1、Imagining the PossibilitiesGreg Martin - Bus. Focal PointShell Oil Products US.ImaginingThe Possibilities:Shell Oil Products US.AgendaIntroduction Who we areArchiving with workflowEarly Archiving for Invoice PaymentsLate Archiving for invoice paymentsLessons Learned from upgrade to 4.6Late Archiving

2、 Outside Workflow from ScanClientDoculink utilizationsExpense StatementManually indexed Imported Lockbox with Java Viewer appletPre-populated index Barcode enabled (Phase I & II Production 10/02)Desktop Link functionality & usesQ & A.Who are Shell Oil Products US & Motiva ?Shell Oil Products US is t

3、he downstream arm of Shell in the US. The function is the refining, transportation and marketing of petroleum products in the Western and Midwestern U.S. from the refinery to the gas pump and lubricants businesses nationwideMotiva Enterprises LLC., is 50 / 50 joint venture between Shell and Saudi Ar

4、amco covering the Eastern and Gulf Coast U.S. from the refinery to the gas pump.Who are Shell Oil Products US & Motiva ?SOP US capacity and rankings9th largest refiner in US 5 refineries#2 marketer of Lubricants and coolants in US5th largest gasoline retail marketer in USApp. 8,800 stations in 30 st

5、atesOne of the largest pipeline companies in US29,000 miles of crude and refined products pipelines in the Gulf of Mexico and 34 states.Worlds largest supplier of JP5 military jet fuel8,700 employees.Who are Shell Oil Products US & Motiva ?Motiva Enterprises LLC. capacity and rankings7th largest ref

6、iner in US 4th largest gasoline retail marketer in USApp. 13,000 stations in 26 states & District of Columbia3,800 employees.Current Operating EnvironmentSAP Clients4.6c with IS Oil 4.6b standard with Web Portal5.0B Archive Client HP 11i SuperDome “UNIXDoculink 2.6 &Doculink 3.24.2a Viewer & ScanCli

7、ent - fully patched3 Fujitsu 4099D with Endorser for AP2 Fujitsu 4099D for Contracts1 Kodak 8000 series 3rd party shop.Early Archiving:Invoice processing utilizing IXOS & SAP WorkflowProcessing invoices in 3 SAP clients - 2 SAP instances Approx 45,000 invoices / month FI and P.O. Invoices24 invoice

8、processors Post IXOS41 invoice processors Pre IXOS.Benefits of using IXOS with Workflow enabled Invoice Processing. Reduces staffing requirements due to gained efficienciesWith use of certified WORM storage media, removes need to keep the paperInvoices can be electronically routed to appropriate par

9、ties for review and approvals no more paper shuffling, lost invoices, improves trackabilityAll-in processing time drops dramatically catch the missed discountsArchiving makes the invoices available at the click of the mouse from anywhere with the appropriate authorizationsInvoice can be annotated wi

10、thout defacing the imageMakes the auditors very happy with supporting documentation at hand.Late Archiving using SAP Workflow functionality There are several benefits to utilizing SAP workflow to manage your late archiving requirementsCan push the workload out to a group of users instead of confinin

11、g to scan client usersCan balance workloads and adjust staffing assignments readily using PPOM functionalityItems can be forwarded to SAP users outside of workgroup for completion.Late archiving outside of SAP WorkflowThere are some distinct advantages and disadvantages of Late Archiving outside of

12、SAP workflowProsDoes not require setting up and configuring workflow and maintaining organizationRelatively simple to setupAnyone with ScanClient can perform Is not technically difficult for end-userConsEffectively limits number of users late archivingCannot monitor readilySoftware is everywhere wit

13、h capabilities to load invoice documents to workflowDocuments can be stranded at local workstation if utilizing external storage source or worse deleted without archiving.Notes of Importance to those now upgrading to SAP 4.0a or higher from a 3.X instanceFI and MM document tables have now been segre

14、gated FI documents continue to utilize BKPFMM documents now utilize BUS2081Certain Workflow element names have been discontinued or eliminated- Read the OSS notesWorkflow inbox functionality has been modified with advent of SBWPMajor OLE compatibility issue with W2K SP2 and IXOS viewer -Contact your

15、 IXOS representative to obtain the appropriate patch5.0 Viewer patch V50P045 has been tested successfully.DocuLink UtilizationsExpense StatementsCurrent functionalityFuture enhancementsLockboxFunctionalityWeb QueryFuture ProjectsExpense Reporting with Bar-codeContract Management.Expense statement &

16、P-card statement imagingFirst Implemented in 3rd qtr 2000Used to retain employee expense reports and receipt copiesGenerate comparison reports with expense reporting system to determine who has not submitted signed expense reportsFuture Enhancement:Download indexing information into Doculink table b

17、ased on data supplied by Expense Reporting System. Will eradicate the need to manually index each item.Lockbox imaging with Web-query functionality Provides cash applications group to process A/R lockbox checks by viewing scanned images of lockbox receipts. Images are processed nightly, allowing rec

18、eipts to be processed first thing in the morning. No longer need to wait for delivery of hard copies from bank. Bank provides a nightly file containing scanned images and an index Data is parsed on IXOS server and then written to platter and SAP tables. Images are matched to lockbox receipts data su

19、ch as Date, Batch #, Check #. Users can access images through Doculink, via custom created icon on lockbox processing screen, or via web.Lockbox imaging with Web-query functionalityCurrently, Shell Oil Products is receiving nightly images of supporting documentation on one of the Lockbox account wit

20、h Chase bank. Included in the files received are:2 sets of Tiff images 1 check & 1 payment stub of each check, segregated into batch folders2 Index files linking Lockbox data one header, one detail.Link to Doculink document imageBatch directories containing Front and back Tiff ImagesHeader filesInde

21、xes of images and detail data.Upon clicking the link this login box pops up to gain access to the SAP systemThis query box is used to retrieve the image indexes that match the input criteria . Note: The search by invoice is extremely slow due to the volume of invoices in the system.Link calls JavaVi

22、ewer, Loading corresponding IXOS image.Desktop Link functionality What cant you tack on ?This is the ultimate tool when it comes to linking supporting documentation to SAP for posterity.Desktop link allows you to:Attach files generated from 3rd party applications (Microsoft Outlook, Excel, Word, Lot

23、us Notes, etc., to FI documents, billing orders, Purchase Orders, Sales documents and then some easy as 1-2-3.Documents are non-changeable if written to a WORM. It gives the end-users the ability to link their supporting documents to the related financial entries without fear of changes being made.A

24、llows everyone to look at the same version of the underlying documents .Desktop Link functionality What cant you tack on ?There are three ways to readily access Desktop link functionalityDrag and Drop Icon on the PC Desktop“Send to option in Windows ExplorerIn SAP Document Display Environment Additi

25、onal Assignments Object links Archive from File System.Projects in Production not completeExpense Reporting Using Bar-coding / OCRAlleviate the need to match image with pre-loaded index data.Expense reporting system output will load into Doculink table as well as update open bar-code table with uniq

26、ue identifierA bar code will print-out on users expense report containing the unique statement identifier. (Statement year. Month & card #)Bar code table updated as images are scanned in.The image is then linked to the Doculink table by the common data (object) in the bar-code table.Projects in Prod

27、uction not completeContracts ImagingUse a single Doculink table to maintain data for multiple contract typesMaintain separate views for different departments and roles, so users only see data that is relevant to themOriginal contracts to be imported with indexSigned/updated contracts can be matched

28、to existing indexed information by using the copy feature, and create a new reference.Integrated document repository with Siebel.Future / Contemplated ProjectsW-9 scanning to Vendor Master using OCR / BarcodingWill use OCR to read TIN / SSN to link to applicable records.Full text OCR / ICR implement

29、ation for A/P processesto reduce A/P staff costs and reduce processing time further.This is in the preliminary exploratory stage. IXOS would remain the Optical storage backbone. Optical archiving of vendor entered invoices in 3rd Party SH&E management system using print spool and indexesIn developme

30、nt should be in Production End Q12003.Questions ?GjmartinshellopusWant to talk about IXOS?Ask John firstJohn.leachixos.Appendix IEarly Archiving Screen Shots.Note: The presetting option is set for store for subsequent entry with the recipient being the organizational unit 50001724 - Invoice Processo

31、r Purchase Orders 1Note: The object utilized is BUS2081 MM payment utilizing MIRO A FI document would be BKPF utilizing FB60Note: This pop box was opened by Rt. Clicking on Queue and selecting Information (CTRL+ F4).Note: The “Note field can be edited to change the description that appears in the Wo

32、rkflow Container so that this.Note: The “Note field can be edited to change the description that appears in the Workflow Container so that thiscan become this, and upon creating the workflow object, looks like.Appendix IILate Archiving Screenshots.Note: The presetting option is set for store for lat

33、er assignment with the recipient being the organizational unit 50002384 - Invoice Processor Late FI 1Note: The object utilized here is BKPF as this a FI document. If had been a PO document, it would utilize BUS2081Note: This pop box was opened by Rt. Clicking on Queue and selecting Information (CTRL+ F4).Note: The presetting is is set to Enter and Store. This allows the SAP document to