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Documents such as purchase orders, delivery notes, and reports—along with the associated document processes—form the foundation of virtually every company. Many of these are managed by an ERP system, such as SAP. With numerous specializations, special cases, and processes that have evolved over time, such ERP systems are typically highly complex. This often results in document processes that are not optimally organized. With centralized output management for ERP, companies can tackle significant opportunities for improvement.
Why Is an ERP System Alone Often Not Enough?
While ERP systems offer basic document output functions, they do not always meet the complex requirements that arise in day-to-day operations. Here are some typical challenges:
- Diversity of devices and locations: A heterogeneous output landscape can result from different devices, drivers, and external partners.
- Media breaks: Documents are often collected manually and distributed via various channels such as email, which costs time and resources.
- Lack of transparency: Many companies do not know whether a document was actually created, sent, or printed—or where it went.
- Scalability: Operations are frequently overloaded, especially during peak periods, such as at the end of the month.
- Compliance and data protection: Secure distribution and logging are essential.
- Digital output: The transition from paper to digital documentation, such as PDF or PDF/A, is often not yet fully implemented.
It is clear that although ERP processes are in place, output often remains an overlooked element, requiring a great deal of manual rework and posing a risk of errors and compliance issues.
The Lever: Output as a Central Aspect, Not Just a Detail, in ERP
Instead of keeping output within the ERP system, more and more companies are turning to a centralized output management system that integrates seamlessly with existing ERP processes. This system offers:
- Unified control for printing and digital distribution via email, portals, and cloud services.
- Automatic document collection and packaging for relevant documents such as drawings and certificates.
- Security and monitoring through standardized processes at the enterprise level.
- High availability and robustness through load balancing and failover strategies.
SEAL Systems offers exactly this approach through its Enterprise Output Solutions, which are specifically developed for SAP and other ERP systems. Thanks to a certified interface for SAP, integration with existing systems is no problem at all. With practical add-ons such as a form manager, print manager, or suitable converters, virtually all existing enterprise solutions can be integrated seamlessly. This makes it easy to implement comprehensive document processes securely.
How Companies Benefit from Output Management for ERP
1) Automated document collection instead of manual searches
Relevant documents such as technical drawings, bills of materials, or procedure manuals are automatically compiled into a single package and output as part of a consistent process, rather than through many small, individual actions.
2) Certified cloud-native SAP integration
This solution offers seamless and officially certified SAP integration, regardless of whether SAP is used in the cloud or on-premises. This interface eliminates additional complexity and workarounds.
3) Centralized control of SAP spool output
Centralized control ensures transparency, even with high volumes. Load balancing and failover safeguard business-critical processes, and seamless tracking answers the questions: “When was it generated? Where was it sent? Where was it printed?”
This is complemented by various digital output options, appropriate conversions, and consistent print output across different devices and formats.
Quick Results in Output Optimization: Here’s How!
If you want to modernize your output management, don’t forget these steps:
- Create transparency: Identify the document types and channels you use and uncover manual steps in your processes.
- Standardize: Develop company-wide, uniform rules for your output processes.
- Optimize digitally: Where appropriate, automate digital distribution and the conversion required for it.
- Ensure operational reliability: Implement monitoring and clear processes for control and traceability.
Real-World Examples of Optimized Output Management
Various success stories demonstrate how companies benefit from optimized output management. Take a look at our success stories:
1) Körber Pharma: Send orders directly and securely from SAP
Goal: Securely send orders, including supporting documents (e.g., drawings), to suppliers
Result: Automated processing, no media breaks between SAP and the email client, compliance-compliant sending (including GDPR)
2) Traktionssysteme Austria (TSA): Intelligent SAP PLM/DVS Integration
Objective: Integrate documents from SAP DVS into processes (e.g., purchasing, projects, manufacturing)
Result: Automatic stamping of approval information, structured document delivery, version/delta transparency, print profiles for production orders
3) Jungheinrich: SAP Printing as SaaS for External Locations (without SAP Customizations)
Objective: External warehouses without a connection to the corporate network should still receive SAP output (including labels)
Result: Output via SEAL Systems Cloud; no additional development required on the SAP side, secure data transfer, stable operation
Optimize Output Management with Your Existing ERP System
Output management is much more than just a “printing issue.” When implemented correctly, it becomes a central platform function that stabilizes processes, reduces manual effort, and reliably supports compliance requirements. Digital output channels ensure end-to-end, seamless workflows, even in complex system landscapes. With its Enterprise Output Solutions, SEAL Systems offers precisely this approach and enables seamless integration into SAP and other ERP environments.
Contact us if you’d like to further develop your output management in a targeted manner and tap into existing potential.