Document attaching with Procurement document and Invoicing also

[former_member195427]

Hello Experts,

The query is to attach document with PR/PO, Invoice etc.We don't have DMS implemented in our system and we don't want to save these documents in SAP . The aim is that the attachment should be attached to these documents but is should be saved in a repository outside SAP because these attachments contain >70 pages (>100 sometimes in case on Invoicing). How can we achieve it?

We have .Net and SharePoint in place. Can we use them for this purpose?

Or if there is some other workaround to achieve the same.

Thanks for four valuable suggestions.

Saurabh

[JL23 · Accepted solution]

Without DMS you only have the option of GOS Generic object services to link attachments to your objects. And with the right setup of a content repository this content can be stored somewhere outside the SAP database, just the link resides in SAP.

Use the SCN search on top right of the forum, search with: content repository GOS

then filter the search on the left to wiki and documents. There is good stuff that can help you.

Same is valid for the second part of your question, just search with: sharepoint  content repository

[former_member195427 · Accepted solution]

Hi

Thank you for the much useful Info. I saw many of them thoroughly and now the concept is clear to me.

One questions remains on it is "What are the limitations (advantages/disadvantages) of using GOS over DMS" apart from that GOS is event specific (material master,PR,PO,Invoice,sales document etc.) where as DMS work as a whole for almost all SAP logistics/accounting modules.Can you please tell me few more points on it.

Additionally,if my client wishes to go with DMS in the end then do we need separate license for DMS.

Thanks & Regards

Saurabh

[JL23 · Accepted solution]

Compare it with your own PC.

You can create a word document and can add a screenshot in that word document.

Alternative you save the screenshot in the picture library.

Now try to search for the screenshot.

you will find the one that is in the picture library immediately, but you cannot find the picture in the word document.

you would need to open the word document to see if there is picture inside.

So it is in general with GOS, you only get to the attachment if you open e.g. the material master and click the GOS bar.

DMS is a central storage, you can link the same document from a material master and from a vendor master, it is just one document in DMS, while you would have 2 documents if you use GOS.

As far as know is DMS included in your ERP system license, but better you ask a SAP sales representative

[former_member195427 · Accepted solution]

Thanks for your response Jurgen.

Though I have marked the discussion as answered yet I got few more points to ask from you,hope you understand that:

Firstly,during document attachment ,can we disable option for 'Create attachment' and keep the option for URL enabled?Please suggest me the way for it..

Also,perhaps in MM all transactions will not provide the options for linking document with URL or create attachment options,wherever necessary . Then which is the preferred way to deal with such transactions?

Secondly, If I attach a document with this way (screen shot) then source and destination remains the same as shown below:

Now, my query is " Is that possible the document is saved under a separate directory (like L drive) instead of the path shown in the screen shot (source and destination are same, I want a default store location with this where all such document will get stored). I hope you got what I am looking for..

Thanks & regards

Saurabh

[JL23 · Accepted solution]

I am not sure how detailed the authorization can be, I just know that there was not much and this was enhanced a bit, have a look into OSS note 1293080 - GOS: Attachment list autorization object S_GOS_ATT

I never saw those pop-ups, but think your  2 screenshots are just a result of the settings done for the repository. You must have told SAP that the repository is your PC. click the HELP button it probably has the answer