SAP is one of the most used administrative systems in any business enterprise. It helps in making the processes faster and easier, thereby saving time and money for the enterprise. But, just like every other system, SAP is also limited in its functions. Some of the processes have to be handled manually or an output management system has to be installed and integrated with SAP so that additional features can be added and utilized.
One of the drawbacks of an SAP system is that it makes it difficult to handle the maintenance orders. Let us first see what the challenges are and then move on to know the solutions for each of those for SAP maintenance orders.
• Addendum Documents
• Different Filing Locations
Before we read how to handle these challenges effectively, we will see how effective the output management system is in reducing the workload and minimizing the costs of an enterprise. The ERP systems owned by enterprises have their methods of mapping the processes and tracking them. They have different application layers which are connected to work as a single unit in the system.
At the same time, the systems cannot entirely handle the output management as it is much complex than the rest. From collecting the documents and data to bundling them, converting them, and distributing them to various output destinations it is a task that demands constant attention. The standard SAP system does not have the ability to track documents and format SAP forms.
When an output management system is integrated into the SAP system, changes are made connecting the application servers. A database known as master data is created where all the information such as lists, files, diagrams, designs, policies, confidential documents are stored and can be accessed from any part of the enterprise. A central database is connected to the printers and the printer drivers are loaded at that place. Any changes that are made to the database will reflect throughout the enterprise.
Effectively handling the SAP maintenance orders is just a part of the output management process. Here is how the challenges are addressed efficiently.
• Adding Additional Documents
o As the output management system has master data where the entire information is stored, the system will collect the required files or documents that need to be attached to the orders.
o To ensure that no confidential information gets attached by mistake, filters are put in place to keep private data safe. Employees can easily find the required documents by using the filters.
• Different Filing Locations
o It is no surprise that different objects and processes from various locations would have to be clubbed when handling an order.
o SAP has many ways to connect the files with processes and objects such as SAP DVS, Generic Object Services (GOS), ArchiveLink and Folders Management.
o The output management system works with those to help collect files from different locations and bring them together in one place.
o Enterprises are expected to follow the government rules while running the business.
o It is important to be able to keep track of the process of handling, supplying, receiving orders so that if an issue ever occurs, the administrators will know where to find the solution.
o The output management system will maintain metadata where details of all processes are stored. The administrators can access this metadata and know exactly where things went wrong.
• Methods of Distribution
o In an enterprise, there are many ways to distribute the information and documents, be it with the employees or with outsiders who are involved in the business (suppliers, vendors, etc.)
o Print, electronic, and transferring via the app are three major ways in which the data is distributed.
o The documents can be printed as a complete batch on the selected printer device.
o The order documents can be shared as PDF files via email.
o The documents can be transferred to mobile devices with an app and can be viewed at any time. Photos can be attached along with the reports or orders.
When integrating an output management system has so many advantages, why wait any longer.