Document Imaging Tools and Strategies to Accelerate Your Accounts Payable Activities

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Document Imaging Tools and Strategies to Accelerate Your Accounts Payable Activities

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Document Imaging Tools and Strategies to Accelerate Your Accounts Payable Activities

  1. 1. Document ImagingTools and Strategiesto Accelerate YourAccounts PayableActivitiesJohn WallsVerbella CMG © 2007 Wellesley Information Services. All rights reserved.
  2. 2. You Can Save Time and Money• See how using standard document imaging available to all SAP customers will: Bolster and improve your current accounts payable process Save time and money for the company 1
  3. 3. What We’ll Cover …• Advantages to document imaging• Common terms and background• Architecture• Understanding archiving scenarios• Walk through of the archiving scenarios• Advanced options using OCR• VRS and scanners• Common mistakes and best practices• Wrap-up 2
  4. 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 3
  5. 5. Advantages to a Paperless Office (cont.)• 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 4
  6. 6. Existing Storage Space Can Be Reclaimed with a Jukebox 128-238 slots Jukeboxes are common 9.1 GB WORM Platters – roughly 171,750 images per WORM using a 50 KB per image for a single page imageWORM = Write Once – Read Many 5
  7. 7. Greater Storage Space Can Be Reclaimed with HDWO Self-healing Self-configuring Net Apps Self-administering CAS Storage Centera EMC IBM DR550HDWO = Hard Disk Write Once 6
  8. 8. Cost Associated with the Paper Office • Companies spend a lot on paper $20 in labor to file a document $120 in labor to find a misfiled document $220 in labor to reproduce a lost document (does not include any legal penalties) • Average document gets copied 19 times • Professionals spend 5-15% of their time reading information, but up to 50% looking for it • 7.5% of all documents are lost (1 in 20) 3% of the remainder get misfiledSource: Coopers and Lybrand/Lawrence Livermore 7
  9. 9. What We’ll Cover …• Advantages to document imaging• Common terms and background• Architecture• Understanding archiving scenarios• Walk through of the archiving scenarios• Advanced options using OCR• VRS and scanners• Common mistakes and best practices• Wrap-up 8
  10. 10. Common Terms• ArchiveLink A service integrated in the SAP Web Application Server to link archived documents with the business object entered in the SAP system• Knowledge Provider (KPro) A cross-application and media-neutral information technology infrastructure within the SAP R/3 Basis (SAP middleware) Provides the general infrastructure for storing and administrating documents in the SAP Content Server• Content Server Server at the core of SAP’s document storage and management concept Provides the technical infrastructure for all document-centric applications 9
  11. 11. Common Terms (cont.)• Content Repository Means logical archive — a way to logically manage content, usually by retention period or by storage media• Document types Backbone of ArchiveLink customizing Are ten 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 Workitems are routed to the appropriate processor via document types in the early archiving scenario In some cases they specify the SAP t-code to launch 10
  12. 12. The End Results — Displaying a Document from FB03 11
  13. 13. Go to the Generic Object Services — Attachment List 12
  14. 14. Attachment List Shows All the Available Documents 13
  15. 15. Document is Displayed 14
  16. 16. ArchiveLink Tables Archive document ID Archive document ID SAP object SAP object identification identification Document Document key fields key fields Logical archive ID Logical archive ID type type 1000 1000 CoCode CoCode 1900000000 Doc # 1900000000 Doc # 2002 2002 Fiscal Yr Fiscal Yr 15
  17. 17. What We’ll Cover …• Advantages to document imaging• Common terms and background• Architecture• Understanding archiving scenarios• Walk through of the archiving scenarios• Advanced options using OCR• VRS and scanners• Common mistakes and best practices• Wrap-up 16
  18. 18. Configuration of a Traditional Third-Party Archiving Solution SAP R/3 Archive Server OnBase, IXOS IBM, FileNet, etc. CAS StorageJukebox Centera Server Clients Scanner Scan Client Retrieval of documents done from SAPGUI 17
  19. 19. SAP Content Server — Typical Configuration SAP R/3SAP Content Server File system or database HTTP SAP Cache (No optical media support) HTTP Server HTTP HTTPNo scanner interface forSAP Content ServerThird-party documentcapture vendors, like Kofax,would be necessary Retrieval of documents through SAPGUI using the ECL Viewer 18
  20. 20. SAP Content Server — What is It?• Software for storing structured data (Archive Development Kit files) and unstructured documents in repositories• Product of SAP Web Application Server• Administration from within SAP, transaction code CSADMIN, Computing Center Management System (CCMS) transaction code RZ20 and OACO• Communication through the ArchiveLink HTTP protocol• Multiple operating system support, including: Windows Various Unix systems (new as of SAP Content Server 6.30)• Does not support optical media• No direct scanning interface supplied 19
  21. 21. Create the Content Repository 20
  22. 22. Testing Connectivity 21
  23. 23. Status Information 22
  24. 24. Sending the Certificate (Optional) 23
  25. 25. Content Server Administration 24
  26. 26. Content Server Administration Overview 25
  27. 27. Details of the Content Repository 26
  28. 28. Certificate if Available 27
  29. 29. Setting for the Content Repository Name: ContentStorageName Type: Character Default: SDB Values: SDB Mandatory: Yes Description: The ContentStorageName parameter contains the name of the database instance. Name: Storage Type: Character Default: ContentStorage.DLL Values: ContentStorage.DLL Mandatory: Yes Description: The storage parameter contains the name of the storage layer necessary for the access to a repository. No value other than the default value is allowed. 28
  30. 30. Statistics 29
  31. 31. What We’ll Cover …• Advantages to document imaging• Common terms and background• Architecture• Understanding archiving scenarios• Walk through of the archiving scenarios• Advanced options using OCR• VRS and scanners• Common mistakes and best practices• Wrap-up 30
  32. 32. How Do We Get Documents Archived?• Two most common ways to get information to the archive server: Paper documents Can be scanned or faxed into the scan client The scan client interfaces with SAP and is used to archive the document into SAP Electronic documents Such as emails and desktop documents Can be kept in their native format and archived from the desktop without using the scan client 31
  33. 33. Three Most Common SAP Archiving Scenarios• Late archiving: Uses indexing fields to link image to existing document• Early archiving: Uses workflow to route images to processors Once processed, the image is linked to the newly created SAP R/3 document• Late archiving with barcode: Uses barcodes to link image to previously created SAP R/3 document 32
  34. 34. Aspects of Archiving Scenario Classification• Task to be executed on archived document (the what) Enter = Enter document content in SAP R/3 application Initiates a new workflow-controlled business process within SAP R/3 Archived document is linked automatically Assign = Link (assign) archived document to existing SAP R/3 object Object is not modified• Coupling between archiving and task execution (the when) Immediate = Executed by the person who archived the document Later = Task is loosely coupled to archiving Executed by another person (SAP R/3 user) At a later point in time, on the user’s explicit request (workitem execution) 33
  35. 35. Old, New, and Newest — Scenario Naming SchemesSAP R/3 4.6C SAP R/3 SAP R/3and Above 4.5 - 4.6B 4.0 and Older Early archivingStoring for subsequent entry Store for entry later with workflow Store for assignmentStoring for subsequent assignment N/A at a later timeStore and enter (storing Store and enter Simultaneous archivingand entering)Store and assign (storing Store and assign N/Aand assigning)Assign then store (assigning Assign and store Late archivingthen storing) 34
  36. 36. What We’ll Cover …• Advantages to document imaging• Common terms and background• Architecture• Understanding archiving scenarios• Walk through of the archiving scenarios• Advanced options using OCR• VRS and scanners• Common mistakes and best practices• Wrap-up 35
  37. 37. Late Archiving — Store Business Documents 36
  38. 38. Late Archiving — Select File to Upload 37
  39. 39. Late Archiving — Provide Indexing Information 38
  40. 40. Late Archiving — Confirmation Screen 39
  41. 41. Late Archiving — Additional Feature New Feature: The Link button allows you to link the same image to multiple SAP documents 40
  42. 42. 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 41
  43. 43. Understanding the Barcode Concept SAPBarcode is entered Barcode number with SAP and SAP key fields transaction added to BDS_BAR_IN Table SAP Scanning SAP processes new If a match is found, software entries in both of both entries are these tables looking deleted and an entry in Document is for matching scanned and the link table TOA01 barcodes is made barcode is read Integration Doc ID andImage and barcode barcode are sent to are sent to SAP BDS_BAR_EX archive server table 42
  44. 44. Late Archiving with Barcode — Automatic 43
  45. 45. Late Archiving with Barcode — Manual 44
  46. 46. Late Archiving with Barcode — Manual (cont.) 45
  47. 47. Kofax Ascent Capture 46
  48. 48. Classification and Extraction of Index Fields Extraction 47
  49. 49. Kofax Ascent Capture Validation 48
  50. 50. Automatic Release to SAP — AR4ERP Released to SAP 49
  51. 51. 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 50
  52. 52. Late Archiving with Barcode Summary (cont.)• Best when: Documents have already been approved, coded, and entered (processed centrally or remotely) Storage and retrieval is a key ROI, not improving the business process A large volume of documents need to be scanned Large, centrally located scanners are used 51
  53. 53. Barcode Label Information• Free demo software from Avery• Typical barcode type or font 2/5 interleaved numeric with a check digit (last digit validates all preceding digits)• Box of Avery labels #5267 is about $28.00 One Box contains 100 sheets/8000 labels About .0035 cents per label or 10 for 3.5 cents• Preprinted barcode labels $4-$7 per 1000 52
  54. 54. Early Archiving Process Flow Using Third-Party Solutions 1 – Scan Station Receiving/Processing Paper scanned Department Processor 2 – Image Assigned User assigns image to an SAP document type ProcessorContent Repository SAP R/3 Processor 5 – Process Workitem Workitem executed — image is viewed and SAP 3 – Archive Image 4 – Workitem Created transaction is created Image assigned archive Workitem created and ID and stored electronically routed to appropriate SAP inbox 53
  55. 55. Early Archiving Process Flow with Content Server Receiving/Processing 1 – Scan Station Paper is scanned and Department Processor document types are assigned within the scanning application and released to SAP ProcessorContent Repository SAP R/3 Processor 4 – Process Workitem Workitem executed — image is viewed and SAP 2 – Archive Image 3 – Workitem Created transaction is created Image assigned archive Workitem created and ID and stored electronically routed to appropriate SAP inbox 54
  56. 56. Kofax Ascent Capture 55
  57. 57. Kofax Ascent Capture (cont.) 56
  58. 58. Automatic Release to SAP — XML and Images Released to SAP 57
  59. 59. SAP User Workflow Inbox 58
  60. 60. SAP User Workflow Inbox (cont.) 59
  61. 61. Process Workitem POST 60
  62. 62. Process Workitem — Completed 61
  63. 63. 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 62
  64. 64. What We’ll Cover …• Advantages to document imaging• Common terms and background• Architecture• Understanding archiving scenarios• Walk through of the archiving scenarios• Advanced options using OCR• VRS and scanners• Common mistakes and best practices• Wrap-up 63
  65. 65. Types of Documents• Structured: Form-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 the same type of information as form-based documents, but in different positions or in a different layout• Unstructured: These documents contain various information contained in various layouts Vendor Invoices 64
  66. 66. 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 expressions) and find the corresponding value (general to specific) Once configured, it is most likely that new invoices can be read OCR rates are .5 to 5 seconds• Template-based (logo ID) — learn, memorize, teach Each vendor invoice must be maintained as a template for each resolution (DPI) New invoice might not be read — system learns the invoice Database maintained — not good for large numbers of vendors OCR rates are 8-12 seconds 65
  67. 67. How Does Rules-Based OCR Work?• Configuration 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 66
  68. 68. OCR Processing Solution Steps Document OCR SAP Images Rules Database SAP Content Server DataScan Extraction Validate Release Manual or SAP Automatic Workflow 67
  69. 69. Overview of All the Rules 68
  70. 70. Break Down a Single Rule 69
  71. 71. Performance 70
  72. 72. SAP User Workflow Inbox 71
  73. 73. SAP User Workflow Inbox (cont.) 72
  74. 74. Process Workitem POSTFields are pre-filled with OCRdata from image 73
  75. 75. Process Workitem (cont.) 74
  76. 76. Custom Ledger Solutions 75
  77. 77. Document and Date Retrieval• Extensive search and retrieval capability• Retrieval layout can be configured per user• Process analysis possible 76
  78. 78. Partial Ledger View 77
  79. 79. What We’ll Cover …• Advantages to document imaging• Common terms and background• Architecture• Understanding archiving scenarios• Walk through of the archiving scenarios• Advanced options using OCR• VRS and scanners• Common mistakes and best practices• Wrap-up 78
  80. 80. Kofax VirtualReScan™ (VRS) Scanned in colorImage File Size = 213 KB Scanned in 1 bit B/W Image further processed with VRS 79
  81. 81. Scanners and MFPs• Scanner classification Low-volume scanner: 10-30 pages per minute (ppm), 500-1000 scans daily Mid-volume scanner: 30-60 ppm, 3,000 scans daily High-volume Scanner: 60 ppm, 8,000 scans daily• Low-volume scanners are being loaded with features once reserved for the high-end scanners• Scanners are also incorporating network scanners• Multi-Functional Peripherals (MFPs) Used for less then 50 documents a day or when several people need to scan No VRS or image enhancement software or scanning features Simple interface, multiple users, low volume 80
  82. 82. What We’ll Cover …• Advantages to document imaging• Common terms and background• Architecture• Understanding archiving scenarios• Walk through of the archiving scenarios• Advanced options using OCR• VRS and scanners• Common mistakes and best practices• Wrap-up 81
  83. 83. Common Mistakes• Inconsistency in naming document types• Too many desktop scanners in one location• Multiple makes and models of scanners• Too many document types• Workflow routing to users and not positions• No workitem delete process• Too many individuals with delete access• Not monitoring the open barcode tables• Allowing users to create attachments through the Generic Object Services using KPro and store the attachments on the SAP database 82
  84. 84. Create Attachment 83
  85. 85. A Word About Using Attachments• Technically speaking, notes, PC attachments, and URLs are treated as SAP office documents They result in corresponding entries in the SOOD and SOFM tables• Contents of the attachments are stored in the SOC3 table• Contents of the PC attachments are written to the SOFFCONT1 table• See Note 530792 for more information• See Note 389366 if you need to move documents from the database to an external content server 84
  86. 86. Best Practices• Stay consistent in naming document types• Choose the correct scanner for the volume and the situation• Stay with the same brand of scanner• Use USB 2.0 over SCSI• Use ISIS drivers over TWAIN drivers• Know your retention periods• Inquire about document security issues before configuring• Use workflow reporting tools to manage the process• Create a test content repository or content server 85
  87. 87. What We’ll Cover …• Advantages to document imaging• Common terms and background• Architecture• Understanding archiving scenarios• Walk through of the archiving scenarios• Advanced options using OCR• VRS and scanners• Common mistakes and best practices• Wrap-up 86
  88. 88. Resources• Verbella CMG, LLC Information on scanners www.Verbellacmg.com/scanners• Kofax Information on VRS www.kofax.com/vrs• Avery Free demo software for barcode labels www.avery.com 87
  89. 89. Resources (cont.)• Integrated Solutions Joseph Wagle, “Fit to Scan: Choosing The Ideal Solution For Your Document Capture Needs” (Integrated Solutions, November 2006). www.integratedsolutionsmag.com/index.php?option=com_j ambozine&layout=article&view=page&aid=5384&Itemid=69 Ken Congdon, “Narrow Your Distributed Scanning Options” (Integrated Solutions, November 2006). www.integratedsolutionsmag.com/index.php?option=com_j ambozine&layout=article&view=page&aid=5353&Itemid=69 88
  90. 90. 7 Key Points to Take Home• Electronic images are easier and cheaper to manage• Document imaging can be implemented quickly and cost- effectively using standard SAP scenarios• SAP Content Server can be used as a reliable document management system• Third-party content servers have some features that provide advantages over the SAP Content Server• OCR produces additional automation and efficiencies• VRS is a necessity when using OCR or scanning high volumes of documents• Never scan staples 89
  91. 91. Your Turn! How to contact me: John Walls John.walls@Verbellacmg.com 90

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