SEAL Systems can help your company deal with the risks of output management in SAP. [shutterstock: 366994667, tomertu]
Companies that work with SAP systems which map their business processes must be able to distribute documents and information easily and securely to their stakeholders.
This core process often presents big challenges to the employees responsible. Here we give you the six greatest risks in SAP output management and explain how you can avoid them.
1) Non-transparency and insufficient traceability in the document process
Were you ever alarmed because you didn’t know whether your SAP documents really reached the printer, or whether your vendor received the order papers per email?
Indeed, in the “SAP standard procedure” you can’t be sure about documents reaching their destination, as the SAP system cannot trace the entire path to the intended recipient. If the print server, printer, or email server goes on strike, your documents can end up in Nirvana without you knowing it.
If your production then stops, or the vendor doesn’t deliver, this insufficient traceability can have drastic consequences.
2) Defined SAP forms look different when printed, or don’t meet requirements
You’ve invest a lot of time and resources in form development on the basis of SAPscript, SmartForms or AdobeForms. You’re aim is to develop forms that conform to the corporate identity, and meet your guidelines and your expectations.
In printing, it often happens that it’s exactly these forms that come out with line breaks or whole paragraphs being displaced. This circumstance drives IT experts to despair, especially when using heterogeneous printer landscapes.
3) False interpretation of international characters
######## – have you ever discovered these symbols on your documents after printing, where there should actually be text?
Then the desired characters were falsely interpreted. For internationally active companies with branches worldwide, this “common mistake” can lead to enormous constraints and potential for error in SAP form printing.
4) Adding stamps, bar codes and watermarks to SAP documents
Want to supplement documents with additional information like stamps, bar codes or watermarks?
This often only works with individual solutions or with additional printer hardware. Pre-printed paper creates additional costs and must be made available over different printer trays, but doing away with it is often difficult to implement.
5) Costly installations and maintenance of printers and SAP system landscapes
Isn’t it frustrating, getting to know a new printer in various SAP systems, defining trays and constantly maintaining this set-up? Anyone who is familiar with this can relate to how costly this procedure really is.
Whenever a new printer fleet is rolled out, hundreds or even thousands of printers must be installed in various SAP systems. This is guaranteed to bring despair to the central IT department, and initially resources must be blocked for a period of time.
6) Manual and error-prone preparation von SAP forms and support documents
For a SAP business process (production, maintenance, etc.), support documents (drawings, work instructions, etc.) often must be made available in addition to SAP forms.
These documents are usually searched, printed, collated, and put in directories individually and manually. This process chain of manual preparation of business documents is time consuming, error-prone, and can lead to critical delays in your company’s business-processes.
Create an easy, secure and traceable SAP output process
SEAL has assisted companies in efficient output management for over 35 years. We remove the risks described above through the implementation of a centralized output management system that interacts between the SAP application and the output channels.
This allows us to monitor all information streams from SAP system to the desired output channels, and immediately recognize and fix errors (Risk 1).
The output management system guarantees a generic data processing and conversion, where forms are identical on every printer and printed in the desired design, no matter which technology (Risk 2).
Additionally implemented Unicode processes interpret all international fonts and characters in the software and print these correctly (Risk 3). Stamps, bar codes and watermarks are likewise defined and applied in the output management system, supplementing your documents efficiently and securely with further information (Risk 4).
With the integrated printer management, all printers are set up in a central database in the output management system just once, and distributed in all SAP systems automatically, with the push of a button (Risk 5).
The corresponding effort and expense is reduced to a minimum. In closing, certified SEAL SAP transactions create automated and secure document processes (Risk 6).
SAP forms and the desired support documents are prepared with the push of a button, enhanced with additional information and sent in the right order to the printer or made available digitally.
With the output management engine from SEAL, the six greatest risks in output management no longer pose a threat to your company!