ELO for SAP. Efficient Content Management with ELO and SAP. Efficient Content Management with ELO and SAP. Enterprise Content Management

Transcription

1 Efficient Content Management with ELO and SAP Efficient Content Management with ELO and SAP Enterprise Content Management

2 Peak performance Drive efficiency across systems Optimal content management is founded on the ability to integrate and share data between software applications in a company. When businesses rely on standalone solutions that do not interact, they are usually faced with the arduous task of reconciling data manually, which increases the risk of errors. This is where smart interfaces come in, enabling data integration and allowing you to optimize efficiency across systems, saving time and resources. With ELO and SAP, you can map your business processes transparently, instantly retrieve information across all systems, and archive data according to legal retention requirements. This means you spend less time on integration tasks while reducing your operating costs. The combination of ELO and SAP gives you the maximum benefits of an integrated ECM system: The larger the number of documents processed, the more you save. The interface connects your ECM system to the SAP system and conveniently transfers documents to ELO. The interface fully integrates ELO in the world of SAP solutions and supports all capture scenarios offered by SAP regardless of the industry and company size. For more information, go to: 2 Enterprise Content Management

3 The interface ELO and SAP: A winning combination The interface consists of three components: ELO Archive Link for SAP, ELO Indexdownload for SAP, and ELO Toolbox for SAP. Combined, they give you access to the full range of ECM functions, such as workflows, collaboration tools, or full text search as central ELO services on the SAP platform. The platform is based on a service-oriented architecture (SOA), which guarantees stability, especially when migrating to a new release. ELO Archive Link for SAP Archive and integrate SAP documents in ELO ELO Archive Link for SAP is an SAP-certified interface that enables users to implement ELO as the filing system using content repositories in the SAP system. Users can access the system in SAP directly or jump to single documents, master data, print lists, outbound invoices, or other business objects that are filed in ELO and linked to the SAP system. This solution is currently certified for SAP NetWeaver and SAP S/4HANA systems. ELO Archive Link for SAP provides you with quick and comprehensive access to information for all your essential business processes. ELO Indexdownload for SAP Automatically transfer data to index fields ELO Indexdownload for SAP transfers metadata such as order numbers or buyer data from SAP business objects to ELO generically and applies these data to the keywording form. This ensures that you have all the information you need for each object in SAP. Moreover, this interface very rarely requires any programming in SAP. As soon as the metadata are transferred to the document, they are automatically stored within an appropriate ELO folder structure. Thanks to ELO Indexdownload for SAP, time spent searching for documents manually is a thing of the past all related information is stored at a central location and can be retrieved in an instant. ELO Toolbox for SAP Conveniently file and manage documents With ELO Toolbox for SAP, filing attachments to documents is simple. Files, s, and other attachments are automatically stored along with the original SAP document in ELO. The toolbox also enables you to go straight from ELO to SAP. For example, you can switch from the invoice in ELO to the accounting document in your SAP system with ease. ELO Toolbox for SAP is a time saver that provides all the relevant information you need at hand. Document management I Archiving I Workflow 3

4 Retrieve metadata ELO Indexdownload for SAP Connect and transfer ELO Toolbox for SAP (ST) Supplier terms Forward data ELO Archive Link for SAP ST ST SAP system ELO ECM system Go to SAP transaction ELO Toolbox for SAP efficient interaction guarantees efficient interaction based on ELO Archive Link. For example, if new supplier terms come in by , you can easily link them to the SAP object via ELO Toolbox for SAP. The supplier terms are automatically forwarded to ELO. ELO Indexdownload for SAP retrieves the document metadata from the SAP system and stores it in ELO. Finally, ELO Toolbox for SAP enables you to go straight from ELO to the corresponding SAP transaction and easily complete tasks such as maintaining the supplier master data. 4

5 Automation for guaranteed success : Maximize efficiency through automation Manual tasks slow down productivity and efficiency. Replacing them with digital, automated processes saves time and improves quality. Manage processes with ELO workflows End-to-end digital processes are essential for integrating data across systems. Thanks to ELO, you have a powerful workflow tool that maps business processes independently of the system used and incorporates people involved in the process who do not have an SAP workstation. The system automatically generates the appropriate workflow and assigns the respective tasks to the relevant persons or departments. This enables buyers, accountants, and auditors to access documents, ensuring a seamless approval workflow. At the same time, all business-relevant documents are dynamically linked to their respective internal transactions in the SAP system via the ELO Archive Link interface. ELO workflows, which can be mapped to control even complex processes, can be quickly and easily implemented. If needed, ELO and SAP workflows can be combined. Satisfy tax requirements automatically ELO archives all tax-relevant documents in compliance with statutory requirements. This also reduces the load on the productive SAP database over the long term, which leads to improved system performance as documents are stored in ELO instead of in SAP. Another benefit is that when migrating to a new release, you only need to keep the data actually required online stored in SAP. All other documents are stored in ELO. These data can be accessed at any time for reports or other purposes. The ELO ECM system uses fail-safe RAID or optical jukebox systems for long-term document archiving. In addition, all documents, such as those created in collaboration rooms on the SAP Portal, are also stored in the ELO repository in compliance with statutory requirements. Enterprise Content Management 5

6 Solutions from practice Automatic invoice processing with ELO Processing paper invoices manually is inherently error-prone and depending on the volume can increase operating costs and even put early-pay discounts at risk. To get around this, more and more companies are adopting an automated invoice payments solution. With ELO, incoming invoices are scanned on arrival and then automatically classified and filed to the repository using the ELO DocXtractor module. ELO Archive Link connects the invoice and the generated SAP object. All the data required for the SAP booking, such as invoice number, bank account details, or payments terms, are extracted and can be used for the subsequent SAP transaction. The system runs a plausibility check with the SAP database before transferring data to SAP to ensure that there are no errors. For example, a systems check verifies if an order number or supplier ID is correct, which improves data quality and security. All this happens in a fraction of the time needed to do it manually. Scan Classification,filing, and archiving SAP database Workflow Posting in SAP If there are any other documents in ELO linked to the SAP object, they can also be archived in the SAP object via ELO Toolbox for SAP. ELO automatically generates the appropriate workflow and starts the invoice approval process. Once approved, the invoice is posted in SAP and automatically archived again in ELO. ELO Indexdownload for SAP transfers all the necessary index data to the invoice, ensuring that the invoice is securely archived yet easily accessible. : Fast, one-stop access to data Users both internal and external can now access all documents in SAP directly or with ELO Archive Link for SAP in an instant. Integrated version management in both systems ensures you maintain an overview of the various document versions. The ELO Indexserver makes it easy to search the contents of documents and use the repository as a knowledge pool. And, thanks to the integration with web portals and browser access, you don't need to be at your workstation. empowers you to work efficiently across systems and without having to switch software. 6 Document management I Archiving I Workflow

7 Great reasons to choose ELO ECM and SAP: Compliance Compliance with statutory obligations for archiving documents Outsource data Lower long-term storage costs by outsourcing data to the ECM repository Central access Central access to all files ( s, orders, offers, invoices, etc.) Lower costs Automated processes enable you to take advantage of early-pay discounts Transparency Transparent workflows improve the quality of your documentation Save time Less manual entry saves time and resources Better data quality Automatic capture and less post-processing work means higher-quality data 7

8 Efficient Content Management with ELO and SAP ELO is available from: Europe Headquarter ELO Digital Office GmbH, Tübinger Strasse 43, Stuttgart, Germany; USA ELO Digital Office Corporation, 50 Milk Street, 16th floor, Boston, MA 02109, USA; Asia PT ELO Digital Office Indonesia, AKR Tower (Gallery West), 16 A Floor, Jl. Panjang No.5 Kebon Jeruk, Jakarta Barat 11530, Indonesia; info@elo.co.id Asia Pacific ELO Digital Office AU/NZ Pty Ltd, Level 7, 146 Arthur St, North Sydney NSW 2060, Australia; info@elodigital.com.au For more information, go to: Product no. A000-SAPALG-EN ELO, ELOprofessional, ELOenterprise, ELOoffice, and ELO ECM Suite are registered trademarks of ELO Digital Office GmbH in Germany and/or other countries. SAP, SAP NetWeaver, and SAP S/4HANA are registered trademarks of SAP and their respective companies in Germany and/or other countries. Microsoft, Windows, Excel, PowerPoint, and SharePoint are registered trademarks of Microsoft Corporation in the USA and/or other countries. Other company, product, or service names may be trademarks of other companies. This publication serves only as non-binding general information and is not a substitute for a detailed, individual consultation. ELO reserves the right to change information in this publication at any time without prior notification. Technical characteristics and functions may vary, particularly from country to country. You can obtain the latest information on ELO products, contract terms, and prices from the ELO companies and the ELO Business Partners, and/or from the ELO Channel Partners. The product information reflects the current product status. The subject and extent of the services are exclusively defined in the respective contracts. ELO does not guarantee, warrant, or assure as specific properties that its products or other services provide compliance with specific laws or regulations. The customer is responsible for compliance with security regulations and other regulations defined by national and international law. We reserve the right to make changes and assume no liability for errors and misprints. Reproduction and/or distribution, in part or in whole, is only allowed with written consent from ELO Digital Office GmbH. Copyright ELO Digital Office GmbH All rights reserved. I