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Capabilities
Z-SYSTEM brings the work your teams repeat every day onto role-shaped web screens. SAP Business One stays the system of record, and every read and write travels through the Service Layer.
Each person signs in to a screen built around their job rather than around a menu tree. The layout follows the order the work actually happens in.
Tasks waiting on you, documents pending approval and records needing correction are gathered onto one first screen. A warehouse manager and a sales director see different screens with no extra setup.
Every kind of task arrives in one list, ordered by due date and urgency, showing who sent it and how long it has been sitting there.
Type a partner name, an item code or a document number into one field. Results come back grouped by record type, limited to what that user is allowed to open.
Once a filter set is right, keep it as a personal view or publish it to the team. Columns, sort order and conditions are all remembered.
Layouts reflow to the device. A warehouse lead can confirm a receipt at the loading bay and a director can approve on the road, under exactly the permissions they hold at their desk.
Each person picks their own interface language, and labels, buttons and messages follow immediately. The values inside the document stay exactly as they are recorded in SAP Business One.
Tab order, shortcut keys and type-ahead pickers are tuned for the staff who key a high volume of documents in a working day.
Every read and write goes through the Service Layer. There is no second copy of your database — what the web screen shows is what SAP Business One holds at that moment.
Quotations, sales orders, deliveries, invoices, requisitions, purchase orders and goods receipts can be opened, created and amended within permission, using your existing numbering series and account determination.
Outstanding balance, credit limit, ship-to addresses, price list values and stock by warehouse sit on one screen, with editing confined to the fields a role is allowed to touch.
Required fields, tax codes, numbering series and posting dates are checked on the screen itself. People fix problems while they type instead of meeting a rejection after they press save.
The extra fields and tables your team already created in SAP Business One can be surfaced on the web form, each with its own read and edit rules per role.
Photograph damaged stock, attach a signed customer purchase order or upload proof of delivery straight from a phone, with a permanent record of who attached what and when.
An unfinished document is held as a personal draft, or routed as an SAP Business One draft so a colleague can check it before it is posted for real.
Key many lines into one grid, or paste a block from a spreadsheet. The result comes back row by row, saying which lines passed and precisely why the others did not.
Approval routes, reminders and scheduled checks are defined as rules your own administrators can edit. No development work is involved.
Route by document value, item group, business partner, department or branch, so the same document type reaches different approvers depending on which rule fires.
When an approver is away, work moves to their delegate for the dates you set — and the record always shows who approved on whose behalf.
In-app, by email and through LINE, chosen per user, each carrying a link that opens straight onto the document waiting for a decision.
If a step sits untouched past the time you set, the system reminds the owner, then escalates to the next person up when the decision still has not been made.
Have the system sweep for overdue receivables, stock below reorder point or sales orders still undelivered, then turn each hit into a task for the person who owns it.
Start from a template for a common flow — requisition through to purchase order, sales order through to delivery — then adjust the steps and owners to match your own procedure.
Every approval, rejection and comment is stored with a timestamp and a named owner, readable from the document itself without opening another system.
The AI Agent always works inside the permissions of the person signed in. It summarises, checks and drafts. The decision, and the confirmation, stay with the human.
A sales order running to dozens of lines, a partner’s ordering history, or what changed since the previous revision, reduced to a few readable lines.
Ask the way you would ask a colleague — which purchase orders are still waiting on a decision — and get an answer drawn only from records that user could already open.
It raises a hand when a tax code does not match the partner, when a price sits well outside the item’s own history, or when a reference number duplicates an existing document.
A follow-up note to a customer, an internal handover, a reason for sending a document back. Each one appears as an editable draft, and nothing is sent on its own.
Every response lists the documents behind it, so the reader can open each source and satisfy themselves rather than taking the answer on trust.
The agent holds no rights beyond the person signed in. If a user cannot open a record in the interface, it never appears inside an answer either.
When the agent proposes creating or amending a document, it shows exactly what is about to happen, and nothing reaches SAP Business One until a person confirms it.
Your own administrators decide who sees what, who may do what, and over which slice of the data — without waiting for a development cycle.
Permissions reach down to the screen, the document type, the action button and the individual field. A data-entry clerk can create a sales order without seeing cost; a manager sees both.
Restrict visibility by branch, warehouse, sales territory, cost centre or partner group, so a regional sales team works only with the customers it is responsible for.
Connect to your central identity provider, add a second authentication factor, set session lifetimes and restrict which networks are allowed to reach the application.
Who opened what, which value changed from what to what, when, and from which device — ready for internal audit and for the annual review.
Add a joiner, suspend a leaver, move a role when someone changes department. You manage Z-SYSTEM users flexibly, while your use of SAP Business One and any integration remains subject to your organisation’s licence agreement.
Approval limits, visible labels, list columns and notification wording are changed from a settings screen. Changes take effect immediately and are logged against the person who made them.
Build and rehearse a new process against a test database, then promote the configuration to production once it has been signed off.
The numbers a manager decides on are read from SAP Business One under that reader’s own permissions, and every figure drills back to the document behind it.
A sales director sees revenue against target and quotations still open; a warehouse manager sees stock running low and today’s receipts. Each role gets its own set of measures.
Choose fields, filters, grouping and sort order, then save the result as a personal report or a shared one for the team. No query language required.
Click a total to see the rows behind it, then click again to open the actual document. “Where did this number come from” becomes a few clicks rather than a morning.
Send a report to a spreadsheet or a print-ready file with the filter set and the extraction time recorded inside it, so the reader knows which slice of data they are holding.
Have a daily sales summary or a weekly stock position delivered to the right inboxes on the cycle you choose, each recipient receiving only what their permissions allow.
Set an acceptable band for a measure that matters. When the real figure leaves the band, the owner hears about it straight away instead of at the next reporting cycle.
Compare month against month, quarter against quarter, or against the same period last year, so a figure is read as a direction rather than a single point.
Z-SYSTEM is built to be deployed the way your organisation prefers, on either database platform, and to sit alongside the other systems you already run.
Separate connector profiles cover each database platform, so a team planning a migration can stand the new profile up alongside the existing one well before cut-over.
Run on managed cloud, inside your own private cloud, or on servers in your data centre, according to the data policy and regulations you work under.
Open the area that is ready first — sales, or the warehouse — and add the rest in sequence, without unpicking the configuration already live.
When a document is created or changes state, Z-SYSTEM can push that event to an endpoint you nominate, and a scope-limited API lets your other internal systems read and write under control.
Add the fields you need, hide the ones nobody uses and reorder the rest to match the form a department already knows, so the screen feels familiar on day one.
Each connector profile records the SAP Business One release it targets, so compatibility is proven in a test environment before your production upgrade goes ahead.
Built to security best practice, with additional controls configurable to your organisation’s policy — encryption in transit, server-side credential handling and restricted access paths among them.
Side by side
The two work together rather than in place of one another. This table shows which kind of work belongs on which screen.
| Aspect | SAP Business One Client | Z-SYSTEM |
|---|---|---|
| How people get in | An application installed on a computer, usually reached from the office network or over a remote connection. | A web browser on any device your organisation approves. Nothing to install on the machine. |
| Scope of the screens | The full breadth of SAP Business One, for the work that needs the complete application. | Only the processes your organisation has approved for the web, deliberately narrow and shaped around daily work. |
| Learning curve | Designed for users trained on the core business system; new staff need structured training. | Screens follow the order of the real task, so departmental users typically get going after a short walkthrough. |
| Mobile use | Built primarily for work at a desktop computer. | Layouts reflow to the device, so phones and tablets carry the same permissions as the desktop. |
| Approvals | Handled inside the application, following the setup defined in the system. | Delivered to the approver with the supporting context and full step history, decidable from a phone. |
| Notifications | Users generally find out when they open the application and look. | In-app, by email and through LINE, each with a link that opens the document in question. |
| AI assistance | Not part of the everyday working pattern. | The AI Agent summarises, checks and drafts, always inside the permissions of the person signed in. |
| Onboarding a new joiner | Install the client, configure the machine and run training before real work starts. | Send an invitation, assign a role, and the browser is all they need. |
| Permission model | Standard SAP Business One authorisations. | A Z-SYSTEM role layer sits on top, while your SAP Business One authorisations continue to apply underneath. |
| Where the data lives | The SAP Business One database is your system of record. | Reads and writes travel through the Service Layer into that same database. No second system of record is created. |
| Role in the landscape | The core business application and the organisation’s system of record. | A complement to it. Z-SYSTEM reduces day-to-day dependence on the SAP Business One Client without replacing SAP Business One. |
Z-SYSTEM complements SAP Business One rather than replacing it. SAP Business One remains your core business application and your system of record. Your use of SAP Business One and any integration remains subject to your organisation’s licence agreement, and Z-SYSTEM is not designed to reduce or avoid any licensing obligation. Results depend on your processes, existing systems and the scope of each deployment.
Start with a short conversation about the process that frustrates your team most, and we will help you work out where to begin.