Incoming Mail Register is a set of tools based on the mySAP ERP system. It is intended for processing of incoming mail, its sorting and discarding of spam, and classifying and initiating of documentation processing in the mySAP ERP system.

Incoming Mail Register is primarily intended for handling of documents delivered to the registry. Its major advantage is its direct integration with the sales and other key mySAP ERP modules. Thanks to this integration, Incoming Mail Register provides for a significantly faster information for the responsible person, so that the time required for reaction on business correspondence is reduced.

Product description

The processing of mail is initiated by receiving an e-mail or fax or by creating a scanned document. Then classification, filtering and categorization of the document take place. The competent employee decides whether the document shall be processed as purchase order, supplier quotation, invoice, sales order, etc. Having been assigned a category, the document is sent to the inbox of the specified employee responsible for this type of documentation. This person creates the corresponding document (sales order, invoice, etc.) in the mySAP ERP environment. The new document created in this way is automatically linked to the received document. The processing is usually based on the same pattern, on which the creation of data in the mySAP ERP system is based. If the data have already been created in the system, e.g. information on the supplier/customer, they are automatically set as default in the processing phase, which significantly reduces the time required for the processing and its complexity. After the processing or even during it, a report on the actual process status can be generated. Available are a number of listings, for example a list of all documents in the SAP information system, which have not been processed. These reports also provide a possibility of a subsequent correction of any abnormal situation not handled correctly by the process. That is why the list of unlinked documents should be checked regularly.

The request for processing an item can be presented to several users simultaneously, depending on the defined process. As soon as one of the responsible persons has processed the request, it is removed from the work queue for all assigned persons. The system provides for an item not to be processed by more than one user at a time.

The way of processing for a document is determined by its classification. The attributes required for the classification can be defined in Incoming Mail Register. The following attributes are required in the default version:

• Document type
• Company (DE, CZ, …)
• Customer (for sales order) or supplier (for invoice)
• Customer/supplier reference (for sales order)

Basic information

• Filing of incoming mail
• Document classification
• Creating a document for the received item
• Reporting on processing status
• Automated procedure from receiving to settlement
• Significant reduction of time required for transmitting to the competent department
• Automated link to mySAP ERP data
• Automated entry of data to the mySAP ERP system during the processing

System requirements

Incoming Mail Register requires:

• SAP XI
• SAP-R/3 4.6 and higher