SAP B1 System Specialist

Overview

The SAP Business One System Specialist will help transform Orphalan’s use of SAP Business One into an integrated ERP and operational control system. The role will work across Finance, Supply Chain, Commercial, Legal, Quality and Technology to design, configure, integrate and embed end-to-end business processes in SAP B1.

This is a hands-on specialist role combining SAP B1 functional expertise, systems configuration, process analysis, integration coordination, data governance, reporting and user enablement. The successful candidate will translate business requirements into controlled, supportable solutions and ensure that SAP B1 becomes the reliable system of record for purchasing, inventory, order-to-cash, payments, close and management reporting.

Role Purpose

- Own the functional evolution, configuration and continuous improvement of SAP B1 across Orphalan.

- Convert approved future-state processes and controls into practical SAP B1 workflows, authorisations, master data, integrations, reports and operating procedures.

- Coordinate delivery across business owners, Finance, external SAP partners and integrated-system providers while protecting data quality, auditability and segregation of duties.

- Drive adoption so users follow standard ERP processes rather than parallel email, spreadsheet or manual workarounds.

Key Responsibilities

SAP B1 Functional Ownership and Solution Design

- Act as Orphalan’s internal SAP B1 functional specialist and primary point of coordination for ERP configuration, enhancement, support and roadmap delivery.

- Lead discovery workshops, document requirements, map end-to-end processes and translate business needs into fit-for-purpose SAP B1 designs.

- Assess when to use SAP B1 native capabilities, approved add-ons, Microsoft Power Platform or integrated solutions, balancing control, usability, maintainability and cost.

- Maintain the system design, configuration documentation, process maps, decision log, change backlog and release plan.

Request-to-Pay and Supplier Management

- Implement structured purchase requests, budget checks, contract references, approval workflows and purchase-order creation in SAP B1.

- Configure vendor onboarding controls, mandatory fields, duplicate detection and governed vendor master-data changes, including independent verification of bank details.

- Enable goods receipt and service-confirmation processes linked to purchase orders and contracts.

Inventory, Batch Management and 3PL Integration

- Configure SAP B1 as the financial inventory system of record, including products, warehouses, batches, expiry dates, quarantine, release and ownership status.

- Coordinate transaction-level integration with 3PL providers for receipts, releases, transfers, shipments, returns and adjustments.

- Implement interface control totals, exception reporting and reconciliation for inventory movements.

- Support accurate cut-off and accounting for goods in transit, consignment stock, distributor stock and third-party-held inventory.

Order-to-Cash, Shipment and Revenue Processes

- Implement controlled sales-order processing with product, price, quantity, delivery terms, credit status and required shipment date.

- Configure approvals for price, discount, credit and exceptional delivery terms.

- Integrate approved sales orders with 3PL shipment confirmation, delivery transactions and subsequent invoicing.

- Enable traceable document flows from sales order to delivery to invoice, with controls supporting revenue cut-off, credit notes, returns and distributor arrangements.

Payments, Banking and Cash Management

- Complete deployment of the SAP B1 Payment Wizard across relevant legal entities and support secure bank-file integration.

- Implement payment proposals based on approved, due and unblocked liabilities, with appropriate separation of preparation and approval.

- Link payment batches, approvals and bank confirmations back to SAP B1 to maintain a complete audit trail.

- Implement daily bank-statement imports, automated matching rules, cash application and aged ownership of unmatched items.

Financial Close, Accounting and Controls

- Configure reporting and controlled workflows for accrual candidates arising from POs, receipts, service confirmations, contracts, recurring commitments and unprocessed invoices.

- Enable auto-reversing accruals, controlled prepayment schedules, fixed-asset integration, intercompany postings and foreign-exchange revaluation.

- Support a single close calendar, standard balance-sheet reconciliations, preparer/reviewer sign-off and evidence retention.

- Partner with Finance to support a controlled working-day 5 close and the longer-term move towards a working-day 3–4 core accounting close.

Reporting, Data and Exception Management

- Build reliable SAP B1 queries, alerts and operational reports for budget, commitments, inventory, sales, cash, close and exceptions.

- Help establish a controlled finance data layer over SAP B1 and integrate it with Power BI once transactional processes and master data are stable.

- Ensure management reports reconcile to the SAP B1 general ledger before distribution.

- Design exception-led monitoring for unmatched invoices, late receipts, unusual price movements, negative inventory, overdue approvals and unresolved interface items.

Master Data, Security and Governance

- Implement governance for customers, vendors, products, accounts, projects, cost centres and other critical master data.

- Configure role-based authorisations for requesters, approvers, procurement, warehouse, AP, Finance, administrators and payment users.

- Support periodic access recertification, prompt leaver and role-change updates, and controls preventing incompatible combinations of duties.

- Ensure system changes, configuration decisions and control exceptions follow formal ERP governance and change control.

Training, Adoption and Operational Support

- Create concise procedures, workflow guides, approval rules, release notes and role-based training using real Orphalan scenarios.

- Provide second-line functional support, triage incidents, coordinate vendor escalation and identify root causes and preventive improvements.

- Monitor adoption, system usage, workflow ageing and exception rates; work with process owners to retire unauthorised spreadsheets and manual workarounds when processes are stable.

- Build a network of process owners and super-users to sustain knowledge, adoption and continuous improvement.

Required Profile

- Demonstrable hands-on experience implementing, configuring, supporting and improving SAP Business One in a multi-process business environment.

- Strong functional knowledge of SAP B1 across purchasing, sales, inventory, financials, banking, approvals, authorisations, master data and reporting.

- Experience translating business processes and internal controls into system configuration and practical workflows.

- Experience with SAP B1 integration approaches and coordinating interfaces with third-party platforms, 3PLs, banks or invoice-processing systems.

- Working knowledge of SQL-based queries and reporting for SAP B1; ability to diagnose data and transaction issues logically.

- Understanding of finance and accounting processes, including AP, AR, general ledger, accruals, prepayments, fixed assets, intercompany, FX, bank reconciliation and period close.

- Good understanding of role-based access, segregation of duties, audit trails, change control and master-data governance.

- Strong stakeholder engagement, workshop facilitation, documentation and training skills.

- Ability to work independently, manage competing priorities and coordinate effectively with external implementation partners.

Desirable Experience

- Experience in pharmaceutical, life-sciences, healthcare or another regulated environment.

- Experience with batch-managed and expiry-controlled inventory, third-party logistics and multi-entity operations.

- Exposure to SAP Concur, Power BI, Microsoft Power Platform

- Knowledge of SAP B1 Service Layer, integration framework, APIs or common SAP B1 add-ons.

- Relevant SAP Business One certification or equivalent evidence of implementation expertise.

- Experience supporting ERP transformation`, process standardisation and business adoption beyond Finance.