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SAP AG
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Optical Archiving
(C) SAP AG AC270 5-1
0.2
SAP AG 1999
Describe the entry types for optical archiving
Assign original (facsimile) documents to a trip
and display them
Optical Archiving: Obectives
At the conclusion of this unit! you "ill be able to:
(C) SAP AG AC270 5-2
0.#
SAP AG 1999
$ourse Overvie" Diagram
$ourse Overvie"
Overvie"
%ntry and Approval of &rips
'ettlement! (ayment and (osting of &rips
(er Diems)*lat Rates (+en.)
&he %uro
Optical Archiving
,umber Ranges and -aster Data
for &ravel -anagement
Reimbursements: &ravel $osts
(er Diems)*lat Rates ($ustomi.ing)
Dialog and 'ettlement $ontrol
*orm 'tructure
'ettings for /nterfaces
Authori.ation -anagement and Roles
Reporting
0R -aster Data (-ini -aster)
Appendi1)'ystem /nfrastructure
(C) SAP AG AC270 5-3
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SAP AG 1999
Optical Archiving
R)# 'ystem
&ravel &ravel
-anagement -anagement
Application Application
Archive Archive
'ystem 'ystem
Archive Archive
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Optical archiving makes it possible for you to store facsimiles of original documents (such as travel
requests, posting confirmations, hotel receipts, etc.) per employee for individual trips. The expenses
department can then deal with the documents for a trip efficiently and has quick and easy access to
the facsimiles.
The actual originals which have been submitted in paper form are imported to the system using an
external scanner program. The scanner program, in turn, communicates with S!"s rchive#ink.
The individual facsimiles are directly linked with a trip and an employee (trip and personnel
number). The link is connected by means of so$called document types.
(C) SAP AG AC270 5-4
0.5
SAP AG 1999
'canning department %1penses department
or employee
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'canning department
&rip
documents
&rip
documents
&rip
documents
&rip
documents
&rip
documents
%arly archiving
3ate archiving
&rip
documents
&rip
data
%1penses department
&rip
data
%ntry &ypes 6 Optical Archiving
Late archiving is appropriate if you or your employee have already entered an S! document (travel
request or trip) for which the employee later submits original documentation.
Early archiving is appropriate if you or your employee have not yet entered any other S!
documents for a trip (for example, if an employee takes a trip, submits his original documents to the
central scanning department after returning from his trip, and then forwards his trip data to the
expenses department).
The following entry types are available for setting up the link (trip%original document)&
#ate archiving with direct assignment to trip or with assignment to trip via bar code
'arly archiving without bar code, with triggering of workflow to travel expenses
(C) SAP AG AC270 5-5
0.7
SAP AG 1999
Document Assignment via 8ar $ode
&ravel e1pense settlement
8ar code
1 2 3 4 5
Receipts
1 2 3 4 5
Receipts
1 2 3 4 5
Receipts
1 2 3 4 5
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Archive 4ey
Assign facsimiles Assign facsimiles
%1pense receipts
Exp. receipt 001
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Amount +erman -ar4s
Input tx
20.00
(ou can assign facsimiles to a specific employee trip by means of bar codes.
)n the case of late archiving, the employee submits his bar$coded documents either to a central
scanning department or to the expenses department. There they are assigned in travel expenses
dialog to S! documents (travel request or trip) by the person responsible. fter a document type is
chosen, the bar code )* of the document is entered in the trip and the bar$coded originals are
scanned.
)n the case of early archiving, the employee hands in his documents to the central scanning
department, where they are given bar codes and scanned. Since the trip does not yet exist, direct
assignment can not take place. The scanned documents are placed in a pool for documents with open
bar codes. The assignment is carried out when the trip is entered and the bar code )* is entered.
S! recommends archiving with bar codes, since this assignment procedure entails the least
organi+ational effort.
(C) SAP AG AC270 5-!
0.:
SAP AG 1999
%1penses department %1penses department
Archive
vie"er
R)#
&rip data entry
Assign facsimiles Assign facsimiles
'canning center 'canning center
'can
dialog
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%arly optical
archiving
'canning center 'canning center
'can
dialog
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%arly optical
archiving
%1penses department %1penses department
Archive
vie"er
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&rip data entry
Assign facsimiles Assign facsimiles
;or4flo"
Document Assignment via ;or4flo"
This optical archiving procedure is especially helpful when you are entering travel requests.
n employee"s approved travel request is scanned in the central scanning department and assigned to
a document type. t the same time as the travel request is initially scanned, a workflow is
automatically started, which informs the person responsible in the expenses department that a trip is
to be expected.
The person responsible in the expenses department processes the workflow. The scanned facsimile
document is displayed and, simultaneously, the entry type which was assigned to the workflow in
,ustomi+ing is offered. )n this entry dialog, the travel request is entered on the basis of the data in
the facsimile, and the document is assigned to the trip via Assign facsimiles.
-or more information about optical archiving, see documentation.
(C) SAP AG AC270 5-7
0.<
SAP AG 1999
Describe the entry types for optical archiving
Assign original (facsimile) documents to a trip
and display them
Optical Archiving: Revie"
=ou are no" able to:
(C) SAP AG AC270 5-"