Software solutions for batch scanning, archiving and viewing of SAP documents as well as automatic data and document exchange contribute significantly to better efficiency as they facilitate faster and easier document search, better business transparency with all documents located in one place, and lower operating costs as a result of the faster implementation of business operations and work optimization.
With references in SAP document archiving – Poslovni sistem Mercator and Ljubljanske Mlekarne – we prove to be a reliable partner for the implementation of the most demanding projects.
A few solution concepts (scenarios) for the most common requests by SAP users are stated below. Please contact us for a detailed explanation.

Scenario #1: Scanning and archiving of incoming documents
Documents can be scanned by you or an external service provider.
Incoming documents (invoices, signed delivery notes, purchase orders, contracts, etc.) are batch scanned. In the process of automated document sorting the scanned objects are saved to the archive server. A connection is established between the SAP record and the archived object. When a user opens a SAP document, they can use a menu function to select and review the scanned document (PDF/A, TIFF), depending on the settings. When the attachment is clicked, SAP acquires the archived object from the electronic archives via ArchiveLink and shows it in the integrated SAP viewer.

Scenario #2: Archiving of outgoing documents
Documents created in the SAP system (invoices, purchase orders, travel orders, pay rolls, etc.) and sent in paper form to your suppliers, customers and employees via the ArchiveLink standardized interface for the archiving of outgoing documents are automatically archived in the electronic archives as object files.

Scenario #3: Archiving of received signed documents
For the authenticity and recording purposes you should archive certain outgoing documents which you receive from your suppliers, customers and employees and which were created in the SAP system (delivery notes, receiving sheets, travel orders, etc.) and signed.

Scenario #4: Sending of electronic SAP documents
Certain outgoing documents created in the SAP system (purchase orders, invoices, etc.) are archived and then sent to your suppliers and customers. Automated processes and sending methods may vary as well as the interfaces for document exchange between systems and applications.

Scenario #5: A combination of the SAP system and document management system
By implementing the SAP system those key processes in the company are supported which include other processes that require reviewing and multi-level approving of documents in the electronic form (incoming mail, authorizations, travel orders, etc.). It is logical for these processes to be supported in the document management system for the purposes of a unified register of all documents (received and issued documents, and documents formed during various processes), immediate access for users of both systems to the unified electronic archives and better efficiency as a result of time saving in document searching.
The document management system facilitates an implementation of any document-intensive process as well as seemingly complex processes in the company. Electronic processes prioritize various kinds of documents. Documents travel through processes, which are composed of statuses, actions on particular statuses, and participants in the process. The processes include content checks and verifications at every step. Alerts received via email by the participants of the process notify of inactivity and upcoming “risks” in the process (unfinished transactions, pending deadlines for payments, etc.). By simply clicking on the link in the email the user is directed to the relevant document, depending on the pre-set document workflow. The document trail is absolutely clear (e.g. where the document are being held for too long to be authorized and why, who the alternate signatory is in case of absence, etc.). Documents can be viewed, approved, forwarded to other employees, denied, commented on, etc. Employees from various sectors (departments) in the company as well as external partners can be included in the processes.
A security plan and access rights for documents are determined with regard to the organization chart of the company, individual roles in the processes and adjustable rules.
The document management system and the SAP system complement each other. The main purpose of connecting both systems while using modern technologies (web services, store procedures) and applicable standards is the automated data exchange between systems and consequently a higher level of automation and better efficiency.

Scenario #6: Direct user access to the archive system
A solution for direct access to archived objects for non-SAP users and their display in web browsers facilitates searching by several predefined metadata (combined by AND/OR logical operators into one search criterion) and viewing the results in a hierarchical form based on the defined document dependency (e.g. a connection between an outgoing invoice and a delivery note).