Document management with Doxis4 is the perfect complement to SAP
Being able to manage all key information using a standardised approach poses a major challenge to a company's success, particularly when it comes to organising documents that are directly related to data in SAP & other business solutions. For example, an inbound purchase order is used to record order data in the SAP system and is then used to issue the invoice. An inbound invoice is needed to make the accounting entry and approve the payment in SAP. Later along the line, these documents provide key support for business processes and help the company to fulfil legal requirements. While SAP solutions are used to process structured data such as customer data, supplier data, orders, purchase orders, invoicing data and accounting data, the Doxis4 iECM Suite focuses more on unstructured data such as written correspondence, emails, contracts and invoices.
A lot of people will be able to tell you how difficult it is to carry out your day-to-day tasks if you can't integrate unstructured data into SAP & other business applications. Documents are often saved in several different places across the entire company. For example, the accounting department files the necessary receipts in paper form, the corresponding order is stored within SAP, the supply agreement is saved in a file directory somewhere and any correspondence with the customer is stuck in an email inbox in the order processing department. The process of compiling and sharing information therefore involves a number of different applications, employees and departments, making the whole situation extremely time-consuming, complex and expensive.
The following section has been designed to show you how you can use the Doxis4 iECM Suite to create a standardised information management strategy for your company.
A large number of companies use SAP solutions for their business processes. For these processes, they require both the structured data within SAP as well as documents, process instances and folders. Some of these documents and process instances are created in SAP itself (e.g. orders, invoices, etc.) while others are drawn up in non-SAP systems, arrive in paper form or are sent to the company via email.
Close integration with SAP
Thanks to the close integration between Doxis4 and SAP, you can link your structured data from SAP ERP and other business applications to the relevant documents in Doxis4 ECM. Because the Doxis4 iECM Suite can be integrated seamlessly into any SAP process, all your key corporate documents can now be managed within the context of the relevant business process. As a result, your business processes will become more efficient and economical, your overall risk levels will be lower, the performance of your SAP system will improve and last but not least the costs of running SAP will decrease. Users will be able to access their documents from their normal SAP environment, providing them with a real added benefit.
Regardless of their format, all information objects from SAP and other business applications are stored in the audit-proof Doxis4 Content Repository. Thanks to the Doxis4 iECM Suite's seamless integration into SAP, users can access these documents straight from their standard SAP user interface. Doxis4's document search and display functions are also integrated into the SAP environment. For times when SAP attachment lists don't quite offer every function you need, you can try the Doxis4 SAP Folder Cockpit, which includes a range of different functions, including the option to organise documents within your folders.
Access to ECM from SAP and Doxis4 clients
As well as using Doxis4 functions within SAP itself, you can also access data from the Doxis4 clients (Windows-based, web-based or mobile). Not every employee in your company will have access to SAP. Because the licensing costs are so high, it often doesn't make sense to purchase a licence for someone who only needs to use SAP occasionally. However, Doxis4 clients are the ideal way to ensure that these employees are still able to take part in important SAP-related business processes, e.g. invoice approval processes. The wider range of functions available in Doxis4 is another reason why SAP users often prefer to use our Doxis4 clients as an addition and/or alternative to SAP. For example, our eRecord applications (e.g. staff records, contract records, order records) are particularly popular with SAP users.
Business Process Management
Business processes that involve a lot of documentation often represent a weakness in many companies' organisational structures. On the one hand, this is due to the lack of process support available within SAP or is blamed on the fact that these processes are too complex, inflexible or expensive. Situations where a range of other business applications are used in conjunction with SAP are more likely to disrupt business processes. SER offers a number of business process management solutions that enable you to combine the worlds of SAP and Doxis4 to suit your company's application landscape and area of work. With Doxis4 BPM, your departments can even create and perform their own ad-hoc and standard processes.
What it has to offer
- Close relationship with SAP spanning many years
- Certified ECM integration
- Option to work in familiar SAP environment with added functions for document, record and process management
- Integrated inbound invoice processing and approval processes in SAP
- Enterprise search covering the entire Repository, even from SAP solutions
ERP and ECM
The “E” in “ERP” and “ECM” stands for enterprise, highlighting its importance for companies as a whole. Just like ERP, ECM can be applied across all areas of a company. There are therefore a few similarities between the approach applied by SAP and Doxis4. However, you shouldn't let these similarities lead you into thinking that they can be used for the same purpose. During their day-to-day business, companies process a whole host of electronic information. This information can be split into two different types: structured data and unstructured data. We have drawn up the two following tables to help you understand the difference between SAP (ERP) and Doxis4 (ECM) when it comes to data structures.
ERP – Enterprise Resource Planning
SAP ERP software plans and manages the resources needed for all your company's business processes as and when these resources are required. This requires the software to capture and process structured data as part of an electronic process. Accounting entries are the perfect example of the type of data processed in SAP. Entries are created using a structured data model. The same applies for SAP CRM, SCM, HCM and other SAP products and solutions. Together, these solutions create structured data that can be added to documents in realtime.
ECM – Enterprise Content Management
With Doxis4 iECM software, you are able to capture both structured and unstructured information objects no matter what source they come from or what format they are in (e.g. documents, emails, photos, videos, SAP data, etc.). You can then manage this data within its relevant format, store it in an audit-proof manner and access it again at any time. In contrast to structured data, unstructured data (e.g. business correspondence, orders, etc.) are not based on a particular data model. Descriptive metadata is used to file and access unstructured data. Certified SAP interfaces enable users to automatically use and reference this data in other systems.
SAP receipt archiving
Doxis4 manages documents in accordance with the relevant auditing regulations and provides direct access to documents from SAP attachment lists. For all SAP filing and capturing scenarios.
Electronic records in SAP
Doxis4 helps to bring structure to your SAP attachment lists. Thanks to seamless integration (either as the Doxis4 FolderCockpit for SAP or as Doxis4 eRecords), you can access all your business documents within the context of the SAP environment.
Inbound invoices in SAP
Doxis4 automates the entire inbound invoice process, from simple capturing and approval to a fully automated process within SAP.
SAP data archiving
Doxis4 relieves strain from your SAP database, improves the performance of SAP solutions and helps to ensure that any relevant data from all your SAP modules can be archived in an audit-proof solution.
Experts in SAP integration
SER has been a certified SAP Partner for a number of years, providing customers with guaranteed seamless integration between SAP solutions and the Doxis4 iECM suite.
All the functions needed for archiving SAP data, archiving SAP receipts, using electronic records in SAP and SAP inbound invoice processing are integrated into the Doxis4 iECM Suite via certified SAP Repository interfaces. SER has its own namespace in SAP.