Capio For ERP

Companies are still confronted with large quantities of paper documents and forms that somehow need to be processed and integrated into existing business applications. Traditional Document Scanning Paper documents are often received in a central mailroom. From there they are manually

These documents also need to be archived and linked to the corresponding SAP documents for retrieval at a later time. Therefore many organisations forward the paper documents from the knowledge workers to a central scan service to digitise and electronically archive them.

What is In-Process Scanning?

Forwarding paper documents to a central scanning station might be efficient for large volumes of paper documents such as batches of incoming invoices but isn't always convenient. Often paper documents support a business transaction that is already in progress.

For example, while an invoice is being processed, supporting documents arrive, such as the proof of delivery or a collection letter. These documents add additional information to the original invoice. To get a complete view of all information it makes sense to attach the supporting documents to the corresponding SAP record by scanning them in. In other words these documents are scanned sometime after the invoice process started and before it ended.

Obviously it is much more intuitive to perform the scanning at the moment the corresponding SAP record is active instead of going through a central scan service.

Other situations where in-process scanning is more effective than central scanning:

• Sometimes small quantities of single documents are not collected in a central mailroom, but received directly by the knowledge workers.
• The volume of documents may be too low to justify sending these documents to a central scan service.
• Sending documents to a central scan service can cause delays in getting the documents on-line.
• Organisations may not want confidential documents such as employee contracts and doctor certificates, to be handled by the mailroom and subsequently processed by central scan operators.

In-Process Scanning Right from Your Desktop

Using Capio for ERP, organisations using SAP can swiftly scan documents from their desktop and link them to the corresponding SAP documents without interrupting the business process. These documents can subsequently be processed using SAP WebFlow and are easily retrieved from within SAP.

Independent of the SAP modules that your organisation uses, there are multiple applications for in-process scanning with Capio for ERP.

Some examples:

• SAP Financials/Materials Management: vendor statements, low quantity of invoices, collection letters,delivery notes, .
• SAP Human Resources: confidential documents such as resumes, doctor certificates, employee contracts, .
• SAP Records Management: application forms, request for proposals, contracts, technical specifications, .

How Does it Work?

Capio for ERP is designed to perfectly support SAP's business logic and offers in-process scanning for all SAP modules which support the standard OLE communication scenario by using SAP's HTTP Content Server interface.

The knowledge worker receives a paper document and manually keys in the necessary information into his SAP document. After creating or editing the SAP document, he starts the Capio for ERP client from within the SAP graphical user interface. Using Capio for ERP and a desktop scanner the paper documents are scanned and automatically linked to the current SAP document.
Capio for ERP contains the full functionality of Kofax VRS (VirtualRescan) - globally recognized as the de facto standard for high-quality scanning . VRS, automatically optimizes text clarity, enhances the contrast and straightens images that are not correctly fed through the scanner . The result? Dramatically reduced file size and perfect images that are maximally legible without any user intervention.

The images can be stored in any HTTP Content Server certified repository such as SAP Content Server or optical archiving systems and can be easily retrieved from within the SAP graphical user interface.

Integrate with Kofax Ascent Capture for Maximum Benefit

Capio for ERP seamlessly integrates with the Kofax Ascent Information Capture platform to add advanced functionality. From Capio for ERP, documents can be routed to the Ascent Capture document classification and data extraction engines. The automatically extracted information is seamlessly delivered into SAP. By dramatically reducing the manual effort associated with document classification and data entry, knowledge workers can focus on higher value tasks.

Key Benefits

• In-process capture of digital images
• Secure storage of documents in digital format
• Reduced physical storage and filing needs
• Reduced costs for document distribution and copying
• Retrieve documents faster for increased customer service or in case of audit
• Provide capture solution for low volume and confidential documents
• Integrated VRS provides perfect images every time and removes the need for adjusting scanner settings
• Solution is easily integrated with Ascent Capture for automatic classification & data extraction
• Enable use of advanced workflows for business process automation

If you would like to find out further information, please contact us.