In many administrations, a small number of employees are faced with the challenge of managing ever-increasing volumes of data and documents. Efficient document management is therefore essential. This is where the SmartDocs Suite comes into play - a powerful add-on for SAP that optimizes your document processes and simplifies your day-to-day work.
The SmartDocs Suite is an add-on specially developed for SAP that revolutionizes the management and organization of documents. It integrates seamlessly into your existing SAP environment and extends its functionality to include a comprehensive document lifecycle. From creation to release and archiving, the SmartDocs Suite offers numerous functions that simplify and automate your document management.
🟥 Central data management: All documents can be viewed in one central location, enabling quick and easy access to information. This reduces the risk of document loss or duplication and promotes efficient collaboration.
🟥 Automated workflows: The SmartDocs Suite automates document workflows and optimizes collaboration between different departments. Approval processes are accelerated as documents are automatically forwarded to the relevant people. This reduces manual effort and avoids delays.
🟥 Improved compliance: Compliance with regulations and guidelines is essential. The SmartDocs Suite enables the implementation of security and access controls to ensure that only authorized persons can access certain documents. In addition, audit trails and version controls can be created to track changes and revisions.
🟥 Time and cost savings: By automating processes and optimizing document management, you save time and money. Employees spend less time searching for documents or manually processing paperwork and can focus on value-adding tasks.
The SmartDocs Suite is an SAP add-on from Consult-SK GmbH and its subsidiary REexpect GmbH for the central output and management of correspondence from SAP. Instead of accountants handling each type of correspondence through its own transaction, SmartDocs bundles all correspondence types in a central monitor – with status tracking, document flow display, and direct dispatch from SAP. This saves manual work, avoids media breaks, and makes every process traceable.
The most important FI correspondence types for accounts receivable and accounts payable: payment advices, dunning letters of all dunning levels, direct debit notifications, balance confirmations, interest statements, and outgoing invoices. Additional correspondence types can be added as supplementary modules if needed, thanks to the modular architecture. Originally developed from the RE-FX module (Real Estate Management), the suite now also fully covers FI/CO correspondence.
Three main advantages: Central view on all types of correspondence in one monitor instead of having to call up scattered transactions. Status Transparency Clear status indicator and document flow control — you can immediately see which documents have been sent, which are still open, and which problems have occurred. Direct shipping from SAP without going through Outlook or other email programs, including complete historization. What is lost in manual processing is demonstrably documented with SmartDocs.
Every correspondence document in SmartDocs has a clearly defined lifecycle: created, reviewed, sent, delivered, answered. A status indicator light shows the current status for each document: green for successfully completed, yellow for attention required, red for problems. The document flow control makes the complete processing history traceable. This way, no documents are lost or left unanswered.
Yes. Dunning runs for several thousand customers, notifications at the quarterly change, direct debit notifications before the next collection – all of this runs as a batch job via the SmartDocs Suite, with preview, approval workflow, and a traceable audit trail. It's also possible to send multiple related documents bundled to one recipient without having to call up individual transactions.
This is precisely where the SmartDocs Suite shows its strength. Classic scenario: a customer requests an invoice from last month again. In standard SAP, this means opening multiple transactions, finding the original document, reprinting it, and sending it manually. With SmartDocs: one click in the monitor, and the document is resent using the original sending method or an alternative – historized, documented, and instantly retrievable.
The suite is modular. You license a base license plus the individual correspondence modules you actually use—initially, for example, notices and reminders, and later perhaps balance confirmations. The license costs scale with the usage model and module selection. We will put together specific figures individually after a brief needs assessment.
Yes, both. The SmartDocs Suite is available as a classic SAP add-on for ECC and S/4HANA (on-premise and cloud). For a planned S/4HANA migration, SmartDocs supports the transition because the correspondence logic functions independently of the underlying SAP version. We often recommend coupling the SmartDocs implementation with the migration — then the entire FI correspondence process is immediately up-to-date.
Typically, 6-12 weeks from order to production — depending on the number of modules selected, the complexity of existing correspondence processes, and the customization requirements. A pure dunning solution can also go live in 3-4 weeks. We bring templates from numerous previous projects, so standard requirements can be implemented quickly.
Within a manageable scope. We need contacts from accounting for the technical process definition (which types of correspondence, which recipient groups, which workflows) and an SAP Basis contact for transports and authorizations. Our team will handle the actual conception, development, and customization. Since SmartDocs is a proprietary CSK development, our developers are directly accessible – no detours through external partner helpdesks.
