OpenText - Capabilities, Implementations

OpenText ECM for SAP solutions have been - as the only ones in this category - qualified by SAP to the group of so-called Solution Extensions which means that they are jointly developed, offered and serviced with SAP. Additional confirmation of the successful cooperation with SAP is the multiple awarding of OpenText with the "SAP® Pinnacle Award".

Thanks to the integration of Open Text + SAP brand products, it is possible to completely transparent, comprehensive circulation of invoices and other types of documents, from registration and, approval process, posting, ending with archiving. Handling of the process becomes much faster than before, and handling costs decrease.

OpenText - what is it?

OpenText is the name of a Canadian company that specializes in Enterprise Content Management (OpenText ECM) software.. The company is present all over the world, and since 2006 is also based in Poland, in Poznan.

The company's flagship product in the SAP portfolio is SAP Invoice Management by OpenText (VIM), a tool that allows you to automate the circulation of various invoice type documents coming into SAP, such as cost invoices (FI) and warehouse invoices (MM), delivery confirmations, order confirmations, purchase orders and others.

Document-oriented business processes are typical VIM use cases. Once documents are captured by the VIM system, data is automatically populated and checked against predefined business rules.

The overriding goal of VIM is to reprocess a document in such a way that human intervention is not necessary, but in cases where the need arises VIM offers the ability to quickly, efficiently handle and resolve exceptions detected in the background.

The system allows - depending on the type of document being processed automatic posting of invoices, automatic creation of a sales order or automatic verification of order confirmation data with order data in SAP.

It also makes it possible to archive invoices and other types of documents electronically.

VIM integrates with the Intelligent Capture for SAP Solutions (OCR) solution, which uses advanced machine learning algorithms to extract/extract metadata from image-based documents such as PDF and TIFF.

Managing content and various types of documents in the enterprise can be further greatly simplified with the OpenText Content Suite Platform/SAP xECM solution.

The offered solution allows content acquisition (e.g. by scanning), creation of workspaces and assignment of documents to them , metadata management, versioning, search, long-term content storage or group work.

The solution can store any content from any source. A key differentiator of the OpenText approach is the combination and synchronization of structured (stored in relational databases) and unstructured content (mostly stored as scans, documents and other content in ECM repositories).

What does the ECM solution enable?

The ECM (Enterprise Content Management) solution is designed to organize, manage and share information within a company so as to maximize time and user engagement. The system uses the Enterprise Library, a centrally managed, secure repository for storing and easily finding data. This ensures that they are always delivered to the right people when they need them.

The OpenText Content Suite Platform/Extended ECM Platform allows managing information at all stages of its lifecycle. Within the modules available in the standard, it is possible to handle an electronic document from its creation to its archiving.

The Content Suite platform provides, among other things:

• Secure document management for version control, access permissions, thus ensuring that the organization avoids the problems of versioning and managing access permissions
• recording documents in paper and e-mail form
• possibility of full-text search and search by specific criteria using filters
• workflow and workflow for approval/acceptance allowing for increased work efficiency
• Smart User Interface (web interface) user view
• Records management for the storage of corporate information assets, so that the organization is able to reduce the risk of regulatory non-compliance and litigation
• automatic classification
• The ability to collaborate/communicate between users within workspaces for internal and external teams
• access from mobile devices
• archiving of data and documents, so the organization can reduce storage costs

OpenText - functionalities

Documentation management

OpenText's document management system allows documents and other corporate content to be securely classified, organized and shared.

The ability to perform full-text searches is also a major advantage; high precision searching is guaranteed by enhanced metadata attributes.

Important functionalities of OpenText's document management solutions also include. integrated notification mechanisms and comprehensive audit of operations with the ability to send notifications (both individual and bulk), via e-mail.

Data management

A key differentiator of the OpenText approach is the combination and synchronization of structured content (stored in relational databases, such as SAP's business applications) and unstructured content (mostly stored as scans, documents and other content in ECM repositories). Business processes, controlled by SAP, are enriched with unstructured content, thus giving selected steps in the business process the right context.

The xECM solution also provides mechanisms for secure, legally compliant and internal company policies for long-term content storage (records management).

Data Archiving

OpenText's Document Access or Archiving applications allow you to manage your company's information resources using state-of-the-art technology and the expertise of business software market leaders, while providing a high level of integration, such as with SAP systems. They create a unified platform that allows you to securely manage all business information, both structured and unstructured, using a central repository. They also allow document content to be linked to business processes.

Among the most frequently used system functionalities is the archiving of documents of various types, including financial documents of the cost invoice type.

With additional integration with text recognition and data extraction tools from scans and PDF documents, simply scanning invoices allows them to be classified and easily found when needed, without the need to rewrite them

OpenText - capabilities

It is estimated that Even 90% business information is stored in an unstructured form, i.e. with no obvious links to business processes. An electronic workflow system allows this information and processes to be linked.

OpenTex Content Suite/xECM manages content at all stages of its lifecycle, starting with its creation. Content can be created electronically in applications such as Office 365 or as paper documents such as invoices. Regardless of origin, Content Suite is able to capture and manage content in digital format, making content easy to find and use. It allows individuals to share and communicate with content to perform tasks and solve problems, and use the information to support the progress and completion of processes. One of the key features of Content Suite is its ability to provide consistent and systematic content management in accordance with compliance regulations to minimize regulatory risk. Once the content is complete; in other words, it will not be updated or changed as part of any business process, it can be archived and moved to inexpensive storage platforms until it is finally deleted.

OpenText Vendor Invoice Management (VIM) is actually an ABAP add-on (overlay/add-on) for SAP ECC and SAP S / 4HANA.

VIM automates the processing of incoming documents into SAP.

Document-oriented business processes such as processing incoming invoices from suppliers or incoming sales orders from customers are typical VIM use cases. Once captured, the data is automatically populated and checked against predefined business rules.

For managers, VIM offers a comprehensive set of operational and analytical reports. In addition, VIM offers tools to identify common exceptions that need to be addressed to achieve an even higher level of automation.

Users can choose between the classic SAP GUI interface or the modern SAP Fiori interface.

SAP Fiori offers a responsive web-based user interface that supports desktops and mobile devices.

VIM supports various input channels, including scanning, fax, e-mail, web services.

It also supports various input formats, including paper, PDF, TIFF, IDoc and XML.

There are also modules aimed at improving communication - OpenText StreamServe Customer Communications Management (CCM) is a solution to generate and distribute documents and personalized content through multiple communications channels

OpenText - implementation and benefits

Eliminating paper workflows and automating the process, combined with exception handling, makes it possible to achieve a higher level of efficiency in handling various types of documents, including invoices, office letters, contracts, etc.. and thus reduce the cost of the entire process.

Thanks to the rules established during system configuration, the process becomes transparent. This makes it possible to obtain total control over the circulation of documents.

Main features and advantages of OpenText solutions

• Capture documents from any source (e.g., business networks, EDI, XML, e-mail, scan) and transmit them directly to the host system;
• The possibility of full - native integration with SAP, S/4HANA systems - the system works inside SAP (add-on to SAP)
• SAP GUI and SAP Fiori interface
• The ability to handle tasks via mobile devices thanks to SAP Fiori
• The ability to track the process at every stage
• Integration with Intelligent Capture for SAP/OCR solution providing optical character recognition on documents (both headers and lines)
• Process automation for incoming orders/sales invoices self billing
• automation of sales order creation
• Automation of invoice data entry through the use of advanced data recognition mechanisms, including machine learning
• Automation of order confirmation processing, etc.
• Predefined workflows to reduce implementation time
• Automatic assignment of a task to users assigned to a role based on business exceptions detected by the system
• view document history at any time
• A huge set of built-in business rules dedicated to supported document types, including automatic detection of price discrepancies, automatic detection of duplicates, automatic detection of discrepancies in payment terms, detection of insufficient inventory in stock, detection of discrepancies in Incoterms, detection of whether the material contained in the invoice has been entered in SAP, detection of price discrepancies, multiple delivery dates on one document, and many other business rules and checks as standard)
• solution certified by the SAP Integration and Certification Center (SAP ICC)
• standard Reports available, including graphics
• split screen at each stage of the process, allowing you to preview the document being processed
• ability to attach attachments in different formats
• automatic extraction and entry of data from various types of documents
• Significantly reduce the time for processing documents
• The ability to interact with the Business Partner during the process (the ability to send an email with an attachment - no need to go to email)
• automatic memorization by the system of manually entered data by the user
• Polish language support
• possibility to create any number of workspaces
• the ability to create forms for specific types of documents (below is the form view for invoice workflow)
• One task list for different types of documents (according to authorizations)
• ability to track document history
• possibility to view the document at any stage of the process (split screen)
• ability to add comments at any stage of the process
• support for mobile devices (iOS and Android)
• ability to model workflow for different types of documents (invoices, orders, contracts, office letters)
• the possibility of working in review mode on the final version of a given document
• the ability to create a document using a customer template