Early Archiving (SD)

The following steps describe a typical scenario in which incoming paper documents are archived before a Sales and Distribution document is created:

  1. A clerk in the central mail room of a company receives a letter from a customer who wishes to buy several products.
  2. The clerk scans the letter into a scanning system.
  3. The system displays the letter in the scan dialog window.

  4. Using the SAP ArchiveLink interface in the R/3 System, the clerk or another designated employee selects the function for early archiving and chooses an appropriate incoming document type for the scanned document, for example, the general description "Customer response to a sales activity", SDIACTRESP.
  5. The clerk confirms the assignment of the incoming document type.
  6. This triggers a workflow in which a mail is sent to the employee who is responsible for creating sales documents, in this case Mr. Jones in the Sales department.

    All employees who are to be notified by SAP Business Workflow must first be listed in the company’s organizational structure (see Customizing for SAP Business Workflow).

  7. Mr. Jones receives the work item in his integrated inbox. When he calls up the work item for processing, a dialog box appears in which Mr. Jones can confirm or overwrite the document type entered by the clerk. Mr. Jones overwrites the clerk's entry with the incoming document type for "Sales order", SDIORDER. The system then automatically calls the following functions:
  8. – The transaction to create a sales order

    – The SAP ArchiveLink viewer to display the scanned original document

  9. Using the displayed archived document, Mr. Jones enters relevant data into the sales order. When he saves the order, the system automatically assigns the archived document to it.
  10. When Mr. Jones or another employee calls up the sales order again, he or she can display the original document in the SAP ArchiveLink viewer by choosing Environment ® Display facsimile and selecting Archived documents in the order header.