sap entegration

NewgenSAP Image Enablement

SAP BC-AL Certified 6.20

Presenter – Kunal Pande

Newgen’s SAP Image Enablement product allows for visibility of supporting documents while processing a transaction. The supporting documents reside as

images on the Newgen OmniDocs Server.

SAP Image Enablement Product

Features

• Incoming Documents Archival

• Outgoing Documents Archival

• Print List Archival

• Enhanced performance of SAP

• Instant document access, view directly from the SAP GUI

• Greater productivity due to efficient document retrieval and reference

• Can be seamlessly extended to non-SAP documents in the enterprise ensuring further efficiency

Process flow to image enable SAP

Batch Scanning

Indexing

Associating Images to SAP Objects e.g.

Purchase Order

DMS SAP Connector

DocumentArchival System

Image Enabling Display for End User

Employees from different Departments access SAP System

for various Transactions

Create , View & Modify Data during various transactions.

In Beginning or in Middle of these Transactions documents from

External Source, Other systems etc, play an Important Role

Invoices

Delivery Challans

Quotations

Purchase Order

Credit Memos

Policies & Contracts

Quality Reports

Resumes

Appraisals

Contracts

PhotographsMany More…

These Documents generally move Physically between various

Employees.


EmployeesDepartmentsPurchase

Quality

Finance & Accounts

Production

HQ


EmployeesDepartments& Locations

Unit -1

Unit -2

Unit -3

Challenges

• Manual paper handling • Time & Resource Wastage• Long Hold or Wait periods• Documents Duplication• Documents are lost or stolen• Documents are Misfiled• Audit & Compliance Issues• Difficult to search and retrieve documents• Difficult to link related documents• Wastage of resources in document copying & distribution to multiple people• Time consuming & rigorous document tracking

DatabaseHealth Check

Processor Speed

System Load

Database Size

156.9 GB

To over come these, some organizations Attach electronic

copies of documents to their SAP system.


Processor Speed

System Load

Database Size

15.9 TB

But this can increase the size of Database servers.

And Reduce the Performance Drastically


Processor Speed

System Load

Database Size

15.9 TB

Challenges

• Huge Databases Size• Drastic reduction in Database performance• Inability to retain older data Online for longer periods• Long & Slower Database Backups• Direct increase in Back Up Cost (Tape Drives etc)• Documents are accessible only through SAP GUI• Tedious process of one-by-one linking documents by individuals• Inability to store Non-SAP documents.• No provision for Departments not using SAP.

Lets see how Newgen can help on this

Newgen offers various SAP complimentary solutions

With Newgen’s SAP Document Archival Solution we can solve this

problem

With Newgen’s Document Archival System for SAP, users can simply attach documents with various

SAP Business Objects

DocumentA

rchival Syste

m

But all the documents will be stored in the Backend Document

Archival System

SAP Certified Connector

DocumentA

rchival Syste

m

Thus Leveraging Faster and Leaner Database



Processor Speed

System Load

Database Size

156.9 GB

DocumentA

rchival Syste

mAlso Newgen’s Scan & Post engine

facilitates Centralized Bulk Scanning & Indexing of documents.


DocumentA

rchival Syste

mBased on the indexed Data, the

documents get directly linked to designated SAP Business Objects


DocumentA

rchival Syste

m

SAP Business users can directly View the documents from SAP GUI, linked to the specified Business

Objects


DocumentA

rchival Syste

m


Scanning work can be performed by a less expensive resource, or can

even outsourced.

Dedicated scanning agent will be more Productive , Efficient and

Faster.

Thus increases over all productivity of the Business Users

A Study shows on an average every Business User waste 6.5 Hours per

Week in various document handling, copying & searching activities.

Also documents linked directly to SAP business objects, solves various

compliance and auditing issues.

As per business needs, scanning can be Centralized or

Decentralized Between Divisions,

Departments & Locations

Purchase

QualityFinance & Accounts

Production

Document

Arch

ival System

Apart from viewing Documents from SAP GUI, authorized Users can

even directly Search, View & Attach documents from Newgen Document Archival System’s GUI

Document

Arch

ival System

This Facilitates users to view documents even without opening

SAP GUI.

Allows Users /Departments, not using SAP system to Archive there

Documents.

Acts as a common repository for both SAP and Non-SAP Documents

Saves SAP licensing cost, for certain Users for various document viewing

and attaching needs.

Document

Arch

ival System

Document Access through SAP GUI

Direct Access

SCM

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System

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Enterp

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Access Through Other Applications

Newgen’s Robust & Secured Document Archival System,

can be extended to even provide Document

Management capabilities to other Applications

Acts an Unified Document Storage System

Hence no Document Duplication. A single

document accessed by multiple Systems.

Direct Access

Document Access through SAP GUI

SCM

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r / Dealer M

gmt.

System

CR

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Enterp

rise P

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Access Through Other Applications

Document

Arch

ival System

And Hence Act as Document Layer or Backbone for entire Organization, serving various

Applications, Transaction, Departments, Locations &

Employees

SAP PO, GRN & SAP Invoice Document have been linked & thus Image Enabled with Invoice

Document Images

Document Images attached with SAP Invoice Object displayed in SAP Image Viewer

Thank you

Newgen Software Technologies LimitedD 152, Okhla Phase - I , New Delhi -110020

Ph: +91 11 407 73 791www.newgensoft.com/partners

http://www.newgensoft.com/partners