Open Text Vendor Invoice Management Administration Guide

This guide describes the technical and functional aspects of administrating Open Text Vendor Invoice Management 5.2.

VIM050200-AGD-EN

Open Text Vendor Invoice Management Administration Guide VIM050200-AGD-EN Rev.: 16. Jul 2009
This documentation has been created for software version 5.2. It is also valid for subsequent software versions as long as no new document version is shipped with the product or is published at https://knowledge.opentext.com. Open Text Corporation 275 Frank Tompa Drive, Waterloo, Ontario, Canada, N2L 0A1 Tel: +1-519-888-7111 Toll Free Canada/USA: 1-800-499-6544 International: +800-4996-5440 Fax: +1-519-888-0677 E-mail: [email protected] FTP: ftp://ftp.opentext.com For more information, visit http://www.opentext.com

Copyright by Open Text Corporation, Open Text Inc.

Open Text Corporation is the owner of the trademarks Open Text, The Content Experts, Great Minds Working Together, Livelink, Livelink ECM, Livelink ECM-eDOCS, Livelink MeetingZone, MeetingZone, B2BScene, B2BScene.com, Client/Surfer, Collaboration, Creative Desktop, Further Faster, Hyperinnovation, Internet Anywhere ,Livelink IRIMS, IRIMS, IXOS, Livelink OnTime, OnTime, Livelink Remote Cache, Microstar, MyLivelink, O & Design, Odesta, Odesta Helix, Odesta Livelink, Open Text Intranet, Open Text Web Index, Personality +, Putting Knowledge To Work, Techlib, The Hyperlinked Organization, The Source For Business Knowledge, Worksmart, and World Of E among others. This list is not exhaustive. ACKNOWLEDGEMENTS SAP, R/3 and SAP ArchiveLink are registered trademarks of SAP AG. Adobe is a trademark of Adobe Systems Incorporated. Lotus and Lotus Notes are registered trademarks of Lotus Development Corporation. Domino is a trademark of Lotus Development Corporation. Microsoft, Microsoft SQL, and Microsoft SharePoint are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Oracle is a registered trademark of Oracle Corporation. Netscape and the Netscape N and Ship's Wheel logos are registered trademarks of Netscape Communications Corporation in the U.S. and other countries. Firefox is a registered trademark of the Mozilla Foundation. Sentry Spelling-Checker Engine Copyright 2000 Wintertree Software Inc. WordNet 2.0 Copyright 2003 by Princeton University. All rights reserved. Outside In Viewing Technology 1992-2002 Stellent Chicago, Inc. All rights reserved. Outside In HTML Export 2002 Stellent Chicago, Inc. All rights reserved. Portions of eDOCS DM are copyrighted by DataDirect Technologies, 1991-2002. All other products or company names are used for identification purposes only, and are trademarks of their respective owners. All rights reserved.

Table of Contents

1
1.1 1.2 1.2.1 1.2.2 1.2.3 1.3

Introduction .................................................................................7
About Vendor Invoice Management......................................................... 7 About the document ................................................................................. 9 Target readership..................................................................................... 9 Related documents .................................................................................. 9 Conventions ............................................................................................. 9 Contact information ................................................................................ 11

2
2.1 2.2 2.3

Understanding VIM....................................................................13
Delivery model ....................................................................................... 13 Workflow scheme................................................................................... 14 Process swimlanes ................................................................................ 14

Part 1 3
3.1 3.2

Administering VIM

17

Administration tools .................................................................19

VIM Installation Check program............................................................. 19 VIM Customizing IMG ............................................................................ 21

4 5
5.1

VIM workflow batch jobs ..........................................................23 Roles...........................................................................................25

Maintaining the FAIL_SAFE user key .................................................... 25

6 7
7.1 7.2

Maintaining Chart of Authority.................................................27 Setting up substitutes for workflow processes .....................29

Setting up a substitute for the SAP inbox .............................................. 29 Setting up a substitute for the IAP process............................................ 33

8
8.1 8.2

Determining the workflow status of an invoice ......................39

Displaying the workflow status using Unified Dashboard ...................... 39 Displaying the workflow status using VIM Analytics .............................. 42

9 10
10.1

Monitoring VIM workflows........................................................45 Solving a role error in a workflow............................................51

Determining a role error in a workflow ................................................... 51

VIM050200-AGD-EN

Open Text Vendor Invoice Management

iii

Table of Contents

10.2

Restarting workflow after fixing a role error ........................................... 54

11
11.1 11.2 11.3

Reassigning work items belonging to another user..............57

Retrieving open SAP work items of a specific user ............................... 57 Reassigning open SAP work items to a different user........................... 60 Reassigning Invoice Approval items to a different user......................... 63

12 13
13.1 13.1.1 13.1.2 13.1.3 13.2 13.3 13.4 13.5 13.6 13.7 13.8 13.9 13.10 13.11 13.12 13.13 13.14 13.15

Releasing invoice lock for Invoice Approval..........................67 Administering workflows .........................................................69

Monitoring alerts..................................................................................... 69 Setting up central alert monitoring ......................................................... 70 Registering a CCMS agent .................................................................... 70 Monitoring using CCMS templates ........................................................ 70 Monitoring activity .................................................................................. 74 Analyzing system performance.............................................................. 75 Using logs and traces ............................................................................ 75 Using Solution Manager Diagnostics ..................................................... 76 Configuring VIM ..................................................................................... 76 Backup ................................................................................................... 76 Data archiving ........................................................................................ 76 System availability.................................................................................. 76 Adaptive computing ............................................................................... 76 Restart mechanism ................................................................................ 77 Linking events for VIM workflows........................................................... 77 Frequently used SAP workflow administration transactions.................. 79 Analyzing work items ............................................................................. 82 Frequently used SAP workflow tables ................................................... 83

14
14.1

Using the SAP early watch service .........................................85

Creating a role for VIM configuration display......................................... 85

15
15.1 15.2 15.3 15.3.1 15.3.2 15.3.3 15.4 15.4.1 15.4.2 15.4.3 15.4.4

Using VIM Notifications ............................................................95

Starting VIM Notifications....................................................................... 95 Working with the selection screen ......................................................... 95 Working with the VIM Notifications List.................................................. 98 Application tool bar ................................................................................ 98 ALV grid control...................................................................................... 99 ALV grid (data view)............................................................................. 100 Configuring VIM Notifications............................................................... 101 Configuring notification and e-mail options.......................................... 101 Configuring the notification e-mail body............................................... 103 Excluding notification users ................................................................. 105 Configuring user preferences............................................................... 106

iv

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Table of Contents

16
16.1

System landscape setup ........................................................110

Overview .............................................................................................. 110

17
17.1 17.2 17.3 17.4

Central Reporting ....................................................................117

Running the Aggregation Report for the CUST_PREFL group ........... 121 Creating variants of the Aggregation Report for each group ............... 123 Maintaining reporting tables................................................................. 123 Scheduling batch jobs for the Aggregation Report .............................. 127

18
18.1 18.2 18.3 18.3.1 18.4

Downloading data from SAP for ICC integration..................130

Downloading the vendor database from SAP...................................... 130 Downloading PO data from SAP.......................................................... 132 Common topics of the download programs ......................................... 134 Downloading in background................................................................. 135 Function Modules and RFCs ............................................................... 135

19
19.1 19.2 19.3

ICC Dispatcher.........................................................................137
Overview .............................................................................................. 137 Batch Programs ................................................................................... 139 Admin Tool ........................................................................................... 142

20
20.1 20.2

EDI Support Administration ...................................................145

Overview .............................................................................................. 145 Administration Steps ............................................................................ 145

21
21.1 21.1.1 21.1.2 21.1.3 21.2 21.2.1 22.1.1

Reading System Log................................................................151

Creating System Logs.......................................................................... 151 Log Point .............................................................................................. 152 Object & Sub-Object ............................................................................ 154 Log classification.................................................................................. 154 Displaying Log...................................................................................... 155 Displaying in report .............................................................................. 155 Getting the system log in program ....................................................... 157

22
22.1 22.1.1 22.1.2 22.1.3 22.1.4 22.1.5 22.1.6 22.1.7 22.1.8 22.1.9 22.2

Approval Portal Administration and Troubleshooting ..........159

Administration ...................................................................................... 161 Configuring Approval Portal ................................................................. 161 Changing Log Level ............................................................................. 163 Monitoring Concept and Performance Management ........................... 165 Management of backup and restore .................................................... 171 Maintenance of periodic tasks ............................................................. 171 Technical configuration data ................................................................ 171 High availability and load balancing concept ....................................... 171 Restart and Monitoring of asynchronous interfaces concept............... 171 Starting and stopping Approval Portal ................................................. 171 Troubleshooting ................................................................................... 171

VIM050200-AGD-EN

Administration Guide

Table of Contents

23
23.1 23.2 23.3 23.4 23.5

Year End/Month End Procedure for Parked Document ........173

Introduction .......................................................................................... 173 Non-PO based FI Document................................................................ 174 PO based Parked Invoices (LIV invoices) ........................................... 177 Testing tips........................................................................................... 180 Year End Processing Audit Report ...................................................... 181

24 GLS IDX

ICC Configuration Data ............................................................182 Glossary Index 184 191

vi

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Chapter 1

Introduction
1.1 About Vendor Invoice Management
VIM is an abbreviation for SAP Invoice Management by Open Text

VIM is a packaged business solution. VIM solves a business problem - paying correct amount to vendors on time and with the lowest cost. VIM delivers not technology but best-practice business processes. VIM provides values to customers in process efficiency, visibility and compliance.

VIM is SAP centric.

VIM is an add-on to your SAP system, the majority of the functions and processes run inside your SAP system. VIM deals only with invoices that will be posted to SAP ERP. VIM uses SAP technology: ABAP and Workflow VIM integrates with standard SAP functions: Invoice Verification, Financial Processing, etc

VIM050200-AGD-EN

Open Text Vendor Invoice Management

Chapter 1 Introduction

VIM consists of the following components:

Figure 1-1: VIM components Document Processing

Capture invoice metadata Handle suspected duplicate invoices. Collaborate with others.

Invoice Approval

List invoices to be approved. Approve and code the invoices.

Exception Handling (Invoice Exception)

Handle the exceptions that arise after a SAP invoice is created.

VIM Analytics

Overlook the invoices in progress in a unified dashboard.

Approval Portal

Java based Approval Portal infrastructure running on SAP Web Application Server. Similar to Invoice Approval but with Web interface.

Open Text Vendor Invoice Management

VIM050200-AGD-EN

1.2

About the document

ICC (Invoice Capture Center)

Automate the capture of paper invoices by using OCR to extract invoice data.

1.2 About the document

1.2.1 Target readership
This document addresses workflow administrators who are in charge of maintaining VIM.

1.2.2 Related documents

You can find the product documentation as follows:

The product ISO image comprises the complete product CD-ROM in one *.iso file. The product ISO image is available in the Open Text Knowledge Center: Select the product family page and then click the Downloads link. The documentation of all products and all supported versions is available in the Open Text Knowledge Center. See the Release Notes for details and links. In the Knowledge Center, select the product family page, and then click the Documentation link. In case, the required product belongs to the Livelink ECM Enterprise Server family, click the Livelink Module Documentation link and select the product from the list. Note: You can find the latest information on manuals and online help files for each product in the corresponding Release Notes. This includes the identification codes of the current documentation.

For VIM, the product ISO image is available here: https://knowledge.opentext.com/knowledge/llisapi.dll?func=ll&objId=14583402 You find the documentation for VIM here: https://knowledge.opentext.com/knowledge/llisapi.dll?func=ll&objId=10151494

1.2.3 Conventions
Read the following conventions before you use this documentation.
Typography

In general, this documentation uses the following typographical conventions:

New terms This format is used to introduce new terms, emphasize particular terms, concepts, long product names, and to refer to other documentation.

VIM050200-AGD-EN

Administration Guide

Chapter 1 Introduction

User interface This format is used for elements of the graphical user interface (GUI), such as buttons, names of icons, menu items, names of dialog boxes, and fields.
Filename, command, sample data This format is used for file names, paths, URLs, and commands in the command line. It is also used for example data, text to be entered in text boxes, and other literals.

Note: If a guide provides command line examples, these examples may contain special or hidden characters in the PDF version of the guide (for technical reasons). To copy commands to your application or command line, use the HTML version of the guide.

Key names Key names appear in ALL CAPS, for example: Press CTRL+V. <Variable name> The brackets < > are used to denote a variable or placeholder. Enter the correct value for your situation, for example: Replace <server_name> with the name of the relevant server, for example serv01. Hyperlink and Weblink (http://www.opentext.com) These formats are used for hyperlinks. In all document formats, these are active references to other locations in the documentation (hyperlink) and on the Internet (Weblink), providing further information on the same subject or a related subject. Click the link to move to the respective target page. (Note: The hyperlink above points to itself and will therefore produce no result). Tip: Tips offer extra information that may make your work more efficient or show alternative ways of performing a task. Note: Notes provide additional useful information that help you avoid problems and clear up misunderstandings. Important Important information is identified in this way. If this information is ignored, major problems may be encountered.

Caution
Cautions contain very important information that, if ignored, may cause irreversible problems. Read this information carefully and follow all instructions!

10

Open Text Vendor Invoice Management

VIM050200-AGD-EN

1.3

Contact information

Crossreferences

The documentation uses different types of cross-references:

Internal cross-references Clicking on the colored part of a cross-reference takes you directly to the target of the reference. This applies to cross-references in the index and in the table of contents. External cross-references in PDF documents In PDF documents, external cross-references are references to other manuals. For technical reasons, these external cross-references often do not refer to specific chapters but to an entire manual. Tip: Tips offer information that make your work more efficient or show alternative ways of performing a task. Note: Notes provide information that help you avoid problems. Important If this important information is ignored, major problems may be encountered.

Caution
Cautions contain very important information that, if ignored, may cause irreversible problems. Read this information carefully and follow all instructions!

1.3 Contact information

Open Text Online is a single point of access for the product information provided by Open Text. Depending on your role, you have access to different scopes of information (see below for details). You can access Open Text Online via the Internet at http://online.opentext.com/ or the support sites at http://support.opentext.com/. The following information and support sources can be accessed through Open Text Online: Knowledge Center Open Text's corporate extranet and primary site for technical support. It is the official source for:

Open Text products and modules. Documentation for all Open Text products. Open Text Developer Network (OTDN): developer documentation and programming samples for Open Text products.

VIM050200-AGD-EN

Administration Guide

11

Chapter 1 Introduction

Patches for Open Text products.

The following role-specific information is available: Partners

Information on the Open Text Partner Program. Programs and support for registered partners.

Business Users

Tips, help files, and further information from Open Text staff and other users in one of the Open Text online communities

Administrators/developers
Feedback on documentation

Downloads and patches Documentation Product information Discussions Product previews

If you have any comments, questions, or suggestions to improve our documentation, contact us by e-mail at [email protected].

12

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Chapter 2

Understanding VIM
2.1 Delivery model
As VIM is basically a scenario, its function may best be described as a problem solution. It enables the flexible configuration of a company's payment workflow. To this end, VIM is delivered with a so-called Baseline Configuration, a set of pre-defined configurations that work out of the box. In conjunction with other Open Text products such as Livelink ECM Archive Server it is possible to realize comprehensive solutions. Core Functions are the technical foundation of VIM: SAP screens, functions, workflow templates, web pages, etc.

VIM050200-AGD-EN

Open Text Vendor Invoice Management

13

Chapter 2 Understanding VIM

2.2 Workflow scheme

Figure 2-1: Workflow scheme Each VIM workflow process has the same basic steps: Validate metadata The metadata or index data are validated against the SAP database. If validation fails, an exception is triggered. Check duplicates The validated metadata is used to check whether the new invoice has been entered already. If the new invoice is suspected to be a duplicate of any existing invoice, an exception is triggered. Apply business rules Invoice pre-processing: Business rules are applied to detect additional exceptions before posting. Post for payment The invoice is posted and released for payment.

2.3 Process swimlanes

Business blue print sessions result in a set of finalized swimlane diagrams representing the to-be process. Figure 2-2 on page 16 is an example of such a process swimlane that is delivered with the VIM Baseline Configuration. A swimlane diagram comprises the following main items:

14

Open Text Vendor Invoice Management

VIM050200-AGD-EN

2.3

Process swimlanes

Process Description The description in the headline represents the process scenario. Roles Each lane represents a business role, a unique grouping of people required to collaborate to complete the process. Dashboard The dashboard is the user interface for the actors in the process. The dashboard type identifies the VIM component that is used to realize a specific functionality. The following dashboard types are available: DP dashboard The DP dashboard represents a process as implemented in the Document Processing component of VIM. See Section "Working with the DP Dashboard" in Open Text Vendor Invoice Management - User Guide (VIM-UGD). VIM dashboard The VIM dashboard represents a process as implemented in the Invoice Exception component of VIM for parked invoices. See Section "Working with the PO Parked Invoice Dashboard" in Open Text Vendor Invoice Management - User Guide (VIM-UGD) and Section 5.3 "Working with the Non-PO Invoice Dashboard" in Open Text Vendor Invoice Management - User Guide (VIM-UGD). VIM line dashboard The VIM line dashboard represents a process as implemented in the Invoice Exception component of VIM for blocked PO based invoices for line level blocks. See Section 5.2.2 "Working with the PO Invoice Dashboard (Line Level)" in Open Text Vendor Invoice Management - User Guide (VIM-UGD). VIM header dashboard The VIM header dashboard represents a process as implemented in the Invoice Exception component of VIM for blocked PO based invoices for header level processes. See Section 5.2.3 "Working with the PO Invoice Dashboard (Header WF)" in Open Text Vendor Invoice Management - User Guide (VIM-UGD). Options Various options are available to the actors during the processing of invoices. These are represented as individual items next to the dashboard block.

VIM050200-AGD-EN

Administration Guide

15

Chapter 2 Understanding VIM

Figure 2-2: Swimlane example

16

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Part 1 Administering VIM

Chapter 3

Administration tools
VIM provides the following tools that serve for administration purposes:

VIM Installation Check program on page 19 VIM Customizing IMG on page 21

3.1 VIM Installation Check program

The VIM Installation Check program enables you to check if the installation has been completed successfully. Note: You may need relevant security authorization to execute some of the transactions. To check the installation: 1. Execute the /OPT/VIM_1CX19 transaction. Alternatively, click Open Text Livelink VIM Menu > SAP menu > Installation > Install Check Program. The OpenText VIM Product Installation Check page is displayed.

VIM050200-AGD-EN

Open Text Vendor Invoice Management

19

Chapter 3 Administration tools

The icon indicates successful installation; the activity is required. 2. Click on the icon to view further information.

icon indicates that further

If required, click on the transaction.

icon to complete the respective activity with an SAP

Tip: With a standard installation, every item should be marked with an icon.

20

Open Text Vendor Invoice Management

VIM050200-AGD-EN

3.2

VIM Customizing IMG

3.2 VIM Customizing IMG

VIM Customizing IMG allows you to perform various implementation and configuration tasks for VIM. You can invoke VIM Customizing IMG by executing the /OPT/SPRO transaction or from the Open Text Livelink VIM Menu, clicking SAP menu > Customization > Open Text Customization.

VIM050200-AGD-EN

Administration Guide

21

Chapter 4

VIM workflow batch jobs

To ensure that VIM works properly, schedule the following workflow batch jobs appropriately, based on your system requirements. Program: RM08RELEASE Description: Releases blocks on MM documents and payment blocks on FI documents (equivalent to MRBR transaction). Suggested minimum frequency: Once a day Parameters: Select Automatic Release check box. Program: /PTGWFI/R_LIX_CLEANUP_WFS_NEW Description: Handles actions taken outside of workflow, which can clear a blocked invoice. This job removes associated redundant work items and completes workflows. Suggested minimum frequency: Once a day Run after RM08RELEASE. Parameters: Run-time dates (from/to) workflow start time Invoice document invoice document that you want to clear Fiscal Year fiscal year of the document that you want to clear Program: /PTGWFI/R_PIR_CLEANUP_WFS Description: Handles actions taken outside of workflow, which can clear a parked invoice. This job removes associated redundant work items and completes workflows. Suggested minimum frequency: Once a day Run after /PTGWFI/R_LIX_CLEANUP_WFS_NEW has completed. Parameters: Run-time dates (from/to) workflow start time

VIM050200-AGD-EN

Open Text Vendor Invoice Management

23

Chapter 4 VIM workflow batch jobs

Invoice document invoice document that you want to clear Fiscal Year fiscal year of the document that you want to clear Program: /ORS/000007_LOCK_CLEANUP Description: Releases invoice locks as set by Web approval workflow. Suggested minimum frequency: Every 30 min. Parameters: None Program: /OPT/VIM_R1A_REMINDER Description: Sends out VIM reminder emails for overdue items. Suggested minimum frequency: Once a day Parameters: Select Background Mode Table /OPT/T852 defines the number of grace days. Program: RSWWERRE Description: Restarts work items that are in error status. This job reduces workflow administration. Suggested minimum frequency: As defined by the workflow configuration Parameters: None Program: /OPT/VIM_TRIGGER_HEADER_WF Description: Triggers the LIV Header Level Workflow. Suggested minimum frequency: Twice a day or more often, depending on the requirements Parameters: None Program: /OPT/VR_A_AGGREGATION Description: Runs the Aggregation Report for specific groups to update reporting tables for Central Reporting.. See Scheduling batch jobs for the Aggregation Report for details. Suggested minimum frequency: Depending on specific groups and requirements Parameters: Use variants for specific groups.

24

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Chapter 5

Roles
The VIM role concept is comprehensively described in Section 5 "Roles" in Open Text Vendor Invoice Management - Configuration Guide (VIM-CGD) that covers the following topic:

Defining roles Defining role templates Assigning templates to roles Maintaining role determination settings

5.1 Maintaining the FAIL_SAFE user key

If role resolution brings no result, the system uses the FAIL_SAFE user key entry user. The following FAIL_SAFE user key types exist: Fail Safe Fail Safe applies if you are not using key determination to resolve roles. If the system cannot find the role that is suitable for the resolution, it uses the default Fail Safe user. Default Key Default Key applies if you are using key determination to resolve roles. If the system cannot find any related key, it uses the default key user. It is essential that you maintain the default key user for all roles to avoid that the workflow results in error when it cannot perform the role resolution correctly. To maintain the FAIL_SAFE user key: 1. Execute the /OPT/CP_9CX10 transaction. Alternatively, click Open Text Livelink VIM Menu > SAP menu > Roles > Fail_Safe Role Maintenance.

VIM050200-AGD-EN

Open Text Vendor Invoice Management

25

Chapter 5 Roles

2.

Maintain the FAIL_SAFE user key types Fail Safe and Default Key for all roles, using the following parameters: Note: You only need to maintain one type, based on your requirements. But it is a good practice to set up both types in case you change the FAIL_SAFE type. Agent Type Select the agent type. Agent Id Select the agent Id.

26

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Chapter 6

Maintaining Chart of Authority

The maintenance of the Chart of Authority is comprehensively described in Section 10.5 "Maintaining Chart of Authority" in Open Text Vendor Invoice Management Configuration Guide (VIM-CGD).

VIM050200-AGD-EN

Open Text Vendor Invoice Management

27

Chapter 7

Setting up substitutes for workflow processes

Substitutes can be set up for the SAP inbox and for the Invoice Approval (IAP) process.

7.1 Setting up a substitute for the SAP inbox

This substitution is only applicable for work items in the SAP inbox. You can designate a co-worker as a substitute for accessing your work items when you are not available. You can set up one or more substitutes. Activating the substitution requires the following parts:

Setting up a substitute Adopting a substitution

To set up a substitute: 1. 2. To access SAP Business Workplace, execute the SBWP transaction or click Menu > Business Workplace. From the menu, select Settings > Workflow settings > Maintain substitute.

VIM050200-AGD-EN

Open Text Vendor Invoice Management

29

Chapter 7 Setting up substitutes for workflow processes

3.

In the Personal Substitutes screen, mark the name and click the Create at the bottom of the screen. substitute button

30

Open Text Vendor Invoice Management

VIM050200-AGD-EN

7.1

Setting up a substitute for the SAP inbox

4.

In the User screen, enter the SAP user id of the substitute. Click

to confirm.

5. 6.

In the Detail Screen Substitution, insert the validity period. Make sure the Substitution active check box is not selected. Click to save changes.

In the Personal Substitutes screen, the substitute is displayed.

VIM050200-AGD-EN

Administration Guide

31

Chapter 7 Setting up substitutes for workflow processes

7.

To add more substitutes, repeat the steps above. When finished, click to leave the screen.

When the substitute is ready to work on the work items belonging to the substituted person, he or she adopts the substitution and is then able to view and execute those work items. To adopt a substitution: 1. 2. To access SAP Business Workplace, execute the SBWP transaction or click Menu > Business Workplace. From the menu, select Settings > Workflow settings > Adopt substitution.

32

Open Text Vendor Invoice Management

VIM050200-AGD-EN

7.2

Setting up a substitute for the IAP process

You might be set up as a substitute for more than one person. 3. Select the substitution you want to activate by selecting the check box next to the persons name. Click to confirm.

When you have finished working on the work items belonging to the substituted person, you must end the substitution in order to view your own work items. To end a substitution: Click in the menu: Settings > Workflow settings > End substitution.

7.2 Setting up a substitute for the IAP process

For the Invoice Approval (IAP) process, the VIM workflow administrator can set up substitutes for other users. Example:

VIM050200-AGD-EN

Administration Guide

33

Chapter 7 Setting up substitutes for workflow processes

Yvonne is a substitute for Wayne to approve invoices when Wayne is on vacation. However, Wayne has not designated Yvonne as his substitute in the SAP inbox. Wayne is on vacation and there are invoices waiting for approval. You as the VIM workflow administrator set up Yvonne as Waynes substitute so that she can approve the invoices. Note: When a substitute approves an invoice, the audit trail shows that XXXX approves on behalf of YYYY. To set up a substitute for the IAP process: 1. Execute the /ORS/MAIN_SUBS transaction.

2.

To indicate the person to be substituted, click the Search User button.

34

Open Text Vendor Invoice Management

VIM050200-AGD-EN

7.2

Setting up a substitute for the IAP process

3.

Enter the information of the substituted person and click user ID.

to search for the

4.

To select the correct person from the list, double-click the entry.

VIM050200-AGD-EN

Administration Guide

35

Chapter 7 Setting up substitutes for workflow processes

5.

To designate a substitute for this person, select the Substitutes tab and click Select a substitute.

6.

Enter information of the substitute and click

to search.

7.

To select the correct person from the list, double-click the entry.

36

Open Text Vendor Invoice Management

VIM050200-AGD-EN

7.2

Setting up a substitute for the IAP process

8.

Click

to save the changes.

When the substitute accesses the approval page, he or she will be able to view and approve invoices for the substituted person.

VIM050200-AGD-EN

Administration Guide

37

Chapter 8

Determining the workflow status of an invoice

Use one of the following means to display the invoice workflow status:

Open Text Unified Dashboard:

using MIR4 transaction for PO invoices using FB03 transaction for Non PO invoices

VIM Analytics

8.1 Displaying the workflow status using Unified Dashboard

To display the workflow status of an invoice: 1. Execute the MIR4 transaction (for PO invoices) or the FB03 transaction (for Non PO invoices). MIR4 transaction

VIM050200-AGD-EN

Open Text Vendor Invoice Management

39

Chapter 8 Determining the workflow status of an invoice

FB03 transaction

2.

Enter the invoice document number, the fiscal year (and the company code in FB03) and click the Display doc button (press RETURN in FB03).

3.

Click the Services for object button DashBoard.

and select Workflow > OpenText

The Open Text Unified Dashboard is displayed.

40

Open Text Vendor Invoice Management

VIM050200-AGD-EN

8.1

Displaying the workflow status using Unified Dashboard

In the Process History panel, the statuses of one or more workflow processes are displayed. Each process has a separate line. The processes can have one of the following types:

DP dashboard process Parked invoice process within SAP Invoice Approval (IAP) process

4.

To display details of a process, click the View button at the beginning of the line. Approval process details

Click the

icon for comments.

VIM050200-AGD-EN

Administration Guide

41

Chapter 8 Determining the workflow status of an invoice

Parked invoice process details

Click the

icon for comments.

8.2 Displaying the workflow status using VIM Analytics

For a comprehensive description of VIM Analytics, see Section 9 "Using VIM Analytics" in Open Text Vendor Invoice Management - User Guide (VIM-UGD). To display the workflow status using VIM Analytics: 1. To access VIM Analytics, execute the /n/OPT/VIM_ANALYTICS transaction. Alternatively, click Open Text Livelink VIM Menu > SAP menu > Reports > VIM Analytics.

42

Open Text Vendor Invoice Management

VIM050200-AGD-EN

8.2

Displaying the workflow status using VIM Analytics

2.

If you know the document number, enter it in the Document Number field. Otherwise, search by any selection criteria.

3.

Under Report Options, click the Workflow View option button. Click to execute the record.

VIM050200-AGD-EN

Administration Guide

43

Chapter 8 Determining the workflow status of an invoice

The report shows all applicable invoices, based on your selection criteria.

The Current Agent column indicates the current owner of the work item. 4. To access the Unified Dashboard, select an invoice and click the Dashboard button.

44

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Chapter 9

Monitoring VIM workflows

Open Text recommends monitoring the VIM workflows on a regular basis (daily or weekly). Use the standard SAP transaction SWI1 (Selection Report for Work Items) to monitor the VIM workflows. For VIM processes, the following workflow templates exist: WS00275269 Document process workflow (from receiving the scanned invoice info until the invoice is parked or posted or the document is marked as obsolete or duplicate) WS00275260 Parked PO invoice workflow (from the time a PO invoice is parked until the invoice is posted or deleted) WS00275254 Non PO parked invoice workflow (from the time a Non PO invoice is parked until the invoice is posted or deleted) WS00275252 Web approval of parked invoice workflow (from the time an invoice is sent for web approval action until approval is completed or invoice is fully rejected) WS00275264 Blocked PO invoice workflow (from the time a PO invoice is blocked for payment until it is released or cancelled) WS00275266 Blocked PO invoice header level action workflow (from the time that a blocked invoice is authorized for header level action until the action is completed or AP sends back) To monitor VIM workflows: 1. To access the Selection Report for Work Items, execute the SWI1 transaction.

VIM050200-AGD-EN

Open Text Vendor Invoice Management

45

Chapter 9 Monitoring VIM workflows

2.

Enter the following information in the selection screen: Type F (for Workflow, also subworkflow) Task Click the multiple selection button

to enter all workflows:

WS00275269 WS00275260 WS00275254 WS00275252 WS00275264 WS00275266

Date created Enter date range. Time created Enter time range. Tip: You can save the selection criteria as a variant. From the menu, click Goto > Variants > Save as variant. 3. To execute the report, click .

All VIM workflows that have been started during the specified interval are displayed on the Work item selection screen.

46

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Possible states in the Status column: STARTED Workflow is in progress. COMPLETED Workflow is completed. CANCELLED Workflow has been cancelled. The Work item text column indicates the type of block (1 = price block, 2 = quantity block), the type of parked invoice workflow and other workflow item text. 4. To display further details of a workflow instance, double-click the respective line. In the Workflow log screen, click the display a list with technical details. button in the application tool bar to

VIM050200-AGD-EN

Administration Guide

47

Chapter 9 Monitoring VIM workflows

The St (Status) column indicates the status of each individual step of the workflow: Ready for processing In process, but not completed Completed Error Click the icon next to a workflow step to display the agents who own this work item (or possible or excluded agents). 5. A workflow might be in Error status.

48

Open Text Vendor Invoice Management

VIM050200-AGD-EN

In the Workflow Log (View with technical details), click the highlighted Error field to display the error messages generated by the system.

If the error message shows the indicator Error or exception resolving role <...>, role maintenance is required through the role maintenance transaction.

VIM050200-AGD-EN

Administration Guide

49

Chapter 10

Solving a role error in a workflow

In some situations, a workflow results in an error because the agent resolution fails. SAP cannot determine a valid user ID for a workflow role. This kind of error is called a role error. This chapter describes the following tasks:

Determining a role error in a workflow on page 51 Restarting workflow after fixing a role error on page 54

10.1 Determining a role error in a workflow

The following steps describe how to retrieve workflow instances with a role error. To determine a role error in a workflow: 1. To access the Selection Report for Work Items, execute the SWI1 transaction.

2.

Enter the following information in the selection screen:

VIM050200-AGD-EN

Open Text Vendor Invoice Management

51

Chapter 10 Solving a role error in a workflow

Type F (for Workflow, also subworkflow) Status ERROR Task Click the multiple selection button

to enter all workflows:

WS00275269 WS00275260 WS00275254 WS00275252 WS00275264 WS00275266

Date created Enter date range. Time created Enter time range. Tip: You can save the selection criteria as a variant. From the menu, click Goto > Variants > Save as variant. 3. To execute the report, click .

All VIM workflows with status Error that have been started during the specified period are displayed on the Work item selection page.

4.

To display details of a workflow instance, double-click the respective line. In the Workflow log screen, click the display a list with technical details. button in the application tool bar to

52

Open Text Vendor Invoice Management

VIM050200-AGD-EN

10.1 Determining a role error in a workflow

5.

In the Workflow Log (View with technical details), click the highlighted Error field to display the error messages generated by the system.

A role error is indicated with a message reading Error or exception resolving role <...>. 6. In the Workflow Log (View with technical details), click the error indicator to view the workflow container. icon next to the

VIM050200-AGD-EN

Administration Guide

53

Chapter 10 Solving a role error in a workflow

The element ACTOR or Next Role indicates which role is causing the error. In the example above, the error role is INFO_PROVIDER. 7. Fix the error, using standard SAP workflow debugging methods.

10.2 Restarting workflow after fixing a role error

Once the error role has been corrected, the respective workflow instance needs to be restarted. To restart a workflow after fixing an error: 1. To access the Workflow Restart After Error screen, execute the SWPR transaction.

54

Open Text Vendor Invoice Management

VIM050200-AGD-EN

10.2 Restarting workflow after fixing a role error

2.

Enter the following information in the selection screen: Task ID Click the multiple selection button (

) to enter all workflows:

WS00275269 WS00275260 WS00275254 WS00275252 WS00275264 WS00275266

Tip: You can save the selection criteria as a variant. From the menu, click Goto > Variants > Save as variant. 3. To display all workflows in error status, click .

4.

Select the workflow you want to restart and click the Restart workflow button.

VIM050200-AGD-EN

Administration Guide

55

Chapter 10 Solving a role error in a workflow

If the workflow is restarted successfully, the entry in the Status column changes from ERROR to STARTED.

56

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Chapter 11

Reassigning work items belonging to another user

Open Text recommends all workflow users setting up a substitute, see Setting up substitutes for workflow processes on page 29. If a work item owner is on vacation or leaves the company, the substitute can adopt the work items owned by the substituted user. However, situations might occur when a user has not set up a substitute and the work items needs immediate attention. As a VIM workflow administrator, you can reassign such work items to one or more other user(s). This chapter covers:

Retrieving open SAP work items of a specific user on page 57 Reassigning open SAP work items to a different user on page 60 Reassigning Invoice Approval items to a different user on page 63

11.1 Retrieving open SAP work items of a specific user

You can retrieve open work items belonging to a specific user through the SAP standard Workload Analysis report. Each work item has a Work Item ID which is a unique number identifying the work item. To retrieve open SAP work items of a specific user: 1. To access the Workload Analysis report, execute the SWI5 transaction.

VIM050200-AGD-EN

Open Text Vendor Invoice Management

57

Chapter 11 Reassigning work items belonging to another user

2.

Enter the following information in the selection screen: Type

US

ID

SAP user ID of the specific user

Select the option button To be processed by. 3. To execute the report, click .

58

Open Text Vendor Invoice Management

VIM050200-AGD-EN

11.1 Retrieving open SAP work items of a specific user

The report shows all SAP work items belonging to the user, regardless of whether they are VIM work items or not. VIM work items have the following task IDs: TS00275278 DP Document Dashboard TS00275267 PO Invoice Dashboard (Header WF) TS00275262 PO Parked Invoice Dashboard TS00275260 Non PO Invoice Dashboard TS00275265 PO Invoice Dashboard (Line Level) 4. Click the icon to view the work item IDs.

VIM050200-AGD-EN

Administration Guide

59

Chapter 11 Reassigning work items belonging to another user

With the work item IDs, you can assign the work items to a different user, see Reassigning open SAP work items to a different user on page 60.

11.2 Reassigning open SAP work items to a different user

Once you have identified the work item IDs, you can reassign them through the SAP standard transaction Execute work items without agent check. Note: If the reassignment is permanent due to an organizational change, ensure the role maintenance setups are completed before reassigning the work item. See Section 5.4 "Maintaining role determination settings" in Open Text Vendor Invoice Management - Configuration Guide (VIM-CGD). To reassign a work item to a different user: 1. To access the Execute work items without agent check screen, execute the SWIA transaction.

60

Open Text Vendor Invoice Management

VIM050200-AGD-EN

11.2 Reassigning open SAP work items to a different user

2.

Enter the work item ID retrieved in Retrieving open SAP work items of a to execute. specific user on page 57 and click

Before you can reassign, you must be an owner of the work item. 3. To own the work item, select it and click the Without check button in the application tool bar. This action leads you into either the VIM Dashboard or the DP Dashboard.

VIM050200-AGD-EN

Administration Guide

61

Chapter 11 Reassigning work items belonging to another user

4. 5.

Click Click the

to return to the Execute work items without agent check screen. button in the application tool bar to display the work item.

6.

Click the

button in the application tool bar to forward the work item.

62

Open Text Vendor Invoice Management

VIM050200-AGD-EN

11.3 Reassigning Invoice Approval items to a different user

7.

Enter the SAP user ID of the receiver of the work item and click

to execute.

At the bottom of the screen, a confirmation message is displayed: Forwarding carried out.

11.3 Reassigning Invoice Approval items to a different user

For invoices awaiting approval, you perform the following steps to reassign the invoice to another approver, using the Open Text Usermap Maintenance Utility. To reassign an Invoice Approval item to a different user: 1. Execute the /ORS/UMREASSIGNED transaction. Alternatively, click Open Text Livelink VIM Menu > SAP menu > WF Administration > Reassignment Utility.

2.

Enter the company code, the document number, and the fiscal year for the to execute. invoice you want to reassign and click The system retrieves the current approver for this invoice and the rest of the invoices waiting for his or her approval.

3.

In the Invoice Approval - Usermap Maintenance Utility screen, click Usermap Id > <SAP user ID> > Invoice List, to display the list of invoices for the current approver.

VIM050200-AGD-EN

Administration Guide

63

Chapter 11 Reassigning work items belonging to another user

4.

To show the details of the invoice, click the document number in the navigation panel on the left-hand side.

5.

Click the Reassign button in the application tool bar.

64

Open Text Vendor Invoice Management

VIM050200-AGD-EN

11.3 Reassigning Invoice Approval items to a different user

6.

Enter the new owner of the invoice. Tip: Use the search help to locate the new owner.

7.

Click the Reassign button to complete the reassignment. The invoice is now assigned to the new owner.

VIM050200-AGD-EN

Administration Guide

65

Chapter 12

Releasing invoice lock for Invoice Approval

The Invoice Approval process has a web front-end which approvers can log in to approve invoices. In some cases, if the user closes the web browser window incorrectly without logging out of an invoice, the invoice can be locked. As a VIM workflow administrator, you can release a locked invoice. To release an invoice lock for Invoice Approval: 1. Execute the /ORS/RELEASE_LOCK transaction.

2.

In the Invoice Lock Clean up program screen, enter the following information: Invoice Type

for Non PO invoices: BKPF for PO invoices: RMRP

Invoice Key Enter the invoice key which is composed as follows:

for Non PO invoices: <company code> + <invoice number> + <fiscal year> Example: An invoice with company code 1000, invoice number 1900000036 and fiscal year 2009 results in the invoice key 100019000000362009.

for PO invoices: <invoice number> + <fiscal year> to display invoices that are currently

Test Only Select this check box and click locked.

VIM050200-AGD-EN

Open Text Vendor Invoice Management

67

Chapter 12 Releasing invoice lock for Invoice Approval

Tip: If you leave the Invoice Type and Invoice Key fields empty, all currently locked invoices are displayed. 3. To release the lock, click .

A confirmation message is displayed.

68

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Chapter 13

Administering workflows
This chapter covers general activities for checking the system status of VIM:

Monitoring alerts on page 69 Monitoring activity on page 74 Analyzing system performance on page 75 Using logs and traces on page 75 Using Solution Manager Diagnostics on page 76 Configuring VIM on page 76 Backup on page 76 Data archiving on page 76 System availability on page 76 Adaptive computing on page 76 Restart mechanism on page 77 Linking events for VIM workflows on page 77 Frequently used SAP workflow administration transactions on page 79 Analyzing work items on page 82 Frequently used SAP workflow tables on page 83

13.1 Monitoring alerts

System availability depends on the availability of the underlying SAP ERP system. It is possible to deactivate some of the VIM features using various criteria, as described in Open Text Vendor Invoice Management - Configuration Guide (VIM-CGD).

You can conduct system performance checks using the SAP standard tools. The SE30 transaction, for example, provides a runtime analysis of projects and components. Resource consumption information can be monitored using the SM50 transaction and other SAP administration utilities that are part of the SAP Computing Center Management System (CCMS).

VIM050200-AGD-EN

Open Text Vendor Invoice Management

69

Chapter 13 Administering workflows

You can use all the SAP standard logs and other infrastructure like the SM13 and SM21 transactions for monitoring.

The following sections describe how to use the SAP Standard CCMS functionality for alert monitoring.

13.1.1 Setting up central alert monitoring

VIM is completely embedded inside the SAP ERP system. Hence, you can use the entire general alert monitoring infrastructure for checking the health of the system and VIM. VIM does not need a separate Central Monitoring System (CEN) system. To monitor VIM, use the existing CEN system that is connected to the SAP ERP system on which VIM is installed. For configuring the CEN, see the SAP online help: http://help.sap.com/saphelp_nw70/helpdata/EN/9d/df1241c738f423e10000000a1 55106/frameset.htm

13.1.2 Registering a CCMS agent

VIM is an ABAP Add-On and all the functionality is embedded in the SAP ERP ABAP system. The standard CCMS agent SAPCCM4X can be used. If the underlying SAP ERP system is already registered in a CEN, you do not need to register anything. See the SAP online help for registering a CCMS agent: http://help.sap.com/saphelp_nw70/helpdata/EN/ca/118110ff542640b7c86b570cc 61ae3/frameset.htm.

13.1.3 Monitoring using CCMS templates

Various monitors based on CCMS templates are available for system checking purposes. You can use the following SAP CCMS Monitor Templates monitor sets: Note: Depending on your SAP system, some of the templates might not be available.
Monitor Availability: Selected Systems Background Processing Buffers Change & Transport System Communications Usage Availability monitoring of selected systems and their application servers

Background processing of the SAP systems and their application servers The various SAP buffers, their hit rates, and swap rates Transports for a system

Data transfers (SAPconnect, SAP Gateway, Application Link Enabling, LDAP, RFC)

70

Open Text Vendor Invoice Management

VIM050200-AGD-EN

13.1 Monitoring alerts

Data Archiving Database Dialog Overview Enqueue

Monitored data archiving sessions Database (such as table status, performance, backups, data consistency) Overview of the dialog system, broken down by performance attributes Enqueue service. This service allows ABAP applications to lock data so that only they can use it. The locking of the data avoids parallel changes to the data, which would lead to data inconsistency. Entire system (including detailed information about SAP services) Operating system data for any application servers and host systems Security Audit Log and security-relevant messages in the system log Spool system of the SAP system and the individual output servers System log broken down by application servers and individual topic areas Number of logged-on users and configuration settings of application servers

Entire System Operating System Security Spool System Syslog System Configuration

You can copy these monitors and change them. See the SAP online help for more details: http://help.sap.com/saphelp_nw70/helpdata/en/28/83493b6b82e908e10000000a1 1402f/content.htm. To start a monitor, perform the following steps: To start a CCMS templates based monitor: 1. Execute the RZ20 transaction and select the menu option Extras > Activate maintenance function. In the CCMS Monitor Sets screen, expand the SAP CCMS Monitor Templates menu.

VIM050200-AGD-EN

Administration Guide

71

Chapter 13 Administering workflows

2.

Double-click a monitoring tree element (MTE), for example Background Processing.

72

Open Text Vendor Invoice Management

VIM050200-AGD-EN

13.1 Monitoring alerts

3.

Double click on a line item, for example AbortedJobs, to see details.

4.

Return to the SAP CCMS Monitor Templates screen. Click on a line item, for example Utilisation, and click the Properties button in the application tool bar. The Monitoring: Properties and Methods screen displays other settings like methods used and threshold values set.

VIM050200-AGD-EN

Administration Guide

73

Chapter 13 Administering workflows

As CCMS is a standard monitoring tool from SAP, VIM does not require specific values for the property thresholds. SAP basis needs to decide the level and to set the thresholds for this. To set threshold values: a. In the Monitoring: Properties and Methods screen, click the button.

b. Enter the threshold values and save.

13.2 Monitoring activity

VIM uses the SAP Workflow Engine to realize the process setup of the business processes. You can effectively use the workflow runtime and administration tools to monitor the activity and resources as the business processes are proceeding. For

74

Open Text Vendor Invoice Management

VIM050200-AGD-EN

13.3 Analyzing system performance

activity monitoring purposes, see Frequently used SAP workflow administration transactions on page 79.

13.3 Analyzing system performance

For analyzing the system performance, use the standard ABAP tool set as the ABAP based components of VIM reside inside the SAP ERP system. To analyze the system performance: 1. Execute the ST05 transaction. Alternatively, select the menu option System > Utilities > Performance trace

2.

Select the required trace modes and click on the appropriate button under Trace Requests to start the performance analysis.

13.4 Using logs and traces

VIM uses the SAP Workflow Engine to realize the process setup of the business processes. Hence, you can activate and use traces to check specific sets of activities as a part of problem analysis. SAP workflow logs are written for every activity of the process and therefore are always available.

VIM050200-AGD-EN

Administration Guide

75

Chapter 13 Administering workflows

In addition to the standard system logs, you can use the SM21 transaction to check system activities. See Frequently used SAP workflow administration transactions on page 79 for transactions you can use for activity logging and traces. VIM application also writes log to standard system log infrastructure. Please refer to chapter -Reading system log section for more detail.

13.5 Using Solution Manager Diagnostics

Once the Solution Manager Diagnostics add-on is installed, you have access to all the necessary information for performing a root-cause analysis through the Solution Manager tools. No separate external logs are generated during the use of VIM.

13.6 Configuring VIM

The configuration of VIM is performed through the product specific IMG, see VIM Customizing IMG on page 21. It is documented in Open Text Vendor Invoice Management - Configuration Guide (VIM-CGD).

13.7 Backup
The configuration of VIM is stored inside SAP ERP, in the Open Text product tables. A backup of the underlying SAP ERP system ensures the backup of the appropriate configuration, runtime and persistent data. In addition, system transports store any configuration changes that are made.

13.8 Data archiving

You can archive old data using the SAP archiving objects WORKITEM, BKPF and others. Before removing any old data, consider carefully the business requirements about data availability. Specially, since the business objects in scope of the VIM processes are financial in nature, local regulations need to be considered in making such decisions. Open Text generally recommends that such initiatives are performed as a part of an overall data archiving initiative.

13.9 System availability

The availability of VIM is based on the availability of the underlying SAP ERP system. It is possible to selectively roll out VIM, based on a set of criteria including document types, company codes etc. so that VIM is active only in those business scenarios. For further details, see the rollout criteria sections in Open Text Vendor Invoice Management - Configuration Guide (VIM-CGD).

13.10 Adaptive computing

VIM as an ABAP based component is running on SAP ERP system. Therefore, any adaptive computing technologies are supported. Users log on to VIM using the

76

Open Text Vendor Invoice Management

VIM050200-AGD-EN

13.11 Restart mechanism

SAPGUI logon screen which supports virtual IP addresses and hostnames. There is no separate starting mechanism because the process is controlled by the underlying SAP settings in ArchiveLink and workflow as well as in the VIM configuration.

13.11 Restart mechanism

In general, all workflows in error status can be restarted after performing an appropriate configuration or runtime data changes. There are no other asynchronous interfaces for VIM.

13.12 Linking events for VIM workflows

SAP events are trigger point for VIM workflows. For example, when a logistic invoice is posted, SAP generates the event POSTED from the business object BUS2081. The event is linked to trigger the VIM workflow solution for blocked invoices if the invoice is blocked. The following event linkages can be turned on or off to enable or disable VIM workflows: Table 13-1: Event linkages for VIM workflows
Object type Event Receiver type
FIPP DELETED TS00275270 FIPP POSTED TS00275270 BUS2081 DELETED TS00275270 BUS2081 POSTED TS00275270 BUS2081 POSTED WS00275264 /OPT/FIPP ZWFI_CREATED WS00275254 /OPT/B2081 ZWFI_PARKED WS00275260 FIPP DELETED

Receiver function module Check function module

SWW_WI_CREATE_VIA_EVENT

Usage comments Invoice Approval (IAP) IAP

SWW_WI_CREATE_VIA_EVENT

SWW_WI_CREATE_VIA_EVENT

IAP

SWW_WI_CREATE_VIA_EVENT

IAP

/OPT/BL_PO_BLK_RECEIVER

/OPT/BL_NPO_PRK_RECEIVER /PTGWFI/PIR_F_CHECKFM /OPT/BL_PO_PRK_RECEIVER /PTGWFI/PRK_M_CHECKFM /OPT/VIM_RPT_RECEIVER_FM

Invoice Exception (IE) IE

IE

VIM Analytics (VAN)

VIM050200-AGD-EN

Administration Guide

77

Chapter 13 Administering workflows

Object type

Event Receiver type

Receiver function module Check function module

/OPT/VIM_RPT_RECEIVER_FM

Usage comments VAN

FIPP

POSTED

BUS2081 DELETED

/OPT/VIM_RPT_PO_INV_RECEIVER

VAN

BUS2081 POSTED

/OPT/VIM_RPT_PO_INV_RECEIVER

VAN

BUS2081 RELEASED

/OPT/VIM_RPT_PO_INV_RECEIVER

VAN

BUS2081 CANCELLED

/OPT/VIM_RPT_PO_INV_RECEIVER

VAN

To enable and disable VIM workflows: 1. To open the Event Type Linkages screen, execute the SWE2 transaction.

2.

Find one of the event linkage entries shown in Table 13-1 and double-click the entry.

78

Open Text Vendor Invoice Management

VIM050200-AGD-EN

13.13 Frequently used SAP workflow administration transactions

3.

To enable the workflow, select the Type linkage active check box. To disable the workflow, clear the check box.

4.

Save your changes with a transport and move this transport to subsequent systems. Note: For parked invoice solution, you might also want to activate or deactivate BAdI and BTE, see Section 6.4 "Invoice processing plug-ins" in Open Text Vendor Invoice Management - Configuration Guide (VIM-CGD).

13.13 Frequently used SAP workflow administration transactions

There are a couple of SAP workflow administration transactions that you can use to administer VIM workflows:
SWIA: Execute work items without agent check

To reassign open SAP work items to a different user, execute the SWIA transaction. See the description in Reassigning open SAP work items to a different user on page 60. To display all work items (workflow template, dialog task, wait step, background task) based on a custom selection, execute the SWI1 transaction. See the description in Monitoring VIM workflows on page 45.

SWI1: Selection Report for Work Items

VIM050200-AGD-EN

Administration Guide

79

Chapter 13 Administering workflows

SWE2: Event Type Linkages

To display or change event type linkages for VIM workflows, execute the SWE2 transaction. See the description in Linking events for VIM workflows on page 77.

SWEL: Display Event Trace

To display lists of events published during a specific duration: 1. Execute the SWEL transaction.

2.

Select the Creation date and Creation time range. To execute, click the button.

80

Open Text Vendor Invoice Management

VIM050200-AGD-EN

13.13 Frequently used SAP workflow administration transactions

3.

Select a line item and click the

button to display details.

VIM050200-AGD-EN

Administration Guide

81

Chapter 13 Administering workflows

Amongst others, the Receiver function module and the status of the action is displayed.

13.14 Analyzing work items

To access the work item analysis reports, select the menu option Tools > Business Workflow > Development > Reporting > Work Item Analysis. You can also access the reports directly by their transaction codes:
SWI2_FREQ: Work Items Per Task

Analyze work items grouped by date, agent and task. Analyze work items by duration of their execution. Analyze work items by preset deadline.

SWI2_DURA: Work Items By Processing Duration

SWI2_DEAD: Work Items With Monitored Deadlines

Note: This is not applicable for VIM process work items.

SWI5: Workload Analysis

Retrieve open work items belonging to a specific user. See Retrieving open SAP work items of a specific user on page 57.

The following list shows all dialog standard tasks that can be used for SAP standard reports: TS00275278 DP Document Dashboard TS00275267 PO Blocked Invoice Dashboard (Header WF) TS00275265 PO Blocked Invoice Dashboard (Line Level) TS00275262 PO Parked Invoice Dashboard TS00275260 Non PO Parked Invoice Dashboard TS00275253 Invoice awaiting web approval Note: The web approval work items are always assigned to WF-BATCH because the actual action is performed by the user on the web approval page. For a list of workflow templates for the VIM process, see Monitoring VIM workflows on page 45.

82

Open Text Vendor Invoice Management

VIM050200-AGD-EN

13.15 Frequently used SAP workflow tables

13.15 Frequently used SAP workflow tables

The following list shows SAP workflow tables that are frequently used for VIM:
SWWWIHEAD

Work item header table for all types of work items

SWW_CONT

Container contents for work item (non-object referenced)

SWW_CONTOB

Container contents for work item (objects only)

SWIVOBJECT Join SWW_CONTOB with SWWWIHEAD SWELOG

Event log table

SWWORGTASK

Agent assignment of work item. The agent assignment information for a particular work item is deleted once the work item is completed.

VIM050200-AGD-EN

Administration Guide

83

Chapter 14

Using the SAP early watch service

The SAP early watch service checks and analyzes in order to optimize the performance of SAP solutions. Since VIM resides inside the SAP ERP system, VIM follows standard early watch practices. Client dependent configuration data of VIM is not visible in the early watch client and the early watch client is normally locked against any configuration changes. However, you can create a role to view the VIM configuration with display only authorization.

14.1 Creating a role for VIM configuration display

To create a role for VIM configuration display: Note: Depending on the SAP version, the following screens might look different on your system. 1. Execute the PFCG transaction.

2.

Enter a new role name and click the Create button. The Create Roles screen is displayed.

3.

Click

to save the role and select the Menu tab.

VIM050200-AGD-EN

Open Text Vendor Invoice Management

85

Chapter 14 Using the SAP early watch service

4.

In the Copy menus panel, click the From area menu button.

86

Open Text Vendor Invoice Management

VIM050200-AGD-EN

14.1 Creating a role for VIM configuration display

5.

Enter /OPT/VIM in the Area menu field and click

to start the search.

6.

Click

to execute the search.

VIM050200-AGD-EN

Administration Guide

87

Chapter 14 Using the SAP early watch service

7. 8.

Select all check boxes under Area menu and click the Add button at the bottom of the dialog. In the Change Roles screen, save. Select the Authorizations tab.

9.

Click the Propose Profile Name button . The Profile name and Profile text fields are filled automatically.

10. To change the authorization data, click the

button.

88

Open Text Vendor Invoice Management

VIM050200-AGD-EN

14.1 Creating a role for VIM configuration display

If prompted, save the role. The Define Organizational Levels screen is displayed.

11. Enter appropriate values in the From and To field and click the Full authorization button. 12. Click the button to transfer your settings.

VIM050200-AGD-EN

Administration Guide

89

Chapter 14 Using the SAP early watch service

13. Expand all nodes and assign Display authorization to the needed Activity icon next to the field. fields. To define values for an Activity field, click the 14. To add Display authorization for all transaction starting with /OPT/, click the Manually button in the application tool bar.

90

Open Text Vendor Invoice Management

VIM050200-AGD-EN

14.1 Creating a role for VIM configuration display

15. In the Manual selection of authorizations dialog, enter S_TCODE in the topmost to confirm. Authorization object line and click The new authorization object is displayed in the Change role: Authorizations screen.

16. To open the Maintain Field Values dialog, click the Transaction code field (see highlight).

icon next to the

VIM050200-AGD-EN

Administration Guide

91

Chapter 14 Using the SAP early watch service

17. Enter /OPT/* in the From field and click

to save. to save your settings.

18. In the Change role: Authorizations screen, click 19. Click the profile. 20. Click the tab.

button in the application tool bar to generate the authorization icon to return to the Change Roles main screen and open the User

21. Enter the early watch user or a different user that you want to assign to the newly created Display VIM configuration role. 22. Save your settings.

92

Open Text Vendor Invoice Management

VIM050200-AGD-EN

14.1 Creating a role for VIM configuration display

Users assigned to the new role are allowed to view the VIM configuration with display only authorization.

VIM050200-AGD-EN

Administration Guide

93

Chapter 15

Using VIM Notifications

The VIM Notifications program (called VIM Reminder in earlier versions) addresses the following requirements:

Find out all workflow work items for each current agent Collect related information for each work item in a list Determine the due date for each work item using an SAP standard or customized Function Module Display the work item list for all current agents. Send an e-mail or an SAP note to one or more selected current agents, to remind them of due work items. Note: The VIM Notifications functionality currently does not support the Additional Role and the Notify Substitute features.

This chapter covers the following topics:

Starting VIM Notifications on page 95 Working with the selection screen on page 95 Working with the VIM Notifications List on page 98 Configuring VIM Notifications on page 101

15.1 Starting VIM Notifications

To start the VIM Notifications program, execute the /OPT/REMINDER transaction. The program is typically scheduled as a batch job so that the agents get notifications of their reminders regularly.

15.2 Working with the selection screen

All functions of VIM Notifications are controlled via a common selection screen. To work with the VIM Notifications selection screen: 1. Execute the /n/OPT/REMINDER transaction.

VIM050200-AGD-EN

Open Text Vendor Invoice Management

95

Chapter 15 Using VIM Notifications

The VIM Notifications selection screen is displayed.

The selection screen allows you to enter search criteria and process options. The selection screen is divided into the following panels:

Invoice Information Document Process Workitem Date Range Process Options

2.

Enter search criteria, using the following parameters: Tip: Where applicable, use help. Invoice Information panel

for multiple selection and

for search

Company Code Document Number Fiscal Year

96

Open Text Vendor Invoice Management

VIM050200-AGD-EN

15.2 Working with the selection screen

Line Item

Document Process panel Enter search criteria for Document Processing (DP) information:

Document ID: the number that was generated for the document during the DP process

Workitem Date Range panel Enter search criteria for work item information:

Workitem Creation Date

3.

Select processing options, using the following parameters: Process Options panel There are two parts in this panel: Scenario Select the corresponding check box(es) to include work items of the following types:

Document Processing WFs PO Block Invoices - Head PO Block Invoices Line PO Parked Invoices WFs NPO Parked Invoices WFs Approval PO Invoice Approval Non PO Invoice

Mode Select one of the process modes: Test The program generates a list of eligible work items for notification. The program does not send the notifications. Users can select the work items to send the notification. Background The program sends the notification to users and displays the work items. 4. Once you finished entering the search criteria and selecting the process options, in the application tool bar to display the VIM Notifications List with click the search results.

VIM050200-AGD-EN

Administration Guide

97

Chapter 15 Using VIM Notifications

15.3 Working with the VIM Notifications List

The VIM Notifications List comprises the following sections:

Application tool bar on page 98 ALV grid control on page 99 ALV grid (data view) on page 100

15.3.1 Application tool bar

The application tool bar comprises the following buttons: Send Notification To send an e-mail or an SAP note to an agent, select the agent in the list and click the Send Notification button. SAPconnect To execute the SCOT transaction, click the SAPconnect button. The SAPconnect Administration (system status) screen is displayed. SAPconnect allows the connection of external communication components to the SAP system.

98

Open Text Vendor Invoice Management

VIM050200-AGD-EN

15.3 Working with the VIM Notifications List

15.3.2 ALV grid control

The ABAP list viewer (ALV) is a standard SAP tool to show table data inside SAP. The functions listed in this section also apply to other lists in ALV mode. The following function buttons are available: Details: Select a line in the list and click this button to display details for the selected line. Sort: Select a report column in the list and click one of these buttons to sort it in either ascending or descending order. Find: Click this button to open the Find dialog that allows you to search the list for any keyword. Filter: Select a report column in the list and click this button. The Filter criteria dialog is displayed, allowing you to restrict the criteria in the selected column without having to rerun the report with new search criteria.

Tip: Use

for multiple selection.

Layout: Click this button to select a saved layout. To change, save or manage layouts of the list, click the icon next to the Layout button.

VIM050200-AGD-EN

Administration Guide

99

Chapter 15 Using VIM Notifications

15.3.3 ALV grid (data view)

The ALV grid is the actual list of work items that match the search criteria. In the ALV grid, the following report columns are available: Notes:

Some of the column headers might be abbreviated. Expand the column to see the full text. The columns might not be displayed or might not be in the following sequence. You can add or remove columns, or change the sequence by using the Layout function, see ALV grid control on page 99.
Description Current agent who owns items Type of the document (DP, PO document, Non PO document), see the list in Scenario on page 97. Sub Process Type for each process type, for example Approval Required for Non PO Invoice Approval process type

Column Current Agent Process Type Sub Process Type Company Code Document Number Fiscal year Document ID Vendor Name 1 Total Amount Doc Currency Inbox Days Before Due Due Date First name Last name Responsible Party Receiver ID ID

SAP document number

DP document ID Vendor number Vendor name

Number of days the work item lies in the inbox Days before the due date of the work item Due date of the work item First name of the current agent Last name of the current agent Role that is responsible for the work item E-mail address of the current agent Work item ID

100

Open Text Vendor Invoice Management

VIM050200-AGD-EN

15.4 Configuring VIM Notifications

15.4 Configuring VIM Notifications

Configuring the VIM Notifications program comprises the following actions:

Configuring notification and e-mail options on page 101 Configuring the notification e-mail body on page 103 Excluding notification users on page 105 Configuring user preferences on page 106

15.4.1 Configuring notification and e-mail options

You can configure several options for VIM Notifications and the corresponding emails. To configure notification and e-mail options: 1. To access the Process Configuration screen, execute the /n/OPT/VIM_8CX50 transaction.

2.

To edit an existing notification, mark the respective line and click the in the application tool bar. See the parameter description in step 3.

button

Note: You cannot change the Notification Scenario and the Sub Scenario for an existing notification. 3. To add a notification, click the New entries button in the application tool bar.

VIM050200-AGD-EN

Administration Guide

101

Chapter 15 Using VIM Notifications

Configure the notification, using the following parameters: Notification Scenario Select the notification scenario. Possible values:

Document Processing PO Parked Invoices PO Blocked Invoices - Line Level PO Blocked Invoices - Header Level Non PO Parked Invoices Non PO Invoice Approvals PO Invoice Approvals

Sub Scenario Select the notification sub scenario. Possible values depend on the selected notification scenario. Example: Notification sub scenarios for the Non PO Parked Invoices notification scenario:

Approval Required Vendor Maintenance Vendor Audit Required Tax Audit Required All Scenarios

Role Select the role for the notification. All users assigned to this role will receive the notification.

102

Open Text Vendor Invoice Management

VIM050200-AGD-EN

15.4 Configuring VIM Notifications

Notify Substitutes This feature is not supported at the moment. Additional Role This feature is not supported at the moment. Inbox Days Days Before Payment Due Use these fields to decide if the reminder will be sent. The system calculates the work item creating date plus the inbox days or the days before payment is due. If the result is less or equal today's date, then a reminder will be sent. Email Type Select the notification type. At the moment, only Internet Email is available. Notification Text Select the SAP text name to be used for the notification e-mail body. Email Address Determination Function Module Select the function module that determines the e-mail address for the notification. The interface for this function module is same as for the /OPT/VIM_NOTIF_EMAIL_ADDRESS function module. If you select a different function model in this field, VIM Notifications will run this function module first. If the function module can not find a valid email address, VIM Notifications will run the default function module /OPT/VIM_NOTIF_EMAIL_ADDRESS. 4. To save your changes, click .

15.4.2 Configuring the notification e-mail body

The VIM Notifications report will create a list in the e-mail body. The displayed fields in this list depend on the specifications you enter in the Mail Configuration screen. To configure the notification e-mail body: 1. To access the Mail Configuration screen, execute the /OPT/VIM_8CX50 transaction and double-click Mail Configuration in the Dialog Structure panel.

VIM050200-AGD-EN

Administration Guide

103

Chapter 15 Using VIM Notifications

2.

Configure the notification e-mail body, using the following parameters: Field name You find the field names in structure /OPT/VIM_S1_REMINDER_DISPLAY. Each field name represents a field in the VIM Notifications report. Note: You cannot change this parameter in the Mail Configuration screen. Language VIM supports the following languages:

German (DE) English (EN) Spanish (ES) French (FR) Note: You cannot change this parameter in the Mail Configuration screen.

Position Specify the sequence of the fields in the e-mail body. Field Length Specify the length of the field. Text Enter the title for each field in the respective language.

104

Open Text Vendor Invoice Management

VIM050200-AGD-EN

15.4 Configuring VIM Notifications

3.

To save your changes, click

15.4.3 Excluding notification users

Based on the specification in table /opt/t853, VIM Notifications will exclude users from the user list when sending e-mails. The following ways of excluding users are available:

excluding named users disabling and enabling the exclude status for oneself

To exclude named users: 1. Execute the /OPT/VIM_8CX51 transaction.

2.

To exclude another user, click the New entries button in the application tool bar.

VIM050200-AGD-EN

Administration Guide

105

Chapter 15 Using VIM Notifications

3.

Specify the user to be excluded, using the following parameters: User Type Select SAP User Id or Open Text User ID from the list. User Id Enter the user ID to be excluded, corresponding to the selected user type. Disable Notification Mark this field with X to disable VIM Notifications e-mails. Single Notification Mark this field with X to have VIM Notifications e-mails sent only once per work item instead of multiple times during the notification period. Language Pref Select the preferred language of the e-mails. VIM supports the following languages:

German (DE) English (EN) Spanish (ES) French (FR) .

4.

To save your changes, click

To disable and enable the exclude status for oneself: Follow the description in Configuring user preferences on page 106.

15.4.4 Configuring user preferences

You can configure some personal preferences for VIM Notifications. Note: The preferences are set for the currently logged-in user.

106

Open Text Vendor Invoice Management

VIM050200-AGD-EN

15.4 Configuring VIM Notifications

To configure user preferences: 1. Execute the /OPT/VIM_8AX50 transaction.

2.

Configure notification preferences, using the following parameters: Disable Notification Select this check box if you want to receive no VIM Notifications e-mails regarding the SAP inbox or Web Approval. Clear the check box to receive VIM Notifications e-mails. Single Notification (One Time Reminder) Select this check box if you want to receive only one VIM Notifications email for a SAP inbox or Web Approval work item. Clear the check box to receive VIM Notifications e-mails more than once, regarding the same work item. User Language Select your preferred language. VIM supports the following languages:

German (DE) English (EN) Spanish (ES) French (FR) to save your settings.

3.

Click

VIM050200-AGD-EN

Administration Guide

107

15.4 Configuring VIM Notifications

VIM050200-IGD-EN

Installation Guide

109

Chapter 16

System landscape setup

16.1 Overview
Here all the systems involved (with whom interaction can happen including the own system) should be maintained. All the systems are defined as Logical Systems and then only can be used in the System Landscape Directory (Refer section Defining Logical Systems and Assign Client to Logical System Section for details) Logical systems are client dependent, hence in a given system T01, client 800 and client 900 could be set up as different systems with different logical system defined

SLD is supposed to be maintained manually in all the SAP systems involved.

Configurationlayout:OnecentralSystemandmultiplesatellitesystems

Architecturediagram.

110

Open Text Vendor Invoice Management

VIM050200-IGD-EN

16.1 Overview

TO MAINTAIN MULTIPLE BACK ENDS:

1.SystemLandscapeDirectory
Execute transaction /OPT/VIM_SLD to go System landscape Directory or follow the menu path in /OPT/SPRO transaction as LiveLink VIM Configuration Document Processing >General Configuration Multi backend Scenarios System Landscape Directory System Landscape Directory

VIM050200-IGD-EN

Installation Guide

111

Terminology: Own System: The system where the activity is being done or SLD is being maintained.

While maintaining System Landscape Directory, following information( as seen is the screen shot below) are important

Description: Description for the system System Type: Proper System Type depending on what king of system is that RFC for System Comm.: RFC destination for communicating to the system. This RFC destination is recommended to be used with system or communication users and not dialog users. Should be NONE if its the own system itself where the SLD is being maintained RFC for Dialog Comm.: RFC destination for communicating via active dialog screen .Its recommended to use trusted RFC destination in such a case. ( Refer to help.sap.com for how to set up trusted connections between SAP systems) . Should be blank if its the own system itself where the SLD is being maintained Classification: Classification is important to be provided as to if the corresponding system is a Central, or Satellite (in multiple system landscape scenario) or Single System Landscape ( in single system landscape scenario) Central System: If system is classified as Satellite then the corresponding Central system should be provided Status: the status of the system

112

Open Text Vendor Invoice Management

VIM050200-IGD-EN

16.1 Overview

2. SLD in Multi backend scenario In multiple backend scenario, one SAP system is termed as Central system and rest child SAP systems are considered as Satellite. 1. In the Central System, all logical systems should be defined for all systems involved (SAP or non SAP). Make sure Logical Systems name is unique in the entire landscape. Assign Client to Logical System IMG Activity is relevant only for the own system. Its normally always assigned so cross check if the current system is not yet assigned to the client. The System landscape Directory should be maintained in Central System as described in the section above for each of the systems involved.

2.

3.

Once setting up of SLD is done in the Central System, login to respective child systems (Satellite Systems) and do the following: 1. 2. 3. Define Logical System for the Central System (name should be same as its there in Central System). Assign Client to the Logical System IMG activity should be carried out to assign client to own system (if its not already assigned). The System landscape Directory should be maintained in Satellite system as described in the section A above for Central System and own system . For Own system RFC destination for System Communication should be set as NONE and RFC destination for Dialog should be set as blank. For the Central System assign proper RFC destination and you may skip RFC for Dialog communication and maintain only RFC for system communication.

3. SLD in Single System Scenario In single system scenario, it is also recommended to maintain SLD with following basic information 1. 2. Define Logical System for the own system if its not already defined Assign Client to Logical System IMG Activity is relevant only for the own system .(Its normally always assigned so cross check if the current system is not yet assigned to the client) Maintain System landscape directory by giving proper System Type , RFC Destination for System Communication as NONE and RFC destination for dialog as blank and System classification as Single System landscape

3.

MAINTAIN MAPPING ID

VIM050200-IGD-EN

Installation Guide

113

To maintain Mapping ID, execute transaction /OPT/VIM_MAPV to go Mapping ID Set up or follow the menu path in /OPT/SPRO transaction as LiveLink VIM Configuration Document Processing >General Configuration Maintain Mapping ID

Mapping ID Detail screen

Ext Field Mapping FM: Custom function module can be placed here to perform mapping if simple one to one mapping doesnt suffice. The interface of the function module that can be supplied should be compatible with the interface of function module /OPT/DO_MAPPING Field Mapping Overview screen A Mapping ID can be created to logically group a mapping set for a particular channel

114

Open Text Vendor Invoice Management

VIM050200-IGD-EN

16.1 Overview

A Mapping ID is tied to a channel so that proper mapping is executed out for an incoming invoice for that channel. External Field Name: Name of the field supplied as supplied by External System such as OCR, etc (its case sensitive) Field Type: There are 2 levels of information that can be supplied as far as indexing data is concerned. The header level indexing data should have field type Header. Similarly live level indexing data should have field type Item. Document Field Name: Name of the indexing field name on SAP IM side. The Header Level SAP fields come from structure /OPT/VIM_1RHEAD .The Item Level SAP fields come from structure /OPT/VIM_1RITEM_DATA Function Name of the Conversion: For a particular field a Conversion Function Module can be supplied if there is any necessity to convert the format of the data coming from external system. Any function module that is being supplied here whether SAP standard or a custom one should be compatible with the interface of function module CONVERSION_EXIT_ALPHA_INPUT.

MAINTAIN CHANNELS

To maintain channels, execute transaction /OPT/VIM_CHNL to go Channel Set up or follow the menu path in /OPT/SPRO transaction as LiveLink VIM Configuration Document Processing >General Configuration Maintain Channels

VIM050200-IGD-EN

Installation Guide

115


A Channel is a unique identifier of the source of an incoming invoice to SAP IM system across the landscape. It drives System Determination Procedure in multiple system landscape and drives the set of mapping to be executed Please maintain the following parameters: Channel Type: Supported channel types are OCR, EDI, FAX, EDI, etc. Description: the channel description can be maintained and this is language dependent Sys Det. ID: System Determination ID can be linked to a particular channel. Default Company Code Look up system determination can be used in a multiple system scenario if no system determination Id is linked here. Mapping ID: Similarly to Sys. Det. ID, a mapping Set (mapping ID) can also be linked up to channel. (Refer to section mapping below)

116

Open Text Vendor Invoice Management

VIM050200-IGD-EN

16.1 Overview

Chapter 17

Central Reporting
Central Reporting infrastructure provides reporting across the landscape in a multi backend scenario. In single system scenario also it provided useful reporting. It provides several reports that enable you to measure certain properties of VIM documents and their work items, in order to optimize working with VIM. In particular, the following reports are provided:

Productivity Report Exception Analysis Report Aging Report

See the User Guide for detailed information about the reports.

There are some considerations to be taken for Central Reporting infrastructure: 1) Setting Up landscape directory (transaction code /OPT/VIM_SLD) Make sure of the following are maintained

Multiple system landscape a) Central System All satellite systems with proper RFCs and classifications are maintained. The own logical system for Central system itself is set up with classification Central with RFC destination for system communication as NONE. b) Satellite System Has Central System logical system name maintained with proper RFC and classification. The own logical system for Satellite system itself is set up with classification Satellite with RFC destination for System Communication as NONE. Note: Collection Report is always run in all systems involved and aggregation report runs only in the central system. Single system landscape a) Make sure the concerned system is set up with no RFC destination and the classification is either blank or Single system landscape. Note: Collection Report and aggregation report both runs in the concerned system. 2) Setting Up backend systems for Report analytics (transaction /OPT/VIM_ABE). Multiple system landscape Central System In the Central system maintain all satellite systems including own system from which data is supposed to be pulled.

Single system landscape

VIM050200-IGD-EN

Installation Guide

117

Make sure only concerned current system is set up. 3) Activate Central Reporting Baseline via transaction /OPT/VIM_SYS_ACTIV. It is a one time activity and should be carried out as a part of post installation activity after installation. Note: This activation if done provides default mapping of role ids and exceptions id from baseline. To use this activation Aggregation report should not be run with CUST_PREFL group id .(See below)

4)

Collection Report collects data from VIM transactional tables and SAP workflow tables and populates the Source Data tables .The Source Data tables are later aggregated by Aggregation Report into Reporting Data tables. Schedule Collection Report (/OPT/VR_COLLECTION_REPORT) with appropriate start date and time in all the systems involved. It is recommended to run this report twice a day; however, depending on how frequently data is needed it can be scheduled accordingly. Once this report is scheduled, it will always run thereafter with delta mode. Schedule User Master Report ((/OPT/VR_USER_MASTER_REPORT) time in all the systems involved .Its recommended to run this report twice a day , however , depending on how frequently data is getting changed and how frequently its needed . This report should always be scheduled to run only if there is any previous run of the collection report. The reason is this report uses the information from the tables filled in by Collection Report. So lets, say , if collection report never ran than running this report will not produce desired results .This report always runs in full update mode . Following selection criteria should be given as shown below

5)

6)

Schedule User Master Report (/OPT/VR_TEXT_MASTER_REPORT) time in all the systems involved .Its recommended to run this report monthly, however, depending on how frequently data is getting changed and how frequently its needed. This report always runs

118

Open Text Vendor Invoice Management

VIM050200-IGD-EN

16.1 Overview

in full update mode .This report provides texts needed for Exception Reasons that appears in Central Audit Report. Following selection criteria is recommended for running this report

7) Schedule Aggregation Report (/OPT/VR_A_AGGREGATION) with appropriate Group Ids in the Central System only. In single system landscape, Central System is same as the current system. Please schedule Aggregate report as shown below with different Group Ids if landscape is multi-backend scenario. With Group ID OTH_MASTER: Recommended to run once. Depending on how frequently Parking Reasons, Process Type Definitions and Blocking Reasons are being maintained the job can be scheduled accordingly.

With Group ID OTH_DCHEAD: Recommended to run twice a day. Frequency can vary depending on business needs. This Group id replicates the data from table /OPT/VT_DOC_HEAD to central system. This table is useful for Central Audit Report output. With Group ID OTH_VMHEAD: Recommended to run twice a day. Frequency can vary depending on business needs. This Group id replicates the data from table /OPT/VIM_1HEAD table to central system. This data replication is useful for system wide duplicate check for an incoming invoice. With Group ID OTH_AGENT: Recommended to run twice a day. Frequency can vary depending on business needs. This Group id replicates the data from table /OPT/VT_WI_AGENT table to central system. This data replication is useful for current agent display in Central audit Report.

VIM050200-IGD-EN

Installation Guide

119

Aggregation

To ensure good performance for the reports in Central Reporting, the data used for the reports must be aggregated and saved in Reporting Data Tables. To achieve this goal, the data is prepared in several different activities: 1. The Collection Report gets master data and transaction data from their original tables and saves the data in the Source Data Tables. See Open Text Vendor Invoice Management - Configuration Guide (VIM-CGD) for details. The Aggregation Report selects data from the Source Data Tables (in different logical systems, if required), aggregates, transforms and saves the data in the Reporting Data Tables of the current system. The reports in Central Reporting are end user reports based on the content of the Reporting Data Tables. For information about administration of Central Reporting, see the description in this chapter.

2.

3.

Administration steps

To administer Central Reporting, you have to perform the following steps of maintenance: 1. Maintaining logical systems, see section "Maintaining logical systems for the Aggregation Report" in Open Text Vendor Invoice Management - Configuration Guide (VIM-CGD). Running the Aggregation Report for the CUST_PREFL group Creating variants of the Aggregation Report for each group Maintaining report tables Scheduling batch jobs for the Aggregation Report

2. 3. 4. 5.
Groups

Data in Source Data Tables changes during the use of VIM. Therefore, the aggregation of data to the Reporting Data Tables must run regularly. Open Text strongly recommends scheduling batch jobs for this purpose. For different tables, the necessary frequency to update will differ considerably. For example, the SAP Vendors Table will change much less frequently than the Workitem Agents Table. For this reason, several default groups, comprising specific tables, are set up for the aggregation:
CUST_PREFL

Comprises Roles and Exception Mapping. This group is used to prefill the customizing tables for roles and exceptions (see Maintaining reporting tables below) to ease customizing. Important Execute this group only once. Rerunning it will cancel all manual changes made to the customizing after the first run.

120

Open Text Vendor Invoice Management

VIM050200-IGD-EN

17.1 Running the Aggregation Report for the CUST_PREFL group

TRANSACT

Comprises Document Header, Workitem, Workitem Activities, and Workitem Agents. This group will have to be executed most frequently because its content is changed most frequently.
MASTER

Comprises Company Codes, Vendors, and Document Types.

USER

Comprises Users and the assignment of users to organizational objects within SAP Organizational Management.

17.1 Running the Aggregation Report for the CUST_PREFL group

You can run the Aggregation Report for all groups, using the SA38 transaction and program /OPT/VR_A_AGGREGATION. However, Open Text recommends scheduling batch jobs for the TRANSACT, MASTER, and USER group. If you dont want to use default mapping from Open Text supplied baseline content, Use the CUST_PREFL group and run the report only once Running the Aggregation Report for the CUST_PREFL group prefills the customizing for roles and exception and maintain data manually However, if you have already activated Central Reporting Baseline via transaction /OPT/VIM_SYS_ACTIV or yet to do then do not run aggregation report with CUST_PREFL groupid. This is because Central Reporting Baseline via transaction /OPT/VIM_SYS_ACTIV provides default mapping for role ids and exception ids from baseline and those mapping gets erased if CUST_PREFL is used. To run the Aggregation Report for the CUST_PREFL group: 1. 2. Execute the SA38 transaction. Enter program /OPT/VR_A_AGGREGATION and click .

VIM050200-IGD-EN

Installation Guide

121

3.

Configure the Aggregation Report, using the following parameters: Group ID Enter the group ID, in this case CUST_PREFL. Back end system If you want to select data only from a subset of back end systems, enter the back end systems you want to run the Aggregation Report for. If you leave the field empty, all back end systems will be considered. Back end related processing Select this check box to have the Aggregation Report continue even if an error occurs in one of the back end systems or if data of a back end system could not be aggregated or modified. A rollback is performed only for the affected back end system. A commit is performed when all data of the affected back end system has been modified successfully. If this check box is not selected, the Aggregation Report cancels if any errors occur. For all data changes in the central system, a rollback is performed. A commit is performed when all data is successfully updated. Asynchronous selection Select this check box to have a new task opened for every call of the selection function. If there are more than 35 Reporting Data Tables, this is required to avoid overflow of buffer when creating generic subroutines (used to define structures of internal tables dynamically). Note: If this check box is selected, debugging of the selection function requires system debugging enabled.

4.

To run the Aggregation Report, click

122

Open Text Vendor Invoice Management

VIM050200-IGD-EN

17.2 Creating variants of the Aggregation Report for each group

17.2 Creating variants of the Aggregation Report for each group

In order to schedule batch jobs for the Aggregation Report, you must create variants of the Aggregation Report for the TRANSACT, MASTER, and USER group. The variants are included in the batch job, later. To create variants of the Aggregation Report for each group: 1. 2. 3. 4. 5. Invoke the Aggregation Report screen, see 17.1 Report for the CUST_PREFL group. Running the Aggregation

Enter the Group ID and configure the report for this group, according to your needs. Click to save as variant.

In the ABAP: Save as Variant screen, enter Variant name and Description and save. Repeat the procedure for the other groups.

17.3 Maintaining reporting tables

Before you can use the reports in Central Reporting, some maintenance is required. You have to perform the following tasks:

Role Maintenance: Define the roles to be used in the reports. Exception Definition Maintenance: Define the exceptions to be reported. Role Mapping Maintenance: Map roles from all the logical systems that have been maintained for usage in the Aggregation Report. Exception Mapping Maintenance: Map exceptions from all the logical systems that have been maintained for usage in the Aggregation Report.

To maintain roles for Central Reporting: 1. In the VIM Customizing IMG, select Central Reporting > Report Table Maintenance > Role Definition and Mapping > Role Maintenance.

VIM050200-IGD-EN

Installation Guide

123

2.

Maintain Role ID and Role text. Click New entries to add roles.

3.

Save your settings. The roles defined here are used to map roles from several back end systems during Role Mapping Maintenance, see below.

To maintain exceptions for Central Reporting: 1. In the VIM Customizing IMG, select Central Reporting > Report Table Maintenance > Exception Definition and Mapping > Exception Definition Maintenance.

124

Open Text Vendor Invoice Management

VIM050200-IGD-EN

17.3 Maintaining reporting tables

2.

Maintain Exc. ID and Exception text. Click New entries to add exception definitions.

3.

Save your settings. The exceptions defined here are used to map exceptions from several back end systems during Exception Mapping Maintenance, see below.

Once you have run the Aggregation Report for the CUST_PREFL group, the customizing tables for Role Mapping Maintenance and Exception Mapping Maintenance are prefilled. To map roles/exceptions from several back end systems, perform the following steps: To map roles from several back end systems: 1. In the VIM Customizing IMG, select Central Reporting > Report Table Maintenance > Role Definition and Mapping > Role Mapping Maintenance.

VIM050200-IGD-EN

Installation Guide

125

The columns Logical system (back end system), Product Code, and Responsible Party have been prefilled automatically. 2. Assign the Role ID (as defined in To maintain roles for Central Reporting: on page 123) to each responsible party (role) for specific product code and logical system. Save your settings.

3.

To map exceptions for several back end systems: 1. In the VIM Customizing IMG, select Central Reporting > Report Table Maintenance > Exception Definition and Mapping > Exception Mapping Maintenance.

126

Open Text Vendor Invoice Management

VIM050200-IGD-EN

17.4 Scheduling batch jobs for the Aggregation Report

The columns Logical system (back end system), Exc. Type, and Exc.typeID (Exception Type ID) have been prefilled automatically. 2. Assign the Exc. ID (as defined in To maintain exceptions for Central Reporting: on page 124) to each Exception Type ID for specific exception type and logical system.

17.4 Scheduling batch jobs for the Aggregation Report

As data for the reports is more or less subject to changes, it is necessary to perform the Aggregation Report regularly. Most suited for this purpose are batch jobs. After you have created variants for the TRANSACT, MASTER, and USER groups (see 17.2 Creating variants of the Aggregation Report for each group), you can schedule one batch job with several steps or a dedicated batch job for each variant. The procedure below shows how to schedule a batch job for a single group.

VIM050200-IGD-EN

Installation Guide

127

Important Do not create a batch job for the CUST_PREFL group. The Aggregation Report for this group should run only once. Regarding the order of the other groups for the batch job, the job for the TRANSACT group should be scheduled last, after MASTER and USER jobs. You also have to consider how often it is necessary to update the respective data and schedule the job accordingly. To schedule a batch job for the Aggregation Report: 1. 2. 3. 4. Make sure you have created a variant for each group. Execute the SM36 transaction. In the Define Background Job screen, enter a job name. Click Start condition.

5.

Configure when the job should be executed:

By Date/Time or

128

Open Text Vendor Invoice Management

VIM050200-IGD-EN

17.4 Scheduling batch jobs for the Aggregation Report

After job

For Date/Time, click Period values and Restrictions to add date/time details. 6. 7. Click to save.

Click the Step button.

8. 9.

In the ABAP program panel, enter the name /OPT/VR_A_AGGREGATION and the variant you created before. Click to save. to save the job.

10. In the Define Background Job screen, click

VIM050200-IGD-EN

Installation Guide

129

Chapter 18

Downloading data from SAP for ICC integration

The download programs are only relevant if Open Text Invoice Capture Center (ICC) is integrated with your VIM installation. For detailed information on ICC, see the Invoice Capture Center 3.0 Administrator's Guide, available in the Open Text Knowledge Center: Newer document might be available. https://knowledge.opentext.com/knowledge/llisapi.dll/open/15769343. The download programs are used to provide data for look up tables used by ICC for better recognition results. ICC uses the vendor look up table to determine the vendor number and in turn supplies it back to SAP. The PO delivery look up table helps ICC to achieve better recognition and extraction. The following download programs are available:
Authorization

Downloading the vendor database from SAP Downloading PO numbers from SAP

To run the downloads, proper authorization is needed. The authorization check is performed using the authorization object S_DATASET. Authorization for the activity Write is necessary.

18.1 Downloading the vendor database from SAP

To integrate ICC into VIM, you must download the vendor database from SAP to the staging table /OPT/VIM_STG_LIF.

To download the vendor database: 1. Run the /OPT/IR_DL_VENDOR_TO_STG_TABLE program The Download Vendor Data to File selection screen is displayed.

130

Open Text Vendor Invoice Management

VIM050200-IGD-EN

18.1 Downloading the vendor database from SAP

2.

Enter the parameters for the download: Vendors panel Vendor number Enter the vendor number (range). Company code Enter the company code (range). Also Vendors w/o bank account (default setting) Select this check box to include vendors without bank account in the download. Also Vendors with deletion flag Select this check box to include vendors with deletion flag in the download. Also Vendors. with posting block Select this check box to include vendors with posting block in the download. Bank accounts per Vendor panel One selected bank account (default setting) Select this option to read the first bank account in the vendor master data. The choice can be altered by a user exit. All bank accounts Select this option to generate a line for each bank account in the vendor master data. Importance of bank accounts: Bank account data is one of many criteria to identify a vendor. It is easier to identify the vendor with two or more bank accounts. The recognition software provides a vendor number to SAP. This does not depend on the criteria by which the vendor is identified. It is possible that a bank account is handed over to SAP, as can be seen in a check box in the line of the bank

VIM050200-IGD-EN

Installation Guide

131

account on the IC screen. In this case, the bank account was actually found in the document. Output to screen

This program runs in background and collects the Vendors Information. If this is running in Central system, it collects the Vendor Information from all satellite systems using function module /OPT/DOWNLOAD_LY_DATA and stores to Central Systems Staging table(along with satellite system Logical System). Table /OPT/VIM_STG_LIF contains the following information. Vendor number Company code Bank details Vendor Address VAT & Tax information Vendor email, IBAN, SWIFT code Timestamp( of record creation)

18.2 Downloading PO data from SAP

To integrate ICC into VIM, you must download the purchase order data (PO data) and the delivery note numbers from SAP and stores to staging tables /OPT/VIM_STG_POH and /OPT/VIM_STG_POI. To download the PO numbers and the delivery note numbers: 1. Run the /OPT/IR_DL_PO_TO_STG_TABLES program.

132

Open Text Vendor Invoice Management

VIM050200-IGD-EN

18.2 Downloading PO data from SAP

The Download order numbers and delivery notes to file selection screen is displayed.

2.

Enter the parameters for the download: Vendors panel Vendor Enter the vendor number (range). Search term Enter the search term, given in the vendor master (SORTL). Company code Enter the company code (range). Also Vendor with deletion flag Select this check box to include vendors with deletion flag in the download. Also Vendor with posting block Select this check box to include vendors with posting block in the download. Document selection Order numbers panel Purchase Orders from Enter a date. Orders older than this date are not included in the download. Sched. agreements from Enter a date. Scheduling agreements older than this date are not included in the download.

VIM050200-IGD-EN

Installation Guide

133

Document select Delivery notes panel POs with GR and without IR Ignore the all items for which Invoice already received Delivery notes from Enter a date. Delivery notes older than this date are not included in the download. Note: Delivery notes can only be found, when order numbers and scheduling agreements have been found before. If this program is running in Central system, it collects the Purchase order information from Satellite systems by calling the Remote function module /OPT/DOWNLOAD_PO_DATA. To perform the download, click in the application tool bar.

3.

4.

Output to screen

The output to screen mentions an Order number table, giving a number of entries. This table is built up and used internally but it is not transferred. If there are several delivery notes for the same order, the number of entries in the Delivery note table is higher.

18.3 Common topics of the download programs

The following information applies to both the vendor database download program and the PO numbers download program.

134

Open Text Vendor Invoice Management

VIM050200-IGD-EN

18.4 Function Modules and RFCs

18.3.1 Downloading in background

You can schedule the download programs as background programs in the SAP job definition. The job logs provide information about the status. In the Job Overview screen, click the Spool button in the application tool bar to display detailed results.

18.4 Function Modules and RFCs

1. Vendor Download (Remote) Function Module - /OPT/DOWNLOAD_LY_DATA This function module will be used to download Vendor Information from the following systems a) Central system collects the Vendor Information from Satellite systems b) OCR gets Vendor Information from SAP Input parameters: LASTUPDATE --- > Last Update Timestamp T_DL_QUERY --- > Internal table of Logical System & Company cod Output parameters: T_VENDOR --- > Internal table of Vendor Information CURRENTUPDATE --- > Current Timestamp Function module gets all the vendors which are loaded on or after the timestamp LASTUPDATE and moves that data to T_VENDOR internal table. Populate CURRENTUPDATE timestamp from current date and time. 2. Purchase Order download (Remote) Function Module - /OPT/DOWNLOAD_PO_DATA This function module will be used to download Purchase Orders Information by the following systems c) Central system collects the Purchase orders Information from Satellite systems d) OCR uses to get Purchase Orders Information from SAP Input parameters: LASTUPDATE --- > Last Update Timestamp T_DL_QUERY --- > Internal table of Logical System & Company code Output parameters:

VIM050200-IGD-EN

Installation Guide

135

T_DL_POHEAD --- > Internal table of Purchase Order Header information T_DL_POITEM --- > Internal table of Purchase Order Item information

CURRENTUPDATE --- > Current Timestamp Function module gets all the Purchase Orders from tables /OPT/VIM_STG_POH and /OPT/VIM_STG_POI, which are loaded on or after the timestamp LASTUPDATE and moves that data to T_DL_POHEAD and T_DL_POITEM internal table. Populate CURRENTUPDATE timestamp from current date and time.

136

Open Text Vendor Invoice Management

VIM050200-IGD-EN

19.1 Overview

Chapter 19

ICC Dispatcher
ICC Dispatcher is part of VIM and it takes the role of Integrating the OCR and VIM. OCR uses SAP as backend to store and retrieve Invoice Image information through this Dispatcher.

19.1 Overview

Sequence 1. 2. Enterprise Scan calls SAP through Early Archiving Scenario. Enterprise Scan deposits the image to the archive server and creates a DP Document in SAP using function module /OPT/VIM_IF_NEW_DOC_INSERT. This function module will insert an entry to tables /OPT/VIM_1HEAD & /OPT/VIM_HD_DP with new DP Document number, Archive date & time, Document ID, Archive document type, Content repository ID.

VIM050200-IGD-EN

Installation Guide

137

ICC-Extraction engine calls API(B) via a scheduled batch job on ICC side /OPT/VIM_IF_GET_NEW_DOC_LIST and gets new documents for processing Gets all the documents in "Scanned" Status along with Secure URL for Image and XML document which will be created by ICC extraction engine. Updates the DP Document status to Sent to OCR 4. ICC Extraction engine picks documents from step 3 and imports the corresponding images from LEA (archive server). 5. ICC- Extraction engine Export module calls API(D) OPT/VIM_IF_VIM_OCR_DATA_UPDATE Updates the status and OCR data appropriately. This API exports the data to SAP after completion of extraction phase. Table /OPT/VIM_1EXT_H will be updated with Extracted data. DP Document status updated with Extraction Completed 6. ICC- Extraction engine sends the results XML file of the exported data to the archive server using the URL retrieved early from SAP at step 3. For each Exported Data to SAP corresponding Results are stored in XML file and archived back to archive server. 7. Periodic job (program /OPT/VIM_STATUS_EXTR) runs on SAP side and picks up the DP Items with status Sent to OCR and checks the time elapsed and if it exceeds the configured time, set the status back to Scanned. Maximum allowed time for Extraction will be maintained in table /OPT/VIM_RETRY using transaction code SM30. This table contains an entry with call point EX for extraction. 8. Periodic job (program /OPT/VIM_DP_TRIGGER) runs on SAP side and picks up DP items with status Extraction Completed and runs business rules to check validation required or not. If validation required, sets the status to Ready for Validation. If it is not required, it will start DP Workflow. --- If Validation is required then System evaluates the agents for the VALIDATOR role and updates the SAP tables. 9. ICC-Validation engine calls API(G) - /OPT/VIM_IF _GET_VAL_DOC_LIST and gets list of documents for validation. Gets all the documents in "Ready for Validation" Status For each DP Document, it gets the secure URL for Image and XML documents which will be used by ICC Validation Client. Function module SCMS_DOC_URL_READ will return the URL by taking Archiving ID and Archiving Doc ID as input. 10. ICCValidation engine picks documents (both image and XML) for each validation document and sends the results XML file to the archive server using the URL retrieved from SAP at step 9. 11. ICC-Validation engine calls API(I) - /OPT/VIM_IF_VIM _VIM_OCR_DATA_UPDATE Updates the status and OCR data appropriately. This API exports the data to SAP after completion of validation phase. Table /OPT/VIM_1EXT_H will be updated with Validation data. DP Document status updated with Validation Completed. 12. Periodic job (program /OPT/VIM_STATUS_VALD) runs on SAP side and picks up DP items with status Sent for validation and after elapsed time sets the status to Ready for Validation.

3.

138

Open Text Vendor Invoice Management

VIM050200-IGD-EN

19.2 Batch Programs

Maximum allowed time for Validation will be maintained in table /OPT/VIM_RETRY using transaction code SM30. This table contains an entry with call point VA for validation. 13. Periodic job (program /OPT/VIM_DP_TRIGGER) runs on SAP side and picks up DP items with status Validation Completed and starts the DP Workflow.

19.2 Batch Programs

Batch program /OPT/VIM_STATUS_EXTR This program runs in background and reads all the DP Documents with status Sent to OCR and checks the elapsed time crossed the allowed time limit. Maximum allowed time for Extraction will be maintained in table /OPT/VIM_RETRY. This table can be maintained using transaction code SM30. Call point EX represents EXTRACTION. We can also maintain the maximum number of retries allowed.

If a particular DP Document is waiting in Extraction queue for more than allowed time, batch job sets that DP Document status to Scanned. Otherwise ignores that DP Document.

Selection screen for this program is

VIM050200-IGD-EN

Installation Guide

139

Batch program /OPT/VIM_STATUS_VALD This program runs in background and reads all the DP Documents with status Sent to Validation and checks the elapsed time crossed the allowed time limit. Validation maximum allowed time will be maintained in table /OPT/VIM_RETRY. This table can be maintained using transaction code SM30. Call point VA represents VALIDATION. We can also maintain the maximum number of retries allowed.

If a particular DP Document is waiting in Validation queue for more than allowed time, batch job sets that DP Document status to Ready for Validation. Otherwise ignores that DP Document. Selection screen for this program is

140

Open Text Vendor Invoice Management

VIM050200-IGD-EN

19.2 Batch Programs

Batch program /OPT/VIM_DP_TRIGGER This program runs in background and sends the DP Documents to workflow based on the validation conditions. For Extraction Completed Documents, it checks whether validation required and if required sends to Validation framework otherwise triggers the workflow. For Validation Completed Documents, it triggers the workflow. Selection Screen for this program is

Following steps will define whole process of this program i. Retrieves all DP Documents with Status Extraction Completed and for each DP Document a) Maps the extracted data to VIM table fields and updates the /OPT/VIM_1HEAD and /OPT/VIM_1ITEM tables. ICC field mapping will be maintained using transaction code /N/OPT/VIM_MAPV.

b) Checks whether Validation required using function module /OPT/VIM_RUN_VALIDATION_RULES. Validation framework will be used to configure the Validation rules. This can be maintained using transaction code /N/OPT/VIM_ICC_VAL. c) If Validation required it populates the Validation agents using function module
/OPT/W_RETRIEVE_USERS and updates the table /OPT/VIM_VAL_AGT. Vali-

dators maintained at Archive Doc type level using Simple Mode Role maintenance transaction code /OPT/CP_9CX4. d) If Validation not required it triggers workflow using function module /OPT/VIM_START_DOC_PROCESS_ICC and workflow will take care of the all further steps.

VIM050200-IGD-EN

Installation Guide

141

ii. Retrieve all DP Documents with status Validation Completed and for each DP Document a) Maps the extracted data to VIM table fields and updates the /OPT/VIM_1HEAD and /OPT/VIM_1ITEM tables. ICC field mapping will be maintained using transaction code /N/OPT/VIM_MAPV.

b) Trigger DP Workflow using function module /OPT/VIM_START_DOC_PROCESS_ICC and workflow will take care of all further steps.

19.3 Admin Tool

Admin Tool is a common platform to monitor and control the status of the DP Documents. Transaction code to run this is /N/OPT/VIM_7AX8 and we can take following actions in admin tool.

Selection Screen:

DP document number: the DP document number Archive Doctype: the Archive Document Type Document Type: the type of document Status: the status of document

142

Open Text Vendor Invoice Management

VIM050200-IGD-EN

19.3 Admin Tool

Also include Workflow DP docs: also in the current workflow DP documents in the selection Also include Obsolete DP docs: also include the obsolete DO documents in the selection Result Screen

Discard Image button sets the selected DP Document status to Obsolete. DP Documents with Obsolete could not be considered for further processing. sets the selected the DP Documents to required Change Status button status. It shows a popup with possible list of Statuses and Admin can select some status and set to that status.

VIM050200-IGD-EN

Installation Guide

143

DP Trigger button invokes the DP Trigger program, which will sets the DP Document status to either Ready for Validation or Triggers the workflow. Reset Count button Image button sets the Extraction & Validation retries counts to zero. will display the Archived Image of the selected DP Document. will display the System log of the se-

Appln Log (Application Log) button lected DP Document. o Status Log button

will display the Status log of the DP Document. will display the Validation

Vald Agents (Validation Agents) button Agents of a particular DP Document.

144

Open Text Vendor Invoice Management

VIM050200-IGD-EN

20.1 Overview

Chapter 20

EDI Support Administration

VIM is capable of handling IDocs and all Invoices received through IDocs will be processed by EDI Support process of VIM. We receive Invoices in IDocs and map IDoc data to VIM fields and trigger workflow to go through Approval process.

20.1 Overview
VIM DP Workflow starts

Raw EDI DATA

Idocs in SAP

Steps to process Idoc Overview 1. Receive IDoc and map data to Intermediate fields. 2. Map Intermediate fields to Workflow (Index) fields. 3. Trigger workflow. Whole process can be tested using transaction code SE19, where we supply the IDoc and processing function module.

20.1 Administration Steps

Steps to process an IDoc. 1. Execute transaction WE19 and supply IDoc Base type.

VIM050200-IGD-EN

Installation Guide

145


2. Enter IDoc detail information

3. Click on Inbound Function module button

146

Open Text Vendor Invoice Management

VIM050200-IGD-EN

20.1 Administration Steps

4.

It will shows the popup, there enter the processing function module and click on Continue.

5. It will create a new IDoc by copying the existing Idoc.

6. Check the status of IDoc using transaction code WE02 Execute the transaction code WE02 and enter IDoc number into IDoc Number field and click on Execute .

VIM050200-IGD-EN

Installation Guide

147

7. It will show the IDoc with Status. For successfully processed IDocs it will show the Status 53.

148

Open Text Vendor Invoice Management

VIM050200-IGD-EN

20.1 Administration Steps

Steps to Identifying the DP Document number from IDoc

1. Execute transaction SE16 and enter table name /OPT/VIM_1HEAD

2. Enter IDoc number in EDI_DOCNUM field of the selection screen and click on Execute

VIM050200-IGD-EN

Installation Guide

149


3. It will display the IDoc number

4. DP Document full information can be viewed using transaction /OPT/VIM_ANALYTICS 5. Transaction code WE02 also useful as an Admin transaction to check the status of the IDocs. By supplying the Date & IDoc type we can check how many IDocs received by the systems and their status.

150

Open Text Vendor Invoice Management

VIM050200-IGD-EN

21.1 Creating System Logs

Chapter 21

Reading System Log

This section details the creating and displaying of VIM application log. Notes:

Some of the functionalities describe here are standard SAP functionalities, please consult SAP Help for more detail.

21.1 Creating System Logs

System Log is used to store the status information of each task of the ICC Dispatcher and EDI Integration. All applications in ICC Dispatcher will create system log and which can be used to check the status of each DP Document. Transaction code SLG1 is used to view the System Log. Function module /OPT/VIM_APPLICATION_LOG is used store the System Log.

VIM050200-IGD-EN

Installation Guide

151

INPUT parameters

a) OBJECTID:ObjectIdisthecurrentlyprocessingdocumentnumber e.g.:DPDocumentnumber,IDOCnumber,WorkItem,FinancialDocu mentnumber

b) LOG_POINT: a unique identifier of the calling application or application area, using this value we can identify the message generating area. c) MESSAGE: Messages internal table, which needs to stored.

21.1.1 Log Point

Log point is a unique identifier for application or application area, which helps in finding the message generating area. Log point determines the program and screen from where the error is generated. Since System will be maintained using Object & SubObject, Log Point also determines them. This is maintained in maintenance view /OPT/IT_LOG_PNTV.

152

Open Text Vendor Invoice Management

VIM050200-IGD-EN

21.1 Creating System Logs

In case Log level is not maintained at Log Point level, it will be maintained at Object & Subobject level using transaction code /OPT/IT_LOG_CFGV.

VIM050200-IGD-EN

Installation Guide

153

21.1.2 Object * Sub-Object

Object & SubObject can be maintained using the transaction code SLGO.

21.1.3 Log classification

Messages will be classified as follows a) Very Important messages all error message b) Important messages all error & warning message c) Less Important messages message of all types

154

Open Text Vendor Invoice Management

VIM050200-IGD-EN

21.2 Displaying Log

21.2 Displaying Log

21.2.1 Displaying in report
Transaction code SLG1 will be used to view the messages. Object, Sub-object and External ID need to be supplied to view the messages. DP Document number or IDoc number will be supplied in External ID field to view messages. We can restrict at date & time range to display the messages generated in particular period. We can also select the required Log class, it displays the required messages of selected type.

VIM050200-IGD-EN

Installation Guide

155

And report

156

Open Text Vendor Invoice Management

VIM050200-IGD-EN

21.2 Displaying Log

And report

22.1.1 Getting the system log in program

Function module APPL_LOG_DISPLAY can be used to display the application log.

VIM050200-IGD-EN

Installation Guide

157

Input the following parameters minimum.

OBJECT SUBOBJECT EXTERNAL_NUMBER DATE_FROM SUPPRESS_SELECTION_DIALOG as X

158

Open Text Vendor Invoice Management

VIM050200-IGD-EN

21.2 Displaying Log

Chapter 22

Approval Portal Administration and Troubleshooting

This section details the administration and troubleshooting of the Open Text Approval Portal product. Approval Portal application is designed to work within SAP Web Application Server (WAS) 7.0 or SAP Netweaver Portal (NWP) 7.0. The application can be deployed as a standalone application residing on WAS only or as an application inside NWP using AppIntegrator iView. All the components should be installed in a coordinated manner. This section gives a high level overview of these components and installation procedures. Notes:

The Approval Portal component is an optional component. If you are not using the Approval Portal component, you can skip this part. Please refer to Installation Guide for architecture diagrams

VIM050200-IGD-EN

Installation Guide

159

22.1 Administration Tasks

The administrator will need to access the Administration page to perform various administration activities for Approval Portal. For WAS authentication, please navigate to http://$WAS$:$WASPORT$/vimportal/admin. For Portal authentication, please navigate to the Administrator iView created before. Alltheconfigurationsdonearesavedintoconfiguration.xmlfilelocatedin<Install Dir>/invoiceCfg.

22.1.1 Configuring Approval Portal

SAP Connection page allows the administrator to configure which SAP system the Approval Portal should connect to. This version allows multiple SAP backend connections. Add Connection button allows you to add a new SAP connection. Edit Connection button allows you to edit a SAP connection. Delete Connection button allows you to delete a SAP connection. Refresh All Connections button allows you to refresh the connection after you made the changes. Without Refresh after you changed the connection, the application will continue to use existing connections. The Up Arrow button allows you to move the connection priority up. The Down Arrow button allows you to move the connection priority down. Note: The first connection will be used to be the default connection. This default

VIM050200-AGD-EN

Open Text Vendor Invoice Management

161

Glossary

connection determines the Invoice Lists User Preference. Please see User Guide for more detail. Once you are in the edit mode or add mode, the following is available. Please enter the relevant information. SAP SID: Unique identifier for this SAP Logical System. This will appear on the end user screen next to Logical System to help the user identify which system the invoice is coming from. UserName: the CPIC users user name that will beused to connnect to SAP. Password: the CPIC user passport that will beused to connnect to SAP. Client the client number of the SAP system that it is connecting to. If you are using Application Host instead of Message host, please provide the followings: System number: the system number of the SAP system that it is connecting to. Application host application host IP or DNS of the SAP system that it is connecting to. If you are using Message host instead of Application host, please provide the followings: MsHost: The Message host IP or DNS of the SAP system that it is connecting to. R/3 name: The R/3 name of the SAP system that it is connecting to. Logon Group: The logon group the SAP system that it is connecting to. System number: the system number of the SAP system that it is connecting to. Actions that you can perform: Save button allows you to save the SAP connections. If the connection is invalid, you will not be able to save. Test button allows you to test the SAP connection.s If the connection failed, it will return the failed message to you. Configuration

This section contains configuration parameters for the application. Image Display Type: Please specify how the Archive Server was configured. URL or JPEG(TIF). MostofthesystemsareconfiguredtouseURL.

162

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Glossary

Search Help Maximum No. of Hits: This specify the default maximum no of hits to be returned from SAP for the Search Help in the line level such as G/L Account. This is default to 100. Savebutton:clicktosavetheconfiguration Administration

Administration section allows you to peform Administration task on the application. It also tells you the Version and the Build Date of the application. Reinitialize Application button allows you to reinitialize the application. This is necessary after you done the changes in the configuration or if you change the language resource files(Please sse Changing Lanauge Resource section for more detail). Changing Language Resource All the texts on the end user screens are changeable for all the languages. If there is a need to change the text to suit the needs, please follow these steps. Step 1: Navigate to the <InstallDir>/invoiceCfg and open up the properties file that you want to edit. For example: Lang_EN.properties Step 2: Find the text that you want to change and change it and save it. Perform the reinitialize application as outline earlier. If you need additional help please contact Open Text Support.

22.1.2 Changing Log Level

ApprovalPortalprovidesdefaultlogfortroubleshooting.Youcansetthelogleveltosuityour needortohelpidentifyissuesyouareexperiencing.MainlyInfoandErrorareusedintheap plication;thedefaultlevelisInfo.

VIM050200-AGD-EN

Administration Guide

163

Glossary

To change the log level LogintoVisualAdmin NavigatetoInstance Server Services LogConfigurator. Ontherightpanel,selectRuntimes>Categoriestab,selecttheVIMIAPapplicationunderthe Applicationstab.Nowyoucanseeaseveritydropdownontherighthandside,selecttheSever itylevelthatyouneed,clickonsaveandselectApplytocurrentnodeonlyorApplytoall servernodesthatfitsyourneeds. PleasealsoconsultSAPWebApplicationServerAdministrationguideformoredetail.

InfoisusedtologtheinitialServletloadinginformationandwhenanRFCiscalled. Errorisusedtologintheexceptionblocks. Logsarecreatedunder\applications\com\opentext\vim\portal in logdirectoryintheWAS.Ex ample: E:\usr\sap\T38\JC01\j2ee\cluster\server0\log\applications\com\opentext\vim\portal.The nameofthelogwillbeVimlapLog<Logindex>.log.Theselogswillcontainallapplications INFOloglevel.Upto10fileswillbecreatedandwillbereused. IfDebugorAllissetfortheSeverity,theadditionalRFClogswillalsobecreatedunder VimIapTrace<Logindex>.trc.Theselogsincludetheimport,exportparametersandtheRFCthe applicationiscalling.Theselogsareusefultotroubleshootanyerrorwhenconnectingandre trievingdatafromSAPERP.PleasemakesuretoturnthelevelbacktoInfoorErrorinthePro ductionenvironment.

164

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Glossary

22.1.3 Monitoring Concept and Performance Management

ApprovalPortalprovidesdefaultmonitorcapabilityusingGRMG.StandardIntroscopeInstru mentationisimplementedforperformancemeasuring.Wearemonitoringapplicationstartand shutdown,InvoiceListdisplay,andallSAPJCOcommunicatingclassesandmethods.

Visual Administrator Configuration for GRMG:

Please also consult SAP Help for more detail. SAP Help can be found here: http://help.sap.com/saphelp_nw70/helpdata/EN/f0/49fd3f0521c842e10000000a1550 b0/frameset.htm

Step1: Login VA admin with Administrator user and password and navigate to Sever->services->Monitoring -> GRMG Customizing Click on sap.com/com.sap.engine.heartbeat component, you will be able to see default GRMG Customizing scenario with default values on right side.

VIM050200-AGD-EN

Administration Guide

165

Glossary

Step 2: The default scenstarturl for scenario should be http://<WAS>:<WASPORT>/GRMGHeartBeat/EntryPoint For example: http://OPWAST38.optura.local:50100/GRMGHeartBeat/EntryPoint

Step 3 : First component we have to configure is HTTP Property name = url Property value = http ://< WAS> :< WASHOSTt> /vimportal/GRMGServlet
For example: http://opwast38:50100/vimportal/GRMGServlet

166

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Glossary

Step 4: Second component we have to configure is for Java Connector (Jco). In here, we also need to monitor the JCO connection from Approval Portal to SAP. While configuring single JCo component, name should be given as JCo1. If Multiple SAP backends need to be configured then the index suffix to JCo should be incremented like JCo2, JCo3.

In application we are reading the list of components with component name from scenario. As JCo component can be repeated multiple times we are adding index number to identify specific component.

VIM050200-AGD-EN

Administration Guide

167

Glossary

The JCo component properties names should be given in the following way, which we have used same in application for GRMGServlet . This is the same information that was entered in the SAP Connection of Administration page. The following parameters are for Application Host :
a) b) c) d) e) f) propname = client & propvalue= : the Client. propname = username & propvalue= :the CPIC user id. propname = password & propvalue= :the CPIC user password propname = language & propvalue= :the language propname = apphost & propvalue= :the application host propname = sysnumber & propvalue= the system number

For example:
a) b) c) d) e) propname = client & propvalue= 800 propname = username & propvalue= otapportal propname = password & propvalue= xxxxxx propname = language & propvalue= EN propname = apphost & propvalue= 10.2.192.49

168

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Glossary

f)

propname = sysnumber & propvalue= 00

The following parameters are for Message Host :

a) b) c) d) e) f) g) propname = client & propvalue= : the Client. propname = username & propvalue= :the CPIC user id. propname = password & propvalue= :the CPIC user password propname = language & propvalue= :the language propname = mhost & propvalue= :the message host propname = r3name & propvalue= the R/3 name propname = group & propvalue= the group:

For example:

a) b) c) d) e) f) g)

propname = client & propvalue= 800 propname = username & propvalue= otapportal propname = password & propvalue= xxxxxx propname = language & propvalue= EN propname = mhost & propvalue= 10.2.192.49 propname = r3name & propvalue= T38 propname = group & propvalue= 00

VIM050200-AGD-EN

Administration Guide

169

Glossary

Monitoring GRMG Scenario in SMD:

Please consult appropriate guide and SAP Help for more detail. Here are the links to SAP Help:
http://help.sap.com/saphelp_nw70/helpdata/EN/34/60cdd0d3fdeb4cb8cbc4eac681f961/content.htm http://help.sap.com/saphelp_nw70/helpdata/EN/cf/504a550ae6274495e2ce30d176f33b/content.htm

170

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Glossary

22.1.4 Management of back up and restore

Thereisnodatabase,sotheonlyfileslocatedin<InstallDir>suchasinvoiceCfgneedstobeback up.Thereisaconfiguration.xmlthatstorestheconfigurationdataandalsosomelanguagere sourcesfiles(.propertiesfile).Evenwithoutbackup,thesefilescanberedeployedfromthede liveryandreconfiguredinashortamountoftime.

22.1.5 Management of periodic tasks

Therearenoperiodictasksneeded.

212.1.6 Technical configuration data

Thereisnotechnicalconfigurationdata.AlltheconfigurationaredonethroughAdministration pageandisstoredinconfiguration.xml

22.1.7 High availability and load balancing concept

StandardSAPWebApplicationServerhighavailabilityandloadbalancingissupported. GRMGmonitoringisimplementedforhighavailability.

22.1.8 Restart and Monitoring of asynchronous interfaces concept

StandardSAPWebApplicationServermonitoringandIntroscopeinstrumentationisimple mented.

22.1.9 Starting and stopping Approval Portal

IfthereisaneedtostartorstopApprovalPortal,itcanbestartedandstoppedfromVisualAd ministrator.StandardstartingandstoppingapplicationinVisualAdministratorapplies.

22.2 Troubleshooting
Issue #1: The user received exception message. Symptom: The end user receives Exception: Please consult with your administrator message.

Solution:

VIM050200-AGD-EN

Administration Guide

171

Glossary

Please review the logs and check for relevant information. Please send us the SAP WAS server trace and the VIM trace.

Issue #2 Not able to update the configuration Symptom: You are not able to save the Configuration information to the configuration.xml file Solution: Please make sure the <installDir>/invoiceCfg folder has write permission.

Issue #3: Not able to update the configuration Symptom: You are not able to save the Configuration information to the configuration.xml file Solution: Please make sure the <installDir>/invoiceCfg folder has write permission.

Issue #4: The invoice image is not working Symptom: The user is not able to view image and the SAP side is configured correctly Solution: Make sure the Image Display Type in the Configuration section of Administration page is configured correctly.

Issue #5: Some of the texts in other languages display in English only Symptom: Some of the texts in other languages display in English only when user selects other languages Solution: The language properties file for that language might not have the translation; this might be due to the release date of the build. Please change accordingly or contact Open Text support help to obtain the latest language properties files.

172

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Glossary

Chapter 23

Year End/Month End Procedure for Parked Document

23.1 Introduction
Note: This section is only relevant if you have activated the Parking functionality of VIM.
Wheneverthepostingdateofaparkeddocumentischangedsuchthatthepostingdatefallsintoa newfiscalyear,therewillbeissueswiththerelatedworkflowbecauseofthechangetothekeyofthe primaryobjectassociatedwiththeworkflows.Thisnotedescribestheprocessestobeputinplaceso thatthedocumentsthatarecarriedovertothenextfiscalyearworkseamlessly. Theprocessesmentionedinthisdocumentandpatchneededtobefollowedwhenthefiscalyear ends.ThisdoesnotnecessarilybeattheendofDecember31st.Thisisdependantonthefiscalyear variantsthatareused. Theprocessingofthedocumentsdiffersbasedonthetypeofdocument. ForNonPOinvoicesparkedusingF63,F43,FB60,FV60,MR01,MRHR,tochangethepost ingmanually,transactionFBV4needstobeused ForLogisticinvoicescreatedusingMIROorMIR7,tochangethepostingmanually,transac tionMIR4needstobeusedinachangemode. Therearetwosectionsinthedocumentthatexplainstheprocessingstepsthatneedtotakenforeach oftheabovetwotypesofdocuments.

Note: Pleasenotethatduringtheprocessingofthereports/transactionsin
cludedinthispatch,normalprocessingoftheparkeddocumentscannotbeun dertaken.So,thesetransactions/reportshavetorunwhennouseristryingtocre ateorprocessparkeddocumentsinthesystem. SufficienttestingoftheprocesshastobedoneintheDevortestingsystemsto makesuretheparkedinvoicesarefollowingintothenewfiscalyearcorrectly.

VIM050200-AGD-EN

Administration Guide

173

Glossary

23.3 Non-PO based FI Documents

Symptoms
Adocument(NonPObasedFIdocument)isparkedinaparticularfiscalyear,buttheprocessing ofthedocumentisnotcompletedinthatyear.Itiscarriedovertonextyearandiftheposting datehastobechangedusingtransactionFBV4topostitinthenewpostingperiod.Atthisstage theruntimeworkflowinstancesbasedonthisparkeddocumentwillberenderedunusableasthe objectkeyoftheparkeddocumentischangednowandalsoalltheOpentextapplicationtables willbeoutofsync.

ReferenceSAPNotes
ThefollowingaresomeoftheimportantOSSnotesthatpertaintotheissueswithstandardSAP systemregardingparkeddocumentchangesrelatingtofiscalyearchange 99775 FIPP:FBV4bulkchangeofpostingdate/fiscalyear YoucanalsosearchforotherrelevantnotesonSAPmarketplaceincaseofissuesyoufinddur ingtestingofthisprocess.

Causeandpreconditions
Thefiscalyearofanaccountingdocumentthatiscalculatedfromthepostingdateofthe parkeddocumentispartoftheobjectkeythatidentifiesaparticularparkeddocumentobject. Whenthedocumentisoriginallyparked,thefiscalyeariscalculatedfromthepostingdate specified(sayyear2003).Ifthisdocumentiscarriedovertothenextyear(2004)andifatthe currenttime(2004)thepostingdateischangedusingtransactionFBV4theoriginalparked documentobject(withfiscalyear2003)ischangedwiththenewfiscalyear(2004)inthestan dardSAPSystem.Atthisstagetheworkflowsthatarereferencingtotheoriginalparked documentwillhaveruntimeerrorsbecausetheoriginalobjectwithfiscalyear2003asitsobject keynolongerexists.

SolutionDetails
Thisentirescenariocanbepreventedbyhavingalltheparkeddocumentsthatarecreatedina particularfiscalyearbepostedinthesameyear(possiblybykeepingthepostingperiodopen alittlelonger).Ifthebusinessneedsmandatesthattheparkeddocumentshavetobecarried overtothenextyear,pleaseimplementthesolutiondescribedbelow. Ifruntimeinstancesofparkeddocumentworkflowsarepresentinthesystemcreatedinapre viousfiscalyearandtheydonotneedtoachangetothepostingdatebeforepostingthem, nothingneedtobedone. Thestepsdetailedinthenextfewsectionsneedtobefollowedonlyifthepostingdatehasto

174

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Glossary

bechangedbeforepostingtheminthenewfiscalyear. IfcustomextensionswereimplementedthatstoreSAPparkeddocumentnumber,appropriate codecorrectionshavetobemadetoavoidinconsistencies.

TransactionUsageNotes:
Followthefollowingsteps: Stepone:Executethetransaction/OPT/VIM_YEND_NPO Steptwo:Execute/OPT/VIM_MEND_NPO

Transaction /OPT/VIM_YEND_NPO
Thereportcanberuneitherinanonlinemodeorcanalsobescheduledasabatch job.Thefiscalyearvariantneedstobespecifiedforrunningthisreport.Inthebatch mode,alltheparkeddocumentsthatconfirmtotheselectioncriteriawillbeproc essedautomaticallywithoutuserintervention. Thenewpostingdateneedstobespecifiedsothatallthedocumentswillhavethe postingdatesmodifiedtothenewdate.Pleasemakesurethepostingperiodforthe newpostingdateisopen. Youcanrunthistransactionwithcertainfilterifneededorindialogmodeyoucan restricttheoutputsetbyusingthevariousselectioncriteriaavailable.

VIM050200-AGD-EN

Administration Guide

175

Glossary

Transaction /OPT/VIM_MEND_NPO
Thereportcanberuneitherinanonlinemodeorcanalsobescheduledasabatch job.Relatedvariantneedstobespecifiedforrunningthisreport.Inthebatchmode, alltheparkeddocumentsthatconfirmtotheselectioncriteriawillbeprocessed automaticallywithoutuserintervention. Ifpostingdatechangeleadstonofiscalyearchangethenusemonthendreport Youcanrunthistransactionwithcertainfilterifneededorindialogmodeyoucan restricttheoutputsetbyusingthevariousselectioncriteriaavailable.

176

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Glossary

23.3 PO based Parked Invoices(LIV invoices) Symptoms

Adocument(LogisticsInvoiceVerification)isparkedinaparticularfiscalyear,buttheprocessingof thedocumentisnotcompletedinthatyear.Itiscarriedovertonextyearandifthepostingdatehas tobechangedusingtransactionMIR4topostitinthenewpostingperiod.Atthisstagetheruntime workflowinstancebasedonthisparkeddocumentwillberenderedunusableastheobjectkeyofthe parkeddocumentischangednowandalsoalltheOpentextapplicationtableswillbeoutofsync...

ReferenceSAPNotes
ThefollowingaresomeoftheimportantOSSnotesthatpertaintotheissueswithstandardSAP systemregardingparkeddocumentchangesrelatingtofiscalyearchange 598018 MIR4:NewDocumentnumber:Informationislost 554030 MIR4:Fiscalyear/documenttypechange 366965 MIR4:Changingpostingdateofparkeddocuments

VIM050200-AGD-EN

Administration Guide

177

Glossary

137988 FIPP:notalloriginaldocumentsarereassigned YoucanalsosearchforotherrelevantnotesonSAPmarketplaceincaseofissuesyoufind duringtestingofthisprocess.

Causeandpreconditions
Thefiscalyearofanaccountingdocumentthatiscalculatedfromthepostingdateoftheparked documentispartoftheobjectkeythatidentifiesaparticularparkeddocumentobject.Whenthe documentisoriginallyparked,thefiscalyeariscalculatedfromthepostingdatespecified(sayyear 2003).Ifthisdocumentiscarriedovertothenextyear(2004)andifatthecurrenttime(2004)the postingdateischangedusingtransactionMIR4theoriginalparkeddocumentobject(withfiscal year2003)isdeletedfromthesystemandanewobjectwiththenewfiscalyear(2004)willbecreated bythestandardSAPSystem.Also,theuserexittocollecttheParkingreasonwillbetriggeredre questingtheusertoenterParkingreason.Atthisstagetheworkflowthatarereferencingtothe originalparkeddocumentwillhaveruntimeerrorsbecausetheoriginalobjectisdeletedbySAP.

SolutionDetails
Thisentirescenariocanbepreventedbyhavingalltheparkeddocumentsthatarecreatedinapar ticularfiscalyearbepostedinthesameyear(possiblybykeepingthepostingperiodopenalittle longer).Ifthebusinessneedsmandatesthattheparkeddocumentshavetobecarriedovertothe nextyear,pleaseimplementthesolutiondescribedbelow. Ifruntimeinstancesofparkeddocumentworkflowsarepresentinthesystemcreatedinaprevious fiscalyearandtheydonotneedtoachangetothepostingdatebeforepostingthem,nothingneedto bedone. Thestepsdetailedinthenextfewsectionsneedtobefollowedonlyifthepostingdatehastobe changedbeforepostingtheminthenewfiscalyear. IfcustomextensionswereimplementedthatstoreSAPparkeddocumentnumber,appropriatecode correctionshavetobemadetoavoidinconsistencies.

ReportUsageNotes:
Followthefollowingsteps: Stepone:Executethetransaction/OPT/VIM_YEND_PO Steptwo:Executethetransaction/OPT/VIM_MEND_PO

Transaction /OPT/VIM_YEND_PO
Thereportcanberuneitherinanonlinemodeorcanalsobescheduledasabatchjob. Thefiscalyearvariantneedstobespecifiedforrunningthisreport.Inthebatchmode,

178

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Glossary

alltheparkeddocumentsthatconfirmtotheselectioncriteriawillbeprocessedauto maticallywithoutuserintervention. Thenewpostingdateneedstobespecifiedsothatallthedocumentswillhavethepost ingdatesmodifiedtothenewdate.Pleasemakesurethepostingperiodforthenew postingdateisopen.

Transaction /OPT/VIM_MEND_PO
Thereportcanberuneitherinanonlinemodeorcanalsobescheduledasabatchjob.The Relatedvariantneedstobespecifiedforrunningthisreport.Inthebatchmode,allthe parkeddocumentsthatconfirmtotheselectioncriteriawillbeprocessedautomaticallywith outuserintervention. Ifpostingdatechangeleadstonofiscalyearchangethenusemonthendreport Youcanrunthistransactionwithcertainfilterifneededorindialogmodeyoucanrestrict theoutputsetbyusingthevariousselectioncriteriaavailable.

VIM050200-AGD-EN

Administration Guide

179

Glossary

23.4 Testing tips

Itishighlyrecommendedthatyouconsiderthefollowingasyouconductyourtestingfortheseyear endactivities: Simulatevariousscenarios Runtheprogramsintheordermentioned MakesuretheimagelinksaretransferredOK Makesurethelogsandreportsshowthecorrectinformation Makesurethecommentsareshowingupproperly Theprogramscanberunindialogmodetoinvestigateanyerrorsthatmightbeencountered Keepthelogfortheprogramexecutionssothatyouwillhavearecordofwhatinvoices werechangedincasesomethinggoeswrong.

Dependingonwhatisimplementedatyoursite,youwouldneedtocomeupwithasetofscenarios tobetested. Thefollowingisanexamplescenariothatcanbeusedfortesting: 1. StartaDocumentprocessingWF(dependingonOCRisimplementedornotthestepcould vary) 2. CreateanInvoiceusingtransactionFV60 3. Insertsomecommentsduringparking 4. Chooseanapprovalparkingreasonandselecttheappropriaterequestor 5. ChecktoseeiftheapprovergetsaworkitemtoapproveinthewebportalorSAPGUIde pendingonhowitisconfigured 6. Runtheyearendtransactionsasappropriate 7. Gobacktotheapproversinboxandexecutetheworkitem.Youshouldnoticethatthenew fiscalyearandpossiblynewdocumentnumberisthereinthedetails.Makesurethe commentsetc 8. RunVIMAnalyticsreportandgivethenewdocumentkeyandseeiftheresultshowsthe olddocumentnumberinthedetails. 9. MakesuretheimagecanbedisplayedproperlyfromFBV3oranyinvoicedisplaytransac tions. 10. CheckiftheOpentextDashboard(assessablefromtheObjectServicesmenufromInvoice displaytransactionshowsthecorrectinformationforthenewinvoicekey.

180

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Glossary

23.5 Year End Processing Audit Report

Ifcertainerrorshappenduringtheprocessingoftheyearforsomereason,youcanusethefollowing transactiontoreprocesstheerrorssothatallthedataisconsistentlyupdated.Youneedtorunthis onlyiftheinvoicepostingdatehaschangedbuttherewasanerrorthatoccursinupdatingvarious tablesetc. Runthetransaction/OPT/VIM_R_YEAREND_LOG

Itcanbeusedtocheckforlistofalldocumentsthatwereprocessedthroughyearendprocess ing.

VIM050200-AGD-EN

Administration Guide

181

Glossary

Chapter 24

ICC Configuration Data

Following RFCs are useful to obtain information that is relevant for ICC configuration.
1RFC to store Configuration data into SAP - /OPT/VIM_IF_STORE_CONFIG_BLOB This function module stores the ICC Configuration data into SAP. Application name is the key for Configuration data and there will be different versions for Application. One version of the Application will be active at a time. Every-time ICC comes with new configuration data for any application, it stores with new version number and latest version will be set as active version. Each application will have more than one line of data. Configuration data stores into table /OPT/VIM_ICC_CFG and versions information will be stored into /OPT/VIM_CFG_VER. Both the tables can be maintained through table maintenance transaction code SM30. Input Parameters: T_CONFIG_DATA --- > Internal table for configuration data Contains Application name, Application line number and Configuration data T_DESCRIPTION --- > Internal table with Application description Application name, Version (not used), Application Description. 2 RFC to get Configuration versions data from SAP - /OPT/VIM_IF_GET_ALL_LIST This function module returns the all Active Applications information. This gets the Application name, Version and description from table /OPT/VIM_CFG_VER. Output Parameters: T_CONFIG_LIST --- > Internal table for Configuration version data Contains Application name, Version(active version) and description. 3. RFC to get Configuration data from SAP - /OPT/VIM_IF_GET_APPL_CONFIG This function module returns the Configuration information of Input Applications Active version. Input Parameters:

182

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Glossary

T_APPL_QUERY --- > Internal table of Applications Output Parameters: T_CONFIG_DATA--- > Internal table for Configuration data Contains Application name, Application line number, Configuration data T_DESCRIPTION --- > Internal table for Configuration version data Contains Application name, Version (active version) and description It takes Application names as input, gets all active versions of those applications from table /OPT/VIM_CFG_VER and stores this to T_DESCRIPTION internal table. And gets the Configuration data from table /OPT/VIM_ICC_CFG of the above active applications and stores into internal table T_CONFIG_DATA.

VIM050200-AGD-EN

Administration Guide

183

Glossary

Glossary
AAK See: SAP Add-On Assembly Kit (AAK) AP processor Accounts Payable personnel Approval chart of authority (COA) The Approval chart of authority (COA) determines first approver and next approver for an invoice by combinations of Company Code (specific or range), Expense Type (marketing expense, utility), Cost Objects (G/L account, Cost Center), and HR objects (Position, Job code). Archive system Computer system that enables storage, management and retrieval of archived data and documents ArchiveLink Service integrated in the SAP Web Application Server for linking archived documents and the application documents entered in the SAP system ArchiveLink document types Document types that need to be customized for ArchiveLink Authorization profiles The SAP administrator assigns authorizations to the users that determine which actions a user can execute in the SAP system. These authorizations are stored in Authorization profiles. BAdI See: Business Add-Ins (BAdI) Baseline Set of functionality with pre-defined configuration and the starting point to implement VIM

184

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Glossary

BDC ID Business Data Communication ID. The BDC ID is used by the system to process an SAP transaction to create an SAP Document in user context. Block Situation where an invoice has a price or quantity variance that prevents invoice from posting BTE See: Business Transaction Event (BTE) Business Add-Ins (BAdI) Business Add-Ins (BAdI) is a new SAP enhancement technique based on ABAP objects. BAdI can be inserted into the SAP System to accommodate user requirements too specific to be included in the standard delivery. Business rules Rules that describe the operations, definitions and constraints that apply to an organization Business Transaction Event (BTE) Event used for extending a Non PO invoice functionality to call a custom program Buyer Person who is in charge of the PO. This role should have authorization to create and change the purchase order. This role is also responsible for negotiating and communicating with vendors. COA See: Approval chart of authority (COA) Coding Coding allocates an invoice to G/L account and cost object if required. Contract agent Person who can create and modify SAP contracts. Dashboard User interface that organizes and presents information in a way that is easy to read. Users can also perform actions from the dashboard. DocuLink Open Text DocuLink enables the archiving, management and retrieval of CRM or ERP documents from within the SAP infrastructure.

VIM050200-AGD-EN

Administration Guide

185

Glossary

Document Processing (DP) VIM component that captures invoice metadata including line items for PO and performs preconfigured business rules Document type Type of document such as PO, Non PO, OCR, Non OCR DP See: Document Processing (DP) Duplicate analyzer Person who is responsible to identify duplicate invoices Event Type Linkage Error handling method. Event Type Linkage determines what the application should do in case an error could not be handled. Exception Action that is not part of normal operations or standards FI See: Financial Accounting (FI) Financial Accounting (FI) SAP module for the Finance and Accounting department IAP See: Invoice Approval (IAP) ICC See: Invoice Capture Center (ICC) IE See: Invoice Exception (IE) Indexer Person responsible for entering index data Indexing Process of entering or storing data into the system Information provider Receiving role for option Refer for Information

186

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Glossary

Invoice Approval (IAP) VIM component that enables users to perform coding, approving and rejecting invoices Invoice approver Person who approves invoices Invoice Capture Center (ICC) Optional VIM OCR component Invoice coder Person who enters the accounting info on invoices to allocate the cost Invoice Exception (IE) VIM component that handles the exceptions that arise after a SAP invoice is created Invoice requester Person who requested goods and services for Non PO invoices LIV See: Logistic invoice (LIV) Logistic invoice (LIV) purchase order invoice Materials Management (MM) SAP MM is the materials management module of the SAP ERP software package. Materials management is used for procurement and inventory management. MM See: Materials Management (MM) Namespace Name range reserved by SAP for customer objects and SAP objects to make sure that objects are not overwritten by SAP objects during the import of corrections or an upgrade Non purchase order (Non PO) Order that is not based on a PO

VIM050200-AGD-EN

Administration Guide

187

Glossary

Non purchase order (Non PO) invoice (PIR) Invoice based on a Non purchase order (Non PO) Number range Array of numbers that can be used for an object in the SAP system OCR See: Optical character recognition (OCR) Optical character recognition (OCR) Mechanical or electronic translation of images of handwritten, typewritten or printed text (usually captured by a scanner) into machine-editable text Park Situation where an invoice is not posted and is waiting for further processing Parked invoice document Temporary document that the AP processor can change and post. SAP assigned document number becomes real number when posted. PIR See: Non purchase order (Non PO) invoice (PIR) PO See: Purchase order (PO) Posted invoice document Invoice that has already been posted in SAP. Only free-form text fields can be changed. Related documents such as POs or good receipts may be created or changed to effect the invoice. If the document is not needed, it must be cancelled ( PO invoice) or reversed ( non-PO invoice). Price variance Situation where the price on the invoice is different from the price in the purchase order Process options Processing options for the user in the dashboard, such as Referral, Authorization, and Actions Process type Process type for a document. The process type determines the initial actor and various collaboration options available to the various actors during the process flow.

188

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Glossary

Purchase order (PO) SAP module. PO indicates a document sent from a buyer to a seller. The purpose of the document is to order the delivery of goods or services. Purchase order (PO) invoice Invoice based on a Purchase order (PO) Quantity variance Situation where the quantity on the invoice is different from the quantity in the purchase order Receiver Person who can create and reverse the goods receipt in SAP Requisitioner Person who requested goods and services Roles Set of predefined roles for the SAP user SAP Add-On Assembly Kit (AAK) Standardized delivery procedure for software Scan operator Person who scans the invoices into images (may not have a SAP ID) Service approver Person who approves a service entry Service requisitioner Person who enters a service entry Swimlane Diagram representing a specific VIM process. A swimlane comprises the process description, roles, user interface and options of the process. Tax expert Person who advises on invoices that need tax audit. Normally tax department personnel. VAN See: VIM Analytics (VAN)

VIM050200-AGD-EN

Administration Guide

189

Glossary

Vendor Invoice Management (VIM) Packaged business solution that solves a business problem paying correct amount to vendors on-time and with the lowest cost. VIM delivers not technology but best-practice business processes. VIM provides values to customers in process efficiency, visibility and compliance. Vendor maintenance Person who is responsible for creating and maintaining the vendor master records VIM Analytics (VAN) VIM component that gives users a clear data report on their invoices in progress. VIM Analytics allows to track the documents routed through SAP workflows via VIM. Workflow SAP business workflows can be used to define business processes that are not yet mapped in the R/3 system.

190

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Index
setting up central alert monitoring 70 B Backup 76 BAdI 184 BTE 185 C CCMS agent registering 70 CCMS templates monitoring 70 CD-ROM Product ISO image 9 Central alert monitoring setting up 70 Chart of Authority 27 COA 185 Configuring VIM Notifications 101 Conventions Conventions in this documentation 9 D Data archiving 76 Delivery model 13 Download programs downloading in background 135 downloading PO numbers 132 downloading vendor database 130 error messages 135 ICC integration 109 DP 186 E Event linkage for VIM workflows 77 F FAIL_SAFE user key 25 Feedback 12

A AAK 184 Activity monitoring 74 Adaptive computing 76 Administration activity monitoring 74 adaptive computing 76 alert monitoring 69 backup 76 CCMS templates 70 data archiving 76 event linkage for VIM workflows 77 logs 75 registering CCMS agent 70 restart mechanism 77 SAP workflow administration transactions 79 SAP workflow tables 83 setting up central alert monitoring 70 Solution Manager Diagnostics 76 SWE2 transaction 79 SWEL transaction 79 SWI1 transaction 79 SWIA transaction 79 system availability 76 system performance analysis 75 traces 75 VIM configuration 76 work item analysis 82 workflows 69 Administration tools 19 Installation Check program 19 VIM Customizing IMG 21 Alert monitoring 69 CCMS templates 70 registering CCMS agent 70

VIM050200-AGD-EN

Open Text Vendor Invoice Management

191

Index

FI 186 I IAP 186 ICC 186 IE 186 Installation Check program 19 Invoice workflow status 39 Invoice Approval releasing invoice lock 67 Invoice lock releasing 67 ISO image Product ISO image 9 L LIV 187 Logs 75 M MM 187 Monitoring workflows 45 O OCR 188 Open Text Online 11 P PIR 188 PO 188 Process swimlanes 14 R Reassigning Invoice Approval items to a different user 63 Reassigning work items 57 retrieving work items of a specific user 57 to a different user 60 Releasing invoice lock for Invoice Approval 67 Restart mechanism 77 Role error in a workflow 51 determining 51 restarting after fixing 54 Role for VIM configuration display 85

Roles 25 FAIL_SAFE user key 25 S SAP early watch service 85 SAP workflow administration transactions 79 SAP workflow tables 83 Solution Manager Diagnostics 76 Substitute for IAP process 33 for SAP inbox 29 Substitutes for workflow processes 29 SWE2 transaction 79 SWEL transaction 79 SWI1 transaction 79 SWIA transaction 79 Swimlanes 14 System availability 76 System performance analysis 75 T Traces 75 Transaction SWE2 79 SWEL 79 SWI1 79 SWIA 79 Typography 9 U Unified Dashboard workflow status 39 V VAN 189 VIM delivery model 13 VIM Analytics workflow status 42 VIM configuration 76 VIM configuration display creating role for 85 VIM Customizing IMG 21 VIM Notifications 95 configuration 101 e-mail options 101

192

Open Text Vendor Invoice Management

VIM050200-AGD-EN

Index

excluding users 105 notification e-mail body 103 notification options 101 search results 98 selection screen 95 starting 95 user preferences 106 VIM Notifications List 98 W Work item analysis 82 Work items of a specific user retrieve 57 Work items of another user reassigning 57 reassigning Invoice Approval items 63 reassigning to a different user 60 Workflow batch jobs 23 Workflow scheme 14 Workflow status Unified Dashboard 39 VIM Analytics 42 Workflow status of an invoice 39 Workflows administration 69 determining role error 51 monitoring 45 restarting after fixing role error 54 solving role error 51

VIM050200-AGD-EN

Administration Guide

193