Storing Outgoing SAP Documents

Outgoing documents are graphical printouts created in SAP system with the help of SAPscript or SAP Smart Forms tools based on predefined form layouts. Typical examples of outgoing documents are invoices, delivery notes or purchase orders. Text printouts are archived in a slightly different way than outgoing documents – find more information about print list archiving.

Print preview of an invoice created by SAPscript form.

Benefits of outgoing documents archiving:

• New changes to form layout, addresses or other texts will not influence the appearance of the archived document.
• Archived outgoing document is permanently accessible even when the related application document was archived and the reprint would not be possible.
  

In the process of outgoing documents archiving a print request is converted to PDF file, stored in an archive and at the same time linked to the corresponding SAP application document. An archived document is permanently accessible from a related application document through object services.

Stored invoice attached through object services.

An archived PDF file can be displayed in a suitable viewer (e.g. Adobe Reader). It can also be printed out, saved at your work station or sent as an e-mail attachement to your customer.

A sample of archived invoice (PDF file).

The main reason for outgoing documents archiving is to keep the original appearance of the document regardless of subsequent changes to the form layout, texts or addresses and also the possibility to reprint the outgoing document after the SAP application document has been archived.

As well as archiving newly created outgoing documents we recommend to carry out a subsequent archiving of previously printed documents. If you would like to know more about your archiving options, please, contact us.