SAP Business One Implementation for GreenLeaf Tea Producers Ltd.

July 2019 to Nov 2019

1. Executive Summary

GreenLeaf Tea Producers Ltd. is a regional manufacturer and distributor of organic and processed tea products. The company faced challenges in managing procurement, production planning, batch tracking, quality control, and distribution across its supply chain. A complete five-month SAP Business One implementation was carried out to digitize and streamline their operations, resulting in increased process efficiency, real-time tracking, and improved decision-making.

2. Client Background

GreenLeaf cultivates and processes tea leaves through multiple stages, including plucking, withering, rolling, fermentation, drying, and packaging. The company supplies both bulk and retail tea products to domestic and international markets. Before SAP B1, processes were handled through spreadsheets and isolated applications.

3. Project Scope and Objectives

The implementation aimed to:

• Consolidate and digitize operations from plant to packaging.

• Enhance inventory and batch management.

• Integrate financials with operations.

• Enable production and quality control traceability.

• Support compliance and export documentation.

4. SAP Business One Modules Implemented

• Financial Management: General ledger, AR/AP, cost centers, budgeting.

• Purchasing: Supplier contracts, purchase orders, goods receipt, quality checks.

• Inventory Management: Batch numbers, expiry tracking, stock movement.

• Production: Multi-stage production planning, process mapping, yield tracking.

• Sales & Distribution: Domestic and export sales processes, invoicing, deliveries.

• Quality Control (QC): Integrated QC checkpoints using UDFs and approval workflows.

• Reporting & BI: Sales reports, yield analysis, profitability reports by product.

5. Implementation Methodology

Phase 1: Project Preparation

• Stakeholder alignment

• IT infrastructure readiness

Phase 2: Business Blueprint

• Mapping of tea production cycle

• SOP documentation and workflow design

Phase 3: Realization

• Configuration of SAP B1 modules

• Custom development: batch traceability, harvest tracking, and blending records

• Integration with weighing scales and labeling systems

Phase 4: Final Preparation

• Data import: vendors, customers, inventory, open balances

• End-user training and UAT

Phase 5: Go-Live and Support

• Go-live with inventory, production, and finance

• Post-go-live issue resolution and change requests

6. Key Business Processes Covered

Procurement to Inventory

• Vendor contract

• Purchase order

• Goods receipt and inspection

• QC logging and approval

Leaf to Cup Production Cycle

• Green leaf reception

• Stage-wise production (withering to packaging)

• Wastage and yield tracking

• Batch-wise blending and labeling

Order-to-Cash (O2C)

• Sales order (bulk and retail)

• Pricing schemes and promotions

• Delivery and invoicing

• Export documentation

7. Sample Metrics and Achievements

• Batch Traceability Accuracy reached 100% compliance.

• Production Yield Reporting automated, reducing manual effort by 80%.

• Sales Order Fulfillment Time reduced by 35%.

• Inventory Wastage reduced by 12% within two quarters.

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8. Key Benefits Delivered

• Streamlined control over tea leaf processing.

• Real-time production and stock monitoring.

• Stronger compliance with food safety and export standards.

• Scalable ERP foundation for expansion into new markets.

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9. Conclusion

The SAP Business One implementation at GreenLeaf Tea Producers Ltd. provided a digital backbone to support growth, traceability, and operational control across all key functions. It demonstrated how SAP B1 can adapt to the agricultural and FMCG sectors with customized configurations.