An installation program, which is described in detail in the Installing SAP Business One E-Commerce and Web CRM section of this document, installs the installer and the synch manager. Configuring SAP Business One Complete the following procedures in SAP Business One before you configure the synch manager. SAP Business One E-Commerce and Web CRM requires the codes you define in these procedures for synchronization with SAP Business One. Once the codes are saved in SAP Business One, they are read from the SAP Business One database, and you can select them when you configure the synch manager. Defining Payment Terms for Credit Cards Perform this procedure if you plan to accept credit card payments for items purchased from your online store. 1. Choose Administration Setup Business Partners Payment Terms. 2. For the code, specify any code; for example, Credit Card Gateway. 3. For the open incoming payment, choose Credit. 4. Click Add. Defining Generic Salesperson for Online Sales Perform this procedure to create a generic salesperson for the identification of online sales. This procedure assumes you want to identify online sales and credit them to a generic salesperson (as opposed to crediting an actual member of the sales staff). 1. Choose Administration Setup General Sales Employees. 2. Under Sales Employee, specify any name; for example, Websales. 3. Click Update. Defining a Generic Business Partner for Online Sales Perform this procedure to create a generic business partner for one-time B2C online sales. This procedure assumes you do not want a new business partner created for each B2C Web sale, which, depending on your Web site traffic, can generate a large number of unwanted records and affect Web site performance. SAP AG

15 Creating a generic business partner for your B2C online sales enables you to differentiate Web sales from other sales and, more importantly, to eliminate superfluous business partner records. 1. Choose Business Partner Business Partner Master Data. 2. To go into Add mode, choose Data Add. a. Under Code, specify any code; for example, Website. b. Under Name, specify any name; for example, Website B2C Customer. c. Under Sales Employees, click Websales (or the name you entered for Sales Employee in the previous procedure). d. Under Currency, select your local currency. 3. Choose the Payment Terms tab. a. Under Payment Terms, click Credit Card Gateway (or the name you entered in the Defining Payment Terms for Credit Cards procedure). b. Under Price List, select the default retail price list in use (or the B2C sales price list if you have configured it). 4. Choose the Accounting tab. a. Under the Tax Status tab, click Exempt. b. At the bottom of the Business Partners Master Data window, click Add. Configuring the Synch Manager This section describes how to configure each of the synch manager windows. To start the synch manager, click Start All Programs SAP Business One Web Tools SynchManager. To open a window, click its name in the navigation tree on the left. Server Configuration Window Business One Window 1. Ensure that all users have logged out of SAP Business One. An error message displays for any users who have not logged out when you install the plug-in. 2. Set the Server to the hostname or IP address of your SAP Business One server. 3. Set the SQL UserName to the SQL user with access to the SAP Business One database. 4. Specify the SQL user s password in the SQL Password field. 5. Next to Company Database, click Refresh. A dropdown box appears, populated with available databases. Select the one you want to synchronize. Only databases to which the SQL user name has access are displayed. 6. Set the B1 Admin UserName to the SAP Business One administrator s username, typically manager. 7. Set the B1 Admin Password to the SAP Business One administrator s password. SAP AG

16 8. From the B1 Credit Card Addon dropdown box, select the credit card plug-in that synchronizes with SAP Business One. a. If you are using an SAP Business One E-Commerce and Web CRM certified add-on (for example, CITIXSYS), select PLUGIN. b. If you are not using one and don t want this information sent to SAP Business One, select None. 9. Click Try Connection. a. The synch manager attempts to make a connection using the data interface (DI) API to the SAP Business One database. b. If a green flag appears in the SAP Business One section, the connection is successful, and you are ready to install the plug-in. Continue to the next step. c. If the flag is red, check your settings again. 10. If you have modified the transaction notification stored procedure (SP_TransactionNotification) in the SAP Business One database or installed a plug-in that modified it, back up this procedure. Installing the plug in overwrites this stored procedure. With a copy of it, you can merge the changes made by SAP Business One E-Commerce and Web CRM with those from existing customizations or add-ons. 11. Click Install Plugin. Web Tools Window SAP Business One E-Commerce and Web CRM allows you to create a private key to encrypt and decrypt credit card data. You create the private key during installation. This procedure requires that you specify the private key. For more information, see the Advanced Installation of Web Site Files section of this document. 1. Enter the hostname or IP address of the SQL server that contains the SAP Business One E- Commerce and Web CRM database in the Server field. 2. Specify the user name that has access to the SAP Business One E-Commerce and Web CRM database in the SQL UserName field. 3. Enter the SQL user s password for SAP Business One E-Commerce and Web CRM in the SQL Password field. 4. Click Refresh next to DataBase. a. A list of databases populates the dropdown box. Select the database you want to use. b. The flag above the Save Settings button turns green if you have selected a database that contains the default SAP Business One E-Commerce and Web CRM internal account. 5. In the PrivateKey field, specify the private key you wrote down from the installer. 6. Click Save Settings. SAP AG

17 Settings Window You use this window to define the SAP Business One E-Commerce and Web CRM integration with SAP Business One. CAUTION Consider the value you select in each dropdown box carefully. You must set all fields to their correct value for the synchronization to work correctly. SAP Business One Integration Settings Field Internet Guest Account Description For this field, you must create a business partner in SAP Business One called Website B2C Customer. To do this, follow the instructions in the Defining a Generic Business Partner for Online Sales section earlier in this document. This business partner name displays in SAP Business One when an anonymous customer, or an account that is only in SAP Business One E- Commerce and Web CRM, places an order through the SAP Business One E-Commerce and Web CRM Web site, making it easy to identify Web sales. SAP Business One E-Commerce and Web CRM requires all customers who want to purchase items to create an account. This account can be synchronized into SAP Business One or can remain in SAP Business One E-Commerce and Web CRM. If the account remains in SAP Business One E-Commerce and Web CRM, the business partner assigned to the Internet Guest Account is included on the sales order as the buyer. Website SalesPerson Default WebSite TaxCode CreditCard Payment Code Default System Currency Order Alert Messages To For this field, you must create a generic salesperson in SAP Business One who receives credit for an order placed in SAP Business One E-Commerce and Web CRM. To do this, follow the instructions in the Defining a Generic Salesperson for Online Sales section earlier in this document. Tax code used when you do not specifically select one Payment option in SAP Business One for credit card purchases This currency should match the currency used in SAP Business One. SAP Business One user to whom order alerts are sent SAP AG

18 Field Default Retail PriceList Description Price list used for accounts in SAP Business One E-Commerce and Web CRM that have no price list assigned to them CAUTION We recommend that you set this to the SAP Business One price list used for retail customers. We also recommend that you specify the Purchase price list for the Item Base PriceList. Destination Web tools Catalog SAP Business One E-Commerce and Web CRM catalog that contains the item groups and items after the initial synchronization procedure CAUTION After initial synchronization, the SAP Business One E-Commerce and Web CRM system administrator should create a second catalog for displaying categories on the Web site. The selected catalog is the synchronization catalog and cannot be modified or removed from SAP Business One E-Commerce and Web CRM. If you are a partner, refer to the SAP Business One E-Commerce and Web CRM landing page at for training on items and catalogs. SAP AG

19 Field BusinessPartner Contact Synch Description Specifies the user name field for business partner contacts in SAP Business One E-Commerce and Web CRM WebTools UserID requires the administrator to specify user names for each business partner contact manually. This field is located on the Business Partner Master Data record in the Business Partner Contacts field and is available only after you install the synchronization plug-in. Address uses the address stored in the Business Partner Contact field to determine a user name. If you specify this option, each business partner contact must have an address. Business One Internal Code uses the row number from the database table in which the user exists for the user ID and login. Login IDs are numeric. This guarantees that SAP Business One synchronizes each business partner contact into SAP Business One E-Commerce and Web CRM. Seek and Choose searches each of the above locations for data to use as the user ID and login. If no value for WebTools UserID is set, or if there is no address, it uses the Business One Internal Code. This is useful when you want all contacts to be in SAP Business One E-Commerce and Web CRM, but you are not sure if all contacts have an address, and you want those that do to use their address as their login. This procedure requires that you specify the private key created during SAP Business One E-Commerce and Web CRM installation. SAP AG

20 Field Logging Level Description Determines how much detail is contained in the synchronization logs The following options are available: 0-None Shows no synch details 1-Errors Only Shows only error messages encountered and no detail on steps 2-All Messages Shows all detail on every step that starts and completes, and errors messages, if they exist The default logging level is 2-All Messages. Once your Web site is running smoothly, change the logging level to 1-Errors Only. Synch logs can become quite large. The synch manager archives a log file when it reaches 1MB in size. By default, the log archive files are stored in the directory C:\Program Files\SAP\SAP Business One Web Tools\SynchManager\logs with the name CompanyYearMonthDay-HourMinSec. SAP AG

21 Field Password Algorithm Description Determines how an initial Web logon password is created for a business partner, salesperson, or contact person in SAP Business One The following options are available: Random Generates a random alphanumeric string of 8 characters WebTools UserID Generates a password with the same value from the plug-in s userdefined field (UDF) for WebTools UserID (U_PRX_SID) If the WebTools UserID is not set for users and salespeople, their full name is used as their user ID. If the WebTools UserID is not set for a contact person, a corresponding user ID is not created in SAP Business One E-Commerce and Web CRM. Full Name Generates a password that is the same as the Full Name field of the user, salesperson, or contact person Uses the address, if it is available If an address is not specified, a random alphanumeric string of 8 characters is generated for users and salespeople. If this option is chosen for a contact person who does not have an e- mail address, a corresponding user in SAP Business One E- Commerce and Web CRM is not created, making the password irrelevant. Passwords are separate from your SAP Business One client login password and are determined only by the methods above. Contact person passwords synchronize from SAP Business One to SAP Business One E-Commerce and Web CRM only on initial creation of the user. Changing your password in SAP Business One later does not reset the password in SAP Business One E-Commerce and Web CRM. To change the password for an SAP Business One user, you modify it in the User Defined field in the SAP Business One window at Administration Setup General Users. SAP AG

22 Optional Settings Field Create Order Alert in Business One on Order Creation Create Business Partners for B2C Accounts Description Generates an alert when a customer places an order using SAP Business One E-Commerce and Web CRM Creates a business partner record in SAP Business One for the corresponding SAP Business One E-Commerce and Web CRM B2C account after the first order is placed by the account in SAP Business One E- Commerce and Web CRM Every account created in SAP Business One E-Commerce and Web CRM is synchronized into SAP Business One as a business partner. The synchronization creates orders in SAP Business One as if they were made by the business partner selected in the internet guest account option. CAUTION This is not typically specified by high-volume B2C companies who do not wish to pollute their SAP Business One database with business partners who make only one purchase. Selecting this option can create thousands of business partners. Objects to Synchronize The synch manager synchronizes the SAP Business One options specified here into their respective SAP Business One E-Commerce and Web CRM locations. CAUTION We strongly recommend that you select all options for the initial synchronization. SAP AG

23 Tables Window SAP Business One and SAP Business One E-Commerce and Web CRM use codes to synchronize dynamic information between their respective databases. Each code is associated with a specific field in both applications. Thus, if a user enters information into a coded field in SAP Business One E-Commerce and Web CRM, that information seeks out the similarly coded field in SAP Business One and synchs with it. You can code opportunity stages, weight units, length units, expenses, and price lists to synchronize with SAP Business One E-Commerce and Web CRM if they are configured in SAP Business One. The suggested codes are listed below for each of these functions. For each function, go into the Administration section of the Web site, make a note of the SAP Business One E-Commerce and Web CRM codes, compare them to the suggested codes, and make changes on the synch manager Tables window as necessary. If there is a disparity between the code in SAP Business One E-Commerce and Web CRM and the code in SAP Business One, the information does not synchronize, so it is important to ensure these codes are exactly the same in both applications. Configuring Opportunity Stages 1. In SAP Business One, verify that opportunity stages are configured. Go to Administration Setup Sales Opportunities Sales Stages. Refer to the SAP Business One online help if you need to configure opportunity stages. 2. Make a note of the SAP Business One E-Commerce and Web CRM opportunity stage codes from the Administration section of the Web site. To access the codes, choose Setup Opportunity Stages in SAP Business One E-Commerce and Web CRM. 3. On the Tables window of the synch manager, select Opportunity Stages from the dropdown menu. If opportunity stages are configured in SAP Business One, the following are the suggested SAP Business One E-Commerce and Web CRM codes for each stage: SAP Business One Entry Web Tools Code Lead LD 1 st Meeting 1M 2 nd Meeting 2M Quotation QU Negotiation NG Order OR On most installs, the SAP Business One codes and corresponding SAP Business One E-Commerce and Web CRM codes display by default. If these codes do not display, opportunity stages in SAP Business One are not configured. Therefore, you cannot specify SAP Business One E-Commerce and Web CRM codes. 4. Click the Save button. SAP AG

24 Configuring Weight Units 1. In SAP Business One, verify that weight units are configured. Go to Administration Setup Inventory Weight UoM. Refer to the SAP Business One online help if you need to configure weight units. 2. Make a note of the SAP Business One E-Commerce and Web CRM weight-unit codes from the Administration section of the Web site. To access the codes, choose Setup Units in SAP Business One E-Commerce and Web CRM, then select Weight from the dropdown menu. 3. On the Tables window of the synch manager, select Weight Units from the dropdown menu. The following are the suggested SAP Business One E-Commerce and Web CRM codes for each weight. SAP Business One Entry Milligram Gram Kilogram Ounce Pound Web Tools Code w_mg w_g w_kg w_oz w_lb 4. Click the Save button. Configuring Length Units 1. In SAP Business One, verify that length units are configured. Go to Administration Setup Inventory Length and Width UoM. Refer to the SAP Business One online help if you need to configure weight units. 2. Make a note of the SAP Business One E-Commerce and Web CRM length-unit codes from the Administration section of the Web site. To access the codes, choose Setup Units in SAP Business One E-Commerce and Web CRM, then select Distance from the dropdown menu. 3. On the Tables window of the synch manager, select Length Units from the dropdown menu. The following are the suggested SAP Business One E-Commerce and Web CRM codes for each length. SAP Business One Entry Web Tools Code Millimeter d_mm Centimeter d_cm Decimeter 0 Meter d_m Inch d_in Foot d_ft 4. Click the Save button. SAP AG

25 Configuring Expenses 1. In SAP Business One, set up the payment methods (expenses) you want to synch with SAP Business One E-Commerce and Web CRM. If a payment method is not set up in SAP Business One, it does not synch. Go to Administration Setup General Freight. Refer to the SAP Business One online help to configure expenses. 2. On the Tables window of the synch manager, select Expenses from the dropdown menu. Since expenses allow custom codes, any expense related to shipping or freight costs should be given an SAP Business One E-Commerce and Web CRM code of shipping (all lower case). Any expense related to handling, such as insurance, should be given an SAP Business One E- Commerce and Web CRM code of handling (all lower case). The payment method expense does not usually exist in SAP Business One and therefore does not display in the synch manager expenses table. If this is the case, create the payment method expense in SAP Business One so it displays in the table. Then assign it the SAP Business One E-Commerce and Web CRM code of paymentmethod (no spaces and all lowercase). 3. The following are the suggested SAP Business One E-Commerce and Web CRM codes for each expense. SAP Business One Entry Freight Insurance Payment Method Web Tools Code shipping handling paymentmethod 4. Click the Save button. Configuring Price Lists 1. In SAP Business One, verify that price lists are configured. Go to Inventory Price Lists Price Lists. Refer to the SAP Business One online help if you need to configure price lists. 2. On the Tables window of the synch manager, select Price Lists from the dropdown menu. Price lists allow custom codes. You can use any code in SAP Business One E-Commerce and Web CRM. Avoid using spaces or special non-ascii characters when creating price list codes. A code cannot be blank. If a price list has no code, the synch displays errors. 3. Enter the following suggested SAP Business One E-Commerce and Web CRM codes for each price list. SAP Business One Entry Basic Price List Distributor Price List Standard Cost Retail Price List Web Tools Code Basic Dist Standard RPL SAP AG

26 4. Click the Save button. Synchronization Window The Synchronization window allows you to run the initial synchronization, which synchs SAP Business One data into SAP Business One E-Commerce and Web CRM. This window also serves as a log file viewer and a manual synchronization trigger. SAP Business One E-Commerce and Web CRM is shipped with a data map that lists which fields in SAP Business One and SAP Business One E-Commerce and Web CRM synchronize. The data map is called NP2SBO-Datamap.xls. You find it in the SDK/SynchPlugin folder. Performing the Initial Synchronization 1. Click Initialize Synch. CAUTION A warning message displays when you click Initialize Synch. All SAP Business One E- Commerce and Web CRM data that synchs with SAP Business One is deleted when you click OK in the Initialize Synch dialog box. 2. Click OK in the Initialize Synch dialog box. All SAP Business One E-Commerce and Web CRM records are deleted and all SAP Business One records are queued. 3. Click Run Synch to synch all SAP Business One records in the synch queue into SAP Business One E-Commerce and Web CRM. To display the records queued to synch into SAP Business One E-Commerce and Web CRM, click the B1 Queue tab. Synchronization may take a while. To watch the update in progress, click Refresh Logs repeatedly. Synchronization has finished when the Finished SynchAll message appears on the Log tab. Performing a Manual Synchronization When a record is changed, created, or deleted in SAP Business One E-Commerce and Web CRM or SAP Business One, the changes are recorded in the Web tools queue and B1 queue. The scheduled synchronization synchs these records. If you want to synch records before the next scheduled synch interval, you can perform a manual synchronization. To do this, click Run Synch. All records in the B1 queue are synched into SAP Business One E- Commerce and Web CRM. All records in the Web tools queue are synched into SAP Business One. Synchronization may take a while. To watch the update in progress, click Refresh Logs repeatedly. Synchronization has finished when the Finished SynchAll message appears on the Log tab. SAP AG

27 Displaying the Error Log Click the Log tab. The error log displays synch errors according to the value selected in the Logging Level field on the Settings window. Use the buttons to clear and refresh the error-log data as needed. Managing the SAP Business One Data Queue 1. Click the B1 Queue tab. The B1 queue displays SAP Business One data objects, such as orders, and related records (order number 21, 22, and 23) that are scheduled to synch with SAP Business One E-Commerce and Web CRM. Only the records of the data objects selected with a check mark in the Synch column synch with SAP Business One E-Commerce and Web CRM. The objects that synch are selected on the Settings window. The objects not selected in the Synch column either have not been selected on the Settings window or are objects that are not currently supported. The Total column displays the number of records waiting to synch with SAP Business One E- Commerce and Web CRM. The Fail column displays the number of records that failed to synch during the last synchronization. The Skip column displays the number of records skipped during the last synch. These records are skipped until their status is changed to In Queue. 2. Click a number in the Total, Fail, or Skip columns to work with those records. The Queue Detail window displays; you can filter the records by status: In Queue, Failed, or Skip. Leave the status filter blank to display all records. 3. In the Queue Detail window, change a record s status by clicking the green button next to it. Click a record with the status of Failed to change the status to Skip. If there are records that don t synch properly but do not affect your Web site, you can continue to skip them. Click a record with the status of Skip to change the status to In Queue. The record is synched the next time the synch runs. Click a record with the status of In Queue to change the status to Skip. The record is not synched the next time the synch runs. When you click a record, its status changes and the record is no longer visible. To see the record again, set the appropriate status filter. 4. To remove the record from the queue, click a row to select it in the Queue Detail window and click the Delete key. CAUTION To get the record to synch again, you must update the record in SAP Business One or insert a row in the PRX_Transaction_Queue table. SAP AG

28 Managing the SAP Business One E-Commerce and Web CRM Data Queue 1. Click the Web tools Queue tab. This queue displays SAP Business One E-Commerce and Web CRM data objects, such as orders, and related records (order number 21, 22, and 23) that are scheduled to synch with SAP Business One. Only the records of the data objects selected with a check mark in the Synch column synch with SAP Business One. The objects that synch are selected in the Settings window. The objects not selected in the Synch column either have not been selected in the Settings window or are objects that are not currently supported. The Total column displays the total number of records waiting to synch with SAP Business One. The Fail column displays the number of records that failed to synch during the last synchronization. The Skip column displays the number of objects skipped during the last synch. These records are skipped until their status is changed to In Queue. 2. Click a number in the Total, Fail, or Skip columns to work with those records. The Queue Detail window displays; you can filter the records by status: In Queue, Failed, or Skip. Leave the status filter blank to display all objects. 3. In the Queue Detail window, change a record s status by clicking the green button next to it. Click a record with the status of Failed to change the status to Skip. If there are records that don t synch properly but do not affect your Web site, you can continue to skip them. Click a record with the status of Skip to change the status to In Queue. The record is synched the next time the synch runs. Click a record with the status of In Queue to change the status to Skip. The record is not synched the next time the synch runs. When you click a record, its status changes and the record is no longer visible. To see the record again, set the appropriate status filter. 4. To remove the record from the queue, click a row to select it in the Queue Detail window and click the Delete key. CAUTION To get the record to synch again, you must update the record in SAP Business One or insert a row in the PRX_Transaction_Queue table. SAP AG

29 Windows Service Window You can run synchronizations manually or at specified intervals as a Microsoft Windows service. Use the buttons in the window as follows: Install Service installs the synchronization tool as a Windows system service. Remove Service uninstalls the service. Start Service launches the service. Stop Service stops the running service. You can also specify a synch interval in this window. The synch interval is the amount of time (in minutes) the service waits before triggering the next synch. After you specify the synch interval, click Save. Synch Profiles This section describes creating synch profiles, which synch multiple company databases to multiple installs of SAP Business One E-Commerce and Web CRM. If you don t have multiple SAP Business One companies, disregard this information. You also can create a synch profile if you want a demo environment to test your synch configuration. CAUTION This is an advanced function of the synch manager. It can potentially corrupt your business data. Therefore, you must back up all of your SAP Business One and SAP Business One E- Commerce and Web CRM databases before you start this procedure. Creating a Synch Profile If you have one SAP Business One company, you can run multiple Web sites. However, if you have multiple SAP Business One companies, you must have at least one separate SAP Business One E-Commerce and Web CRM Web site (database) and synch profile for each company. Prerequisite You have run the SAP Business One E-Commerce and Web CRM installer to create a new Web site and database for each SAP Business One company. Procedure To create and configure a synch profile: 1. In the Server Configuration window, click File, then Profiles. 2. Specify the name of the profile (most likely the SAP Business One company) in the entry field (above the New Profile button), then click the New Profile button. Select the new profile from the list and click the Make Active button. 3. In the Server Config window, configure the new synch profile. Result The synch service synchronizes the profile at its predetermined synch interval. You configure additional synch profiles in the same way as the initial synch profile. SAP AG

30 Performing Manual Synchronization with a Synch Profile 1. Select the profile from the list and click the Make Active button. 2. Open the Synchronization window and perform the manual synch. Administration Post-Installation and Upgrade Activities After installing or upgrading SAP Business One E-Commerce and Web CRM and verifying that you can access the Web site, complete the instructions described below, in the order that they are listed. Configuring the Synch Manager You must configure the synch manager after installing or upgrading SAP Business One E-Commerce and Web CRM. The synch manager facilitates the synchronization of data (items, business partners, orders, and so on) between SAP Business One and Web site databases. See the Synch Manager section of this document for detailed instructions on how to configure the synch manager. You cannot configure the Web site until you have configured the synch manager. Configuring the Web Site After installing SAP Business One E-Commerce and Web CRM and configuring the synch manager, you must set up the Web site. The upgrade process maintains the Web site catalog and item data from the previous version, so you do not have to configure it again. However, you may have to make adjustments to your default theme. Properly configuring the Web site is critical to the success of your online store, and this activity helps you optimize the functionality to meet your business requirements. We recommend the post-installation activities listed in the table below. An SAP Business One E-Commerce and Web CRM super user must perform these activities in the Administration section of the Web site. The administration activities below, and all other activities for SAP Business One E-Commerce and Web CRM, are documented in the online help files. Click the question mark icon on any window in the Administration section of the Web site to display online help for that window. Help for the customer shopping area of the Web site is not provided. Activity Activate a Web site theme Description Select and activate a Web site theme, which controls the look and feel of the site and the site layout. You can either insert your company s logo into the basic theme shipped with SAP Business One E- Commerce and Web CRM or use a professionally designed theme (or themes) for your site(s). SAP AG

31 Activity Catalog creation, organization, and association with the active theme Media-to-item-assignments Tax configuration Credit card gateway configuration Web CRM license assignments Support queue setup Stop error notification Description Create catalogs and categories, which logically group the items in your online store. Associate a catalog with the active theme so your items appear in the online store. Decide which item descriptions will include images of the item. You can assign an image (photo, drawing, and so on) to each item or to selected items in your online catalog to help Web site shoppers find and identify exactly what they want to purchase. Decide whether you will charge sales tax to items sold online via your Web site. You can assign a tax to all or some of the items you sell online. Tax applies to all items that are not exempt from the tax. Configure a credit card gateway. If you plan to accept credit card payments from your Web site, you need to configure at least one credit card gateway. When a customer enters credit card details during checkout, an authorization of funds is requested by the credit card gateway from the card holder s bank. Assign Web CRM licenses to your sales and support staff, allowing them to place customer orders, update service call information, and access contract details (and more) remotely via an Internet connection. Set up support queues so you can begin to assign problem tickets, placed by your customers via the Web site, to your support staff. To assist with error reporting during installation and set up, the application is delivered with error notification enabled. When your Web site is ready to go live, we recommend you disable error notification so errors are not displayed to your Web site customers. You can still display all errors by going to Administration Help Application Log. To disable error notification: Go to Administration Setup Config Settings Select NetPoint from the dropdown menu at the top of the page Uncheck the ShowError flag Click the SaveAll icon Licensing Keep in mind that you cannot buy either the e-commerce or Web CRM components as a stand-alone product. There is a minimum requirement of two professional SAP Business One users for either component. There are separate licenses for the e-commerce and Web CRM components of SAP Business One E- Commerce and Web CRM: For the e-commerce component, purchase an SAP Business One E-Commerce license For the Web CRM component, purchase an SAP Business One Web CRM license Partners can access SAP Business One E-Commerce and Web CRM licenses on SAP Channel Partner Portal at SAP AG

32 Monitoring SAP Business One E-Commerce and Web CRM does not provide monitoring functions to notify you when your Web site is unavailable. You can use third-party monitoring services to notify you when your Web site is offline. Stopping Your Web Site and Synch Manager At any time and for any reason, you can take your Web site offline. To do this, go to Microsoft IIS, select the Web site name, and click Stop. You can stop the synch manager at any time. For more information, see the Synch Manager section of this document. Backing Up and Restoring SAP Business One E-Commerce and Web CRM Data To avoid data loss, we recommend that you regularly back up the SAP Business One E-Commerce and Web CRM Web site database. This section provides basic information about backing up and restoring your SAP Business One E-Commerce and Web CRM data and discusses the necessity of developing backup and restore strategies. Your database is always at risk of damage, and it is vital to implement such strategies. For detailed information on backups, see the SAP Business One 2007 A MS SQL Server. To keep the risk of data loss low, be sure to develop strategies that suit your business and the requirements of your customers. An important factor is the volume of data that you process each day. In the event of data loss, you may have to retrieve and reenter this data manually, back to the time of your last backup. Developing a Backup Strategy To choose the appropriate backup strategy, identify the requirements for the availability of your data. Your overall backup strategy defines the type and frequency of backups and the nature and speed of the hardware. Consider the complexity of each strategy. Full backups are easy to implement. If you are considering backing up your transaction log as well, test all backup and restore procedures thoroughly. When you develop your backup strategy, consider the following types of backup. Backing Up All SAP Business One E-Commerce and Web CRM Data In SQL Server 2005, a full data backup is a copy of your SAP Business One E-Commerce and Web CRM database at a certain time. The backup saves only objects that were changed; therefore, the copy is normally smaller than the original database. Make sure you schedule full backups at a time when the load on the database server is low. Backing Up SAP Business One E-Commerce and Web CRM Transaction Log The SAP Business One E-Commerce and Web CRM transaction log is a cumulative record of all the transactions performed on the database since the last transaction log backup. With transaction log backups, you can recover the database to a specific point in time or to the point of failure. SAP AG

33 The transaction log grows over time. If it exceeds a certain size, it can cause problems on the SQL server. To prevent this from happening, we recommend that you regularly back up the transaction log, which will shrink it. Troubleshooting a Backup To ensure that a database backup is successful, check your server at regular intervals. Ensure that you have enough disk space on the server where your database is stored. If you store your backup on another server, ensure that there is enough free space. The basic checks are: Hardware failure Drive space Disk subsystem errors Tape drive errors Event viewer Regular evaluation of your recovery and restore process Developing a Restore Strategy If a failure damages the system, restoring the database reestablishes the integrity of the data in most cases. Ideally, system downtime is minimal and no data is lost. Develop a restore strategy that considers the maximum downtime allowed for your system and estimate how much time you need to react to a system failure. Analyze the problem and take appropriate measures. You may be required to change hardware or reinstall the operating system before you restore your database. Ensure that an employee familiar with the restore procedure is available at all times. Testing the restore procedure improves the chances of a successful and fast recovery of your data. We recommend that you perform test backups and test restores at regular intervals. Restore the database in the following situations: Hardware failure Migration to new hardware Logical errors or data inconsistencies Detection of a virus or unauthorized intrusion Testing High Availability If you are using a Web hosting service, check with the service if you are interested in high availability. SAP AG

34 Customization Experienced Web developers can use the software development kit (SDK) tools and sample code delivered with SAP Business One E-Commerce and Web CRM to access application programming interface (API) information and create customized synch plug-ins, Web plug-ins, and Web pages and to change the Web flow or the synchronization process. The SDK folder includes the following subfolders: API folder, which contains a CHM file that explains the business logic for the Web site and includes SAP Business One E-Commerce and Web CRM data access objects. You can use this information to change the SAP Business One E-Commerce and Web CRM database. NPBasePage folder, which contains the parent class information for SAP Business One E- Commerce and Web CRM SynchPlugin folder, which includes the tools necessary to run custom code during the synchronization process from SAP Business One E-Commerce and Web CRM to SAP Business One. This folder also includes sample data and a data map listing the SAP Business One data fields that synchronize with SAP Business One E-Commerce and Web CRM data fields. WebFlow folder, which contains information that can be used to change the flow of the shopping cart checkout procedure, the item detail navigation procedure, and more. Depending on your business needs, you can alter the Web flow to accommodate custom processing for SAP Business One. WebPage folder, which contains samples of custom Web site tools Web Plugin, which contains samples of custom Web plug-ins. You can save your own plug-ins in this folder so they are available in the SAP Business One E-Commerce and Web CRM theme designer function. Security This section describes the areas of SAP Business One E-Commerce and Web CRM that you can secure to ensure credit card and Web site safety. Credit Card You can secure credit card data using secure socket layer (SSL) encryption. SSL settings and certificates are managed in Microsoft Internet Information Services. For more information, see Configuring Microsoft Internet Information Services in this document. Private Key You can create your own private key (unique string of characters) during installation and then use it to encrypt and decrypt credit card data. For more information, see Advanced Installation of Web Site Files in this document. Administration Section and Directory You can secure the Administration section of your Web site using Microsoft IIS. Only users with administration access can display and change your Web site configuration information. In addition, you can use IIS to secure the administration folder to prevent access by unauthorized Internet users. For more information, see Configuring Microsoft Internet Information Services in this document. SAP AG

35 Copyrights and Trademarks Copyright 2008 SAP AG. All rights reserved. The current version of copyrights and trademarks at is valid for this document. SAP AG