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Sales Support: Optical Archiving of
Incoming/Outgoing Documents
Description
Outgoing documents
Optical archiving and the assignment to the SAP document is carried out for
outgoing documents by means of output control. Maintain values for the
archiving mode and archiving document type on the detail screen for the output
types for sales activities in Customizing. The standard SAP R/3 System
contains the outgoing archiving document type SDOACTIV.
Incoming documents
Incoming documents include:
a) customer letters as a reaction to a direct mailing (for example, a
questionnaire campaign)
b) documents which are brought back from a sales call
c) written customer inquiries requesting to information or a sales call
The procedures required for archiving the above examples (a-c) are
described below:
1. Early input of incoming documents
'Early input' involves the optical archiving of
an incoming document before an SAP document exists to which it can be
assigned. For each archiving document type, you specify in the administration
menu of the optical archive (in the Customizing for Basis) which SAP
transaction is to be carried out after the document is scanned into the
system.
The following document types and corresponding
methods are defined in the standard system for sales activities:
Standard document types
Method
SDIACTINQ customer inquiry (sales
activity) ,create
SDIACTRESP responses to sales
activity create
SDIACTINFO sales activity
information ,change
An E-MAIL is sent after a document of one of
these document types is scanned into the system.
The recipient of this E-MAIL can be:
This E-MAIL can now be processed. For the above
document types, you then branch to sales activity processing (create/change
sales activity) by means of the method. The scanned document is assigned to
the sales activity automatically.
2. Simultaneous input of inbound
documents
'Simultaneous input' is a special case of 'Early
input'. Here, a document is scanned and optically archived, and, at the same
time, the SAP transaction (in this case create/change sales activity) is
executed in another window. Thus, an E-MAIL is neither sent nor processed.
3. Late input or subsequent assignment of
incoming documents
'Late input' involves the optical archiving of
an incoming document if an SAP document already exists to which it can be
assigned or to which it is to be assigned during the 'Create document'
function.
In this case, the starting point is the SAP
document. In Customizing for sales activity types, you can store a default
archiving document type for the subsequent assignment of an archived
document.
The following default archiving document types
are defined in the standard version of the SAP R/3 System:
- Sales activity type ,Document type
- 0003 LETTER ,SDIACTRESP
responses to sales activity
- 0001 SALES VISIT SDIACTINFO sales
activity information
- 0002 TELEPHONE SDIACTINQ
customer inquiry (sales activity)
0003 LETTER: This case corresponds to
scenario a).
0001 SALES VISIT: This case
corresponds to scenario b).
0002 TELEPHONE: This case corresponds to
scenario c), that is, a sales activity is carried out by telephone (for
example, to arrange an appointment) for an incoming customer inquiry, the
inquiry is then scanned and assigned to the sales activity.
4. Collective processing of incoming
documents using bar codes
Assign the incoming documents using a bar code.
Then create sales activities. Depending on the settings in administration for
the optical archive, a dialog box appears into which you can enter the bar
code of the scanned object or the object to be scanned (manually or using a
wand).
Users, who do not normally work with bar codes,
are not entered in the control table for the optical archive. These users do
not obtain the dialog box for bar code entry when they save the sales
activity, but they can request bar code entry in the sales activity using a
function code.
Note
Observe the following sequence:
1. Assign bar codes to the incoming
documents
2. Create sales activity and enter bar
codes
3. Scan the incoming documents (document is
assigned to sales activity automatically)
Change system parameters in customizing
You must make two settings in Customizing:
1. Sales activities
Assignment of the default archiving document
types to sales activity types (detail screen Sales Activity Types using the
Implementation Guide in the step
"Define sales activity types")
2. Administration for the optical
archive
Document types and user-specific settings are
determined in the administration menu of the optical archive.
Further notes
Information on optical archiving can be found in the following manuals:
- "WF - SAP ArchiveLink - Programming Interfaces"
- "WF - ArchiveLink - Integration of Optical Archiving into SAP
Systems"
Further information on the settings of sales activities and on optical
archiving from the SD view can be found in the Implementation Guide in the
sections
"Sales activities" and
"Optical archiving".