Archiving incoming and outgoing documents

«Kendox InfoShare» can process more than just incoming invoices and expense receipts. As well as internal documents, it can also handle all other incoming and outgoing documents, including invoices sent, delivery notes, receipts, material withdrawal documents or salary lists. Depending on the use case, documents can be handed over manually, semi-automatically or fully automatically in the background. A convenient range of tools is available to capture incoming paper documents and efficiently assist the user in digitising and keywording them. Documents can then be accessed through «SAP Business ByDesign» either using a direct link or with the Mobile Web Client integrated in a mashup with the SAP interface.

The benefits

Archive outgoing documents
Archive outgoing documents

Documents generated by «SAP Business ByDesign» (invoices sent, delivery notes, salary calculations, etc.) can be archived automatically in «Kendox InfoShare». Thanks to «Kendox InfoShare’s» open interface (API), any document can be added directly to the archive with corresponding index values. Documents archived in this way can then also be assigned to the relevant binder automatically without any manual intervention.

Convenient capture tools
Convenient capture tools

«Kendox InfoShare» provides a range of tools for digitising individual paper-based documents (workstation scanning) as well as entire batches of documents (batch scanning). Documents can be automatically separated into batches using barcodes, patch codes or separator sheets.

Extract document data
Extract document data

A convenient capturing process extracts all relevant information from documents with the help of text recognition (OCR) functionality. Data extracted can then also be validated, comparing it against data held in «SAP Business ByDesign» or other external sources (e.g. when checking incoming goods). Data that cannot be identified with an appropriate level of certainty will then go through a manual validation step.

Automatic access to validation data
Automatic access to validation data

Data required for automatic validation from «SAP Business ByDesign» (or any other external source) – such as order details, supplier, account and bank details, goods received, etc. – is regularly and asynchronously received automatically.

E-Mail integration
E-Mail integration

Incoming documents emailed to a central inbox (e.g. info@company.com) can be automatically extracted from the email, archived in «Kendox InfoShare» in compliance with legal requirements, and simultaneously handed over to another downstream process.

Direct access to archived documents
Direct access to archived documents

Documents archived in «Kendox InfoShare» can be accessed quickly and easily direct from «SAP Business ByDesign». Access is fully transparent, eliminating the need for the user to first switch to a separate application. Alternatively, users can access documents using either the Mobile Web Client or other applications developed using the open Web API.

Legally compliant archiving
Legally compliant archiving

The document archive runs in the cloud – just like «SAP Business ByDesign» does. All documents are stored in optimally designed, certified data centres. This eliminates the need for you to invest in costly archiving infrastructure; your employees can instead focus on your business’ core processes.

Cloud archiving
Cloud archiving

The document archive runs in the cloud – just like «SAP Business ByDesign» does. Your documents are stored in optimally designed, certified data centres. This ensures that your sensitive documents are highly available and properly protected. This eliminates the need for you to invest in costly archiving infrastructure; your employees can instead focus on your business’ core processes.