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1、Americas SAP User GroupTexas-North Texas/Oklahoma ChapterJanuary 24,2003IXOS SOFTWARE,INCamericasWE MKE YOUR BUSINESS FASTER.ImagImagin ining the Possibilitiesing the PossibilitiesGreg Martin-Bus.Focal PointShell Oil Products USImprove Your Business Processes with Business Documents 2001 IXOS SOFTWA
2、RE,INC.ImagImagin iningingTheThe Possibilities:Possibilities:Shell Oil Products USShell Oil Products US 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesAgendalIntroduction Who we arelArchiving with workflowlEarly Archiving for Invoice PaymentslLate Archiving for invoice
3、paymentslLessons Learned from upgrade to 4.6lLate Archiving Outside Workflow from ScanClientlDoculink utilizationslExpense StatementlManually indexedl Imported Lockbox with Java Viewer appletlPre-populated index Barcode enabled(Phase I&II Production 10/02)lDesktop Link functionality&useslQ&A 2003 IX
4、OS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesWho are Shell Oil Products US&Who are Shell Oil Products US&MotivaMotiva?lShell Oil Products US is the downstream arm of Shell in the US.The function is the refining,transportation and marketing of petroleum products in the Wester
5、n and Midwestern U.S.from the refinery to the gas pump and lubricants businesses nationwidelMotiva Enterprises LLC.,is 50/50 joint venture between Shell and Saudi Aramco covering the Eastern and Gulf Coast U.S.from the refinery to the gas pump.2003 IXOS SOFTWARE,INC.ImagImagin ininging the the Possi
6、bilitiesPossibilitiesWho are Shell Oil Products US&Who are Shell Oil Products US&MotivaMotiva?lSOP US capacity and rankingsl9th largest refiner in US l5 refineriesl#2 marketer of Lubricants and coolants in USl5th largest gasoline retail marketer in USlApp.8,800 stations in 30 stateslOne of the large
7、st pipeline companies in USl29,000 miles of crude and refined products pipelines in the Gulf of Mexico and 34 states.lWorlds largest supplier of JP5 military jet fuell8,700 employees 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesWho are Shell Oil Products US&Who are Sh
8、ell Oil Products US&MotivaMotiva?lMotiva Enterprises LLC.capacity and rankingsl7th largest refiner in US l4th largest gasoline retail marketer in USlApp.13,000 stations in 26 states&District of Columbial3,800 employees 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesCurr
9、ent Operating EnvironmentSAP Clients4.6c with IS Oil 4.6b standard with Web Portal5.0B Archive Client HP 11i SuperDome“UNIX”Doculink 2.6&Doculink 3.24.2a Viewer&ScanClient-fully patched3 Fujitsu 4099D with Endorser for AP2 Fujitsu 4099D for Contracts1 Kodak 8000 series 3rd party shop 2003 IXOS SOFTW
10、ARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesEarly Archiving:Invoice processing utilizing IXOS&SAP WorkflowProcessing invoices in 3 SAP clients-2 SAP instances Approx 45,000 invoices/month FI and P.O.Invoices24 invoice processors Post IXOS41 invoice processors Pre IXOS 2003 IXOS SOF
11、TWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesBenefits of using IXOS with Workflow enabled Invoice Processing.Reduces staffing requirements due to gained efficienciesWith use of certified WORM storage media,removes need to keep the paperInvoices can be electronically routed to appr
12、opriate parties for review and approvals no more paper shuffling,lost invoices,improves trackabilityAll-in processing time drops dramatically catch the missed discountsArchiving makes the invoices available at the click of the mouse from anywhere with the appropriate authorizationsInvoice can be ann
13、otated without defacing the imageMakes the auditors very happy with supporting documentation at hand 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesLate Archiving using SAP Workflow functionality There are several benefits to utilizing SAP workflow to manage your late a
14、rchiving requirementsCan push the workload out to a group of users instead of confining to scan client usersCan balance workloads and adjust staffing assignments readily using PPOM functionalityItems can be forwarded to SAP users outside of workgroup for completion 2003 IXOS SOFTWARE,INC.ImagImagin
15、ininging the the PossibilitiesPossibilitiesLate archiving outside of SAP WorkflowThere are some distinct advantages and disadvantages of Late Archiving outside of SAP workflowProslDoes not require setting up and configuring workflow and maintaining organizationlRelatively simple to setuplAnyone with
16、 ScanClient can perform lIs not technically difficult for end-userConslEffectively limits number of users late archivinglCannot monitor readilylSoftware is everywhere with capabilities to load invoice documents to workflowlDocuments can be stranded at local workstation if utilizing external storage
17、source or worse deleted without archiving 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesNotes of Importance to those now upgrading to SAP 4.0a or higher from a 3.X instanceFI and MM document tables have now been segregated FI documents continue to utilize BKPFMM docume
18、nts now utilize BUS2081Certain Workflow element names have been discontinued or eliminated-Read the OSS notesWorkflow inbox functionality has been modified with advent of SBWPMajor OLE compatibility issue with W2K SP2 and IXOS viewer-Contact your IXOS representative to obtain the appropriate patch5.
19、0 Viewer patch V50P045 has been tested successfully 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesDocuLink UtilizationsExpense StatementsCurrent functionalityFuture enhancementsLockboxFunctionalityWeb QueryFuture ProjectsExpense Reporting with Bar-codeContract Manageme
20、nt 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesExpense statement&P-card statement imagingFirst Implemented in 3rd qtr 2000Used to retain employee expense reports and receipt copiesGenerate comparison reports with expense reporting system to determine who has not subm
21、itted signed expense reportsFuture Enhancement:Download indexing information into Doculink table based on data supplied by Expense Reporting System.Will eradicate the need to manually index each item 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesLockbox imaging with We
22、b-query functionality Provides cash applications group to process A/R lockbox checks by viewing scanned images of lockbox receipts.Images are processed nightly,allowing receipts to be processed first thing in the morning.No longer need to wait for delivery of hard copies from bank.Bank provides a ni
23、ghtly file containing scanned images and an index Data is parsed on IXOS server and then written to platter and SAP tables.Images are matched to lockbox receipts data such as Date,Batch#,Check#.Users can access images through Doculink,via custom created icon on lockbox processing screen,or via web.2
24、003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesLockbox imaging with Web-query functionalityCurrently,Shell Oil Products is receiving nightly images of supporting documentation on one of the Lockbox account with Chase bank.Included in the files received are:2 sets of Tiff
25、 images 1 check&1 payment stub of each check,segregated into batch folders2 Index files linking Lockbox data one header,one detail 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesLink to Doculink document imageBatch directories containing Front and back Tiff ImagesHeader
26、 filesIndexes of images and detail data 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilities 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesUpon clicking the link this login box pops up to gain access to the SAP systemThis query box is used to r
27、etrieve the image indexes that match the input criteria.Note:The search by invoice is extremely slow due to the volume of invoices in the system.2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesLink calls JavaViewer,Loading corresponding IXOS image 2003 IXOS SOFTWARE,INC.
28、ImagImagin ininging the the PossibilitiesPossibilitiesDesktop Link functionality What cant you tack on?This is the ultimate tool when it comes to linking supporting documentation to SAP for posterity.Desktop link allows you to:Attach files generated from 3rd party applications(Microsoft Outlook,Exce
29、l,Word,Lotus Notes,etc.,to FI documents,billing orders,Purchase Orders,Sales documents and then some easy as 1-2-3.Documents are non-changeable if written to a WORM.It gives the end-users the ability to link their supporting documents to the related financial entries without fear of changes being ma
30、de.Allows everyone to look at the same version of the underlying documents 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesDesktop Link functionality What cant you tack on?There are three ways to readily access Desktop link functionality1.Drag and Drop Icon on the PC Des
31、ktop2.“Send to”option in Windows Explorer3.In SAP Document Display Environment Additional Assignments Object links Archive from File System 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesProjects in Production not completeExpense Reporting Using Bar-coding/OCRAlleviate
32、the need to match image with pre-loaded index data.Expense reporting system output will load into Doculink table as well as update open bar-code table with unique identifierA bar code will print-out on users expense report containing the unique statement identifier.(Statement year.Month&card#)Bar co
33、de table updated as images are scanned in.The image is then linked to the Doculink table by the common data(object)in the bar-code table.2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesProjects in Production not completeContracts ImaginglUse a single Doculink table to ma
34、intain data for multiple contract typeslMaintain separate views for different departments and roles,so users only see data that is relevant to themlOriginal contracts to be imported with indexlSigned/updated contracts can be matched to existing indexed information by using the copy feature,and creat
35、e a new reference.lIntegrated document repository with Siebel 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesFuture/Contemplated ProjectsW-9 scanning to Vendor Master using OCR/BarcodingWill use OCR to read TIN/SSN to link to applicable records.Full text OCR/ICR impleme
36、ntation for A/P processesto reduce A/P staff costs and reduce processing time further.This is in the preliminary exploratory stage.IXOS would remain the Optical storage backbone.Optical archiving of vendor entered invoices in 3rd Party SH&E management system using print spool and indexesIn developme
37、nt should be in Production End Q12003 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesQuestions?GWant to talk about IXOS?Ask John firstJ 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesAppendix IAppendix IEarly Archiving Screen ShotsEarly Arc
38、hiving Screen Shots 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesNote:The presetting option is set for store for subsequent entry with the recipient being the organizational unit 50001724 -Invoice Processor Purchase Orders 1Note:The object utilized is BUS2081 MM payme
39、nt utilizing MIRO A FI document would be BKPF utilizing FB60Note:This pop box was opened by Rt.Clicking on Queue and selecting Information(CTRL+F4)2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesNote:The“Note”field can be edited to change the description that appears in
40、the Workflow Container so that this 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesNote:The“Note”field can be edited to change the description that appears in the Workflow Container so that thiscan become this,and upon creating the workflow object,looks like 2003 IXOS S
41、OFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilities 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesAppendix IIAppendix IILate Archiving ScreenshotsLate Archiving Screenshots 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesNote
42、:The presetting option is set for store for later assignment with the recipient being the organizational unit 50002384 -Invoice Processor Late FI 1Note:The object utilized here is BKPF as this a FI document.If had been a PO document,it would utilize BUS2081Note:This pop box was opened by Rt.Clicking
43、 on Queue and selecting Information(CTRL+F4)2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilities 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilities 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilities 2003 IXOS SOFTWARE,INC
44、.ImagImagin ininging the the PossibilitiesPossibilitiesNote:The presetting is is set to Enter and Store.This allows the SAP document to be retrieved and verified and the attachment then made.2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesOkay attach the image to the ent
45、ered documentCall entered document via FB03 display in new windowCall entered document via FB02 for editing display in new windowCancelSelection of the assign then store option triggers this action box 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesAppendix IIIAppendix
46、IIIDoculinkDoculink Screenshots Screenshots 2003 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesThe first step is to create a subnode that will allow the input of the index details.This accomplished by clicking this icon or pressing CTRL-F6 which will call this input box.200
47、3 IXOS SOFTWARE,INC.ImagImagin ininging the the PossibilitiesPossibilitiesBy clicking the create,cyclic button(F9),you will be asked if you want to archive an object as shown at right,by clicking the Create New Icon(F8),you will only create the subnode.2003 IXOS SOFTWARE,INC.ImagImagin ininging the
48、the PossibilitiesPossibilitiesAs shown here,after creating the cyclic,archiving the statement,the image is indicated underneath the index.Note:The index is not locked from editing or deletion from all users.These rights are controlled by the SAP Security Roles.We have found that the use of 4 distinct roles Display Only,Display-Create,Change-Delete&Configuration(All)fulfill the security requirements necessary to maintain effective controls.2003 IXOS SOFTWARE,INC.