Functionality

Inserting a Document in yuuvis® RAD by Barcode Upload

The Document and its Data

If a document is inserted into the yuuvis® RAD system, the corresponding document will be given a barcode and an ArchiveLink version (AL version) is created. The barcode is specified during the capture process (e.g., a barcode label is applied to a document).

The barcode links the document with a business process until the SAP system has linked an SAP business object to the document ID.

At this point it is not yet allowed to set the 'Barcode sent to R3' document flag. All other index data of the document (folder) and components need to be already filled in, in particular the unique DocID.

In regular intervals, yuuvis® RAD repository-manager determines all documents (folders) that have a barcode and no 'Barcode sent to R3' document flag. For these documents, an entry will be inserted in the barcode file, which is written in the configured Work/Barcode directory.

Reporting the Document to the SAP System

By calling the function WriteBarcodeFile, yuuvis® RAD repository-manager determines in cyclic intervals all barcodes and document IDs that have not yet been reported to the SAP system. The corresponding values of the documents to be reported are written to a file in the work\Barcode directory by yuuvis® RAD repository-manager. This file contents may look as follows:

<Barcode1> FI <Document-ID1> 20090623 FAX
<Barcode2> FI <Document-ID2> 20090623 FAX
<Barcode3> FI <Document-ID3> 20090623 FAX

Barcode values cannot contain any spaces because the space is used as a separator here.

The documents concerned by this process can be specified using the 'Barcode sent to R/3' field as otherwise this field's value is set to true. This field will be created in yuuvis® RAD repository-manager by reporting the barcode to the SAP system.

The barcode file is read again and contained information reported to SAP. For each reported document, the 'Barcode sent to R3' document flag will then be set in yuuvis® RAD. This is a sign that the barcode has been reported successfully. Additionally, all information about the sent barcode will be entered in the current barcode file of the Success subdirectory of the Work/Barcode directory. If errors occur, an entry will be made in the current barcode file in the Error directory parallel to the Success directory. There also exists an RDY file in this context.

Referencing a Document in the SAP System

When the barcode is reported to SAP, the document ID and the barcode will be entered into the SAP table BDS_BAR_EX for open external barcodes. This table includes all externally captured documents that own a barcode and are therefore identified by a document ID but could not have been internally assigned to an SAP object and a business process respectively in the SAP system.

Barcode files are exchanged in the <WorkingDirectory> in the barcode subdirectory. If the exchange file has been processed correctly by the content server, the barcodes will be entered in the <WorkingDirectory>\barcode\successful\yyyymmdd.txt file.

If barcodes have not been processed correctly, they will be entered in the <WorkingDirectory>\barcode\error\yyyymmdd.txt file.

A maximum of 5,000 barcodes can be reported in a reporting interval.

Linking a Document to an SAP Object

In the SAP system, a business process (SAP object) can be assigned to a document. For example, the booking of a payment transaction. During this process, the barcode of a business transaction will be filed together with the SAP object ID in the SAP table BDS_BAR_IN of open internal barcodes.

The document ID is referenced with the barcode in the SAP table for the open external barcodes and the barcode is referenced with an SAP object ID in the table for the open internal barcodes. Thus, the SAP object ID and the document ID can be linked. This is done automatically. Thereby, SAP object ID and document ID will be included in the SAP link table TOAXX taking into account the repository. Linking an yuuvis® RAD document to an SAP process is thus completed. After linking, the barcode is no longer known to the SAP system and can only be searched in the yuuvis® RAD system.

Data Flow Diagram

The following diagram depicts the data flow when a document is given to the SAP system.

 

Archiving of Data from the SAP System

Receipts (documents), print lists, and reorg data (data backups) may be stored. In this case, the document ID is transferred to the yuuvis® RAD system. Barcodes are not transferred here.