OpenText Vendor Invoice Management

for SAP Solutions

VIM Process Overview

Insight & Control

Your Supplier Invoice Invoice Collaboration Invoice
Ingestion Payment
Recognition Verification & Monitoring Completion

Verify and Exception

IDoc s Receive Transform Approve Pay
Complete Handling

Electronic Data mapping Validate data Comment Post invoice

Scanning Trigger workflows Return to vendor Archive audit trail

Inquiry Archiving OCR

Archiving for SAP Invoice Capture SAP S/4HANA

Supplier Self-Service Solutions* Center Vendor Invoice Management SAP Business Suite
VIM Components
Software Latest version Server Client License
component (As on Dec2020)
Enterprise Scan 20.4 Not Applicable PC connected to It is Bundled with OCR. No
Scanner separate license required
Scan users’ PC
BCC/ICC Recognition 16.7.2 Windows Server Number of Invoices – Separate
2016/2019 license
MS SQL server
2016/2017.
Intelligent Capture (IC or 20.4 Windows Server Number of Invoices – Separate
IES) 2016/2019 license
No DB
BCC/ICC Validation 20.4 Installed on Validation
users’ PC
OTEXVIM (SAP add-on) 20.4 for S/4 HANA SAP Number of Invoices – Separate
7.6 for ECC 6 license
Archiving & Document 20.4 SAP Number of Users – Separate
Access (SAP Add-on) license

Archive 20.2 Windows Server No separate license is required

Server/Center(OTAC) 2016/2019
Linux/SAP HANA
MS SQL or Oracle
Database
Post Installation activities
1. Activate BC set – T-code: SCPR20
/OTEXVIM/VIM75_BASELINE_LEGACY - BC Set Collection for VIM 7.5 - Legacy and New Installation

/OTEXVIM/VIM75_BASELINE_NEWFOR75 - BC Set Collection for VIM 7.5 New Features

/OTEXVIM/VIM75_SP1_CUSTOMIZINGVIM 7.5 SP1 - General Customizing - EW3K900861

/OTEXVIM/VIM75_SP2_CUSTOMIZINGVIM 7.5 SP2 - General Customizing - EW3K900869

/OTEXVIM/VIM75_SP3_CUSTOMIZINGVIM 7.5 SP3 - General Customizing - EW3K900845

/OTEXVIM/VIM75_SP4_CUSTOMIZINGVIM 7.5 SP4 - General Customizing - EW3K900947

……………………………………………………………………………………………………………

/OTEXVIM/VIM75_SP5_CUSTOMIZINGVIM 7.5 SP10 - General Customizing - EW3K901105

/OTEXVIM/VIM75_SP6_CUSTOMIZINGVIM 7.5 SP11 - General Customizing - EW3K901232

Post Installation activities
1. S4H System
a. /OTX/PF00_GENERAL_SET_004_04 for the basic settings
b. /OTX/PF01_INBOUND_004_04 for the inbound settings
c. /OTX/PF02_FOUNDATION_004_04 for the foundation configuration
d. /OTX/PS00_BASE_004_04 for the basic settings of Business Center solutions
e. /OTBCSL38/EDOCU_INTEGRATION_SAP for the integration of VIM with SAP eDocument
f. /OTEXVIM/VIM16_3_BASELINE
g.
Post Installation activities
2. Configuring workflow dialog tasks

Task Dialog Task ID

1 DP WF 00275278
2 PO Parked 00275262
3 PO Blocked Line level 00275265
4 PO Blocked Header 00275267
5 NPO parked 00275260
6 IAP 00275253
7 Referee work item 00275283
Post Installation activities
3. Refresh workflow Buffer – T code SWU_OBU

4. Maintaining number ranges

Object Description
/PTGWFI/RI CP Document
/OPT/DOCID Document Processing
/ORS/STACK Invoice Approval
/ORS/USRMP Invoice Approval Usermap
/OPT/REGID Incoming Document Handling (IDH) framework
/OTX/PF01 Document Registration
Post Installation activities
5. Linking events for VIM workflows– SWE2
Early Archiving Configuration

1. Create logical archive in OTAC (Archive Center)

2. Create Content Repository – OAC0
3. Create Archive document type – OAC2
4. Link Archive document type to VIM Object – OAC3
5. Maintain workflow document type – SOA0
6. Create preset folder and assign archive document type – OAWS
Early Archiving and BC Inbound Configuration

1. Create logical archive in OTAC (Archive Center)

2. Create Content Repository – OAC0
3. Create Archive document type – OAC2
4. Link Archive document type to VIM Object – OAC3
5. Maintain workflow document type – SOA0
6. Create preset folder and assign archive document type – OAWS
7. Maintain default logical system - /n/OTX/PF00_IMG
8. Early Archiving Setting
9. XML setting for BCC
BC Inbound Document statuses in VIM
User Activity Status Program
Scanning Registered Archiving Program
Ready for Extraction /OTX/PF01_P_IDF_TRIGGER
Sent to Extraction BCC Hotspot
Extraction Completed BCC Hotspot
Ready for Validation /OTX/PF01_P_IDF_TRIGGER
Submit validation Validation completed
Inbound Completed /OTX/PF01_P_IDF_TRIGGER
Document Processing(DP) in VIM
DP stands for Document Processing
Document Processing (DP) in Vendor Invoice Management (VIM) is primarily used to pre-process
data before creating SAP business documents. The DP process can be used as a filter to validate,
eliminate potential errors and/or duplicates in the vendor invoice documents.
DP consists of below concepts
• Document type
• Process types
• Business Rules
• Process options
• Roles
• BDC ID
• Duplicate Infrastructure
Document Processing(DP) in VIM
Document type
The document type is the key object in the DP component of VIM. The document type holds key
information about how the document is created in the system (from external data using OCR or
manual entry etc.), Invoice Type etc
• Highest level attribute, effect the processing, process flow and user interface. A more detailed
configuration according to the process and screen layouts is done at the invoice characteristic
level; Therefore it is not necessary to create many different document types for individual process
settings. Use a document type as a global invoice processing template.
• Determine the SAP transaction to be called during document creation.
• Determine the metadata (index) collection screen layout and fields.
• Can be derived from OCR data using the document type determination rules engine.
• Require no one-to-one relation to SAP ArchiveLink document types
Document Processing(DP) in VIM
Document type
• Highest level attribute, effect the processing, process flow and user interface. A more detailed
configuration according to the process and screen layouts is done at the invoice characteristic
level; Therefore it is not necessary to create many different document types for individual process
settings. Use a document type as a global invoice processing template.
• Determine the SAP transaction to be called during document creation.
• Determine the metadata (index) collection screen layout and fields.
• Can be derived from OCR data using the document type determination rules engine.
• Require no one-to-one relation to SAP ArchiveLink document types
Process types
• Effect the process flow.
• Can be used in multiple document types.
• Each document type needs at least one process type.
• Determine the initial actor and various collaboration options available to the various actors during
the process flow.
Document Processing(DP) in VIM
Business Rules
• Represent a rudimentary engine for determining
– process type
– document type (in case of OCR or external data input)
• Use configuration to apply logical conditions.
• Allow defining of multiple criteria.
• Can be specified regarding order and exclusivity.
• Can be used for validating data from external systems (OCR).
• Can be automatically applied to the metadata to effect the process flow.
• Can be configured to be called at multiple stages in the process flow
Roles
• Use the standard OpenText role or actor infrastructure.
• Can use the standard key determination infrastructure to configure complex actor determination
logic without programming..
Document Processing(DP) in VIM
Process Options
• Comprise the following main types of options:
• – Actions
• Actions can be based on transactions or class method or workflow tasks.
• – Referrals (for collaboration)
• • Can effect the processing logic.
• • Can effect the user experience.
• • Can trigger the workflow engine to re-run the rules on the most current
• metadata to effect the process flow.
• • Can be configured to change the document status
Document Processing(DP) in VIM
BDC ID
• Build a powerful infrastructure for pre-populating data into SAP transactions without programming
• Are optimized for both dialog processing and background processing
• Allow to set dynamic parameter IDs
• Can be used to configure new user collaboration actions.
• Eliminate the need to code parameterized transactions.
• Allow to configure BDC success messages.

Duplicate check infrastructure

• Builds a comprehensive infrastructure for configuring different duplicate check logic.
• Allows specifying multi-step duplicate check logic
Document Processing(DP) in VIM – Pre-Requisites
Implementing process scenarios in the DP workflow component of VIM comprises
the following main steps:

1. Identify the list of DP document types that are needed.

2. Identify the various process types that are required for realization of the process scenarios.

3. Identify and configure indexing screen fields.

4. Identify the various roles and configure the roles in the appropriate process types.

5. Identify and configure the process options.

6. Identify and configure the business rules to be executed to identify exception processing.

7. Configure global customization setting as per customer requirements.

DP Document Types

DP Document Type Description FI Document Types Number Range

ZPO_INO PO Invoice Process RE 000000000001 to 999999999999

Duplicate Check
Duplicate Invoices will be identified based on Vendor code and Invoice number
DP Roles
Stakeholders Key Roles & Responsibilities VIM Role Role Type Determination
Account Payable • Responsible for receiving PO and NPO invoices.
• Responsible for scanning, validate the invoice correctness and take
necessary actions if any validation fails.
• Responsible to enter G/L code for Non PO based Invoices
AP_PROCESSOR Standard Company Code
• Responsible for posting the invoices and resolve posting errors if
occurs.
• Responsible for liaising with Procurement team, Receiver
• Must have a SAP user ID
AP Pay Officer • Responsible for resolving duplicate invoices
AP_PAY_OFFICER Custom Company Code

Procurement team • Responsible for resolving the PO related issues.

• Responsible to Verify PO price and Quantity discrepancy Invoices BUYER Function Module
Standard
• Responsible for liaising with AP team, Receiver. (Dynamic)
• Must have a SAP user ID
Receiver • Responsible for resolving the GR related issues when referred by
Procurement team
RECEIVER Standard Plant
• Responsible for liaising with AP team, Procurement team
• Must have a SAP user ID
Validator • Responsible for validating the invoices after OCR using BCC
validation tool
Archive document
VALIDATOR Standard
type

Info provider • Provide information to AP team/procurement team/receiver to resolve

the invoice related exceptions/queries
INFO_PROVIDER Standard Manual
Process flow Swimlane
OpenText Vendor Invoice Management
PO Invoice Processing

3.1 Check, Verify, 3.3 Info

3.2 Missing 3.4 Reject Invoice /
Resolve Invoice Yes Available in No
Invoice Info? Inform Vendor
Exceptions invoice?
VIM
VIM No Yes
AP Processor

3.17 Correct Posting

3.5 Invalid PO
3.6 GRN/SES not 3.7 Price/Quantity 3.8 Submit for E error and post
Number/PO Not No No No
done ? discrepancy? posting manually
released?
VIM

Yes Is it Cash/Gift
Yes Yes
Vouchers ? Yes
A

F
No

q 3.6 Provide q 3.7 Verify and get 3.7 Verify and

correct PO 3.6 GRN/SES not approval document trigger approval C
Buyer

number. Yes B
done ? and attach if needed.
q Get PO released VIM q Refer to receiver VIM
VIM
D

No
Yes E
(System Step )
VIM/SAP

3.15 submit 3.19 Create

3.16 Posting 3.18 Post
A for Auto No Accounting
error? Invoice
posting Document
VIM VIM VIM
Receiver

B Post goods receipt or

Service entry sheet
VIM
Process Options Swimlane
Process PO Invoice (PO) OCR

q Apply Business Rules

AP Processor

P1
DP Dashboard q Refer to AP Processor → A
q Return to Vendor
q Post PO Invoice
A q Obsolete End Workflow
DP Role Concept
Roles refer to the grouping of various business users according to their business activity. Vendor
Invoice Management (VIM) has a comprehensive framework for realizing various requirements in
the area of role definition. You can define roles as granular as needed.
The VIM role framework comprises the following main concepts:
• Role
• Template
• Template fields
DP Role Configuration Steps
1. Define the role - Tcode: /n/opt/cp_9cx5 . Alternatively, navigate to OpenText Vendor Invoice
Management > SAP menu> Roles > Role Maintenance
005 - Document Processing (DP) based product codes
LIX - LIV based product codes (both for PO parking and PO blocking workflows)
PIR -Product codes for Non-PO parking workflows
DP Role Configuration Steps
2. Defining role templates. T-code: /n/opt/cp_9cx2
1. Key determination (Static)
• Combination of columns
• Depends on the business object attributes.
Example: Company code, scan location and plant define the AP Processor role.
2. Function Module (Dynamic)
Set of custom functions that extend baseline functions
Example: Buyer is the PO creator that the function module extracts from the PO.
3. SAP HR org structure (Semi-Dynamic)
Always send to the structure such as a position or work center.
Example: AP Experts are users attached to a single work center
DP Role Configuration Steps
3. Assigning templates to roles
Run the /n/opt/cp_9cx2 transaction.
Alternatively, navigate to OpenText Vendor Invoice Management > SAP menu > Roles > Template
Maintenance.
4. Maintaining role determination settings
Run the /n/opt/cp_9cx4 transaction.
Alternatively, navigate to OpenText Vendor Invoice Management > SAP menu > Roles > Simple Mode
Role Maintenance.
DP Role workflow – Role play
DP Role User
Validator Yuvan
AP_Processor Iniyan
Buyer Tamilan
AP_Pay_Officer Nila
Receiver Mukilan
Info_Provider Venba
DP Document type Configuration
Step -1: Create DP document type
T-code: /n/opt/vim_1cx1
/n/opt/spro → Document Processing Configuration →Document Type Configuration → Maintain
Document Types
Step -2: Maintain DP document type determination
/n/opt/spro → Document Processing Configuration →Document Type Configuration → Maintain
Document Type Determination Procedure
Document type controls following function in VIM workflow
• Number range

• Whether it is PO invoice or non PO invoice or Down payment request

• Invoice accounting FI document types

• Default role for posting errors

• Allowed process types or exceptions

• Allowed functions in VIM dashboard based on VIM roles
• Header and Item field selection – Hide/Display/Mandatory
DP Document Types

DP Document Type Description FI Document Types Number Range

ZPO_INO PO Invoice Process RE 000000000001 to 999999999999

Duplicate Check
Duplicate Invoices will be identified based on Vendor code and Invoice number
DP Document Types – Screen selection
Create DP document type
T-code: /n/opt/vim_1cx1
/n/opt/spro → Document Processing Configuration →Document Type Configuration → Maintain
Document Types
Process Options Configuration
Process Options
• Run the /n/OPT/VIM_8CX2 transaction.
• Alternatively, navigate to Vendor Invoice Management > Document
Processing Configuration > Process Configuration > Maintain Process Options.
Process Types Configuration
Process types (Exceptions)
Run the /n/OPT/VIM_8CX1 transaction.
Alternatively, navigate to Vendor Invoice Management > Document
Processing Configuration > Process Configuration > Maintain Process Types.
Process types (Exceptions)
Bypass
Sequence Possible
No. Process Type Business Rule Initial Actor
800 102 Invalid Vendor (PO) AP_PROCESSOR NO
805 101 Invalid PO Number (PO) BUYER NO
810 104 Invalid Currency (PO) AP_PROCESSOR NO
815 106 PO Not Released or Incomplete BUYER NO
820 125 Missing Invoice Date (PO) AP_PROCESSOR NO
825 133 Vendor Invoice Reference Missing (PO) AP_PROCESSOR NO
830 105 Suspected Duplicate (PO) AP_PAY_OFFICER NO
835 153 Vendor Mismatch (PO) AP_PROCESSOR NO
840 155 Currency Mismatch (PO) AP_PROCESSOR YES
845 161 Company Code Mismatch (PO) AP_PROCESSOR NO
AP_PROCESSOR NO
850 113 Manual Check Needed / Missing Data for Indexing Lines (PO)
NO
855 126 Invalid Tax Info (PO) AP_PROCESSOR
860 406 PO Tolerance Exceeded (PO) BUYER YES
865 138 Missing Mandatory Information (PO) AP_PROCESSOR NO
870 108 Process PO Invoice (PO) OCR AP_PROCESSOR NO
Process Options Swimlane
Manual Check Needed / Missing Data for Indexing Lines (PO)
Process Options for All Process types

q Apply Business Rules

q Refer to AP Processor → A
AP Processor

P1
DP Dashboard q Refer to Buyer → B
q Refer To Receiver → C
q Refer for Information → D
A
q Return to Vendor
q Obsolete End Workflow

q Create PO
q Change PO
Buyer

B DP Dashboard q Refer for Information → D

q Refer to AP Processor → A
q Refer to Buyer → B
q Refer to Receiver → C

q Display PO
q Create GR
Receiver

C DP Dashboard
q Refer to AP Processor → A
q Refer to Buyer → B
q Refer to Receiver → C
q Refer for Information → D
Info Provider

D DP Dashboard q Refer back to Referring Role

q Apply Business Rules

AP Officer

P1
DP Dashboard q Refer to AP Processor → A
q Confirm Duplicate End Workflow
q Confirm Non-Duplicate
E