Business Background (SD)

The Sales and Distribution application component contains an SAP ArchiveLink function that provides sales personnel with a quick and efficient means of optically archiving and processing a wide range of incoming documents including inquiries, purchase orders, contracts, and complaints. SAP ArchiveLink offers easy online access to these archived documents during the planning, processing, and analyzing of business transactions in Sales and Distribution.

The SAP ArchiveLink interface supports the following archiving scenarios for incoming documents in SD:

Early Archiving

In the early archiving scenario, incoming paper documents are archived in the R/3 System before an SD document is created.

In early archiving, the archiving process usually begins in a central mailroom where a designated person opens, presorts, prepares, and records (scans) the incoming mail. Once an incoming document is scanned and an incoming document type is assigned to it, the system triggers the SAP Business Workflow to notify the authorized employee(s) that an incoming document has been received and is due to be processed. When the employee accesses the archived document, the system automatically calls up the relevant business transaction, such as Create sales order, according to the incoming document type. After the employee creates and saves the SD document, the system automatically assigns the archived document to it.

For a detailed description of early archiving, see Early Archiving (SD).

Late Archiving

In the late archiving scenario, incoming paper documents are archived in the R/3 System and assigned to existing Sales and Distribution documents.

In late archiving, an employee processes an original document directly from paper or carries out a sales activity before receiving an original document. At a later point in time, the original document is scanned into the system and archived as a facsimile. It is then assigned to the existing SD document by:

As in the scenario for early archiving, the archiving process usually takes place in a central location at the company.

For a detailed description of late archiving, see Late Archiving (SD).

Late Archiving Using Bar Codes

Late archiving using bar codes is a special form of late archiving. In this case, however, a bar code is attached to the incoming document either in the mail room or at the time of processing. An SD document is created from the original document whose bar code ID is linked to the SD document number. Later, the original document is scanned into the system which recognizes the bar code ID and automatically makes the proper assignment to the SD document.

For a detailed description of late archiving using bar codes, see Late Archiving Using Bar Codes (SD).

Simultaneous Archiving

Simultaneous archiving is a special form of early archiving in which the incoming document is scanned into the system, optically archived and, at the same time in another window, the corresponding SD document is created or changed. The system does not activate SAP Business Workflow in this case; no mail is sent.

For a detailed description of simultaneous archiving, see Simultaneous Archiving (SD).