NGOs run better with SAP Business One

Grant Management & Project Control – Increasing accountability and skills development with SAP Business One


Like many other NGOs, your work day is probably full of spreadsheets, complications, chasing case workers, managing employees, and controlling processes. As your NGO grows, so do the challenges associated with managing grants, time, financials, budgets and projects. Without an integrated and automated solution, increased complexity can quickly overwhelm your current processes, giving rise to inefficiencies and inaccuracies that can lead to missed opportunities and revenue., as well as poor service delivery.


SAP Business One addresses your fundamental business requirements with finance, sales, CRM, Business Management, Integration and more. This functionality is further expanded for NGO’s by placing emphasis on budgeting, reporting, procurement, invoicing and project control. This provides project leaders and managers with the real-time insight they need to better maintain and control projects, grants and budgets.


“SAP is a great step forward for the DTHF. The system will enhance our grant administration and management reporting. SAP Business One will help improve project management and budget planning. In addition, the controls integral to the SAP system decrease risk and this should improve our system audits. The DTHF operates a wide variety of projects from six sites; our previous accounting system was inadequate. The change to SAP has been long overdue,” Ganief Abraham, CFO, DTHF.


Grant Budgeting


The Bluekey grant budget administration module for SAP Business One allows NGOs to budget their projects during the grant application process until submitted and approved. As opposed to typical financial budgets, grant management budgets feature a set of tools to budget at any GL account level across any number of calendar months in the grantors specified currency and exchange rate. Various controls propagate to the rest of SAP Business One during procurement and invoicing processes.


Grant opportunity tracking through all opportunity stages

  • Budgeting to individual grant level
  • Blocking of unwanted budget items at any account level
  • Multiple exchange rate options for foreign currency grantors
  • Full permission handling to ensure management control


Procurement and Invoicing


All standard procurement processes are supported by the solution including requisitions at site level with dynamic routing capabilities for document approvals. Procurement documents are subject to an approved SAP Business One grant budget. Budget availability is shown in real time to document originators and approvers ensuring controlled spend on projects.


Grantor invoicing adheres to multi-currency requirements and typical stipulations and compliancy as set out in the grant budget master data.


A series of real-time alerts allows project leaders to take action when budget thresholds are close and recoveries have not been processed in “spend and claim” environments.



  • Actual vs. Budget reporting down to any GL level
  • Foreign Currency Budget vs. Actual reporting to assist with claiming of spent funds in foreign currencies
  • Report groupings to summarize and compare multiple grant budgets
  • Full Grant Cash flow reporting with exchange rate forecasting


One completely integrated business management solution for small businesses


The SAP Business One solution offers a single, affordable way to manage your entire business – from sales and customer relationships to financials and project management. Designed specifically for small SMEs, it helps you streamline processes, act on timely information, gain transparency, and become a best-run business.
Here are some of the standard SAP Business One features you can expect to see in your NPO solution:


Accounting & Financials
SAP Business One helps you manage you general ledger, journals, budgets and accounts payable and receivable. You can conduct all your banking activities – including processing payments by cheque, cash, credit, bank transfer, and bill of exchange – as well as reconcile various accounts and create financial reports for profit and loss, cash flow, balance sheet, and aging. You can also update account postings at the exact time relevant business events occur.


Administration & Reporting
SAP Business One provides powerful, integrated analytic and reporting tools to help you access the critical business information you need. With SAP Business One , together with fully integrated Crystal reports, you can gather data from multiple sources and generate timely and accurate reports based on critical data across financials, sales, customers, stock and services. Completely integrated with the Microsoft Office products and focused on data security, Crystal Reports allows you to control access to information displayed. You can also add features that are an integral part of SAP Business One such as “drag and relate” and interactive drilling down through multiple levels of relevant data to get complete information instantly.

  • General ledger and journal entries
  • Payment processing and reconciliation
  • Basic cost accounting and monitoring of projects
  • Financial statements and reporting
  • Multi-currency support
  • Budget management
  • Banking and bank statement processing
  • Fixed Assets
  • “Drag & Relate,” drill downs, work-flow-based alerts
  • Employee directory and administration, employee time
  • Data migration workbench, data archiving
  • Full integration with Crystal Reports
  • Mobility with iPad, tablet, etc.
  • Relationship maps and workflows


Interactive drill-down functionality and a variety of presentation formats allow you to click through relevant data, to get the answers you need in the shortest possible time.


System Navigation and Search
Structured navigation through hierarchies, or ‘Google-like’ search for quick access to all relevant documents and records. Search for an amount and all documents with a matching amount are found.


Microsoft Office Integration
Microsoft Office integration for SAP Business One enables users to exchange and share data between SAP Business One and all Microsoft Office products. Export data to Excel, use mail-merge with Word, or synchronise mail with Outlook.


Transparency & Integration
The SAP Business One solution ensures business data is captured once and is then available across all the different areas of your business. Data and processes are controlled and auditable and meet all relevant compliance and transparency standards.


Customer Relations (CRM)
With the opportunity management tools you can manage opportunities before they become sales or purchases. Use opportunities to manage prospective grantors or projects. Then use activities to record all relevant communications with them into the future.


Print, E-mail and Fax
You can send/print documents such as documents (invoices, purchase orders etc.) reports, statements, or the contents of a screen or window, via Printer, PDF, e-mail or fax.


Suppliers and Inventory
SAP Business One gives you tools to manage procurement, from blanket agreements and purchase orders to goods receipt and payments. Control your promotional or stock items; and if your NPO deals with medicines or similar, your stock can be managed by batches, lots or serial numbers.


Direct creation of invoice documents with or without sales orders. Approvals and alerts can be set to verify accuracy and business rules prior to confirmation. Stage or milestone based, down payments and recurring invoicing is supported.


Business Benefits

  • Improved administration efficiency
  • Pre-approved grant opportunity tracking
  • Advanced grant and budgetary controls
  • Grantor compliance
  • Instant and real-time access for project managers
  • Effective procurement cycle
  • Spend and claim processing
  • Timeous invoicing of grantors in multi-currency
  • Internal and external grant reporting in real time
  • Periodic budget to expenditure reporting
  • Budget to actual controls


Business Challenges:

  • Ability to receive alerts on important business events
  • Management of approval tasks with the ability to drill into related business data
  • Real-time management of key customer and vendor data
  • Flexible technology to add custom features
  • Transparency and real-time business information

Key Features

  • Accounting – Automatically handle all key accounting processes, such as journal entries, accounts receivable, and accounts payable
  • Controlling (or cost accounting) – Accurately manage projects, cash flow, track budgets, and compare actual and planned figures
  • Banking and reconciliation – Quickly process all reconciliations and all bank statements and payments by various methods, including checks, cash, credit cards, and bank transfers
  • Financial reporting and analysis – Create a wide range of standard or customized financial reports from real-time data for business planning and audit reviews
  • Reporting and administration – Access critical business information to generate timely and accurate reports
  • Meet core business needs in a single, integrated software solution that can be expanded as your business grows