Archiving Incoming Original Documents (SD-CAS)
The SAP ArchiveLink interface supports the following archiving scenarios for incoming original documents in Sales Support:
In the early archiving scenario, incoming paper documents are archived in the R/3 System before a sales activity is created.
The Early Archiving Process
The early 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 document, the system automatically calls up the relevant business transaction, such as "Create sales letter", according to the incoming document type. After the employee creates and saves the sales activity, the system automatically assigns the original document to it.
For a detailed description of early archiving, see Early Archiving of Incoming Original Documents (SD-CAS).
In the late archiving scenario, incoming paper documents are archived in the R/3 System and assigned to existing sales activities.
The Late Archiving Process
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, archived as a facsimile, and given an incoming document type. It is then assigned to the existing sales activity by:
As in the early archiving scenario, the archiving process usually takes place in a central location at the company.
For a detailed description of late archiving, see Late Archiving of Incoming Original Documents (SD-CAS).
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. A sales activity is created from the original document whose bar code ID is linked to the sales activity number. Later, the original document is scanned into the system which recognizes the bar code ID and automatically makes the proper assignment to the sales activity.
The Late Archiving Process Using Bar Codes
For a detailed description of late archiving using bar codes, see Late Archiving of Incoming Original Documents Using Bar Codes (SD-CAS).
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 sales activity is created or changed. The system does not activate SAP Business Workflow in this case; no mail is sent.
The Simultaneous Archiving Process
For a detailed description of simultaneous archiving, see Simultaneous Archiving of Incoming Original Documents (SD-CAS).