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Document Imaging - SAP Content Server and the Accounting Department

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Document Imaging - SAP Content Server and the Accounting Department

Document Imaging - SAP Content Server and the Accounting Department


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  • 1. Document Imaging - SAP ContentServer and the Accounting Department ] John Walls – Verbella CMG, LLC[ GRETCHEN LINDQUIST ASUG INSTALLATION MEMBER MEMBER SINCE: 1999 [ GREG CAPPS ASUG INSTALLATION MEMBER MEMBER SINCE:1998 [ ISRAEL OLIVKOVICH SAP EMPLOYEE MEMBER SINCE: 2004
  • 2. [ Why Are We Here?  Managing the Accounts Payable Process can be a very time- consuming, inefficient and costly process  Today’s session will look at using the SAP Content Server, supplied by SAP can be used to;.  Improve the business processes  Provide a Disaster Recovery Process for your documents  How it increases the availability and accuracy of documents across the corporation Real Experience. Real Advantage.
  • 3. [ What We’ll Cover …  Advantages to document imaging  Common terms and background  Architecture  Understanding the archiving scenarios  Advanced options using OCR  Wrap-up Real Experience. Real Advantage.
  • 4. [ Advantages to a Paperless Office  Simultaneous, multiple-user access to documents  Lower costs  Virtually no floor storage costs  No personnel costs involved in filing and retrieving documents  Electronic documents can be cross-referenced when they’re filed  Not limited to two dimensional filing  Disaster recovery  Documents are automatically backed up (best practice — different locations)  Electronic documents can be used in SAP workflows  Electronic documents are easier to produce for audits  They automatically adhere to system-configured retention policies Real Experience. Real Advantage.
  • 5. [ Greater Storage Space Can Be Reclaimed with HDWO Net Apps Self-healing Self-configuring Self-administering 4 drive 64-238 slotsJukeboxes are common CAS Storage Centera EMC 9.1GB WORM Platters – roughly 171,750 images per WORM using 50KB IBM per image for a single page image DR550 HDWO = Hard Disk Write Once Real Experience. Real Advantage.
  • 6. [ What We’ll Cover …  Advantages to document imaging  Common terms and background  Architecture  Understanding the archiving scenarios  Advanced options using OCR  Wrap-up Real Experience. Real Advantage.
  • 7. [ Common Terms  Content repository  Meaning Logical Archive – a way to logically manage content, usually by retention period or by storage media  Document types  Backbone of ArchiveLink customizing  Are 10 characters in length  Have several functions  Used to describe the actual image  Can base security on document type  Act as pointers to different logical archives  Work items are routed to the appropriate processor via document types in the early archiving scenario Real Experience. Real Advantage.
  • 8. [ Background and Administration  Accounting Document  Documents can be retrieved from within the Accounting document  Documents can also be assigned via bar codes within the Accounting Document  Administration of stored documents — transaction OAAD  Management level transaction code  Documents can be deleted, reassigned, and assigned subsequently  Allows users to search an archived document via the object’s key fields, logical archive, document type, and date range  Documents can be Stored – Transaction OAWD  Quickly upload documents Real Experience. Real Advantage.
  • 9. [ The End Results — Displaying a Document from FB03 Real Experience. Real Advantage.
  • 10. [ Document is Displayed Real Experience. Real Advantage.
  • 11. [ Common Incoming Documents FI Documents Travel & Expenses  Vendor Invoices  Trip report and Expenses Service Orders  Correspondence  Service Order Sign off Delivery Customer Invoices  Signed Bills of Lading  Customer Checks and remittance Vendor Master Real Estate Master  Contracts  Contracts Sales Orders Fixed Asset Master  Customer Purchase Orders  Vendor Invoices Customer Master  Manuals and Contracts Purchase Orders  Contracts  Receiving documentation  Terms  Purchase Order Request  Credit Application Material Document Material Master  Receiving Documentation  CAD Drawings WBS Elements  MSDS Sheets HR Documentation  Entire Personnel folder Real Experience. Real Advantage.
  • 12. [ Document Security  Access to documents is controlled through SAP user authorization object S_WFAR_OBJ  The following fields and activities are checked: Logical Archive 01 Create Document Type 03 Display SAP Object 06 Delete 70 Administration  Document type is the most common field to restrict access to  Documents can be linked to most Transactions and Master Records in SAP Real Experience. Real Advantage.
  • 13. [ What We’ll Cover …  Advantages to document imaging  Common terms and background  Architecture  Understanding the archiving scenarios  Advanced options using OCR  Wrap-up Real Experience. Real Advantage.
  • 14. [ SAP Content Server SAP Content Server HTTP SAP Cache HTTP Server File system or database (No optical media support) HTTP SAP R/3 HTTP No scanner interface for SAP Content Server Third party document capture software such as Retrieval of documents through the Kofax Ascent Capture SAP GUI using the ECL Viewer would be necessary. Real Experience. Real Advantage.
  • 15. [ Create the Content Repository Use Transaction code OAC0 to create Content Repositories Real Experience. Real Advantage.
  • 16. [ Content Server Administration The SAP Content Server is Administered in SAP via T-code CSADMIN or you can click on the “CS Admin” Real Experience. Real Advantage.
  • 17. [ Content Server Administration Overview Status of each Repository on the Content Server Real Experience. Real Advantage.
  • 18. [ Testing Connectivity Test connection will test the HTTP Communication with the Content Server Real Experience. Real Advantage.
  • 19. [ What We’ll Cover …  Advantages to document imaging  Common terms and background  Architecture  Understanding the archiving scenarios  Advanced options using OCR  Wrap-up Real Experience. Real Advantage.
  • 20. [ How Do We Get Documents Archived?  Two most common ways to get documents to the Content Server:  Paper documents  Can be scanned or faxed into the scan client  The scan client interfaces with SAP, and is used to archive the documents into SAP (Typically using Barcodes)  Requires Third-Party Software  Electronic documents - Such as emails and desktop documents  Can be kept in their native format or converted to TIFF or PDF and Uploaded from the desktop within SAP without using the scan client Real Experience. Real Advantage.
  • 21. [ How Do We Get Documents Archived?  Three common SAP archiving scenarios:  Old Names New and Improved Names  Late archiving Assign and Store – (Upload)  Early archiving Storing for subsequent entry  Late archiving using bar codes None  Others hardly worth mentioning  N/A Storing for subsequent assign  Simultaneous archiving Store and enter  N/A Store and assign Real Experience. Real Advantage.
  • 22. [ Late Archiving Detail  Late archiving – uses indexing fields to link the image to an existing Accounting Document or Master Record  Very basic and easy to use  Very common with e-documents that can be uploaded  If used with a Scanned document a third party software is required  To Access this scenario - Use Transaction code OAWD to upload documents Real Experience. Real Advantage.
  • 23. [ Late Archiving Scenario Real Experience. Real Advantage.
  • 24. [ Late Archiving — Store Business Documents Real Experience. Real Advantage.
  • 25. [ Late Archiving — Store Business Documents New Feature: The Link button allows you to link the same image to multiple SAP documents Real Experience. Real Advantage.
  • 26. [ Scanning Processing Steps – Late Archiving Documen Invoice t Images SAP Content Server Data Scan Indexing Release SAP Link Table Real Experience. Real Advantage.
  • 27. [ Late Archiving with Content Server Real Experience. Real Advantage.
  • 28. [ Late Archiving Summary  Advantages:  Very simple to use and easy to configure  It’s set up for every project as a backup or catch-all  It does not change your business process (except maybe less filing)  Drawbacks:  Key fields must be known or they have to be looked up by the scan operator or indexer  Very tedious, lending itself to key stroke errors — or mis-indexing Real Experience. Real Advantage.
  • 29. [ Early Archiving Detail  Early Archiving – uses workflow to route images to A/P Possessor to process  Once processed, the image is linked to the newly-created infotype  Very common in A/P  Allows for reporting on the duration of the processing Real Experience. Real Advantage.
  • 30. [ Early Archiving Scenario Real Experience. Real Advantage.
  • 31. [ Scanning Processing Solution Steps Invoice Documen t SAP Content Images Server Scan Release Data SAP Workflow Real Experience. Real Advantage.
  • 32. [ Kofax Ascent Capture (cont.) Real Experience. Real Advantage.
  • 33. [ Automatic Release to SAP Released to SAP Real Experience. Real Advantage.
  • 34. [ SAP User Workflow Inbox Real Experience. Real Advantage.
  • 35. [ SAP User Workflow Inbox (cont.) Real Experience. Real Advantage.
  • 36. [ Process Workitem POST Real Experience. Real Advantage.
  • 37. [ Process Workitem — Completed Real Experience. Real Advantage.
  • 38. [ Early Archiving Summary  Advantages:  Distribute work to others  Allows for ad hoc approval process  Standard reporting on end-user processing  Drawbacks:  Most complicated of the standard supplied archive scenarios  Processing faster with dual monitors  Uses SAP’s workflow  Workflow needs to be initialized and an organization structure may have to be used Real Experience. Real Advantage.
  • 39. [ Late Archiving with Bar Code  Late archiving using bar codes – uses bar codes to link image to the accounting document  Very common in A/P, most popular by far  Used to identify accounting transactions missing back-up documentation  Individual document indexing/categorizing is eliminated  Requires very little training  Scanning is much more efficient  No indexing  No scanning separator sheets  Very effective and easy to use scanning technique Real Experience. Real Advantage.
  • 40. [ Late Archiving with Barcode Scenario Real Experience. Real Advantage.
  • 41. [ Scanning Processing Steps - Bar Codes Images SAP Scan Release Content Validate Server Bar code Bar code is read and image are released to SAP Real Experience. Real Advantage.
  • 42. [ Late Archiving with Barcode — Automatic Real Experience. Real Advantage.
  • 43. [ Late Archiving with Barcode — Manual Real Experience. Real Advantage.
  • 44. [ Late Archiving with Barcode — Manual (cont.) Real Experience. Real Advantage.
  • 45. [ Scanning Application – Kofax Capture Real Experience. Real Advantage.
  • 46. [ Classification and Extraction of Index Fields Extraction Real Experience. Real Advantage.
  • 47. [ Validating Barcode Real Experience. Real Advantage.
  • 48. [ Automatic Release to SAP — AR4ERP Released to SAP Real Experience. Real Advantage.
  • 49. [ Bar Code Label Information  Free demo software from Avery  Typical bar code type or font  2/5 interleaved numeric with a check digit (last digit validates all preceding digits)  Box of Avery labels #5267 is about $38 USD  One box contains 100 sheets (8,000 labels)  About .0045 cents per label, or 10 labels for 4.5 cents  Preprinted bar code labels $4-7 USD per 1,000 Real Experience. Real Advantage.
  • 50. [ Late Archiving with Barcode Summary  Advantages:  Does not change the existing A/P process  Requires very little training  Scanning is much more efficient  No indexing  No scanning separator sheets  Identifies documents that have not been scanned  Multiple SAP objects can be linked to a scanned document  Individual document indexing/categorizing is eliminated  Drawback:  Need to manage and print/buy barcodes Real Experience. Real Advantage.
  • 51. [ What We’ll Cover …  Advantages to document imaging  Common terms and background  Architecture  Understanding the archiving scenario  Advanced options using OCR  Wrap-up Real Experience. Real Advantage.
  • 52. [ Why Optical Character Recognition ?  Software designed to translate images of handwritten or typewritten text (usually captured by a scanner) into machine- editable text*  Voting- This is when 2 more OCR recognition engines are used and their results compared, voting on the most likely result. It’s designed to eliminate errors (false positives) and increase accuracy* Much faster data entry Reduced labor costs Reduced processing errors Automatic classification of document – forms Overall business process gains *Océ Document Technologies Real Experience. Real Advantage.
  • 53. [ Data Recognition & Extraction1. Classify Document Type  Invoice Credit Note x Purchase order x etc Supplier 1 Supplier 2 Supplier 3 2. Extract Information  Dates Amounts Order Number Invoice number etc Real Experience. Real Advantage.
  • 54. [ Information types  Structured-  Formed based Documents. The same information is listed in the same position or layout, in the same format on every document  Semi-Structured-  These documents contain all the same type of information, but in different positions or in a different layout Vendor  Unstructured- Invoices  These documents contain various information contained in various layouts Real Experience. Real Advantage.
  • 55. [ OCR Processing Solution Steps Documen Invoice OCR Rules t and SAP Images Templates Database SAP Content Server Data Scan Extraction Validate Release SAP Workflow Continuous learning Real Experience. Real Advantage.
  • 56. [ Rules-Based vs. Template-Based OCR  Rules-based  Entire document is scanned and processed via Optical Character Recognition (OCR)  Specific zones can be used to search for a key (key words, phrases, or expression) and find the corresponding value (specific to general)  Once configured, it’s likely that the OCR engine will locate index values regardless of the location on the document  Template-based (logo ID) — learn, memorize, teach  Templates are created for each form in the HR department  Forms are identified and data is extracted from predetermined locations Real Experience. Real Advantage.
  • 57. [  Configuration Rules-Based OCR Work? How Does  Create classification rules  Features and index fields that classify the document as:  PO, non-PO, credit memo, statement  Assign index fields based on classification  PO invoice classified — PO number, invoice date, invoice amount, and invoice number  Assign rules and logic to the key values (index fields)  PO Number, PO #, P.O. Num = (45########)  Logical expression 45[0-9]{8} validates 4512345678 Dictionaries Real Experience. Real Advantage.
  • 58. [ Scanning Application – Kofax Capture Real Experience. Real Advantage.
  • 59. [ Classification and Extraction of Index Fields  Documents are being classified as to the type of document  Once classified, the extraction of data begins Extraction Real Experience. Real Advantage.
  • 60. [ Validation Real Experience. Real Advantage.
  • 61. [ Automatic Release  Release via Certified ArchiveLink Interface – (RFC Calls)  XML or Text Release - Extracted index fields are released as an .xml or .txt file to a network share, along with Images Released to SAP Real Experience. Real Advantage.
  • 62. [ Invoice processing A/P Solutions Real Experience. Real Advantage.
  • 63. [ What We’ll Cover …  Advantages to document imaging  Common terms and background  Architecture  Understanding the archiving scenarios  Advanced options using OCR  Wrap-up Real Experience. Real Advantage.
  • 64. [ Kofax VirtualReScan™ (VRS)Image File Size = 213 KB Real Experience. Real Advantage.
  • 65. [ Points to Take Home  SAP Content Server is a suitable document management system when combined with a scanning application  VRS should be used to clean up documents because of the variety of colored and oddly-sized documents  OCR can be used to automate invoice processing, by way of data entry and document classification  Using barcodes – allows for more efficient scanning, managing what needs to be scanned and what is missing.  Document Images are available even after archiving of your Financial data. Real Experience. Real Advantage.
  • 66. [ ]  Thank you for participating. Please remember to complete and return your evaluation form following this session. For ongoing education on this area of focus, visit the Year-Round Community page at www.asug.com/yrc [ SESSION CODE: 0304 John Walls Verbella CMG, LLC 484-888-2199 John.walls@VerbellaCMG.com Real Experience. Real Advantage.