External output management - what for?

To connect external output management systems to an SAP system, there are standardized interfaces provided by SAP, e.g. the so-called BC-XOM interface.

Providers of output management solutions can have their external systems certified by SAP for this interface. With this interface, a smooth transfer of data from SAP to the OMS is neatly regulated.

The user has the security that the output management system can be smoothly integrated into the existing SAP system landscape.

In an external OMS, the output data or print files can be further processed or just passed through, depending on the application.

An example would be the central marking of printouts originating from SAP test systems. The aim is to prevent a test printout from leading to a misdelivery or mislocation of products.

An OMS can also provide detailed feedback on the whereabouts of print files back to the SAP system via this interface, e.g. whether a tray is open or the toner is empty.

For production-critical business areas, a modern OMS offers functions such as high availability. SAP prints via two or more mirrored OMS systems.

If one fails, the other automatically takes over. This can be used, for example, to avoid a truck jam caused by disturbed delivery note printing at the loading ramp.

There are also options for increasing availability for individual printers. If a printer is defective or malfunctioning, the receipt can be printed automatically on a functioning device in the vicinity of the defective one.

Keeping track of all output devices in all SAP systems can quickly become a challenge in larger system landscapes.

Which printer is available in which SAP system? Are they configured in the same way? Is the terminal device still available at all?

A modern OMS presents the output devices of all SAP systems in a structured and clear way and offers the possibility to standardize different configurations and to detect misconfigurations.

The configuration of existing and new output devices can be managed centrally, usually without access via the SAP GUI. These activities can then be taken over by other departments, for example, to relieve the SAP administration.

In the area of administration, automation is also advancing further and further. For example, it is now possible to have an OMS automatically create output devices in the SAP systems based on data from an existing asset management system.

The integration of external formatting and form solutions is just as possible as addressing an archive system. Mixed operation of internal and external form systems is also feasible.

Depending on the workflow and the systems already in place in the company, it must be examined which path makes the most sense and brings corresponding savings.

The topic of security is an integral part of today's world, and printing is no exception. Modern output management systems offer the option of encrypting print data streams on the SAP system server and sending them to the printer, which then decrypts and prints them.

Even systems that only allow printing with PIN or card at the printer can be seamlessly integrated into the SAP landscape with an OMS. Here, the data stream from the OMS is then enriched with the necessary data to ensure the function of the downstream follow-print system for SAP printouts as well.

This is particularly useful in combination with encryption when printing wage and salary notifications.

The advantages of an external output management system in an SAP landscape are obvious. Whether such a system makes sense in every case must be examined in detail.

However, potential savings for companies in the form of more efficient processes in administration and reduced downtime in operations arise in almost all situations.