Integration with SAP ERP

Digital invoice management and SAP integration

Advanced SAP integration is one of Archiflow features which simplifies every step of document management and every-day life at the office.

Thanks to SAP integration, Archiflow turns itself into the main digital archive for the company, while the ERP system can be intended as:

A document repository used by each department, which allows you to manage one single folder made of documents that can be created without using SAP
An approval dashboard for every process and user
Inbound and outbound multi-channel platform towards customers and suppliers

Certified Sap Link Module: how can we help you?

SAP Link is a module which enables an advanced integration between Archiflow and SAP, 100% certified. Two systems which work as one and communicate with each other.

You will be able to manage accounts payable and accounts receivable thanks to the pre-registration dashboard and the dashboard for invoice sending. A much easier and efficient way to save time and money!

SAP Integration – Key Points

SAP certified solution
Full transparency for end-users who can view documents from SAP
Repository can be found on Archiflow
Document flows which need to be archived are managed effectively
Electronic suppliers documents are available and accessible directly form SAP
Visibility is guaranteed according to roles and departments
Non-SAP users can manage validation processes as well
Invoice Manager Module can be integrated and used to manage electronic invoices
Compliant digital preservation can be included in the whole process
The service can be successfully outsourced by relying on our team of experts

When is the integration useful?

Contract Management

Contracts are archived in Archiflow and sent to SAP system in order to be registered. All the documents which will be related to the contract will be automatically linked to the Supply file.

Purchase requisitions

The Purchase requisition which is filled in SAP system is archived in Archiflow. It is possible to attach other documents and start and approval workflow which can involve non-SAP users. In the very moment the purchase requisition is approved, it turns into a purchase order in SAP system.

Purchase orders

The Purchase order can be filled in SAP and archived in Archiflow by referring to the purchase requisition and to all the documents which have been already archived. An approval workflow can start and non-SAP users can be involved as well. Once the order is approved, the supplier is notified and the Supply file is updated with the latest documentation.

Documents of transport

The warehouse can register the incoming goods through SAP system and affixes a barcode on the document of transport which can be easily read by a barcode reader. In this case, scanning the documents allows their registration in Archiflow. The document of transport is converted in the electronic format and will be available both in Archiflow and SAP.

Reception of suppliers’ invoices

Archiflow applies the electronic barcode to the PDF and XML documents that are received. The accounting department will be able to access to the Supply file in Archiflow (directly from the SAP GUI) and go through all the documents that had been saved.

Registration of suppliers’ invoices

Once the invoices have been checked, they can be registered in the SAP system.

Sending of clients’ invoices

These kinds of invoices are generated by the SAP system and sent to Archiflow for archiving. Once saved, the documents can be managed by using all the document management features available in the software.

Find out more about our solutions: contact us!

SAP Accounts payable Dashboard

Managing invoices has never been easier: thanks to the Accounts payable Dashboard, users have a complete overview of all the invoices that can be automatically registered.

INFORMATION IS ALWAYS AVAILABLE

The Dashboard allows the user to access any information which are useful for the registration such as document sheets or any other attachment.

WORKFLOW MANAGEMENT

In case of anomalies, workflows can be easily started. Tasks can be assigned from the Dashboard to specific users or departments and a notification system can be activated.

COMMUNICATION BETWEEN SYSTEMS IS GUARANTEED

The integration allows perfect communication between Archiflow and the SAP system.

KEY BENEFITS

All information are displayed inside the ERP;
Invoices can be registered automatically;
Invoices are uploaded automatically;
Workflows can be started from the Dashboard in order to verify and solve anomalies;
Invoices are constantly monitored;
Invoices and receipts are available in human-readable format;
Siav’s outsourcing team can be in charge of invoice management;
The Dashboard can be integrated with Siav’s preservation software solutions;
Advanced search features are available.

Automatic registration of invoices – Accounts payable

The Dashboard allows to manage the automatic registration of SDI (Interchange System) invoices.
The invoice contains all the information which are analyzed by the system: if everything works, the invoice is registered.

By relying on automated process, the accounting department can save time and money and really benefit from different advantages:

Automation

You will work in a simplified way, thanks to standardized processes. Manual work is reduced and customization levels are high

Efficiency

Large amount of documents are registered in little time: the Dashboard supports you in every phase of the process and makes your work much easier

Save money and time

Since human errors are reduced and processes are automated, time and money can be invested in more productive activities

Error reduction

The systems recognizes the invoices and analyzes the data contained. Information is registered automatically

Control

You can have direct access and control over each phase of the process. Visibility of documents and invoices is based on the role and the specific department

Integration between systems

Once the invoices are registered, you can be aware of the status of the document and of its metadata thanks to the integration between Archiflow and the ERP.

Accounts receivable Dashboard for invoice sending

The Dashboard for invoice sending is a SAP extension which generates XML-based invoices and sends them to the Interchange System (SdI) from the ERP.

ACCOUNTS RECEIVABLE FLOWS ARE MANAGED FROM SAP

The SAP Dashboard allows users to send and sign e-invoices, while having a complete overview of them.
Human-readable format is available.

THE ERP MANAGES ERRORS AND ANOMALIES

In case some invoices are rejected by the Interchange systems or some are not delivered, the dashboard allows to manage anomalies.

THE DASHBOARD CAN BE INTEGRATED WITH ARCHIFLOW

By integrating these two platforms, the company can manage the whole process digitally, from purchases to contracts.

KEY BENEFITS

XML-based invoices are sent from the ERP
Automatic signature on XML-based invoices that are sent to Public Administrations
Service integrated with the Interchange System
Invoices are constantly monitored
Invoices and receipts are available in human-readable format
Siav’s outsourcing team can be in charge of invoice management
The Dashboard can be integrated with Siav’s preservation software solutions