Document Imaging - SAP Content Server and the Accounting Department

Document Imaging - SAP Content
Server 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

[ 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.

[ What We’ll Cover …
 Advantages to document imaging
 Common terms and background
 Architecture
 Understanding the archiving scenarios
 Advanced options using OCR
 Wrap-up


[ 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

[ Greater Storage Space Can Be Reclaimed
with HDWO

Net Apps

Self-healing
Self-configuring
Self-administering
4 drive 64-238 slots
Jukeboxes 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

[ 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


[ 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


[ The End Results — Displaying a Document
from FB03


[ Document is Displayed


[ 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


[ 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


[ 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.


[ Create the Content Repository

Use
Transaction
code OAC0 to
create Content
Repositories


[ Content Server Administration

The SAP Content
Server is
Administered in
SAP via T-code
CSADMIN or you
can click on the
“CS Admin”


[ Content Server Administration Overview

Status of each
Repository on
the Content
Server


[ Testing Connectivity

Test connection
will test the
HTTP
Communication
with the Content
Server


[ 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


[ 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


[ 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


[ Late Archiving Scenario


[ Late Archiving — Store Business Documents


[ Late Archiving — Store Business Documents
New Feature: The Link
button allows you to
link the same image to
multiple SAP
documents


[ Scanning Processing Steps – Late
Archiving Documen
Invoice
t
Images

SAP Content
Server

Data

Scan Indexing Release

SAP Link
Table


[ Late Archiving with Content Server


[ 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


[ 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


[ Early Archiving Scenario


[ Scanning Processing Solution Steps
Invoice

Documen
t
SAP Content Images
Server

Scan Release Data

SAP
Workflow


[ Kofax Ascent Capture (cont.)


[ Automatic Release to SAP

Released to SAP


[ SAP User Workflow Inbox


[ SAP User Workflow Inbox (cont.)


[ Process Workitem POST


[ Process Workitem — Completed


[ 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


[ 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


[ Late Archiving with Barcode Scenario


[ Scanning Processing Steps - Bar Codes
Images

SAP
Scan Release Content
Validate
Server

Bar code Bar code
is read and image
are released
to SAP


[ Late Archiving with Barcode — Automatic


[ Late Archiving with Barcode — Manual


[ Late Archiving with Barcode — Manual
(cont.)


[ Scanning Application – Kofax Capture


[ Classification and Extraction of Index
Fields

Extraction


[ Validating Barcode


[ Automatic Release to SAP — AR4ERP

Released to SAP


[ 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


[ 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


[ What We’ll Cover …
 Advantages to document imaging
 Common terms and background
 Architecture
 Understanding the archiving scenario
 Advanced options using OCR
 Wrap-up


[ 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


[ Data Recognition & Extraction
1. 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


[ 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


[ 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

[ 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


[  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


[ Classification and Extraction of Index
Fields
 Documents are being classified as to the type
of document
 Once classified, the extraction of data begins

Extraction

[ Validation


[ 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


[ Invoice processing A/P Solutions


[ Kofax VirtualReScan™ (VRS)

Image File Size = 213 KB


[ 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.


[
]
 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


Document Imaging - SAP Content Server and the Accounting Department

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