SAP Output Management: 6 Major Risks & a Guaranteed Solution

by Catherine O'Toole

Companies that use SAP for their business processes often face problems with inefficient and unsecured document and information distribution. Read on to learn about the six most significant risks in SAP output management and discover how you can mitigate them with an output process that is easy and secure.

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Risk 1: Lack of Transparency

Have you experienced a lack of traceability from output jobs in SAP?

The first risk of SAP output is the lack of transparency with the document distribution process. For example, when a job is started out of SAP, the SAP system indicates that the job was completed. However, this is not entirely true because the SAP system is generally unable to track an output job outside its own domain through to the output channels. This means that there is no clear guarantee that the documents arrived at the desired destination. Therefore, there is a risk that the output job was not really completed.

Risk 2: Dynamic Forms

When using a SAP Script or SAP Smart Forms to create a document, have you experienced the form looking different on each printer? 

When it comes to SAP output management, sometimes defined documents are not output on the defined printing infrastructure in a compatible form. In other words, when you are using a SAP Script or Smart Form to create a document before sending it to SAP printing, it could result in the forms looking very different, including losing valuable information through page cut-off on each printer. The inability to have a uniform layout can cause problems within a company because the documents do not function consistently or can fail to maintain a corporate identity and look.

Risk 3: Errors with Unicode and Alternative Character Sets

Have different character sets caused errors or require further support from your infrastructure?

Many big international companies use multiple character sets for the different languages across their many locations. For companies like these, when a print job is started, the printer shows an output of numbers or machine language that does not resemble their intended form. It can also result in additional costs to extend the printer infrastructure or to buy modules to interpret the character sets.

Risk 4: Barcodes or Stamps

When printing documents from SAP, do you wish there was a way to include stamps or barcodes?

The enhancement of documents with barcodes and stamps is not generally possible within SAP. However, for many companies, the addition of stamps or barcodes is needed. For example, when a document is released, a company might want to include a stamp that indicates the document has been released, when it was released, and by whom it was released. In the SAP System, this functionality is not possible. Therefore, companies must find another way to include this enhancement, like finding an application that can help with dynamic stamps.

Risk 5: Oversight and Management of Output and Devices

Do you find the rollout and monitoring of your output and printers to be challenging?

Companies have, in most cases, different SAP systems like test systems and live systems. They also have a vast output management infrastructure for their printers. This means that somebody in the company must take care of the many different SAP systems, along with printing infrastructure. In addition, administrators have to replicate and automate functionality such as…

  • Configure the printing infrastructure
  • Install devices and printers
  • Delete or isolate printers and devices
  • Define the output trays and advanced print functionality
  • And so much more!

This is a challenging job for someone to take on. Also, when you think about the new roll out of a new printing infrastructure, the tasks must all be repeated over and over again.

Risk 6: Complicated Collection & Distribution of SAP Forms & Documents

Is the collection and distribution of SAP forms and accompanying documents an arduous task?

When an SAP business process (e.g., purchasing, maintenance, etc.) is started, in addition to the SAP forms, a lot of other supporting documents are also needed. These additional documents can include anything from drawings to work instructions. To start the SAP business process, the documents have to be individually found and collected. After that, each document is then sent to a printer, manually collected, and collated (in the correct order). By completing the process manually, there is also a higher possibility of human error like documents ordered incorrectly or invalid documents or drawings have been included.

The Solution: SAP Output Management with SEAL Systems

Now that we have reviewed the major risks of SAP output management, let’s end on a positive note and discuss a possible solution. The Output Management solution from SEAL Systems solves all of the above risks and makes your process more efficient and secure.

Risk 1: Lack of Transparency

The Solution …

SEAL Systems offers full transparency of all print job functions. This means that the SEAL Systems’ Output Management system links to the SAP world with all output channels. With SEAL Systems solution, all print jobs can be tracked from the SAP System to the printer, email server, portal, and more. This ensures an efficient and secure output printing job.

Risk 2: Dynamic Forms

The Solution …

Output Management with SEAL Systems provides generic data processing. This allows the distribution of documents to all printers in the desired layout. Therefore, our system does not care which forms of technology a company is using in the SAP system. Also, due to our generic data processing, we process the data neutrally and distribute the documents to all printers in the desired layout.

Risk 3: Errors with Unicode and Alternative Character Sets

The Solution …

The Output Management engine from SEAL Systems integrates a Unicode process. This means that we are able to interpret every character set in the right way without having any different layouts in the printing process. This can also be a cost-saving benefit because you avoid needing the printers’ extension with additional hardware.

Risk 4: Barcodes or Stamps

The Solution …

With the implementation of the Output Management software from SEAL Systems, stamps and barcodes can be easily integrated without needing any hardware extensions for the printers.

Risk 5: Oversight and Management of Output and Devices

The Solution …

SEAL Systems Output Management system provides central printer management. This means that once every printer is integrated into the Output Management system, only one click is needed to distribute every printer in every SAP system worldwide.

Risk 6: Complicated Collection & Distribution of SAP Forms & Documents

The Solution …

Our Output Management engine is also deeply integrated into the SAP Processes and Transactions. Our solution can automatically search and merge the SAP forms with all supporting documents. As mentioned before, we can further enhance these documents with stamps, watermarks, and barcodes before distributing the full document package to all output channels.

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If you are interested in learning more about the SAP Output Management system from SEAL Systems, fill out your information below.

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