1. Position Details

Job Title: SAP Business One (SAP B1) Coordinator Department: IT / ERP / Operations

Reporting To: Management

Location: Sankagiri, Salem District

Employment Type: Full Time

Experience: 3 To 6 Years / As per company requirement

1. Job Purpose

The SAP Coordinator is responsible for coordinating and supporting the day-to-day use of SAP Business One across the organization. The position will act as a coordination point between SAP B1 users, different business departments, management. The coordinator is responsible for ensuring accurate and timely SAP transactions, maintaining data quality, monitoring issues, supporting users, preparing reports, and ensuring compliance with company procedures.
1. Key Responsibilities

A. SAP B1 Daily Operations
- Coordinate day-to-day SAP B1 operations.
- Support users with SAP B1 transaction-related queries.
- Monitor pending and incomplete transactions.
- Ensure transactions are entered accurately and within the defined timeline.
- Identify incorrect or unusual transactions and coordinate corrective action.

B. Sales & Customer Module
- Support Sales Quotations, Sales Orders, Deliveries and A/R Invoices.
- Coordinate with Sales, Stores and Finance for transaction discrepancies.

C. Purchase & Vendor Module
- Coordinate Vendor/Business Partner master-data creation and modification.
- Support Purchase Requests, Purchase Orders, Goods Receipt POs.
- Monitor open Purchase Orders.
- Coordinate with Purchase, Stores and Finance regarding pending transactions.
- Verify that purchase-related transactions are properly recorded in SAP B1.

D. Inventory & Warehouse
- Maintain Item Master data.
- Monitor inventory transactions and stock movements.
- Monitor warehouse-wise inventory.
- Support physical stock verification and reconciliation.
- Identify negative stock, duplicate entries and unusual inventory movements.
- Coordinate with Stores/Warehouse teams to correct discrepancies.

E. Production Where the company uses SAP B1 Production:
- Maintain and coordinate Bill of Materials (BOM).
- Support Production Order transactions.
- Monitor material issues and finished-goods receipts.
- Coordinate with Production and Stores regarding material consumption.
- Check production-related SAP transactions for completeness and accuracy.
- Report production-related SAP discrepancies to the concerned department.

F. Finance & Accounting Coordination
- Coordinate with Finance regarding SAP B1 operational transactions.
- Coordinate invoice-related corrections.
- Assist in reconciliation of operational and financial transactions.
- Provide required SAP B1 reports to the Finance team.
- Ensure corrections are made only through the approved process.

G. Master Data Management The SAP B1 Coordinator shall monitor the accuracy of:
- Customer Master
- Vendor Master
- Item Master
- Warehouse Master
- Price Lists
- Payment Terms
- Tax Information
- Business Partner Information
- Production-related master data

All sensitive master-data changes must be supported by proper authorization and approval. H. User Access & Authorization
- Coordinate SAP B1 user ID creation.
- Coordinate user access changes based on job responsibilities.
- Coordinate transfer-related access modifications.
- Maintain a record of SAP B1 users and their assigned access.
- Ensure users do not share their SAP B1 Login ID or Password.




- Coordinate authorization issues with the authorized SAP/IT team.

I. Reports & MIS Prepare and/or coordinate required SAP B1 reports, including:
- Sales Reports
- Purchase Reports
- Inventory Reports
- Stock Movement Reports
- Customer Outstanding Reports
- Vendor Outstanding Reports
- Open Sales Orders
- Open Purchase Orders
- Item-wise Sales Reports
- Customer-wise Sales Reports
- Purchase Analysis
- Inventory Valuation
- Production Reports
- Management MIS Reports

J. SAP B1 Issue Management
- Receive SAP B1 issues from users.
- Understand and classify issues as user, process, data, authorization, or technical issues.
- Resolve basic user/process issues where possible.
- Record unresolved issues in the SAP issue tracker.
- Escalate technical/functional issues to the SAP B1 consultant or support team.
- Follow up until the issue is resolved.
- Maintain proper records of recurring issues and solutions.

1. Rules & Compliance

The SAP B1 Coordinator must strictly follow the following rules:
1. SAP Login IDs and Passwords must never be shared.
2. Users must not use another employee's SAP account.
3. SAP access must be provided only after proper authorization.
4. No unauthorized master-data modification is permitted.
5. No sensitive transaction should be created, cancelled, or modified without appropriate approval.
6. Supporting documents must be available wherever required by company policy.
7. Incorrect transactions must be corrected through the approved process.
8. SAP transactions must be entered within the defined timeline.
9. Employee SAP access must be reviewed when employees transfer, resign, or leave the organization.
10. Confidential company information available through SAP must not be disclosed to unauthorized persons.
11. The SAP B1 Coordinator must not bypass the company's approval hierarchy.
12. System configuration changes must be performed only by authorized SAP/IT personnel or consultants.
13. All SAP-related issues must be properly documented and tracked.
14. Users must follow the company's SAP B1 SOPs and work instructions.
15. Any suspected unauthorized access, data manipulation, or security issue must be immediately reported to management.

16. Daily Duties

- Check SAP B1 system/user issues.
- Monitor pending transactions.
- Coordinate with Sales, Purchase, Stores, Production and Finance.
- Check critical transaction errors.
- Follow up on open SAP support tickets.
- Assist users with SAP B1 issues.
- Monitor significant reports and exceptions.
- Update the SAP issue tracker.
- Escalate critical issues to management/support.

1. Weekly Duties

- Review pending Sales Orders and Purchase Orders.
- Review inventory discrepancies.
- Review open SAP issues and their status.
- Follow up on unresolved transactions.
- Review master-data change requests.
- Prepare weekly SAP/MIS reports where required.
- Coordinate with department heads regarding recurring SAP issues.
- Identify process gaps and recommend corrective actions.

1.



Monthly Duties

- Prepare monthly SAP B1 MIS reports.
- Support month-end closing activities.
- Coordinate with Finance regarding pending transactions.
- Support inventory reconciliation.
- Review user access where required.
- Review recurring SAP errors/issues.
- Maintain monthly SAP issue and resolution records.
- Provide management with important SAP-related observations.

- Support internal audit requirements.

1. Key Performance Indicators (KPIs)

SAP Transaction Accuracy Maintain a high level of accuracy in SAP B1 transactions and minimize data-entry errors.

Issue Resolution

Ensure SAP-related issues are recorded, followed up, and resolved within the agreed timeline.

Transaction Timeliness

Ensure business transactions are entered into SAP B1 within the company's defined timelines.

Master Data Accuracy

Maintain accurate and consistent customer, vendor, item, warehouse and other master data.

User Support

Provide timely and effective support to SAP B1 users.

Reporting

Ensure SAP reports and MIS reports are accurate and submitted on time.

Access Control

Ensure SAP B1 user access is provided, modified and removed according to company authorization procedures.

Process Compliance

Ensure departments follow approved SAP B1 processes and SOPs.
1. Qualifications

Minimum Qualification:

- Bachelor's degree in Commerce, Business Administration, Computer Applications, Information Technology, or a related field.

Preferred Qualification:

- SAP B1 certification or relevant SAP B1 training is an advantage.
- Basic SQL knowledge is an advantage.
- Knowledge of MS Excel is required.

1. Required Skills

- Practical knowledge of SAP Business One.
- Understanding of Sales, Purchase, Inventory and Finance processes.
- Good MS Excel skills.
- Basic knowledge of SAP B1 reporting/query tools.
- Basic SQL knowledge is preferred.
- Good analytical and problem-solving skills.
- Good communication skills.
- Strong coordination skills.
- Attention to detail.
- Ability to work with multiple departments.
- Ability to manage priorities and deadlines.
- Strong data confidentiality and professional ethics.

1. Preferred SAP B1 Knowledge

The candidate should have working knowledge of relevant SAP Business One functions, such as:
- Business Partners
- Items and Inventory
- Sales A/R
- Purchasing A/P
- Banking
- Financials
- Production
- Bill of Materials
- Warehouses
- Price Lists
- Approval Procedures
- User Authorizations
- Reports and Queries
- Inventory Transactions
- Document Flow

1. Authority & Escalation

The SAP B1 Coordinator may coordinate and support users but shall not independently make unauthorized changes to:
- SAP system configuration
- User authorization levels
- Financial controls
- Master data
- Tax configuration
- Document numbering
- Critical business processes

Such changes must be performed or approved by the authorized SAP/IT team and management as per company policy.
1. Confidentiality

The SAP B1 Coordinator shall maintain strict confidentiality of:
- Customer information
- Vendor information
- Employee information
- Sales data
- Purchase data
- Inventory information
- Financial information
- SAP Login credentials
- Management reports
- Company business information

Unauthorized disclosure or misuse of SAP data may result in disciplinary action as per company policy.

📌 Sap Coordinator (Sankari)
🏢 Euroaqua Plumtek
📍 Sankari