SAP Output Management – ​​An optimisation factor for your business processes

Published May 23, 2024

Laura Funke Online Marketing Manager d.velop

SAP Output Management

Generate business-related documents easily, automatically and digitally from SAP. This is possible with SAP Output Management. What are the decisive advantages and why the technology is a central factor for customer satisfaction – more on this in the following article.

Definition of SAP Output Management

SAP Output Management is the generic term for various functions for the output of documents in SAP. It relates to two aspects: it is about “output”, that is, the provision of various types of documents (invoices, orders, delivery notes, etc.) in various media forms. On the other hand, it is about “management”, which means that the system manages all output functions to customers or employees completely automatically or in parts.

SAP Output Management under the microscope

SAP Output Management is a framework with two main technical components: output control and form generation technology.

The output control

The output control is the first part, which includes the output parameter determination and the output requirement. This is nothing more than customising when a specific document should be issued and to which recipients it will be sent via which channel. For example, an invoice is generated after goods have been shipped to a customer. It is stipulated in advance that the invoice will be sent to the customer by email immediately after the goods have been dispatched.

Form generation technology

The second central component is the form generation technology. There are different types of forms – for example sample forms, application forms or stand-alone forms. The term form here simply means, the document with its components. For an invoice, these are the invoice recipient, the company logo, the footer or the individual invoice items. The forms are generated automatically using specified technologies.

SAP Output Management – ​​functions and possibilities

SAP Output Management is primarily characterised by the efficiency and effectiveness of document-related business processes. The high degree of automation avoids errors and also saves cost. The following functions ensure the advantages mentioned:

  • Determination of output: Delivery of documents based on recipient, content and business rules, is defined using the most appropriate method 
  • Distribution: Automated distribution of various documents via email, fax, print or directly to the archive 
  • Design of documents: Personalised and professional design of documents, tailored to the recipient  
  • Archiving : There is a central repository for legal compliance and the correct storage and management of documents 

A big factor for customer satisfaction

We all want satisfied customers in order to retain them in the long term and secure sales. High customer satisfaction is often viewed as an indicator of quality and successful business relationships, usually representing long-term profits and growth for companies.

Of course, the quality of the product plays a major role in customer satisfaction. SAP Output Management comes into play when it comes to service. The features mentioned in the previous section enable consistent communication and visually appealing and personalised documents for customers. The high level of automation ensures efficient transmission routes to the customer, also saves employees’ time resources and minimises sources of errors.

How secure is the stored data?

SAP Output Management provides secure processing, distribution, storage of documents and data. Data protection is guaranteed with a multi-level security architecture, which includes various encryption mechanisms, authentication procedures and security protocols. This protects the data from unauthorised access, modification, disclosure or loss. SAP Output Management should also be configured so that personal data is processed and stored securely, documents are properly archived, and every access to a document is logged in certain areas.  

The path to SAP S/4HANA Output Management?

SAP S/4HANA Output Management is a version of SAP that was developed specifically for the S/4HANA platform. While the classic version was developed for use in older SAP systems such as SAP ECC or SAP R3, the new version is tightly integrated into the SAP S/4HANA platform.

Documents can be generated directly from the business processes of SAP S/4HANA without using separate systems. In addition, SAP S/4HANA Output Management uses the modern technologies of S/4HANA, for example the use of the SAP Fiori user interface. It also offers some new functionalities, such as the option to print documents directly from the transaction or process e-invoices directly.  

In order to use the new output management, the latest, cloud-based version of SAP S/4HANA is also required.

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