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1、Americas SAP User GroupTexas-North Texas/Oklahoma ChapterJanuary 24,2003IXOS SOFTWARE,INCamericasWE MKE YOUR BUSINESS FASTER.Imagining the PossibilitiesGreg Martin-Bus.Focal PointShell Oil Products USImprove Your Business Processes with Business Documents 2001 IXOS SOFTWARE,INC.ImaginingThe Possibil
2、ities:Shell Oil Products USImprove Your Business Processes with Business DocumentsImagining the PossibilitiesAgendal Introduction Who we arel Archiving with workflowl Early Archiving for Invoice Paymentsl Late Archiving for invoice paymentsl Lessons Learned from upgrade to 4.6l Late Archiving Outsid
3、e Workflow from ScanClientl Doculink utilizationsl Expense Statementl Manually indexedl Imported Lockbox with Java Viewer appletl Pre-populated index Barcode enabled(Phase I&II Production 10/02)l Desktop Link functionality&usesl Q&AImprove Your Business Processes with Business DocumentsImagining the
4、 PossibilitiesWho are Shell Oil Products US&Motiva?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 Western and Midwestern U.S.from the refinery to the gas pump and lubricants businesses nationwidel
5、Motiva 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.Improve Your Business Processes with Business DocumentsImagining the PossibilitiesWho are Shell Oil Products US&Motiva?l SOP US capacity and ranking
6、sl 9th largest refiner in US l 5 refineriesl#2 marketer of Lubricants and coolants in USl 5th largest gasoline retail marketer in USl App.8,800 stations in 30 statesl One of the largest pipeline companies in USl 29,000 miles of crude and refined products pipelines in the Gulf of Mexico and 34 states
7、.l Worlds largest supplier of JP5 military jet fuell 8,700 employeesImprove Your Business Processes with Business DocumentsImagining the PossibilitiesWho are Shell Oil Products US&Motiva?l Motiva Enterprises LLC.capacity and rankingsl 7th largest refiner in US l 4th largest gasoline retail marketer
8、in USl App.13,000 stations in 26 states&District of Columbial 3,800 employeesImprove Your Business Processes with Business DocumentsImagining the PossibilitiesCurrent Operating EnvironmentSAP Clients4.6c with IS Oil 4.6b standard with Web Portal5.0B Archive Client HP 11i SuperDome“UNIX”Doculink 2.6&
9、Doculink 3.24.2a Viewer&ScanClient-fully patched3 Fujitsu 4099D with Endorser for AP2 Fujitsu 4099D for Contracts1 Kodak 8000 series 3rd party shopImprove Your Business Processes with Business DocumentsImagining the PossibilitiesEarly Archiving:Invoice processing utilizing IXOS&SAP WorkflowProcessin
10、g 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 IXOSImprove Your Business Processes with Business DocumentsImagining the PossibilitiesBenefits of using IXOS with Workflow enabled Invoice Processing.R
11、educes staffing requirements due to gained efficienciesWith use of certified WORM storage media,removes need to keep the paperInvoices can be electronically routed to appropriate parties for review and approvals no more paper shuffling,lost invoices,improves trackabilityAll-in processing time drops
12、dramatically catch the missed discountsArchiving makes the invoices available at the click of the mouse from anywhere with the appropriate authorizationsInvoice can be annotated without defacing the imageMakes the auditors very happy with supporting documentation at handImprove Your Business Process
13、es with Business DocumentsImagining the PossibilitiesLate Archiving using SAP Workflow functionality There are several benefits to utilizing SAP workflow to manage your late archiving requirementsCan push the workload out to a group of users instead of confining to scan client usersCan balance workl
14、oads and adjust staffing assignments readily using PPOM functionalityItems can be forwarded to SAP users outside of workgroup for completionImprove Your Business Processes with Business DocumentsImagining the PossibilitiesLate archiving outside of SAP WorkflowThere are some distinct advantages and d
15、isadvantages of Late Archiving outside of SAP workflowProsl Does not require setting up and configuring workflow and maintaining organizationl Relatively simple to setupl Anyone with ScanClient can perform l Is not technically difficult for end-userConsl Effectively limits number of users late archi
16、vingl Cannot monitor readilyl Software is everywhere with capabilities to load invoice documents to workflowl Documents can be stranded at local workstation if utilizing external storage source or worse deleted without archivingImprove Your Business Processes with Business DocumentsImagining the Pos
17、sibilitiesNotes 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 documents now utilize BUS2081Certain Workflow element names have been discontinued or eliminated-Read the OSS notes
18、Workflow 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 patch5.0 Viewer patch V50P045 has been tested successfullyImprove Your Business Processes with Business DocumentsIma
19、gining the PossibilitiesDocuLink UtilizationsExpense StatementsCurrent functionalityFuture enhancementsLockboxFunctionalityWeb QueryFuture ProjectsExpense Reporting with Bar-codeContract ManagementImprove Your Business Processes with Business DocumentsImagining the PossibilitiesExpense statement&P-c
20、ard 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 submitted signed expense reportsFuture Enhancement:Download indexing information into Doculink table base
21、d on data supplied by Expense Reporting System.Will eradicate the need to manually index each itemImprove Your Business Processes with Business DocumentsImagining the PossibilitiesLockbox imaging with Web-query functionality Provides cash applications group to process A/R lockbox checks by viewing s
22、canned 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 nightly file containing scanned images and an index Data is parsed on IXOS server and then written
23、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.Improve Your Business Processes with Business DocumentsImagining the PossibilitiesLockbox imaging
24、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 images 1 check&1 payment stub of each check,segregated into batch folders2 Index files link
25、ing Lockbox data one header,one detailImprove Your Business Processes with Business DocumentsImagining the PossibilitiesLink to Doculink document imageBatch directories containing Front and back Tiff ImagesHeader filesIndexes of images and detail dataImprove Your Business Processes with Business Doc
26、umentsImagining the PossibilitiesImprove Your Business Processes with Business DocumentsImagining the PossibilitiesUpon clicking the link this login box pops up to gain access to the SAP systemThis query box is used to retrieve the image indexes that match the input criteria.Note:The search by invoi
27、ce is extremely slow due to the volume of invoices in the system.Improve Your Business Processes with Business DocumentsImagining the PossibilitiesLink calls JavaViewer,Loading corresponding IXOS imageImprove Your Business Processes with Business DocumentsImagining the PossibilitiesDesktop Link func
28、tionality 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,Excel,Word,Lotus Notes,etc.,to FI documents,billing orders,Purchase Orders,
29、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 made.Allows everyone to look at the same version of the underlying docume
30、nts Improve Your Business Processes with Business DocumentsImagining the PossibilitiesDesktop Link functionality What cant you tack on?There are three ways to readily access Desktop link functionality1.Drag and Drop Icon on the PC Desktop2.“Send to”option in Windows Explorer3.In SAP Document Display
31、 Environment Additional Assignments Object links Archive from File SystemImprove Your Business Processes with Business DocumentsImagining the PossibilitiesProjects in Production not completeExpense Reporting Using Bar-coding/OCRAlleviate the need to match image with pre-loaded index data.Expense rep
32、orting 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 code table updated as images are scanned in.The image is then li
33、nked to the Doculink table by the common data(object)in the bar-code table.Improve Your Business Processes with Business DocumentsImagining the PossibilitiesProjects in Production not completeContracts Imagingl Use a single Doculink table to maintain data for multiple contract typesl Maintain separa
34、te views for different departments and roles,so users only see data that is relevant to theml Original contracts to be imported with indexl Signed/updated contracts can be matched to existing indexed information by using the copy feature,and create a new reference.l Integrated document repository wi
35、th SiebelImprove Your Business Processes with Business DocumentsImagining the PossibilitiesFuture/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 implementation for A/P processesto reduce A/P staff cos
36、ts 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 development should be in Production End Q12003Improve You
37、r Business Processes with Business DocumentsImagining the PossibilitiesQuestions?GWant to talk about IXOS?Ask John firstJImprove Your Business Processes with Business DocumentsImagining the PossibilitiesAppendix IEarly Archiving Screen ShotsImprove Your Business Processes with Business DocumentsImag
38、ining the PossibilitiesNote: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 payment utilizing MIRO A FI document would be BKPF utilizing FB60Note:This pop b
39、ox was opened by Rt.Clicking on Queue and selecting Information(CTRL+F4)Improve Your Business Processes with Business DocumentsImagining the PossibilitiesNote:The“Note”field can be edited to change the description that appears in the Workflow Container so that thisImprove Your Business Processes wit
40、h Business DocumentsImagining the PossibilitiesNote: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 likeImprove Your Business Processes with Business DocumentsImagining the Possibili
41、tiesImprove Your Business Processes with Business DocumentsImagining the PossibilitiesAppendix IILate Archiving ScreenshotsImprove Your Business Processes with Business DocumentsImagining the PossibilitiesNote:The presetting option is set for store for later assignment with the recipient being the o
42、rganizational 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 on Queue and selecting Information(CTRL+F4)Improve Your Business Processes with Business Do
43、cumentsImagining the PossibilitiesImprove Your Business Processes with Business DocumentsImagining the PossibilitiesImprove Your Business Processes with Business DocumentsImagining the PossibilitiesImprove Your Business Processes with Business DocumentsImagining the PossibilitiesNote:The presetting
44、is is set to Enter and Store.This allows the SAP document to be retrieved and verified and the attachment then made.Improve Your Business Processes with Business DocumentsImagining the PossibilitiesOkay attach the image to the entered documentCall entered document via FB03 display in new windowCall
45、entered document via FB02 for editing display in new windowCancelSelection of the assign then store option triggers this action boxImprove Your Business Processes with Business DocumentsImagining the PossibilitiesAppendix IIIDoculink ScreenshotsImprove Your Business Processes with Business Documents
46、Imagining the PossibilitiesThe 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.Improve Your Business Processes with Business DocumentsImagining the PossibilitiesBy clicking the
47、 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.Improve Your Business Processes with Business DocumentsImagining the PossibilitiesAs shown here,after creating the cyclic,archiving the
48、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.Improve Your Business Processes with Business Documents