Controlling Business Processes With Ambition Enterprise

Controlling Business Processes

If you have a process that needs controlling, the first task is to understand both what the objective of the process is, and why it needs further control.  Understanding why a process is not operating as you want it to is essential to decide how to improve it.

Document-Centric Processes

Workflow in SAP Business One is based around the control of the Business Documents that will result in data being posting to the ledgers.  All douments work in the same way and this consistency helps users get to grips with the system.


Rules can be established to control which users can complete which parts of the business process.  By using an approvals system you can be sure that where required any documents are approved by a properly authorised user.


By implementing rules within the system it’s possible to implement ‘management by exception’ – for example if a sales order has less than a pre-determined level of margin the system holds the order and alerts a user that can authorise the order.

Ambition Forms

We use ambition Forms to extend your business processes outside of SAP Business One.  Information can be exchanged with SAP Business One, and processed as required in Ambition Forms.  This provides a high level of flexibility when designing business processes.  Typically using Ambition Forms is a good choice when including users that only need to particiapte in a single process who otherwise would need to be licensed and trained for using SAP Business One.  Examples where this might apply include Expenses, Requisitions, Timesheets and so on.

Who's In Control?

People are much better than computers at being flexible.  Where a computer will simply follow it’s pre-defined set of rules, a user will try to adapt to an unforeseen situation when it arises.  This is a good thing, but it can be dangerous and presents some serious challenges.

If users have complete flexibility then it is very hard to implement a consistent business process.  If users have no flexibility then unforeseen situations could bring the process to a halt.  The challenge is to have the system normally run according to it’s established rules, but allow appropriately authorised users the ability to intervene in that process.

SAP Business One allows you to implement a range of controls and authorise different users appropriately so that you can enforce rules, but selectively override those rules when required.