Companies using SAP are digitalising their business, hoping to decrease costs, optimise processes and free up resources. But often their process of capturing information from documents such as invoices and orders is still manual and therefore cumbersome. It doesn’t have to be though – it could happen easily, quickly and without errors at the touch of a button. Enno Lückel, Vice President EMEA at Ephesoft, explains how.
Even though IoT projects, artificial intelligence and autonomous cars are no longer science fiction, many companies are still transporting invoices, orders and other printed documents from different locations to their company headquarter via truck, where they are then scanned, processed and physically archived.
This way of doing things is not particularly rare, but due to the manual work involved, it is both expensive and resource-intensive. To be able to actually use the information from these documents in SAP and guarantee seamless process documentation, the information has to be transferred into the system according to reference numbers, which are then used to assign the documents to their respective process. Using the right software to support and optimise this process, makes it more efficient and decreases costs.
Archiving early and automatically instead of late and manually
With a document management solution integrated directly into SAP such as Ephesoft Transact, companies can move away from late, manual archiving towards automatic archiving, during which documents are archived immediately during the ongoing process.
The first step is capturing the document in question: Via an interface integrated into SAP, the solution automatically captures all the relevant information already during the scanning process and transcribes it into the appropriate system fields. From the very beginning, the document is matched to its respective process.
This avoids the need for assigning by reference numbers and transcribing into SAP manually, which is both cumbersome and error-prone. As a result, an integrated document capture solution can accelerate a wide range of different processes such as processing invoices, managing patient files or maintaining equipment by up to 92%.
Easy document capture in the office or on the move
Switching to early archiving is an easy task, thanks to a range of different technologies. For office spaces, MFP devices or departmental scanners are particularly useful. Employees at construction sites or on the production floor can benefit from using smartphones and tablets for document capture via Mobile SDK.
They don’t even need a separate installation, since this feature can be integrated quickly and easily into already existing company apps, so that employees just have to take a picture of the document and the relevant information is added directly into SAP via an API.
The road to efficient process documentation
Switching from manual processes to an automatic process documentation is worth it: Productivity can be increased by up to 400 percent, while the strain on both budgets and resources can be reduced permanently, which is supported by a user-independent licence model as well as a free integration into SAP. And with a wide range of APIs to guarantee flexibility, document analysis becomes a future-proof solution, from which companies of all sizes and industries can benefit.