• Payroll processing time was reduced by 60% – 70%. The Chief HR officer said that it is rare for us to close payroll on Monday. 
• PO detail report performance was improved by 50% 
• Single Sign On (SSO), Barcode Scanners, and VIM invoices were other facets of the SAP S/4HANA project went smoothly  

“We appreciate the kind words of recognition from MSD. The success of this SAP ECC to SAP S/4 HANA migration project was made possible through dedication, teamwork, and trust between MSD and Phoenix. The collaborative spirit of everyone involved in this effort was remarkable” – Hanif Sarangi, President of Phoenix Business Consulting.  

To know more about SAP S/4HANA: https://phoenixteam.com/sap-s4-hana-2/ 

To learn more about Phoenix Business Consulting’s SAP ECC to SAP S/4HANA Migration services, please visit https://phoenixteam.com/services/sap-implementation/  

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The implementation of the new SAP S/4HANA system, coupled with expert support from Phoenix Business Consulting, has revolutionized our payroll processing system. What used to take a full 2 1/2 days of intense work from a single individual can now be accomplished in a mere 3/4 of a day. This significant reduction in time and effort is a testament to the transformative power of SAP S/4HANA and Phoenix Business Consulting’s services. 

“I highly recommend working with Phoenix Business Consultant. What they did was they took our product after we did the uplift and made it to where the system worked for us. There were intricate little pieces where we were told processing the invoices would get quicker. We didn’t know how to fine-tune the SAP S/4HANA system. They came in and did that for us. Now we’ve got a situation where I eagerly take on more and more automation across the district because they’ve taught us and have helped us automate the SAP S/4HANA.”  said Rich Sands, SAP Section Administrator, South Florida Water Management District. 

To know more about SAP S/4HANA: https://phoenixteam.com/sap-s4-hana-2/ 

To learn more about Phoenix Business Consulting’s SAP services, visit: https://phoenixteam.com/services/sap-implementation/ 

The post South Florida Water Management District   appeared first on Phoenix Business Consulting.

Pacific Electric, a power distribution company in Southern California, was looking for a complete ERP solution to help support their growing business.  With their ‘current state’ consisting of many silos, the choice was made of SAP Business One to not only transition their current processes, but to transform their overall business through process standardization.  An experienced team with industry leaders, the transition to SAP will help propel Pacific Electric through their current growth phase.​ 

Key success factors of the implementation encompassed: 

• Implementation of a complete and integrated solution with SAP Business One as the core solution   
• Utilizing SAP’s ‘Fit to Standard’ implementation approach with a focus on Best Practices  
• A ‘train the trainer’ approach to ensure an internal knowledge base  
• Cloud deployment model utilizing the latest technology utilizing AI and IoT  
• KPI-driven dashboards through built-in analytical reporting  

Hanif Sarangi, President of Phoenix Business Consulting, expressed enthusiasm about the projects success, and collaboration: “It was a pleasure working on the SAP Business One implementation with the team at Pacific Electric Inc. Their exceptional, experienced team played a crucial role in the project’s success. At Phoenix, we adopt a ‘fit to standard’ approach rooted in Best Practices for SAP Business One implementation. This ensures our clients receive a flexible solution, leading to seamless transitions, reduced effort, and cost savings.”  

To know more about SAP Business one: https://phoenixteam.com/sap-business-one/ 

To learn more about Phoenix Business Consulting’s SAP services, please visit:  https://phoenixteam.com/services/sap-implementation/ 

The post Successful Go Live for Pacific Electric on SAP Business One appeared first on Phoenix Business Consulting.

SIONYX is a high-tech manufacturing company specializing in digital night vision technology, “The company is scaling, and we are growing both in headcount and processes and products. We had islands of capability, whether it be finance or supply chain tools. We recognized the fact that we had to get a monolithic system that was going to fuse all of the elements of the company functions together to drive to the next level of capability. Some of the biggest challenges we were facing was that we were still using multiple spreadsheets and had to do things that were manual. We had several different software applications that we were using that did not talk to each other at all,” said Steve Anderson, COO, SIONYX.

Phoenix Business Consulting provided SIONYX direction on how best to use the SAP ByDesign software, where it has allowed them to create efficiencies in not only the retrieval of the data, but how they can package that data together. Now they have all their information right at their fingertips, and they can drill through all the different screens and get the information that they need in a timely manner.

Phoenix Business Consulting has a wide range of expertise in areas where we were able to give SIONYX guidance on improvements in many areas.  

Phoenix Business Consulting has been in business for over 25 years. We are an SAP Gold partner that focuses on implementation, training and support of the entire SAP suite of products. SIONYX came to us with a very common problem. They had several different silos on many different systems in which they input data. We sold them SAP Business ByDesign, a cloud-based ERP, and then consolidated all of their current systems into one ERP system (SAP Business ByDesign).

The post SAP Business ByDesign Implementation for SIONYX appeared first on Phoenix Business Consulting.

In the ever-evolving landscape of education, efficient and well-organized administrative processes are key to delivering a seamless experience for students, parents, and faculty members. One crucial aspect of this is Accounts Payable (AP) management. In 2024, schools can make significant strides in enhancing the AP process by adopting innovative practices and leveraging technology. This article will explore strategies and best practices to improve AP processes within educational institutions.

• Implement Automated Invoice Processing

Automation is a game-changer for schools looking to enhance their AP process. Automated invoice processing tools can capture, extract, and validate data from invoices, reducing the need for manual data entry. This not only speeds up the processing time but also minimizes the risk of errors and enables staff to focus on more value-added tasks.

One area, that is overlooked is how automation projects improve approval workflow process.

• Well-defined approval workflows are crucial in ensuring that invoices are processed efficiently and in compliance with school policies.

• Implement clear approval hierarchies and notification systems to keep stakeholders informed about the status of invoices.

• Use technology to automate routing based on predetermined rules, expediting the approval process.

In our experience, Industry studies also show, that implementing an automated Invoice solution speeds up the processing cycle by up to 74% and reduces invoice processing costs by up to 80%.  In order to achieve this, your Invoice Automation solution should. One of the leading Invoice automation solutions, SAP Concur Invoice, made this happen by providing system features that reduce manual data entry, automate routine tasks such as matching prices and purchase orders, and have documents ready for faster and more efficient approval.

• Improve Supplier Collaboration

In 2024, successful AP departments should prioritize supplier collaboration. Building strong relationships with suppliers can lead to better terms, discounts, and improved overall supply chain efficiency. Leveraging supplier portals and communication tools can facilitate real-time collaboration, making it easier to resolve issues, negotiate terms, and share critical information. AP teams should focus on transparent communication and mutually beneficial partnerships to foster a harmonious vendor ecosystem.

One way to improve collaboration is by encouraging vendors to use online portals for invoice submission and tracking. Vendor portals streamline the invoicing process, reduce the need for manual handling, and provide real-time visibility into invoice status. If you don’t have vendor portals, a simple use of central AP email where vendors can send the invoice and get “triage” will already give you 30-40% improvement in processing time. 

From the School AP perspective, if you use the right vendor collaboration tool, such as SAP Concur Invoice, you can take advantage of early payment discounts, lower transaction error, and better fraud mitigation, and allow constant transaction tracking (answers the question where is the invoice and the payment). From the vendor side, the right tool should allow them to view the status of their payments.

• Use Credit Card Rebate Program

In the world of Accounts Payable (AP), every dollar saved can have a significant impact on a company’s bottom line. One innovative strategy businesses are increasingly adopting to boost their financial efficiency is adopting new ways of using Credit Card Products. One such innovation is using a Credit Card Rebate Program. A Credit Card Rebate Program is a financial arrangement in which a business uses a corporate credit card to make payments to vendors, suppliers, or service providers. In return for using the card for these transactions, the company receives a percentage of the total purchase amount back as a cash rebate or reward points.

One of the immediate benefits of using a corporate credit card for AP is the potential for cost savings. Many credit card companies offer competitive cashback percentages or rewards, effectively reducing the overall cost of business expenditures.  One of the leading Credit Card Rebate Program providers is Avidxchange – an SAP Concur partner. In their experience, AP automation software saved more than $7 per invoice.

But beyond the cost savings, consider also that Credit cards simplify the payment process by consolidating all transactions onto a single statement. This makes it easier for AP teams to track expenses, reconcile accounts, and identify discrepancies.

In addition, cash flow may also be improved. Credit card payment terms often provide a grace period, allowing businesses to delay actual payment while earning rebates immediately. This can significantly improve cash flow management and working capital.

Lastly, using Credit Cards for paying vendors can provide an extra layer of reports that can provide spending insights. Credit card statements provide detailed transaction data, making it easier to categorize and analyze expenses. This data can be invaluable for budgeting, expense analysis, and financial planning.

Conclusion

Efficient AP processes are pivotal in supporting the administrative backbone of educational institutions. By embracing tools like SAP Concur Invoice to improve automation, vendor collaboration, and integration with innovative products –like AvidXchange’s Credit Card Rebate program, schools can significantly improve their AP processes in 2024. These enhancements not only streamline operations but also enable better financial control, cost savings, and improved compliance. Ultimately, the result is an educational institution that is better equipped to provide a seamless experience for all stakeholders in an ever-evolving educational landscape.

By: JL Diaz

The post Elevating Education: How Schools Can Improve the AP Process in 2024 appeared first on Phoenix Business Consulting.

In this blog post, we will walk you through the creation and maintenance of property tax calculations with an automated solution offered exclusively by Phoenix Business Consulting. By seamlessly pulling data from multiple sources, our development swiftly and precisely calculates property taxes. Say “goodbye” to human errors and welcome transparency, empowering taxpayers with confidence in their assessments. Stay compliant effortlessly as our system dynamically updates tax calculations based on ever-changing tax laws. Experience the invaluable benefits of SAP Business ByDesign which include accurate property tax calculations, streamlined operations, and unrivaled compliance.

What are the benefits of using SAP Business ByDesign for property tax calculation?

Reduced costs: SAP Business ByDesign helps reduce costs associated with property tax collection, such as hiring and training staff, maintaining paper records, and processing payments.

Improved customer service: This solution offers convenient payment options for taxpayers, such as online payments or mobile apps, and streamlines inquiries for quicker resolutions.

Increased efficiency: SAP Business ByDesign automates tasks like billing, payment tracking, and report generation, freeing up staff time for other important activities. Overall, SAP Business ByDesign is a valuable tool for public counties to enhance the efficiency, accuracy, and transparency of their property tax collection process.

Process Outline:

Configure Your Public Sector Taxation Module for Operations

To set up a configuration in the Public Sector Taxation module, access the Configuration section under Public Sector Taxation. Click on “New” to create a new configuration and provide a description for reference. Set the Default Sender email ID for property tax-related emails and ensure the status is active. Under Customer Invoice Creation, specify details like Sales Unit, Distribution Channel, Payment Terms, Tax Code, G/L Alias, Chart of Accounts, and G/L Account, which will serve as defaults for invoices generated. Verify that the Millage District Mapping, Millage District Rates, and Tax Factor mapping tables are properly maintained. Save the changes, noting that only one configuration can be active at a time. You can view the active configuration under Public Sector Taxation > Configuration. You can also copy a configuration by navigating to Public Sector Taxation > Configuration, opening the active configuration, clicking on the Copy button, entering the desired new year in the pop-up screen, and saving the changes. This comprehensive setup establishes the foundation for accurate and efficient tax calculations and invoice generation within the SAP system.

Create Millage District Rates, Millage District Mapping, and Tax Factors

To manually create Millage District Rates, access the Configuration section and open the active configuration. Navigate to the Millage District Rates tab, click on “Add Row,” and fill in the necessary details such as Millage Rate Type, Millage District Code, Description, and Fund. Save the changes to successfully create the rates. Alternatively, for bulk upload, follow the steps by ensuring the upload template is prepared in .csv format. Access the File Manager, create a new entry, and select “Upload Millage District Rates” as the Upload File Type. Attach the prepared template, read the file to extract the data, and select “Upload Millage District Rates” from the Action button to complete the upload process. To verify the entries, navigate to the active configuration and check the Millage District Rates table. Repeat a similar process for creating Millage District Mapping and Tax Factors. Simplify your tax management in a few effortless steps with SAP’s Public Sector Taxation module.

Create and Manage Customer Properties

To create a new customer property, navigate to the “Public Sector Taxation” section and select “Customer Properties.” Click on the “New” button and fill in the necessary fields such as customer ID, homestead code, assessed value, and residential status. Provide details like customer address, homestead number, agricultural status, and more. Once all the required information is entered, save the changes. The newly created property will be visible under “Public Sector Taxation” and “Customer Properties.” To upload multiple customer properties, go to “File Manager” in the same section, create a new entry, and choose the “Upload Properties” action type. Attach the upload template file containing the property data, extract the data, and click “Upload Property” to complete the process.

Streamlined Appraisal Calculation and Data Management

In Public Sector Taxation’s File Manager, create an entry with “Calculate Appraisal %” as the Action Type, save the entry, and note the Data Manager ID. Schedule the job in Scheduled Jobs, track progress using the Application Log ID, and view results in the Results tab. Clearing current appraisal data follows a similar process. Now you can say goodbye to manual calculations and embrace efficiency!

Invoice Generation and Automated Email Notifications

By accessing the File Manager, creating new tasks, and scheduling jobs, you can efficiently generate invoices and track their progress. The Latest Appraisal section and Past Invoices tab provides easy access to customer invoices. Additionally, automating email notifications for invoices is achieved through the File Manager and Scheduled Jobs. This approach improves efficiency, reduces manual effort, and ensures timely communication with customers, enhancing overall invoicing processes.

Generate and Track Customer Property Bills

In Public Sector Taxation, open File Manager. Create a new entry with a description and select “Generate Customer Property Bills” as the action. Save and note Data Manager ID. Then, in Scheduled Jobs, create a new job. Enter Run ID and specify Data Manager ID as the criteria. Activate and schedule the job. To monitor progress, select the relevant job in Scheduled Jobs. Check execution details and application log ID for status. The job’s success or failure details are in the Results tab. Access generated bills in the property’s Attachments tab. For downloadable bills, repeat the steps but choose the “Generate Property Bills for Download” action. Resulting entries will have downloadable attachments in File Manager’s Attachments tab.

In conclusion, implementing SAP Business ByDesign for property tax calculation reduces costs, improves customer service, and increases efficiency. With accurate calculations, streamlined processes, and timely communication, it enhances transparency and compliance. Counties can now experience the power of SAP Business ByDesign and revolutionize your property tax collection process today.

For any questions, please comment below or contact

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Phoenix Business Consulting has specialized in providing the full suite of SAP solutions and services for more than 25 years. With over 150 referenceable customers across various industries, we provide our customers with guidance and expertise throughout their Digital Transformation.  Our focus is solely on SAP, including SAP S/4HANA Public and Private edition, SAP Success Factors, SAP Ariba, SAP Concur, SAP Business ByDesign, and SAC for Analytics Cloud.  Phoenix Business Consulting is a global organization, with a strong presence in North America, Europe, and Asia.  With the recent expansion of our offices in Copenhagen, Denmark, and Toronto, Canada we continue to grow along with our customers and SAP.  We offer ongoing free webinars so you can learn and ask questions about how SAP’s technology can benefit you and your organization. 

To learn more about Phoenix Business Consulting please visit www.phoenixteam.com  and to learn more about our product offerings please visit the SAP Store.

The post Phoenix Business Consulting – SAP Gold Partner appeared first on Phoenix Business Consulting.

EUV Tech manufactures machines that make computer chips commonly used in phones, computers, and other electronic accessories. Modern chip manufacturing is highly complex and precise. Major companies like Samsung and Intel rely on EUV Tech’s equipment as part of their production line. A global leader in the production of at-wavelength EUV metrology tools for over 20 years, EUV Tech supplies the semiconductor manufacturing industry with leading-edge EUV metrology solutions using extreme ultraviolet light technology. In the last few years, EUV Tech has seen exponential growth both in headcount and products. Demand for existing products, new products, and new product development are driving growth. EUV’s growth required a new ERP system to provide enhanced reporting and analytics, as well as streamline finance and supply chain management with an integrated, proficient solution.  

“Phoenix Business Consulting helped EUV Tech in every aspect of the business by implementing SAP Business ByDesgin. Having a partner like Phoenix Business Consulting really helped EUV Tech implement the SAP ERP solution at a pace that really would work for us. For any organization that is looking to implement the SAP Business ByDesign solution, we would highly recommend going with Phoenix Business Consulting. They are a great SAP Implementation partner to work with and they bring great solutions to the table.”

The post <strong>EUV TECH Success Story – SAP Business ByDesign implementation by Phoenix Business Consulting</strong>  appeared first on Phoenix Business Consulting.

Under IRS guidelines, 1099 reporting for Non-Employee Compensation is now separate from other 1099 income types.  Accordingly, in SAP Business ByDesign there are separate SAP Business ByDesign tax return types to create forms and files as well. 

1. Miscellaneous Income (1099 Misc) – FormB -this SAP Business ByDesign run prepares all 1099 forms other than non-employee compensation.
2. Miscellaneous Income (1099 Misc) – File – this SAP Business ByDesign run prepares the electronic 1096 file to be sent to the IRS.
3. Non Employee Compensation 1099-NEC – this SAP Business ByDesign run prepares both the 1099 NEC form and the 1099 file for all Non Employee Compensation vendors.

Step 1: Request the TCC if not already obtained

Warning! Your Transmitter Control Code (TCC) is on FIRE! No, really…it is. Your TCC is on the IRS’s FIRE website. FIRE stands for File Information Returns Electronically. Go to the FIRE website and retrieve your TCC, using IRS Form 4419. It takes 45 days from the time you submit the request to get your TCC. If you use your TCC to file each year, it remains in effect, which means you don’t have to re-submit to retrieve it each year.

Step 2:  Review the Withholding Tax to be reported

Go to Tax Management Work Center> Reports. Find the report Withholding Tax Items.  Run the report to see the amounts reported by Supplier and Income Type (non-employee compensation, rents, etc.).  NOTE: If there is no data is in this report, there may be an issue with the setup of the tax authority. Contact your implementation partner for assistance.  Review your data. If the withholding tax is calculated correctly, proceed to Step 2.  If an incorrect amount is reported to a vendor, make corrections by going to Tax Management Work Center>Manual Tax Entries>Withholding Tax Base Amount Entries. Select the New button and an entry screen opens. Make the adjustment and release. 

Step 3a: Prepare the 1099 forms for all vendors other than NEC

Go to Tax Management work center>Periodic Tasks> Withholding Tax Return Runs.  Select New>Tax Return Run.  The screen opens. Enter a description (for example, enter 2022 Almika 1099 Forms). Enter the Tax Return Arrangement ID for the tax return type, Miscellaneous Income (1099 Misc) – Form B. Enter the appropriate Dates.  Save your entries, set it to Active and then Schedule. When the return runs, a message displays: Tax return run XX created successfully.

Step 3b: Review and print the 1099 forms just created

Go to Tax Management Work Center>Tax Returns> Withholding Tax Returns.  The tax return appears with a status of In Preparation.  Use the Preview button to view the 1099 forms. If the forms are correct, enter Release and Print. The status of the return changes to Reported.  A pdf file is created which can be printed.

Step 4a: Prepare the 1096 File for all vendors other than NEC

Go to Tax Management Work Center>Periodic Tasks> Withholding Tax Return Runs.  Select New>Tax Return Run.  The screen opens. Enter a description, something like 2022 Almika 1099 File. Enter the Tax Return Arrangement ID. This should be the tax return arrangement for tax return type, Miscellaneous Income (1099 Misc) – File.  Enter the appropriate Dates.  Save. Set to Active. Schedule.

The system creates a tax return file.

Step 4b: Review and release the 1099 file (form 1096) just created

Go to Tax Management work center>Tax Returns> Withholding Tax Returns.  The tax return is visible with a status of In Preparation.  Use the View button to view the 1096 file.  Enter the TCC code and select Release and Print.  The system will create the electronic file. It will be stored on the run as an attachment.   The Transmitter Control Code (TCC) is a required field for this process so be sure to request the code from the IRS if you have not already done so (see Step 1 above).

Step 5a: Prepare the 1099 NEC Forms and File

Go to Tax Management work center>Periodic Tasks> Withholding Tax Return Runs.  Select New>Tax Return Run.  The screen opens. Enter a description, something like 2023 Almika 1099NEC. Enter the Tax Return Arrangement ID. This should be the tax return arrangement for tax return type, Non Employee Compensation 1099-NEC.  Enter the appropriate Dates.  Save. Set to Active. Schedule. The system creates a tax return file.

Step 5b: Review and print the 1099NEC forms and file just created

Go to Tax Management work center>Tax Returns> Withholding Tax Returns.  The tax return is visible with a status of In Preparation.  Use the View button to view the 1099 forms.  Enter the TCC and select Release and Print.  The system will create the electronic file. It will be stored on the run as an attachment. The Transmitter Control Code (TCC) is a required field so be sure to request the code from the IRS (see Step 1 above).

Step 6: Create, then upload the electronic 1096 File and the electronic NEC file to the IRS website

For the 1096 electronic file return, and the 1099 NEC electronic file return released above, download the files from SAP Business ByDesign. The files are created and ready for uploading to the IRS website.  Uncertain about filing electronically? Don’t be. Test your electronic file at the IRS FIRE site. When you get the pass function file, you’re clear to send your actual file to the IRS FIRE site.

Using SAP Business ByDesign and following these few simple steps saves you time when it comes to preparing 1099 forms and 1096 file and 1099 NEC forms/file. It’s just one more way ByDesign benefits smart organizations. That’s our opinion. What’s yours?

Find out more about how SAP’s Business ByDesign can help your organization be more effective and efficient by getting in touch with us. Send us a message today. Click here.

By: Teresa Blackwell, Director, SAP Business ByDesign Practice, and David Snyder, Director of Customer Engagement

The post Preparing 1099 forms in SAP Business ByDesign – Overview of IRS 1099 forms and SAP Business ByDesign Tax Return Types appeared first on Phoenix Business Consulting.

Now, the business has eliminated its manual processes and centralized its important information with a solution built to scale alongside the business. With its better data and decision-making, EUV Tech can continue blazing trails in its industry on a broader scale.

Enhancing Process Visibility with SAP® Business ByDesign

Before: Challenges and Opportunities

• Siloed systems, disruption in organizational continuity
• Separate solutions for each department
• Spreadsheets and ”hodgepodge” of different systems
• Previous approach unable to scale with business growth
• Poor data presentation capabilities

Why SAP and Phoenix

• The right cost and size with ability to scale
• More reliable reporting and greater data integrity
• Total integration between systems in all departments
• Full, end-to-end visibility into every process
• Clear insight into complex operational issues

After: Value-Driven Results

• Invoicing, receivables tasks easier to perform and understand
• Improved overall efficiency and user experience
• Supply chain modules more impactful for employees
• Able to pull reporting with improved customization abilities

“SAP Business ByDesign will remove a lot of roadblocks and can scale with your company’s growth. The implementation process is a journey, but the end product is well worth it.”

Tom Arthur, Director of Operations, EUV Tech

Download the Document

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