SAP Document Control

What Is Document Control?

Document control involves enforcing document management standards and organizing documents, information, and data in a consistent, standardized, and controlled manner. It ensures that documents are available for the necessary users, kept up to date, and contain approved and accurate information. Document control is a function of document management.

Document control includes keeping documents that are generated during a product’s lifecycle secure and consistent throughout the entire lifecycle. Businesses can use a content repository like SAP Document Management System (DMS) to ensure documents are stored in a central location and trackable or “controlled” as they move through the various stages of their lifecycle.

Data control is a significant part of document control and one of the benefits of SAP DMS.

Document management capabilities, including document control, are offered as part of SAP’s enterprise content management application, SAP Extended Enterprise Content Management by OpenText.

Several vendors provide DMS solutions that integrate with Docusign to provide document management capabilities.

Icertis offers Icertis Contract Intelligence, a contract management solution that includes a document management component.

What Does a Document Controller Do?

What Is Document Control?

Data control is a significant part of document control and one of the benefits of SAP DMS.

Document management capabilities, including document control, are offered as part of SAP’s enterprise content management application, SAP Extended Enterprise Content Management by OpenText.

Several vendors provide DMS solutions that integrate with Docusign to provide document management capabilities.

Icertis offers Icertis Contract Intelligence, a contract management solution that includes a document management component.

What Does a Document Controller Do?

According to Randstad, an SAP customer and global human resources services leader, sitting at the forefront of remote workforce trends, a document controller is a controller responsible for the timely, accurate, and efficient preparation and management of documents. They control the numbering, sorting, filing, storing, and retrieval of both electronic and hard copy documents produced by technical teams, projects, or departments.

Who Needs Document Control?

Document control can provide benefits to any business. It is most commonly implemented in the following:

Engineering and construction industries
Businesses where documentation requires frequent modifications or updates
Companies that hold an ISO 9001 certification
Businesses where accessing reliable and updated documents is critical for continuity, compliance, or auditing
Businesses where large amounts of documents are produced or exchanged between entities.

- SAP Profitability Analysis
Revealing a New Type of Profitability Analysis (CO-PA): Combined CO-PA

Published: 02/August/2017

Reading time: 15 mins

Learn how to activate and configure combined Profitability Analysis (CO-PA). Key Concept Combined Profitability Analysis (CO-PA) is a new form of CO-PA that uses value fields that can be mapped back to general ledger (G/L) accounts. SAP is introducing a new form of Profitability Analysis (CO-PA), combined CO-PA. Combined CO-PA reveals a lot of new...…
- SAP Process Automation
Jump-Start Your Process Automation Projects with Cloud-Based Artificial Intelligence Technologies

Published: 06/November/2020

Reading time: 14 mins

For many organizations, artificial intelligence (AI) is no longer a future vision. It is already a key part of their plans for transforming into high-performing digital businesses with a competitive edge driven by automated processes and operations. To help its customers take advantage of AI to improve the efficiency of their business processes, reduce manual…
Speed Up Period-End Reconciliation Between Affiliated Companies

Published: 15/March/2005

Reading time: 7 mins

During reconciliation between affiliated companies, the A/R balance in one company often doesn’t match the A/P balance in the other company. Learn a quick and easy way to assign leftover documents to each other. Key Concept The R/3 transaction F.2E can help you analyze differences between affiliated companies. This transaction shows you all the documents...…
Use Incompletion Statuses to Improve Financial Performance and Reporting

Published: 28/October/2014

Reading time: 13 mins

Learn how groups of incompletion statuses can be leveraged into your business processes to improve financial performance and reporting. Key Concept Incompletion statuses in sales and distribution (SD) are flexible in that they permit you to validate that all data elements are populated in a document before the document is considered complete. The grouping of...…
How to Extend the G/L Code Block in the Reporting Framework for a Live Organization

Published: 21/August/2015

Reading time: 28 mins

Learn the special steps involved for implementing general ledger (G/L) code block enhancement in a live organization that uses transactional data. Key Concept According to Rohana Gunawardena’s article “Expand Your Reporting Options with an Extended G/L Code Block,” the “code block comprises all the fields that can be used to identify or categorize a general...…
How to Use Transfer Prices for Intercompany Inventory Transfers with Standard Functionality

Published: 25/August/2015

Reading time: 39 mins

Learn how to design a standard SAP solution to meet the business requirement to implement transfer prices or arm’s-length prices between intercompany, parent, or subsidiary inventory transfers. The main business reason for using transfer prices is to ensure that an organization having multiple affiliate companies is not manipulating income taxes by setting up prices over...…
Transfer Control Can Produce Unexpected Results in Costing Runs

Published: 15/July/2004

Reading time: 12 mins

Transfer control is standard R/3 functionality that allows the transfer of existing component cost estimates to new product cost estimates. The author explains the costing run process and how transfer control selects cost estimates. He also discusses the importance of the “Always recalculate material” check box and provides an example of how it impacts transfer...…
- SAP Access Control
Live Q&A: Take the stress off your SAP Access Control 10.1 implementation

Published: 01/January/2017

Reading time: 24 mins

Get answers to your questions on SAP Access Control 10.1 implementations, from budget and personnel resources to common pain points and blueprinting best practices. Meet the panelist: Dylan Hack, Deloitte & Touche, LLP Dylan Hack is a Manager with Deloitte & Touche, LLP. He has 15 years of SAP project experience with global clients in…
Identify Fraud Risks with Forensic Audit Queries

Published: 15/January/2008

Reading time: 23 mins

Audit committees, management, investors, regulators, and external auditors expect your business process controls to be effective, efficient, and testable. See how to extend your GRC functionality to identify control exceptions in your SAP system by locating data in SAP tables and running forensic audit queries. Out of the box, compliance solutions such as the SAP...…
Integrate cProjects with CO in mySAP ERP

Published: 15/April/2006

Reading time: 17 mins

Collaboration Projects (cProjects) in mySAP ERP is a project system that allows you to structure projects and manage tasks and resources, yet is integrated with accounting. Learn how to use cProjects in conjunction with the project accounting functions in mySAP ERP Central Component(ECC). Key Concept Collaboration Projects (cProjects) supports phase-based project management and focuses on...…