Doxis4 document management – the perfect counterpart to SAP
The ability to consistently manage all business information is a major success factor for many companies, especially considering that business-relevant documents are directly linked to data in SAP and other business solutions. Case in point: An inbound purchase order is used to both capture order data in SAP and issue the invoice. An inbound invoice document is then required for posting and releasing the payment in SAP. These documents support business processes in steps later on and help the company to fulfill regulatory requirements. While SAP processes structured data such as customer data, supplier data, orders, purchase orders, invoicing data and posting data, the Doxis4 iECM suite specializes in unstructured data, which includes written correspondence, emails, contracts, invoices and much more.
Daily business is challenging if you don't have the support of ECM, but when your unstructured data is not integrated into SAP and other applications, there is a further challenge: documents are spread out across the company. For example, the accounting department files an invoice document in paper form, but the corresponding order is stored in SAP. The supplier contract, however, is saved in a file directory somewhere, and the customer correspondence is in an email inbox of someone from the order processing department. Consequently, information goes through several paths, involving many software applications, employees and departments. Overall, it is an arduous, time-consuming and expensive process.
Here we show you how the Doxis4 iECM suite can help you implement a consistent information management strategy for your company.
In many business processes, users need not only structured data in SAP, but also the related business documents, process instances and folders. Some of these documents and process instances are created by SAP, e.g. orders, invoices, etc., while others come from non-SAP systems. They may also arrive in paper form or via email.
Deep integration in SAP
Doxis4 is deeply integrated into SAP, which means structured data from SAP ERP and other business applications is linked with the business-relevant documents in Doxis4 ECM. This also means that your key corporate documents are consistently managed in the context of the relevant business process. On the one hand, this enables you to boost efficiency and cost effectiveness in your business processes while also optimizing SAP performance. On the other hand, your company can minimize its business risk and lower SAP operating costs. Users have the added value of being able to access their documents from their normal SAP environment.
Regardless of their format, all information objects from SAP and other business applications are stored consistently and audit-proof in the Doxis4 content repository. Due to Doxis4 iECM suite's seamless integration into SAP, users can access documents straight from their SAP user interface. The document search and display functions of Doxis4 are also integrated into the SAP environment. If SAP attachment lists don't offer every function you need, you can try the Doxis4 Folder Cockpit for SAP, which includes, for example, the option to organize documents in the folders.
Utilizing ECM via SAP and Doxis4 clients
As an alternative or in addition to the deep integration of Doxis4 in SAP, Doxis4 clients (Windows, web and mobile versions) can also be utilized. Not every employee has access to SAP. Because the licensing costs are so high, it often doesn't make sense for companies to purchase licenses for occasional SAP users. To ensure that these employees are not excluded from business processes, e.g. from invoice verification, the Doxis4 clients offer a broader functional scope that encompasses, for instance, Doxis4 eRecord applications (including personnel records, contract records, order records and more). The Doxis4 clients are another reason why SAP users often prefer to add it to and/or use it as an alternative to SAP.
Business Process Management
Document-intensive business processes are often a weak spot in many companies' organizational structures. This is due to the fact that the process support on the basis of SAP is insufficient and that processes implemented in SAP are often perceived as overly complex, inflexible or expensive. When other business applications are used in conjunction with SAP, disruptions in business processes are likely. SER offers a number of combinable business process management solutions based on both SAP and Doxis4 to suit your company's application landscape and individual challenges. With Doxis4 BPM, your departments can even model and run their own ad hoc and standard processes.
- Long-term partnership with SAP
- Certified ECM integration
- Work in the familiar SAP environment with added functions for document, record and process management
- Integrated inbound invoice processing and approval processes in SAP
- Enterprise search throughout the entire repository, also beyond SAP solutions
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ERP and ECM
The “E” in “ERP” and “ECM” stands for enterprise, highlighting their importance as solutions that can be deployed in every area of a company. Although SAP (ERP) and Doxis4 (ECM) take a similar system approach, they are actually used for different purposes. Companies electronically process two kinds of data in their daily operations: structured data and unstructured data. The following two boxes explain the differences between SAP (ERP) and Doxis4 (ECM) in terms of data structures.
ERP – Enterprise Resource Planning
SAP ERP software plans and manages the resources needed throughout your company's business processes. This means that the software electronically captures and processes structured data. Posting records are good examples of this. They are generated in a structured way based on a data schema. The same applies to SAP CRM, SCM, HCM and other SAP products and solutions. Together, these solutions create structured data that can be added to documents in real time.
ECM – Enterprise Content Management
With Doxis4 iECM software, both structured and unstructured information (e.g. documents, emails, photos, videos, SAP data, etc.) is captured, regardless of the source or format, then systematically managed in its business context, stored audit-proof and can be retrieved at any time. In contrast to structured data, unstructured data (e.g. business correspondence, orders, etc.) is not based on a defined data structure. Unstructured data is filed and retrieved using descriptive metadata. It can then be automatically supplied and linked through the SAP-certified interfaces.
Doxis4 manages documents according to audit requirements and facilitates direct access to documents from SAP attachment lists; it covers all SAP filing and capturing scenarios.
Electronic records in SAP
Doxis4 structures your SAP attachment lists – seamlessly integrated as the Doxis4 FolderCockpit for SAP or through Doxis4 eRecords. This means that all of your business documents are available, complete and consistent in the SAP context.
Doxis4 automates the entire inbound invoice process, from capturing and releasing to fully automated posting in SAP.
SAP data archiving
Doxis4 frees up the SAP database, boosts SAP performance and ensures that any relevant data from your SAP modules is archived in an audit-proof way.
Experts for SAP integration
As a long-standing certified partner of SAP, SER ensures a deep integration of SAP and the Doxis4 iECM suite.
All functions for SAP data archiving, SAP document archiving, electronic records in SAP, and SAP inbound invoice processing are integrated through certified SAP repository interfaces with the Doxis4 iECM suite. Beyond this, SER has its own namespace in SAP.