SAP B1 Integration mit DocuWare

Matthias Neffe

27 Feb 202213:57

Summary

TLDRThe presentation explains the integration between SAP Business One and DocuWare, focusing on a procurement process. The workflow covers four key documents: purchase requisition, purchase order, goods receipt, and invoice. The demo shows how a requisition is processed in DocuWare, a purchase order generated in SAP, goods receipt assigned via barcode scanning, and the invoice processed and linked back to SAP. The integration ensures seamless document flow and validation between SAP and DocuWare, allowing easy access and management of documents from both systems. The presenter highlights key functionality and interface simplicity for users.

Takeaways

📦 Introduction to the interface between SAP Business One and DocuWare, demonstrating the process with a purchase workflow.
📄 The system uses four key documents: purchase requisition, purchase order, goods receipt, and vendor invoice.
📝 The purchase requisition originates from an ECM system, which is linked to a purchase order generated in SAP.
🔄 After the purchase order is created, it is stored in DocuWare and can also be emailed or printed simultaneously.
🔍 SAP integration allows users to access documents via right-click functionality, such as archiving layouts and linking documents.
📜 Goods receipt involves associating a delivery note with a barcode, allowing for automated document categorization.
🔗 Barcodes help efficiently separate and manage documents, ensuring they are accurately linked in the system.
📥 Vendor invoices are read through the ECM system, with key data transferred into SAP for further processing.
🔗 Documents like purchase orders, goods receipts, and vendor invoices are linked together for comprehensive tracking within SAP.
🗂 DocuWare users without SAP access can retrieve all relevant documents using the SAP transaction number, maintaining full visibility.

Q & A

What is the main focus of the presentation?
-The presentation focuses on the interface between SAP Business One and DocuWare, demonstrating how the integration works using an example of a purchasing process.
What documents are involved in the purchasing process demonstration?
-The process includes four main documents: the purchase requisition, purchase order, goods receipt, and the incoming invoice.
What system generates the purchase requisition, and why?
-The purchase requisition comes from the ECM (Enterprise Content Management) system because the colleague submitting the requisition does not have access to SAP.
How is the purchase order generated in SAP?
-The purchase order is generated by entering the relevant information such as supplier details, item, and quantity into SAP, after which it is stored in DocuWare and can also be sent via email or printed.
What role does the barcode play in the goods receipt process?
-The barcode allows for efficient document identification and separation within the system. It can be scanned to link the goods receipt to the appropriate purchase order in SAP.
How does DocuWare interact with SAP during the document management process?
-DocuWare integrates with SAP to store and manage documents such as purchase orders and invoices. Documents can be accessed and linked within SAP, but the physical files are stored in DocuWare.
What is 'intelligent indexing' in DocuWare, and how is it used?
-Intelligent indexing in DocuWare automatically extracts data from documents, such as invoices, and fills in relevant fields, reducing manual data entry. It ensures accuracy by cross-checking with SAP data.
What happens when an incoming invoice is processed in DocuWare?
-The incoming invoice is read by the ECM system, linked to the related purchase order and goods receipt, and the data is transferred to SAP for final processing and booking.
How does the system ensure document accuracy during processing?
-Both DocuWare and SAP validate data against each other. For example, when entering partner information, only valid combinations of partner names and numbers can be selected.
What are the advantages of using the SAP-DocuWare interface for users?
-The interface streamlines document handling, reducing manual data entry, improving data accuracy, and maintaining a clear audit trail. SAP users can access all necessary documents directly within the system, while non-SAP users can view and manage documents through DocuWare.

Outlines

00:00

📦 Overview of SAP Business One and DocuWare Interface

This paragraph introduces the integration between SAP Business One and DocuWare, with a focus on a procurement process. It explains how four key documents—the purchase requisition, purchase order, goods receipt, and incoming invoice—are managed. The purchase requisition originates from an ECM system and is linked to a purchase order generated in SAP. The workflow continues with a goods receipt (via barcode assignment) and concludes with an invoice, which is processed and transferred into SAP from DocuWare.

05:00

📝 Creating a Purchase Order from a Purchase Requisition

The focus here is on the generation of a purchase order in SAP from a purchase requisition that comes from a colleague without SAP access. The user takes a requisition PDF document, enters the necessary information into SAP (e.g., reference number, article number, quantity), and completes the purchase order. This order is then saved in DocuWare, and the system allows for simultaneous email sending or printing. SAP’s integration with DocuWare is highlighted through right-click functionalities that provide access to essential interface features like document storage and retrieval.

10:01

🚚 Processing Goods Receipt with Barcode Assignment

This paragraph explains the process of creating a goods receipt in SAP after a shipment arrives. The system generates a goods receipt document and assigns a barcode to the delivery note. Several barcode management options are discussed, such as applying a barcode sticker or scanning it with a gun. The barcode helps categorize and link documents cleanly, and once saved, the barcode can be verified in SAP.

📄 Scanning and Linking Documents in SAP

SAP’s context menus adapt to scanned documents, and users can manually or automatically input barcode data. This section explains how a delivery note document, once scanned and linked, gets stored in SAP and made available for further actions. With DocuWare’s intelligent indexing, documents are automatically populated with essential information, and validations against SAP ensure data accuracy. The user completes the cycle by confirming that documents like the purchase order, goods receipt, and invoice are now properly archived.

🔗 Linking Invoices and Workflow Automation

Here, the paragraph discusses linking incoming invoices with goods receipts and purchase orders, maintaining the document chain integrity. The system automatically links documents based on barcode recognition and allows users to finalize postings in SAP. It also explains how workflows can be automated, reducing manual steps. Document access remains seamless through the SAP interface, with right-click options to view attachments directly from DocuWare.

🔍 Cross-Document Links and Final SAP Document Integration

In this part, the focus is on the seamless integration of the entire document chain within SAP. It shows how an invoice is connected to the goods receipt and purchase order, ensuring that business transactions are fully traceable. Additional links are created with business partners and other SAP entities. The paragraph emphasizes that the SAP interface remains user-friendly, with minimal changes in how SAP users interact with the system, while still providing full DocuWare functionality.

📂 Accessing Documents from DocuWare

This final section explains how a DocuWare user, who doesn't have access to SAP, can retrieve all associated documents through the purchase order number. It details how the purchase requisition, purchase order, goods receipt, and invoice can be reviewed and traced back to SAP, showcasing the thorough integration between both systems. Users can search for and review documents using DocuWare, with all metadata and links preserved from SAP.

Mindmap

Keywords

💡SAP Business One

SAP Business One is an enterprise resource planning (ERP) software designed for small and medium-sized businesses. In the video, it is the main system used to manage the procurement process, including the creation of purchase orders, goods receipt, and invoice processing. The video's focus is on how this software integrates with DocuWare to streamline document management.

💡DocuWare

DocuWare is an Enterprise Content Management (ECM) system that manages, stores, and tracks documents electronically. In the video, DocuWare is shown as being integrated with SAP Business One to handle documents such as purchase requests, purchase orders, and invoices. It facilitates the archiving, retrieval, and linkage of documents across both systems.

💡Purchase Request

A Purchase Request is a document used internally to request the procurement of goods or services. In the video, the purchase request originates from a colleague without access to SAP, and the request is processed through DocuWare. It’s the first step in the procurement process demonstrated in the integration between SAP and DocuWare.

💡Purchase Order

A Purchase Order (PO) is a commercial document issued by a buyer to a seller, indicating the products, quantities, and agreed-upon prices. In the video, the purchase order is generated in SAP Business One and then transferred to DocuWare, where it is archived and made accessible for future reference. This illustrates the seamless interaction between the two systems.

💡Goods Receipt

Goods Receipt is the process of documenting the receipt of goods from a supplier. In the video, this step occurs after the purchase order has been issued and the goods have been delivered. The integration with DocuWare allows for the scanning and tracking of delivery documents using barcodes, making the process more efficient and traceable.

💡Invoice Processing

Invoice Processing refers to the handling of supplier invoices from receipt to payment. In the video, the invoice is scanned and processed through DocuWare, with data extracted and linked to the corresponding purchase order and goods receipt in SAP Business One. This automation simplifies the final stages of the procurement process.

💡Barcode

A Barcode is a machine-readable code used to store information about an item. In the video, barcodes are applied to documents such as delivery notes to help identify and categorize them within the system. The barcode scanning process allows for automatic document association within DocuWare, making it easy to retrieve related documents.

💡ECM (Enterprise Content Management)

ECM is a system for managing an organization’s documents and content throughout its lifecycle. In the video, DocuWare acts as the ECM system that stores and manages all documents generated during the procurement process in SAP Business One. ECM helps ensure that documents are easily accessible, securely stored, and organized.

💡Intelligent Indexing

Intelligent Indexing refers to the automatic classification and tagging of documents based on their content. In the video, DocuWare uses this feature to extract key information from scanned documents, such as invoices, and populate fields within SAP Business One. This automation reduces manual data entry and minimizes errors.

💡Document Linkage

Document Linkage is the process of associating different documents within a system. In the video, DocuWare and SAP Business One are integrated so that documents like purchase requests, orders, and invoices are linked together across the systems. This ensures a complete trail of all transactions, making it easier to track and audit the procurement process.

Highlights

Introduction to the interface between SAP Business One and DocuWare through a purchasing process.

Explanation of the purchasing process involving four documents: purchase requisition, purchase order, goods receipt, and invoice.

Demonstration of how a purchase requisition from the ECM system is assigned to a purchase order generated in SAP.

Integration of a paper delivery note into the system using barcode scanning for accurate document assignment.

The ECM system processes invoices by extracting data and transferring them as packed documents into SAP.

The ability to assign specific layouts for archiving documents from SAP into DocuWare.

Visualization of the outgoing document being accessible in SAP but physically stored in DocuWare.

SAP system validation ensures that only correct and valid data is accepted when processing orders.

Automatic document assignment and handling via barcode scanning, ensuring seamless integration between systems.

Real-time display and interaction with the linked documents in SAP using right-click functionalities.

Ability to trigger workflows in DocuWare that are fully integrated with SAP document processes.

Utilization of the ECM’s 'intelligent indexing' feature to automatically fill in data for invoice processing.

SAP validation ensures that only valid combinations of partner name and partner number are accepted during invoice processing.

SAP interface updates dynamically based on document status, reflecting real-time changes and adding linked attachments.

Demonstration of complete document chain visibility within SAP, connecting purchase order, goods receipt, and invoice.