There are several ‘optical character recognition and data entry’ solutions in the market to satisfy the needs of different market segments to scan and extract data (e.g., EMC Captiva, Kofax/Ascent Capture, etc.). Selecting the software with the right performance and price/value ratio depends on the size of the solution and the complexity of the data that needs to be processed; however, in all cases, the digitized image and the extracted data must be sent to SAP and the connected archiving or content management system. To fulfill this need, Creative 4U, Ltd. has developed its own IALink interface solution, which implements data exchange between the SAP system and the scanning solution according to the custom needs of the end-user and provides a cost-effective alternative to other existing interfaces. The interface has flexible and customizable functions and offers a very good price/performance value as part of the total solution.

Technical features and the processing steps

Image processing and data extraction can be implemented by various external solutions (EMC Captiva, Kofax/Ascent Capture, etc.). In client/server-based solutions, scanning workstations on the local and remote networks connect to a central processing server via their own client program. First, using the connected scanner (with given performance), users perform the scanning of the batched, previously barcoded documents. Next, as part of a fully automated process, the system separates the documents (e.g., a barcode may mean the first page of a new batch), corrects the quality of the pictures (noise reduction, straightening, cutting margins, etc.), recognizes the barcode or any other data, and transmits them to the SAP system with the original image attached. The scanned images and the extracted data are transmitted by IAlink, which was developed by Creative 4U, Ltd. The interface uses TIFF and XML files to communicate between the systems via an adequately encrypted channel.
The SAP system matches the incoming data, for example, to a pre-recorded document, attaches the scanned image to the documents, and stores it in the appropriate place (e.g., in the SAP file system, in the SAP Content Server, or in some other archive). From this time on, the document contains the image of the original, which can be viewed from any other SAP module or within a workflow process with one click, without the need to move the original, paper-based document physically around.

Besides implementing and customizing the interface and the integrating the systems, Creative 4U, Ltd. offers a comprehensive solution for the document processing needs of enterprises, also building on the technologies of partner companies. This includes consulting on the technology to use, planning the solution, implementing document digitization (scanning) and archiving, integrating information into business processes, and improving data and document processing within the SAP system (workflow, document management, administration, etc.). Our company has experience with several ‘imaging and data entry’ solutions. Please take a look at one of the projects in which Creative 4U supervised the implementation of the process described above.