S4 HANA- DMS User Manual -
SAP DMS
DOCUMENT INFORMATION
Title User Manual – Document Management System
Key words User Manual
Author
Document ID /SAP/UM/DMS01
Release Date 06.06.2025 Status
Prepared by: ANIL SINGH
Approved by :
Released by:
REVISION DETAILS
Version No. Issue Date Change Details Approved by Released by
TARGET READERSHIP
PREFACE
The document is the result of intense discussions between process team, consultants taken place
during the initial knowledge transfer and Work Shop conducted by the project team.
Audience
The document has been prepared and shall be used by the below stakeholders:
• Core Users – Directly involved in project, representing user concerns and influencing system
design.
• User Community ––Directly
Section affected
heads andby respective
the system.business leaders controlling activities at .
• Management – Who are involved in design and review of systems for
•
TheConsultants
details described in this document are technical in nature and it will be always helpful for the readers if they
have undergone Level – 1 and Level – 2 training in SAP DMS module
Overview of SAP Document Management System
A Document Management System (DMS) is a computer system used to track and store electronic documents and/or
images of paper documents. The Document Management System (DMS) in SAP HANA offers the following distinct
advantages over the current procedures and systems:
• It avoids data redundancy, maintains consistency of data and minimizes the workload involved in entering and
updating data.
• In order to use large databases to the full, it is required to exchange data quickly and securely. Data can be
accessed directly using electronic search tools, or find documents using known parameters.
• Document distribution functionality
The SAP Document Management System meets all these demanding requirements. In addition to managing documents, it also
coordinates document processing. It is possible to automate the entire life cycle of a document: from document creation
to document storage, its access and its update. Each document can be accessed immediately from any computer on the
network.
The above diagram shows a few examples of non-SAP documents (like external files, non SAP Docs, Purchase Orders etc...)
that can be linked with various objects and managed in SAP HANA Document Management System. DMS is basically a
cross-application module, which supports various modules of SAP. A user may thus access all documents essential for the
transaction they are in. For example, the user may start from a master record and then view the drawings, installation
manual, commissioning instructions etc...
DMS helps to ensure documents are kept consistent and unduplicated, and minimize the document management
workload. Document Searches may be executed on documents by use of various parameters.
Data may be exchanged (i.e. upload and download) with many document types
Functional Scope Consider For DMS Implementation
• Document Management System (DMS) should integrate with Project System, Material Management, Plant
Maintenance, Finance, Sales & Distribution, Production & Planning, BOM/Routing, Vendor/Customer Master, Payroll,
Purchase Order Approvals etc.
• All attached/uploaded documents should be uploaded in separate content server,
• All documents should properly classify like project drawing documents, Site Plan, Customer Drawings, BOM,
Routing,
Purchase Order Approvals etc. to easily identification.
• As per business naming convention technique in DMS system should help users to search/identify intended
Document.
• DMS should have capability to track revision numbers.
• DMS system should have capability to access document based on role and authorization
High Level Requirement
In standard SAP process, all attachments saved into SAP database, which could lead to poor system performance on
long run. In DMS there would a separate server which will carry all these attachments So sap database would not be
consumed, this server called as content server.
Document Attachment Configuration
Material Management
• Material Master - Material Master Approved
FICO • Purchase Order - PO Approved RFQ Acceptance Signed Scanned
Copies - GRN/Vendor Invoice Scanned Copes
• Goods Receipt Note - Service Sheet Approved/Acceptance Copes
MM • Service Entry Sheet
Finance
• Vendor Master - Vendor Master Required Documents
• Vendor Invoice - Vendor Invoice
PP & QM • Debit / Credit Notes - Debit/Credit
Sales & Notes
Distribution
• Customer Master - Customer Master Documents
SD • Billing/Invoice - Customer
Invoice
Production & Planning
• Bill of Material - Approved Bill of Material
• Production Order - Approve PPC Plan Copy
Quality Management
• Inspection lot - Vendor Certificate
• Inspected Document - Checking Report Copy
• UD Posting - Sign copy of Approve
DMS Server
SAP HANA
www..com
Object Linking
Definition
Linking documents with various SAP objects, and
vice versa, is known as object linking.
Purpose
Document parts can be used as follows: It is
possible to link documents to a great number of
SAP objects (for example; Material Master,
Notifications, Functional Location, Equipment etc...).
This will improve the level of documentation
available for the SAP objects and assist the
business processes relating to them. Thus all linked
documents may be viewed during various business
transactions. The following diagram exemplifies a
list of objects that could be linked with
documents.
The types of object that may be linked to a particular document type can be controlled according to
requirements. The following are the proposed object links.
Process Scenarios
Below all scenarios that need to be considered in the due functioning of the proposed process. Explain how the
current scenarios are taken care of vis-a-vis the proposed process.
Sno Scenario Description Proposed
1 Attachment at Asset Master Standard
2 Purchase Req. Item Standard
3 Purchase Order Approvals Standard
4 Equipment Master Standard
5 Customer Master Standard
6 Vendor Master Standard
7 Material Master Standard
8 WBS Element Standard
9 Service Notification Standard
10 Invoice Standard
11 GRN Standard
12 Accounting Documents Standard
Configuration Attachment
List all other attachments required to upload in this process, the given example data shows the report
details. WorkStation Application will be defined as follows:
Srno Appl. Description File Format
1 CAD AutoCAD-ProE *.dwg,*.dxf,*.dwt ,*.prt,*.asm
2 BMP Bitmap-Files *.bmp
3 DOC WinWord *.doc,*.rtf,*.docx
4 JPG JPEG Graphic *.jpg
5 XLS Excel *.xls,*.xlsx
6 PDF Acrobat Reader *.pdf
@ Note: Workstation application defined in the above sheet is not final. The final list will be defined
in the realization phase.
Introduction to SAP DMS User Manual
Document Creation Modify Documents View Documents User Navigation
Learn how to create and Understand the process Explore how to access Gain proficiency in
manage documents of modifying existing and display existing navigating the SAP
efficiently within SAP documents to reflect documents in the system interface to follow
DMS using transaction current status and using the transaction necessary steps for
code CV01N. requirements using code CV03N. document management
CV02N. tasks.
Creation of Document (Transaction CV01N)
Step 1 Step 3 Step 5 Step 7
Enter the transaction Fill in the mandatory Review the entered Note the system-
code CV01N in the fields with the required information for generated document
SAP system. information. accuracy and number for future
completeness. reference.
01 02 03 04 05 06 07 08
Step 2 Step 4 Step 6 Step 8
Select the type of Attach any relevant Click the ‘Save’ Confirm the
document to be files or documents button to store the successful creation of
created from the needed for reference. document in the the document on the
options. system. screen.
Changing Document (Transaction CV02N)
Enter Code Update Details Save Changes
Input transaction Make necessary Click save to
code CV02N to start. changes to the implement the
document fields. updates
successfully.
01 02 03 04 05
Select
Document Change Status
Choose the Adjust the document
document you wish status as needed.
to modify.
Displaying Document (Transaction CV03N)
Step 1 Step 3
Enter the transaction code Click on the display button to
CV03N in the SAP command access and view the
field to initiate the document document's details stored
display process. within the DMS.
01 02 03
Step 2
Input the relevant document
number that you wish to
retrieve from the SAP system
for viewing.
User Manual – DMS Process
Process flow of Creation of Document covered in this document is as follows:
1) Creation of Document (CV01N)
2) Change of Document (CV02N)
3) Display of Document (CV03N)
User Manual – DMS Process
User Manual – DMS Process
Enter
User Manual – DMS Process
User Manual – DMS Process
Material Management
Tcode : MM02 –
Select Material Code on Which you want to Add
Any Document Attach
Click on Mark button
Click on Mark button and Upload any
Document
User Manual – Store Business Document in Material Master
Double click on Material Master
Button Or Drag File on White space
as marked
Choose Any File to Upload
Fill File Description
User Manual – Store Business Document in Material Master
Process Continue to Save File against it
User Manual – View Document in Material Master
Press marked Button “Attachment List ” to view list of Document
Which Uploaded or Store Any Material code
User Manual – DMS Purchase Order
Purpose -PO Approved RFQ Acceptance Signed Scanned
Copies Tcode : ME22N/ME23N/ME29N
Selection Purchase order no and Click of
Service for Object button As Marked
Click of Store business Document as marked
User Manual – Store Business Document in Purchase Order
Double click on Signed Copy Button Or
Drag File on White space as marked
Select file Which need to Attached
Fill File Description
User Manual – Store Business Document in Purchase Order
Process Continue to Save File against it
User Manual – View Document in Purchase Order
Press marked Button “Attachment List ” to view list of
Document
Which Uploaded or Store on Purchase order
User Manual – DMS Goods Receipt Note
Purpose -GRN/Vendor Invoice Scanned
Copes Tcode :MIGO
Selection Material Document in Display
and Click of
Service for Object button As Marked
Click of Store business Document as marked
User Manual – Store Business Document in GRN Document
Double click on GRN Button Or Drag File on
White space as marked
Select file Which need to Attached
Fill File Description
User Manual – Store Business Document in GRN Document
Process Continue to Save File against it
User Manual – View Document in GRN Document
Press marked Button “Attachment List ” to view list of
Document
Which Uploaded or Store On Material Document
User Manual – DMS Service Entry Sheet
Purpose -Service Sheet Approved/Acceptance
Copes Tcode :ML81N
Selection Entry Sheet in Display
and Click of Service for Object button As
Marked
Click of Store business Document as marked
User Manual – Store Business Document in Entry Sheet
Double click on Service Sheet Or Drag File
on White space as marked
Select file Which need to Attached
Fill File Description
User Manual – Store Business Document in Entry Sheet
Process Continue to Save File against it
User Manual – View Document in Sevice Entry Sheet
Press marked Button “Attachment List ” to view list of
Document
Which Uploaded or Store On Entry Sheet
Finance Document Attachment Configuration
FINANCE
Finance
• Vendor Master - Vendor Master Required
• Vendor Invoice - Vendor Invoice
• Debit / Credit Notes - Debit/Credit Notes
DMS Server
SAP S/4HANA
www..com
User Manual – DMS Service Vendor Master
Purpose -Vendor Master Required
Documents Tcode :BP
Selection Business partner as
Vendor in Display and Click of
Service for Object button As
Marked
Click of Store business Document as
marked
User Manual – Store Business Document in Vendor Master
Double click Vendor Document Or Drag File
on White space as marked
Select file Which need to Attached
Fill File Description
User Manual – Store Business Document in Vendor Master
Process Continue to Save File against it
User Manual – View Document in Vendor Master
Press marked Button “Attachment List ” to view
list of Document
Which Uploaded or Store On Vendor Master
User Manual – DMS Service Vendor Invoice / Debit Note / Credit Note
Purpose –Vendor invoice Related Document to
Attached Tcode :MIRO/ FB03
Selection Posted Document Display
and Click of Service for Object
button As Marked
Click of Store business Document as
marked
User Manual – Store Business Document in Invoice Document
Double click Vendor invoice Or Drag File on
White space as marked
Select file Which need to Attached
Fill File Description
User Manual – Store Business Document in Invoice Document
Process Continue to Save File against it
User Manual – View Document in Vendor Invoice
Press marked Button “Attachment List ” to view
list of Document
Which Uploaded or Store On Vendor invoice
User Manual – DMS Service On FI Accounting Document
Purpose – Attach Accounting
Document Tcode :FB03
Selection Posted Accounting
Document Display and Click of
Service for Object button As
Marked
Click of Store business Document as
marked
User Manual – Store Business Document in FI Accounting Document
Double click Finance Document Or Drag
File on White space as marked
Select file Which need to Attached
Fill File Description
User Manual – Store Business Document in FI Accounting Document
Process Continue to Save File against it
User Manual – View Document in FI Accounting Document
Press marked Button “Attachment List ” to view list
of Document
Which Uploaded or Store On Finance Document
Sales & Distribution Attachment Configuration
Sales & Distribution
Finance
• Customer Master - Customer Master Documents
• Delivery Note - Transport / Sign Packing List
• Billing/Invoice - Customer Invoice
DMS Server
SAP S/4HANA
www..com
User Manual – DMS Service On Customer Master
Purpose – Attach Customer Related Document Like GST Detail ,
Letter Head , Tcode :FLCU3
Selection Customer Code or
Business Partner Display and Click of
Service for Object button As
Marked
Click of Store business Document as
marked
User Manual – Store Business Document in Customer Master
Double click Finance Document Or Drag
File on White space as marked
Select file Which need to Attached
Fill File Description
User Manual – Store Business Document in Customer Master
Process Continue to Save File against it
User Manual – Store Business Document in Customer Master
Press marked Button “Attachment List ” to view list
of Document
Which Uploaded or Store On Customer Code
User Manual – DMS Service On Delivery Note
Purpose – Attach Document on Delivery note Like Transport detail , Signed
Packing Details Tcode :VL02N
Select Delivery Note and Click of
Service for Object button As
Marked
Click of Store business Document as
marked
User Manual – Store Business Document Delivery Note
On
Double click Delivery Note/ Picking List Or
Drag File on White space as marked
Select file Which need to Attached
Fill File Description
User Manual – Store Business Document On Delivery Note
Process Continue to Save File against it
User Manual – Store Business Document On Delivery Note
Press marked Button “Attachment List ” to view list
of Document
Which Uploaded or Store On Delivery Note
User Manual – DMS Service On Customer Billing / Invoice/ Credit
Note
Purpose – Attach Document on Invoice Like Credit Approve Copy , Customer Copy's
for return Tcode :Vf03
Select Billing and Click of Service for
Object button As Marked
Click of Store business Document as
marked
Store Business Document on Customer Billing / Invoice/ Credit Note
Double click Cust Bill or Finance Document
Or Drag File on White space as marked
Select file Which need to Attached
Fill File Description
Store Business Document on Customer Billing / Invoice/ Credit Note
Process Continue to Save File against it
Store Business Document on Customer Billing / Invoice/ Credit Note
Press marked Button “Attachment List ” to view list
of Document
Which Uploaded or Store On Cust. Invoice
Production & Planning
• Bill of Material - Approved Bill of
Material
• Customer
Approved
Drawings
Production & Planning Attachment Configuration
Production & Planning
Production & Planning
• Bill of Material - Approved Bill of Material
• Production Order - Approve PPC Plan Copy
Quality Management
DMS Server • Inspection lot - Vendor Certificate
• Inspected Document - Checking Report Copy
• UD Posting - Sign copy of Approve
SAP S/4HANA
www..com
User Manual – DMS Service On Bill of Material
Purpose – Attach Document on Bill of
Material Tcode :CS03
Select Bill of Material and Click of
Service for Object button As
Marked
Click of Store business Document as
marked
Store Business Document on Bill of Material
Double click Bill of Materal Or Drag File on
White space as marked
Select file Which need to Attached
Fill File Description
Store Business Document on Bill of Material
Process Continue to Save File against it
Store Business Document on Bill of Material
Press marked Button “Attachment List ” to view list
of Document
Which Uploaded or Store On Bill of Material
User Manual – DMS Service On Production order
Purpose – Attach Document on Production order like Planning
Document Tcode :CO02
Select Production order and Click of
Service for Object button As
Marked
Click of Store business Document as
marked
Store Business Document on Production order
Double click Product Document Or Drag
File on White space as marked
Select file Which need to Attached
Fill File Description
Store Business Document on Production order
Process Continue to Save File against it
Store Business Document on Production order
Press marked Button “Attachment List ” to view list
of Document
Which Uploaded or Store On Production Order
User Manual – DMS Service On Inspection Lot
Purpose – Attach Document on
Inspection Lot Tcode :QA02/ QA32
Select Inspection Lot and Click of
Service for Object button As
Marked
Click of Store business Document as
marked
Store Business Document on Inspection Lot
Double click Quality Certificate / Check
Report Or Drag File on White space as
marked
Select file Which need to Attached
Fill File Description
Store Business Document on Inspection Lot
Process Continue to Save File against it
Store Business Document on Inspection Lot
Press marked Button “Attachment List ” to view list
of Document
Which Uploaded or Store On Inspection Lot
User Manual – DMS Service On Inspection Result Recording
Purpose – Attach Document on Inspection result
recording Tcode :QE01/ QA32
Select Inspection Lot and Click of
Service for Object button As
Marked
Choose Object Type Which
attachment Need to attachment
Click of Store business Document as
marked
Store Business Document on Inspection Result Recording
Double click Quality Check Report Or Drag
File on White space as marked
Select file Which need to Attached
Fill File Description
Store Business Document on Inspection Result Recording
Process Continue to Save File against it
Store Business Document on Inspection Result Recording
Press marked Button “Attachment List ” to view list
of Document
Which Uploaded or Store On Inspection Lot
User Manual – DMS Service On UD
Posting
Purpose – Attach Document on UD
Posting Tcode QA32
Select Inspection Lot and Click of
Service for Object button As
Marked
Click of Store business Document as
marked
Store Business Document on UD
Posting
Double click UD Quality Document Or Drag
File on White space as marked
Select file Which need to Attached
Fill File Description
Store Business Document on UD
Posting
Process Continue to Save File against it
Store Business Document on UD
Posting
Press marked Button “Attachment List ” to view list
of Document
Which Uploaded or Store On Inspection Lot
