Scanning documents to SAP ® business objects with Send2SAP
Archiving documents in SAP ® – from the capture device to the business object
BECONEX Send2SAP helps you automate and optimize the integration of digitized documents into the SAP ® system. Thanks to its versatility, it is easy to adapt to the structure and processes of your organization:
- Supported for SAP ® ABAP NetWeaver (and any SAP ® systems based on NetWeaver), SAP ® ECC, SAP S/4HANA ®
- Applicable with all SAP ®-modules, business objects and document types
- Available for a variety of capture devices and sources: MFP devices, smartphones, tablets, file system, Outlook inbox, etc.
The solution has been designed to boost the efficiency, security, and usability of the standard SAP ® technology for document archiving and linking to business objects:
- The archiving process can be triggered directly from the capture device, eliminating the need for manual procedures after scanning
- The need for manual inputs to select the target business object is minimized, lowering the probability of errors and associated costs
- The document is renamed, archived in the content repository, and linked to the target business object automatically
- No intermediate copies of the document are left behind somewhere in your system
With only a few clicks, you can get the most out of the functions and information already available in your ERP!
Send2SAP Barcode – Maximum automation level for document archiving
Barcodes minimize the need for manual inputs at the capture device: only one click is required to scan and / or send the document to the SAP ® system. BECONEX Send2SAP performs every other step automatically!
- It archives the digitized document in the content repository
- It searches the recognized barcode among internal barcodes or business objects in SAP ®
- It links the incoming document to the business object it belongs to
- If no match is found, it creates an external barcode in SAP ® to act as a placeholder for the incoming document
How do you get barcodes on your documents? Some ways to do this include:
- Creating an internal barcode in SAP ®, printing, and pasting it on the document. This approach is helpful when the document will be further processed in paper form. When it is ready to be attached to the business object, it can be digitized with a single click with an MFP or mobile device
- Including the barcode in documents that are created inside the SAP ® system (e.g., using the Designer, Adobe Forms, or Smart Forms). This allows to process the document in digital form and later send it to the ERP from your file system, Outlook inbox, etc.
- Of course, you can always print the SAP ® – generated document and further process it in paper form
Finally, barcodes are ideal for “mass scanning”: you can archive large batches of documents (from the feeder of the MFP or a folder in your file system) in a single step, regardless of their type or target business object. This gives you the maximum level of automation for document archiving in the SAP ® system!
Send2SAP Preconfigured search – Efficiency and personalization
If your team frequently attaches the same document type to the same business object type (e.g., a delivery note to a purchase order), the preconfigured search can save you lots of time:
- The search can be triggered directly at the capture device or source
- The business object type to be searched and the document type to be attached can be preconfigured via customizing
- The search is performed in real time, that is, it reflects the real status of the business objects in the SAP ® system
- If an authentication method is configured, the list of results will contain the objects that are relevant for you or your team (“created by me”, “last modified by my team”, etc.)
- You can select the target business object from the results at the capture device (MFP, smartphone, tablet, etc.)
- Once you scan the document, it will be archived in the SAP ® system and linked to the selected business object automatically
Reducing the need for manual inputs makes document archving in SAP ® a time-efficient process and minimizes the probability of errors. Likewise, retrieving personalized lists of business objects with a single click results in a user-friendly procedure.
Send2SAP Metasearch – Maximum flexibility for business object selection
Sometimes, searching by business object type can return too many items. Instead of scrolling down long lists of results, you can perform a metasearch. The metasearch is ideal to quickly find business objects when the list that contains them is too extensive:
- You can perform the search directly at the capture device or source
- Use the search field to type an attribute of the business object (ID, name, description, etc.), all results that match the search field will be presented in a dropdown
- The search is performed in real time, that is, it reflects the real status of the business objects in the SAP ® system
- You can select the target business object from the results at the capture device (MFP, smartphone, tablet, etc.)
- Once you scan the document, it will be archived in the SAP ® system and linked to the selected business object automatically
This function gives you the maximum flexibility when archiving a document in the SAP ® system: you can choose to link the document to virtually any business object, directly from the capture device.
Learn more about Send2SAP for optimized document archiving in SAP ®
The BECONEX portfolio for document integration in SAP ® systems
- Compatible with all SAP ® modules, business objects, and document types
- Compatible with multiple capture devices and sources (MFP, mobile, file system, etc)
- Central-Switch for selection of SAP ® systems (development, test, and production)
- Delegated scanning to colleagues and teams
- Customizable validity, message, and “keep-open” flag of delegated scanning tasks
- CaptureQueue for document archiving (SAP ArchiveLink ®)
- CaptureQueue for document versioning (SAP ® DMS) and CaptureQueue Automation
- Other SAP ArchiveLink ® scenarios (Barcode, Basic, Workflows, GOS, etc.)
- Other SAP ® DMS scenarios (create or update document info record, etc.)
- Lookup-lists and meta search in SAP ® live from capture device
- SNC communication (Secure Network Communication with SAP crypto library)
Frequently asked questions about document archiving in the SAP ® system
Automatic detection of target business object via barcodes
How is the document linked to the business object when the barcode exists in SAP ®?
Barcodes created at the business object are called “internal barcodes” and are listed in a standard SAP ® table with other relevant data. Every time the Send2SAP solution receives an incoming document with a barcode, it looks it up in the standard table.
If the barcode exists, the document is linked to the business object, from which the barcode was created.
Unless configured otherwise, the barcode is then closed. This means that it cannot longer be used to attach documents to the business object.
Must the barcode be created in the business object before scanning the document?
If the Send2SAP solution receives a barcode that does not yet exist in SAP ®, it creates it as “external barcode”. As soon as the barcode is also created from inside a business object, the document will be linked to it.
How can I attach documents to business objects automatically, without creating barcodes in SAP ®?
You could encode the object number and/or other information about the business object in the barcode that accompanies the document. For example, all documents that belong to the same purchase order can have barcode that contains the order number.
BECONEX Send2SAP can later use the detected barcode to attach the incoming documents to the corresponding order.
Selection of target business object at the capture device
What are examples of a preconfigured search for business objects?
A preconfigured search can be generic or personalized for users and teams.
For example, business objects that were “recently created” are generic. “Created by me”, on the other hand, are business objects that are relevant for a specific user. To perform a personalized search, users must first authenticate themselves at the capture device.
A search can be performed for any business object (vendors, employees, etc.) to archive all kinds of business documents (frame agreements, contracts, etc.).
What information about the business object is displayed in the list of results?
The fields displayed in the list of results can be predefined by the user via customizing. Some examples are the object number, date of creation, or the description. The purpose of showing this information is to make it easier for the user to select the desired business object. After that, the scanned document is automatically attached to the selected business object and archived in the content repository.
How can I decide what documents can be linked to which business objects?
Send2SAP can be customized to look for business objects from any SAP ® module. Likewise, it can attach previously specified document types to the selected business object. All queries are executed in real-time, which guarantees that the retrieved information reflects the current state of your SAP ® system.
Do I have to type the whole number of the business object at the capture device?
No need: the search delivers all results that contain the text provided in the search field. That way, you only need to input some characters to perform the search. In fact, you can use other metadata to look for a business object. The description or the name, for example, can be more helpful in some cases.