Storing Outgoing Documents (SAP Library

Storing Outgoing Documents

Outgoing documents are all documents that have been created in your own SAP System using SAPscript or SAP SmartForms, for example, correspondence, invoices, order confirmations, etc.

Purpose

This process is suitable if you want to store outgoing documents in your storage system and link them to the appropriate application documents.

Prerequisite

The SAP application component must support storage of outgoing documents using ArchiveLink. You can check this in the SAP ArchiveLink – Application Scenarios documentation. Choose the following in the SAP Library: Cross Application Functions -> ArchiveLink – Application – Scenarios.

Process Flow

The process for storing outgoing documents differs according to the SAP application component. Examples:

In the components SD and MM, storing is controlled using message control.
In the component FI, storing is controlled using the OPEN FI interface.
In the component HR, SAPscript function modules are used directly.

For more information and for specific procedures, see the ArchiveLink – Application Scenarios documentation (see above).

Result

The outgoing document is linked to the corresponding application document. You can use the following methods to check the link entry:

Display the attachments from the open application document (see Displaying Attachments).

Search for the document using ArchiveLink administration; all the data for the link entry is displayed in the hit list (see Administration of Stored Documents).

Note

In earlier releases, stored outgoing documents in OTF format are automatically converted to PDF when displaying.