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Configuration Guide
VIM070000-CGD-EN-5
OpenText Vendor Invoice Management for SAP Solutions
Configuration Guide
VIM070000-CGD-EN-5
Rev.: 18. July 2014
This documentation has been created for software version 7.0.
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.
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Table of Contents
Part 1 About Vendor Invoice Management 9
5 Roles ......................................................................................... 41
5.1 Defining Roles ................................................................................ 42
5.2 Defining Role Templates ................................................................. 43
5.3 Assigning Templates to Roles .......................................................... 47
5.4 Maintaining Role Determination Settings .......................................... 49
5.5 Maintaining Chart of Authority .......................................................... 52
OpenText Vendor Invoice Management for SAP Solutions Configuration Guide iii
VIM070000-CGD-EN-5
Table of Contents
OpenText Vendor Invoice Management for SAP Solutions Configuration Guide vii
VIM070000-CGD-EN-5
Table of Contents
viii OpenText Vendor Invoice Management for SAP Solutions Configuration Guide
VIM070000-CGD-EN-5
Part 1
About Vendor Invoice Management
Part 1 About Vendor Invoice Management
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 an add-on to your SAP ERP system, the majority of the functions and
processes run inside your SAP ERP system.
VIM deals only with invoices that will be posted to SAP ERP.
VIM uses SAP technology: ABAP, Workflow, and SAP NetWeaver Portal.
VIM integrates with standard SAP functions: Invoice Verification, Financial
Processing, etc.
Automate the capture of paper invoices by using OCR to extract invoice data.
Document Processing
Invoice Approval
Approval Portal
Mobile Approval
VIM Reporting: Use various reports to analyze the status of invoices in your
system.
VIM Analytics: Overlook the invoices in progress in a unified dashboard.
Provide a web interface that enables suppliers to keep track of the status of
their invoices.
SAP NetWeaver BW
Integrate VIM with SAP NetWeaver Business Warehouse (SAP NetWeaver
BW) to integrate, transform, and consolidate relevant business information
from productive SAP applications and external data sources.
Processing From a technical and functional perspective, the overall processing comprises the
blocks following processing blocks:
PO parking processing
for handling parked PO invoices
PO blocking processing
for handling blocked PO invoices
Invoice Approval
for approving and coding invoices
This document describes the configuration of each of the processing blocks (see
Processing blocks on page 12). It also describes the various implementation
aspects of configuring VIM to suit the specific business requirements for any
organization. VIM is designed to be highly configurable to accommodate varied
business scenarios.
Mandatory Configuration
These configuration steps describe the basic mandatory customizing. This
customizing must be done with every VIM installation, independent of changes
to the VIM baseline; for example the configuration of roles for the VIM process.
For further information about the VIM baseline, see Delivery Model
on page 15.
Advanced Configuration
These configuration steps describe the advanced customizing. This customizing
changes the VIM baseline and partly includes extensions and customer exits. An
example is the DP process configuration.
Optional Configuration
These configuration steps describe the basic, but optional customizing. This
customizing must be done for optional VIM features; for example the integration
of SAP Shared Service Framework.
Special Topics
These configuration steps describe special topics of the VIM customizing, for
example VIM Notifications.
For information about all OpenText products resold by SAP (including VIM
and ICC), check SAP Marketplace Note 1791874: SAP Products by OpenText
- Software and Support Lifecycle. This note provides detailed information
about software life cycle, access to Support Packages, access to latest
documentation, language packages, and other patches, as well as Support
ticket handling.
Process steps The Vendor Invoice Management (VIM) business process typically includes the
following main steps:
Note: Only end user screens are translated in additional languages other than
English. Customizing screens are provided in English language only.
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.
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 3 Working with the DP Dashboard in OpenText Vendor Invoice
Management for SAP Solutions - 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 4 Working with the Invoice Exception Dashboards in OpenText
Vendor Invoice Management for SAP Solutions - 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.
This section describes the activities that need to be done prior to implementing VIM.
For detailed installation steps, refer to OpenText Vendor Invoice Management for SAP
Solutions - Installation Guide (VIM-IGD).
Install and configure an archiving system that supports SAP HTTP Content
Server interface.
Complete business process blueprint sessions: Final process design swimlane
diagrams are available.
Create User IDs with appropriate developer and configuration authorizations.
Authorizations need to include developer as well as workflow administrator
authorizations.
Create ArchiveLink document types or at least finalize the list of the document
types etc.
Check for any existing BAdI implementations for definition INVOICE_UPDATE.
Check to see if there is any conflicting code that could prevent parking reasons in
PO/Non PO invoices from showing up.
Complete appropriate FI and MM-Purchasing customizations, so FI and logistics
invoices can be created in the system.
This part describes mandatory configuration steps for VIM. These configuration
steps describe the basic mandatory customizing. This customizing must be done
with every VIM installation, independent of changes to the VIM baseline; for
example the configuration of roles for the VIM process.
This chapter describes the steps needed to configure SAP ArchiveLink document
types. ArchiveLink is responsible for the collaboration between the SAP ERP system
and the Archive Server, for example to save documents from a VIM workflow to the
Archive Server, or to retrieve documents from Archive Server for a VIM process.
You need to do this configuration when the content repository (Archive Server) is
installed and the basic ArchiveLink settings are completed. Depending on the
customer requirements, the number and attributes of the ArchiveLink settings might
be different.
Note: For further details about ArchiveLink refer to the SAP documentation.
2. In the Change Content Repositories Overview screen, click the Create button
in the application tool bar.
Note: For more details on the parameters, see section 9.2.1.2 HTTP
archive in OpenText Archiving and Document Access for SAP Solutions -
Scenario Guide (ER-CCS)
For each document type, you can determine the agents responsible for the work
item, and choose which storage scenario is used. There are 4 storage scenarios
available for Early Archiving:
The scenario Storing for subsequent entry, for example, consists of assigning the
document type and processing the work item.
2. In the Default setting: Overview screen, click New Entries in the application
tool bar.
Pr
Enter the presetting folder name, for example Z001.
Long text
Enter a description of the new folder.
Note: If you store the Archive Document Type in the presetting folder during
its creation (see Creating an ICC Archive Document Type on page 29), you
do not have to perform this action. Nevertheless, if you need to reassign any
Archive Document Type to another folder or you need to assign Archive
Document Types to the presetting folder, you can perform this action.
Assigning all relevant Archive Document Types to the presetting folder is
useful for identifying the Archive Document Types easily.
3. In the Entries Overview screen, click New Entries in the application tool bar.
4. Add the Doc. type, for example /OPT/ICC, and select the appropriate storage
scenario check box, for example Storing for subsequent entry.
Note: Optionally, you can select an Object Type in the OT column and an
Agent ID for the document type.
After the ICC archive document type is maintained, every incoming invoice that is
associated with the given document type will be stored in a predefined archive and
a customized workflow will start afterwards.
1. To start the Document Type Customizing Wizard, run the OAD5 transaction.
On the Start screen, click Continue.
2. Document type
Doc.type
Enter the document type. For example, use archive document type /
OPT/ICC or another document type for your namespace.
Name
Enter a description.
Click Continue in the upcoming screens until you reach the Workflow
document type screen.
4. Document class
Enter Doc. class FAX and click Continue.
Obj. type
/OPT/V1001
Entry
Method
PREPROCESS_OCR
Task
WS00275270
Assignment
Task
WS00275270
Click Continue.
11. End
To save the archive document type /OPT/ICC, click Complete and confirm the
changes.
After the archive document type is maintained, every incoming invoice that is
associated with the given document type will be stored in a predefined archive and
a customized workflow will start afterwards.
1. To start the Document Type Customizing Wizard, run the OAD5 transaction.
On the Start screen, click Continue.
2. Document type
Doc.type
Enter the document type. For example, use archive document type /
OPT/NOICC or another document type for your namespace.
Name
Enter a description.
Click Continue in the upcoming screens until you reach the Workflow
document type screen.
4. Document class
Enter Doc. class FAX and click Continue.
Obj. type
/OPT/V1001
Entry
Method
PREPROCESS_NON_OCR
Task
WS00275271
Assignment
Task
WS00275271
Click Continue.
11. End
To save the archive document type /OPT/NOICC, click Complete and confirm
the changes.
To know where to store the incoming invoice (in which Content Repository ID, in
which link table), you must maintain the links, as described in this section.
To link the Archive Document Type and the VIM Business Object:
Object Type
Enter /OPT/V1001
Document type
Enter /OPT/ICC
Link Status
Enter X
Storage system
Enter the Content Repository ID. For more information, see Creating a
Content Repository ID on page 26.
Link
Enter TOA01
Additionally, you have to define a profile for the PDF history log and assign it to a
VIM process step. For more information, see PDF History Log on page 692.
To know where to store the PDF history log (in which Content Repository ID, in
which link table), you must maintain the links, as described in this section.
To link the archive document type and the VIM business object:
Object Type
Enter /OPT/V1001.
Document type
Enter /OPT/PDF.
Link Status
Enter X.
Storage system
Enter the Content Repository ID. For more information, see Creating a
Content Repository ID on page 26.
Link
Enter TOA01.
4. Click to save your settings.
2. Create new entries as shown in the following screenshots. The first one is BKPF
for Non-PO invoices and the second one is BUS2081 for PO invoices.
Roles refer to the grouping of various business users according to their business
activity. In the swimlane diagrams, roles represent the title for each of the lanes.
Vendor Invoice Management (VIM) has a comprehensive framework for realizing
various requirements in the area of role definition. You can define roles as granular
as needed.
Role
In VIM terminology, role stands for a Process Agent. Role is not the same as the
SAP workflow technical role.
Template
Any role bases on a template.
Template fields
Templates can have fields that determine the granular logic used in determining
the final set of users. For example, the grouping of roles can base on the
company code or the purchasing organization.
This chapter describes the steps required to create and configure roles needed for
implementing VIM business scenarios.
005
Document Processing (DP) based product codes
LIX
LIV based product codes (both for PO parking and PO blocking workflows)
PIR
Product codes for Non-PO parking workflows
Every role assignment bases on the product code/role combination. For example, to
create a role called BUYER in a PO parking process, create a role BUYER with product
code LIX.
OpenText delivers standard roles used in most process scenarios. You can define
your own roles if needed.
To maintain roles:
1. Run the /OPT/CP_9CX5 transaction.
Alternatively, navigate to OpenText Vendor Invoice Management > SAP
menu> Roles > Role Maintenance.
Product Code
Enter the product code such as 005, LIX, PIR. Refer to OpenText product
codes for applicable product code.
Responsible Party
Enter the responsible party (role).
Description
Enter the description of the role.
Key Determination
Select the check box, if the role is defined by object information the context
in which the role is used.
Deactivate the check box, if the role is fixed and defined by organization
data, for example: if you want to determine the role by company code, scan
location, or plant.
Object Type
Maintain the object type, based on the workflow.
Example: Company code, scan location and plant define the AP Processor role.
Example: Buyer is the PO creator that the function module extracts from the PO.
Template Id
Enter meaningful character value that identifies the template.
Description
Enter the template description.
Type
Select the template type. The following template types are available:
Org Unit
If you select Org Unit, the agents for the role are determined from a
fixed org unit (User, Position, Work Center, and so on)
Key Determination Based
If you select Key Determination Based, the agents for the role are
determined using runtime values of fields in the object data.
For further information on how templates resolve users, refer to
Maintaining Role Determination Settings on page 49.
Allow Org
For Key Determination Based templates, only: If the Allow Org flag is set,
you can set an Org Unit instead of a fixed SAP User ID while maintaining
agents for role template in the role determination transaction.
Object Type
For Org Unit based templates only: Select the default value for Agent Type
(User, Position, and Work Center etc.).
Agent Id
For Org Unit based templates only: Select the agent ID.
Function Module
For Function Module Based based templates only: Select the function
module that is used to determine agents for this template. The interface
value for the function module can be found in the OpenText delivered
function /OPT/BL_ROLE_SELF_DIRECTED.
1. In the Template Definition Overview screen, select a template from the list and
double-click Template Fields in the navigation pane.
Field Id
Enter a freely defined field Id which describes the usage of the field.
Search Help
Select the search help. When maintaining values for the field in the role
determination transaction, the system uses this value to provide F4 help for
the field.
Allow Range
Select this check box to allow ranges. The values can have a range from
Low Value to High Value. The system checks the runtime data for the
product code in which the template is used to validate if it can resolve the
field.
Wild Card
Select this check box to allow the wild card character *. Users can define a
wild card for values in the role determination transaction for the product
code in which the template is used.
Example: A field combination of Company Code and Plant could be used to resolve BUYER
in the PO parking process, BUYER in the PO blocking process and PO_BUYER in the Document
Processing process.
2. In the Template Fields Details Overview screen, maintain the Template Field
Details, using the following parameters:
Product Code
Select the OpenText product code in which the template is used.
Object Type
Select the object type. Object types are defined for each OpenText product
code. You can however create a subtype for the OpenText Object Type to
define your own attributes. At runtime, the system instantiates the object
with the object key. The type should be compatible to the OpenText object
type for the given product code.
Attribute
Select the attribute the system uses for the given OpenText product code for
getting the runtime value for the given field Id.
Product Code
OpenText product code
Responsible Party
OpenText role
Func. Module
Enter the custom function module. The interface for the function
module is defined in the /OPT/BL_ROLE_SELF_DIRECTED function
module.
Agent Type
Select the agent type (US for user ID, S for position, and so on).
Agent Id
Depending on the agent type, select the agent Id (SAP user ID, position
etc.).
Simple approval
This way of approval corresponds to the Invoice Approval approach known
from prior versions of VIM. The flow is simple and calculates the amount based
on Gross amount value of the total invoice. The simple approval flow bases on
Managers information provided in the old COA.
To open the old COA, run the /OPT/VIM_7CX1 transaction. Alternatively, run
the /n/opt/vim transaction and navigate to OpenText Vendor Invoice
Management > SAP menu > Roles > Simple Approval Flow > Simple /
Manager Approval - Chart of Authority Maintenance.
For documentation of the old COA, see section 9.6 Maintaining Chart of
Authority in OpenText Vendor Invoice Management - Configuration Guide
(VIM060000-CGD) (documentation for VIM 6.0).
The simple/manager approval flow is still accessible. It also runs for upgrade
customers. In general, OpenText will provide functional enhancements and new
features only for the level based approval provided with VIM 7.0.
This section and its subsections provide details on how to configure the Chart of
Authority (COA) for level based Invoice Approval. For a comprehensive description
of the level based Invoice Approval component itself, see Invoice Approval
on page 303.
Purpose COA is required in the Invoice Approval process to allow users to approve Non PO
invoices. The data combination maintained in the COA helps to determine the
correct approver for a certain invoice in the approval process.
Note: The PO Invoice Approval process does not consider the COA when
determining the next approver. For PO invoices, Baseline implementation
determines the requester of the PO as the first (and only) approver.
stop interface for maintaining all the combinations of approvers, approval limits and
coders for the Invoice Approval process.
Prerequisites
The Cost Objects allowed in the Invoice Approval process are maintained. You
can maintain the Cost Objects in the SM30 transaction for table/view /
OPT/BL_T401V.
Note: With level based approval, the fields Inv. Table and Inv. Field in /
OPT/BL_T401V have become obsolete.
The fields required for approval user data in the User Details tab are maintained.
You can maintain the fields in the SM30 transaction for table/view /
OPT/BL_T402V.
Independently from table/view /OPT/BL_T402V, the following fields are always
displayed in the User Details tab:
OPT_USERID
DELETED
EMAIL
MANAGER_ID
BULKAPPROVAL
BTEXT
USER_TYPE
UTEXT
For all other fields, you must maintain them in table/view /OPT/BL_T402V to
have them displayed in the User Details tab.
The levels required for approval limit and approval authorities are maintained.
You can maintain the levels in the SM30 transaction for table/view /
OPT/AT_LEVEL.
Note: Level 0 is always reserved for Coder Level. Level 1 always represents
Requester Level. All other following levels from 2 to x can be used for
Approval Levels.
Expense type Starting with VIM 7.0 SP3, it is possible to build the line based approval logic on the
and additional values of expense type and other fields that are available in the invoice line items.
fields
The expense type is treated as an item level field. Other fields must already be
present in the line item structures of the invoice; see the structure /
OPT/A_INVOICE_ACCT_ST for reference.
2. Add new fields to the COA field list in the view /OPT/BL_T401V as line item
fields. You must add the expense type field as a line item field; make sure the
Header field check box is cleared.
3. Provide a mapping between the invoice fields and the COA fields. You do this
in the VIM customizing for the respective AFS IDs, under Maintain Invoice
Detail Fields and Maintain Coding Fields Mapping. For more information, see
Configuring Fields for the Invoice Detail Page on page 345.
Access You can access the COA maintenance using transaction code /OPT/AR_COA.
The default access to COA is in display mode. Use the Display/Change button to
switch to maintenance mode.
OpenText User Id
User Id (generated automatically)
Deleted
Check box indicating if the user is deleted from COA.
Manager ID
Direct superior of the user. In the level based approval flow, the manager is only
used for the notification escalation processing but not for any approval
processing logic. For more information, see Configuring Notification and Email
Options on page 709.
Last Name
Users last name
First Name
Users first name
Middle Name
Users middle name (optional)
Department
User's department (optional)
Windows Domain
If implementing optional Approval Portal with WAS authentication scenario:
Windows domain. Required if Approval Portal is used with WAS authentication
scenario and users are authenticated using Windows domain.
Windows_ID
If implementing optional Approval Portal with WAS authentication scenario:
Windows ID or the login ID. Required if Approval Portal is used with WAS
authentication scenario and users are authenticated using Windows domain.
Personnel number
Personnel number of the user
SAP User ID
SAP User ID of the user
Email Address
User's email address. Identifying field for all COA users (approvers). This field
cannot be duplicated with existing users.
Telephone number
User's telephone number
In the User Details View screen, you can perform the following actions:
Notes
You cannot delete users in COA but only deactivate them. Before you
deactivate a user, check if the user has open invoices to approve. If yes,
reassign open invoices to another user using the Reassign utility. For
more information, see Override, Delegation, Substitution, and
Reassign on page 362.
The settings here are the same as in the Personalize screen in the Approval Portal.
See section 7.2 Personalizing the Approval Portal in OpenText Vendor Invoice
Management for SAP Solutions - User Guide (VIM-UGD). Some parameters apply to
the Mobile Integration, as well.
Show Details
Select this check box to automatically open the Invoice Detail section in the
Approve Invoice screen.
Clear this check box to display only the Details link in the Approve Invoice
screen.
Show History
Select this check box to automatically open the History section in the
Approve Invoice screen.
Clear this check box to display only the History link in the Approve Invoice
screen.
Default Coder
Enter the default coder that you want to do the coding.
E Notify Active
Select this check box to receive an email notification regarding any new
invoice in your inbox.
Language
Also relevant for Mobile Integration: Enter the default language.
Date format
Also relevant for Mobile Integration: Enter the date format. Click for a
list of possible formats.
Dec.pt.format
Also relevant for Mobile Integration: Enter the format of the decimal
notation. Click for a list of possible formats.
Currency
Enter the default currency.
Show Attachment
This check box is not relevant. Users can always use the attachment
function, regardless of the Show Attachment check box.
Display Type
Determine where the invoice image should be displayed when opening the
detail page. Click for a selection.
Logical system
Enter the SAP ERP system that you want to use as the user preference for
your Invoice List page.
Time Zone
Also relevant for Mobile Integration (as the time zone in Approval log):
Enter the default time zone for the user. Click for a selection.
Note: In header based approval, the flow will remain the same as the line
based approval in coder and requester level. The lines have to be coded and
approved, and each line is checked against the COA details of the user in the
corresponding level.
Enter the following parameters for the combination of Company Code and
Approval Level:
Company Code
Company Code for which the approval level should apply
Approval Level
Basic value of the level based COA. Select one of the following values from the
list:
0
Coder level (no limit possible)
1
Requester level
2, 3, ...
Approval levels
Description
Enter a description of the level. The description is optional. It helps to describe
the different levels for the different key fields.
Amount Limit
Enter an amount. This amount will be considered as the approval limit. The user
can approve the invoice if the amount of a certain pack in the invoice is less than
or equals to the amount mentioned in this column. If the amount exceeds this
limit, the invoice needs next level approval.
Notes
The pack amount is the sum of different line items assigned to an
approver per company code.
For the coder level, the amount must always be 0 (zero). It is not allowed
to maintain any limit.
You must maintain all levels in the hierarchy (0, 1, 2, 3, ). If any of the
level is missing, the hierarchy system shows an error message.
Approval Category
This column is specific to header based approval. Select H-Highest pack only
or A-All pack from the list.
For header based approval, all lines are assigned to one user in each level. This
user is automatically proposed by the system with the following logic:
For each user, the system calculates the approvable lines (pack) and sums up the
amount. The user with the highest pack amount is proposed.
A-All pack
The amount limit within COA is checked against the pack amount (assigned
and approvable invoice lines). The additional amount is checked against the
sum of not assigned invoice lines.
For an example, see Example 5-1, Header based approval on page 61
Additional Amount
Enter an amount. The additional amount is used in the header based approval to
check all packs (All pack scenario).
Invoice information
User A Allowed for Cost Center 1000 and Cost Center 1001
User B Allowed for Cost Center 1001
User C Allowed for Cost Center 1002
As User C has the highest pack amount, he will receive the workitem.
(In this case, you must distinguish between the Highest pack only and the
All pack scenarios.)
User C gets the invoice and will approve it. His configured limit (700) is
checked against his pack (the lines that user C is allowed to approve =
600). If this limit is passed, his additional amount (150) will be checked
against the sum of the remaining lines (400). If one of these checks fails,
the invoice will go a level up to the next approver, otherwise the
approval is finished.
For coder and requester (approval level 0 and 1), the cost objects are checked if the
user can code or approve the corresponding cost objects. All lines must be approved
by a legitimated coder or requester. The invoice is forwarded to the next coder or
requester until all lines are coded or approved. Within level based approval, this
process is performed in the same way for header and line based approval scenarios.
For approvers, the COA is used to determine the next approver and also to create
the pack when the approver opens the work item. If more than one approver exists
in the COA for the corresponding cost objects of the invoice line, the first user in the
COA will be determined. For this, the entries will be sorted alphanumerically with
the approver ID and counter.
Note: To change the logic of handling the cases when more than one approver
can be determined, you can redefine the user map class and implement your
own logic of sorting the entries and prioritizing the approvers.
If an invoice line has one cost object assigned, this cost object is checked against the
COA.
If an invoice line has more than one cost object assigned, all cost objects are checked
against the COA. There is no precedence of one cost object over the other. All cost
objects that are listed in OPT/BL_T401V are checked.
Cost objects which are not available in the COA (according to configuration of
OPT/BL_T401V) are not checked.
If an invoice line does not have any cost object that can be assigned to a COA cost
object, the line cannot be approved.
The COA Details View lists approvers, depending on the Company Code and the
Approval Level.
The user types Coder / Requester and Approver are shown on separate sub-tabs.
Company Code
The company code that the user is authorized to approve. For line based
approval, the company code of the invoice line is used to check against the
COA. For header based approval, the header company code is relevant.
Approval Level
Approval level. See Approval Limit/Level View on page 59.
UserObjID
OpenText User Id, maintained in the User Details tab
Counter
This column is not editable. It is filled automatically by the system. The counter
is used to indicate the number of times the same user with same level and
company code is assigned to different cost elements. See the lines in the
screenshot at the beginning of this section: Company Code 1000, Approval
Level 000-Coder, and UserObjID CODER1
See the screenshot of the COA Details tab above for an example.
Example 5-2, Single and multiple cost objects on page 64 illustrates the
differences between using single and multiple cost objects per COA line:
However, using this way, you cannot limit the approval rights at some
selected levels only to a combination of GL account 1234 and cost center
1010. The solution is to enable multiple cost elements in COA and
maintain the COA like this:
3. Press RETURN.
Requester ID
Person who the invoice belongs to (initial approver). For more information,
see Driving the Approval Flow for DP Invoices on page 320 and
Defining Approval Hierarchy and Approval Level on page 321.
Company Code
The company code the coder is authorized to perform coding accounting
information for.
Default
Select the check box to set the coder as the default coder for this company
code.
Counter
Counter, cannot be modified.
Coder
User ID of the coder for this combination.
In the Coder Settings view, you can perform the following action:
Example: Anne is a substitute for Andrew to approve invoices when Andrew is on vacation.
However, Andrew has not designated Anne as his substitute in the SAP inbox. Andrew is on
vacation and there are invoices waiting for approval.
You as the VIM workflow administrator can set up Anne as Andrews substitute so that she
can approve the invoices.
Notes
When a substitute approves an invoice, the audit trail shows that XXXX
approves on behalf of YYYY.
In the Approval Portal (new interface since VIM 7.0 SP2), you can set up
substitutes (delegates) using the User menu in the header. For more
information, see section 6.15 Specifying Settings for Delegation in
OpenText Vendor Invoice Management for SAP Solutions - User Guide (VIM-
UGD).
2. In the User Substitutes Management Utility screen, click the Search User
button to indicate the user to be substituted.
3. In the Search User dialog box, enter search criteria for the substituted user and
click to search for the user ID.
4. To select the user from the list, double-click the corresponding entry in the
Search User dialog box.
5. In the User Substitutes Management Utility screen, click the Substitutes tab,
and then click Select a substitute.
6. In the Search User dialog box, enter search criteria for the substitute and click
to search.
7. To select the user from the list, double-click the corresponding entry in the
Search User dialog box.
/OPT/VIM_BL_CHNG_APCOA
Write changes for /OPT/BL_APPCOA
/OPT/VIM_BL_CHNG_USRMAP
Write changes for /ORS/USERMAP
from/to
Enter a dedicated period.
Name
Select the user.
Table Name
Enter /ORS/USERMAP or /OPT/BL_APPCOA.
Click to open the change document.
The change document displays all relevant information about the last changes in a
list view with the changed values and the user who changed the data.
Table /ORS/USERMAP:
MIDDLENAME
DEPARTMENT
WINDOWS_DOMAIN
SAP_USER_ID
OTHER_ID
PHONE
Table /OPT/BL_APPCOA:
COUNTER
Using the COA upload report, you can upload mass data to the respective tables of
the COA. The COA upload report reduces the effort of manual entry in the COA
tabs.
The COA upload report is supported by the new COA (transaction /OPT/AR_COA).
The old COA (transaction /OPT/VIM_7CX1) does not support the COA upload
report.
To start the COA upload report, run the /n/OPT/VIM_COAUPLOAD transaction. The
program name is /OPT/COA_UPLOAD_REPORT.
Processing modes
Delta mode
In this mode, you update the existing record with information provided in the
upload file (*.CSV file).
Inserts a new record if the user does not exist yet.
Note: To mark a user as deleted, set the deletion flag in the *.CSV file.
Full mode
In this mode, the entire data from the COA tables is deleted in the database, and
updated with the data provided in the *.CSV file.
Important
Handle the full mode with care because all existing users are deleted in
the system if you upload the data in full mode.
Note: The processing modes are only applicable to upload (data transfer). For
download, the processing modes are not used.
Update modes
Presentation server
The *.CSV file to be uploaded is selected from the PC (presentation layer).
Application server
The *.CSV file to be uploaded is selected from the application layer.
File path
Path to the *.CSV file that is used to either upload or download the data.
Upload
The data provided in the *.CSV file is uploaded to the COA tables.
Download
The data related to the COA tables is downloaded into the *.CSV file.
Exits You can overwrite the entire logic using the exits provided in the /
OPT/COA_UPLOAD_REPORT program, using the following Z constants of product code
IAP in table /PTGWFI/Z_CONST:
COA_UPLOAD_EXIT_UP
Z constant for upload. The reference FM template for the exit is /
OPT/COA_UPLOAD_EXIT.
COA_UPLOAD_EXIT_DW
Z constant for download. The reference FM template for the exit is /
OPT/COA_UPLOAD_EXIT.
Customization You can configure the fields and the field sequence for the COA upload, according
to the tabs in the new COA. The configuration for the COA upload supports only
three of the four tabs. For details, see the following table:
1. To specify the tab type for the COA upload, run the /OPT/VIM_UPLCFG
transaction.
Alternatively, run the /n/OPT/SPRO transaction and navigate to Vendor Invoice
Management > Invoice Approval Configuration > Technical General > COA
Upload Configuration Details.
2. In the selection screen, specify the tab type that you want to configure and click
.
Tab type
COA upload tab type
Table name
Name of the table related to the specified COA upload tab type
Fields
Fields available in this table
Active
Select this check box for the fields that you want to change or update the
information for in the respective tab of the new COA.
Sequence
Specify the order of the fields. This can be flexible, you can determine your
own order or template. Do not duplicate order numbers.
The COA configuration entries are created during the execution of the
Configuration report. The Configuration report reads all the field information
related to the COA tab and inserts or modifies the data in the COA upload
configuration table /opt/coa_uplcfg.
Notes
Always maintain the first column of the *.CSV file with the COA upload tab
type, for example USR. Then follow the sequence for the corresponding table,
mentioned in Sequence on page 73.
The SAP_USER_IDs must already exist as SAP users.
To determine when parking and blocking processes need to be triggered, you need
to define the rollout criteria, for example the company code, for these processes.
Note: Company codes, document types, and plants are part of the rollout
criteria for the PO parking process and the PO blocking process. For the Non
PO parking process, company codes and document types are part of the rollout
criteria.
Rollout company codes, plants, and document types are maintained in the
respective tables by using the OpenText Customization:
Company codes
/OPT/VIM_CCODE_A
Plants
/OPT/VIM_PLANT_A
Document types
/OPT/VIM_DTYPE_A
You can maintain plants only for PO invoices.
1. To define the rollout criteria, run the /n/OPT/SPRO transaction and navigate to
Vendor Invoice Management > PO Based Invoice Configuration > Parked
Invoice Processing Configuration > Rollout Criteria (Workflow Start
Conditions) > Allowed Company Codes, Plants, Document Types.
2. In the Allowed Company Codes screen, select either both PO Invoice Process
and Non PO Invoice Process or only one of the check boxes for the respective
Company Code.
Caution
If you change the configuration in this section, the PO parking process
might not trigger at all.
Company codes, document types, and plants are part of the rollout criteria for
the PO parking process and the PO blocking process. For details, see Defining
Rollout Criteria for the PO Parking Process on page 75.
1. To define the rollout criteria, run the /n/OPT/SPRO transaction and navigate to
Vendor Invoice Management > PO Based Invoice Configuration > Blocked
Process Configuration > Rollout Criteria (Workflow Start Conditions) >
Allowed Company Codes, Plants, Document Types.
2. In the Allowed Company Codes screen, select either both PO Invoice Process
and Non PO Invoice Process or only one of the check boxes for the respective
Company Code.
3. Click New entries to add a company code.
Save your settings when finished.
Caution
If you change the configuration in this section, the PO blocking process
might not trigger at all.
Note: For a description of the configuration necessary for the Non PO parking
process, see Non PO Parking Process Configuration on page 281.
To completely disallow the Non PO parking process, deactivate the event linkage as
described in Event Linkages on page 82.
Note: Company codes, document types, and plants are part of the rollout
criteria for the PO parking process and the PO blocking process. For the Non
PO parking process, company codes and document types are part of the rollout
criteria.
Rollout company codes and document types are maintained in the respective tables
by using the OpenText Customization:
Company codes
/OPT/VIM_CCODE_A
Document types
/OPT/VIM_DTYPE_A
1. To define the rollout criteria, run the /n/OPT/SPRO transaction and navigate to
Vendor Invoice Management > Non PO Based Invoice Configuration >
Parked Invoice Processing Configuration > Rollout Criteria (Workflow Start
Conditions) > Allowed Company Codes, Plants, Document Types.
2. In the Allowed Company Codes screen, select either both PO Invoice Process
and Non PO Invoice Process or only one of the check boxes for the respective
Company Code.
Caution
If you change the configuration in this section, the Non PO parking process
might not trigger at all.
This part describes the advanced customizing. This customizing changes the VIM
baseline and partly includes extensions and customer exits. An example is the DP
process configuration.
Important
If you create new elements from baseline elements in the advanced
configuration, do not change the baseline configuration but only copy it. Use
element names that begin with Z and numeric elements with 800 or 900. If
you need to enhance the VIM document status, use alphanumeric values (for
example Z1). VIM has already occupied the whole range between 00 and 99.
In the reports, in the new indexing screen, and in VIM Workplace, the authorization
checks ensure that SAP users working with VIM are able to see and process only the
information that they are authorized for. In the COA maintenance, the authorization
checks make sure that the user is allowed to display or maintain the entries.
For backward compatibility reasons, the authorization checks are disabled in the
standard configuration. You can enable them on demand as described in Enabling
VIM Authorization Checks Globally on page 93.
If you run VIM in a multiple backend landscape, the data for the Central Reporting
module is normally collected from more than one system. It may be important to
distinguish between documents arriving from different systems even if they have
the same company code. Because of this, OpenText provides the new authorization
object J_6NIM_BUK, which has the following check fields: activity, logical system,
and company code. The activity checked currently in the reports is 03 - Display.
The logical system and the company code correspond to the document source.
In case of VIM Analytics and Current Liability Report, the data that is displayed
comes from the current (local) system only. Therefore, these reports use a blank
logical system value when checking the authorizations.
All reports perform the checks for the blank value of the company code whenever it
is relevant for DP documents. If the authorization checks are active, the documents
with a blank company code are not shown to all users, but are checked as are all
other documents. Therefore, unless you are granting all values access with an
asterisk (*), it is important to allow the display by adding the empty company code
value in the authorization profile. The value to enter is ' ', that is a space
surrounded by single quotes. For the OpenText authorization object J_6NIM_BUK,
the authorization profiles in the central system must include entries with blank
company code for the central and satellite systems as needed.
Similarly, to grant access to local documents in VIM Analytics and Current Liability
Report, you must maintain the entries with blank logical system in the authorization
profiles. You must do this even if at the same time, for the multiple backend
scenario, the exact logical system name of the local system is already added into the
authorization profiles.
All authorization checks examine the SAP user group of corresponding SAP user in
the user map, or a blank user group of non-SAP users is entered. The following
screenshot from the SU01 transaction shows the field being checked.
The checks of the approval limits and coder assignments will also check the
company code of the record. All three objects support the following activities for the
authorization checks: 01- Create, 02 - Change, and 03 - Display.
Table 7-2 summarizes the authorization checks available in the COA maintenance.
If you do not use the user group field in the SAP user master of the corresponding
SAP user, enter a <blank> value for the user group in the authorization profile. Also
enter a <blank> value for the user group in the authorization profile if the SAP user is
not maintained (for example for pure portal users). The blank company code will be
used whenever the company code is not entered or is entered as * in COA Details
or Coder Details.
If Coder Details is set to Use Requester mode so that the company code is not
used, empty company code values must be used in the authorization profiles. When
switching the setup from Use Requester to other modes, all company code values
in the Coder Details have to be properly populated. If needed, this must be
performed by a user who has the coder maintenance authorization for all company
codes.
Whenever the data is saved, in all three screens, the maintenance transaction
performs consistency checks on the changed data. This also includes the entries that
are not shown to the user because of missing authorization. This means, both the
displayed list and the hidden list are checked together. An inconsistency could be
reported because of the hidden entries. In case of Coder Details checks, the
consistency errors for hidden entries will be reported as any that have the row index
99999. When such problems occur, the COA consistency has to be checked by a user
who has maximum authorizations for all three screens, for example, by a Basis
administrator.
Table 7-3 summarizes the authorization checks available in the new COA
maintenance.
Table 7-4 shows the authorization object used in the indexing screen (DP dashboard)
in VIM 7.0.
Note: With VIM Workplace, you can run work items that are not in your own
inbox, such as Work Views Other, Team, or All. If you want to restrict this
possibility, you must protect it against the authorization objects J_6NIM_WP8
or J_6NIM_WP9.
Note: If your VIM system does not run in a multiple backend environment, all
authorization checks are performed on the same local system. In this case, a
transaction assignment in SU24 is possible for all authorization checks, using
the proposal provided by OpenText. For more information, see Configuring
the Authorization Checks on page 91.
The authorization checks use the authorization object J_6NIM_BC1. Any Display
or Change authorizations allow the user to execute work items.
Table 7-6 shows the authorization object used in the exception dashboards in VIM
7.0.
The installation packages provide only the standard entries for SAP assignments,
which means those visible in SU22. Copying of the standard VIM assignments into
the customer tables (SU24) must be performed through the standard SAP
download / upload programs RSU22DOWN and RSU22UPLD in the following way.
Note: You can perform a test run first (select Test Mode) and also use the
option to create a transport file if needed (select Enter Data in Transport).
5. When asked for the file to use, select the same file created by the download
program.
6. When you have successfully completed the previous steps, adjust the
transaction assignments, if needed, in SU24. Then, you can use them in the
profile generation tool.
In VIM 7.0, some tables have been delivered without this authorization group. To set
this authorization group on customers site, a report is available. The report is
called /OPT/VIM_AUTHGROUP_TABLE_CHNG. You can use it to update:
only configuration tables, or
only transaction tables, or
all VIM tables
If you run the report in test mode, the names and the number of tables with default
authorization group are displayed.
If you run the report in normal mode, the report prompts for a transport request
after successfully updating the data. This transport must be transported to quality
and production clients.
Each document runs through defined workflow steps indicated by the framework
process. Workflow steps consist of an ordered number of Service Modules. These
Service Modules are integrated components of the framework that offers the defined
functionality. You can enhance the Service Modules by adding new entries in the
customizing.
Note: If additional input channels besides ICC and IDOC are used within the
IDH framework, it is necessary to run periodic jobs. For more information, see
section 5.5 Scheduling Batch Jobs for the IDH Framework in OpenText Vendor
Invoice Management for SAP Solutions - Administration Guide (VIM-AGD).
2. Make sure that all relevant VIM import channels are included in the table.
Channel Type
Select the channel type from the list.
Mapping ID
Enter the Mapping ID.
You maintain mapping IDs for each channel, for example IDOC. The
mapping ID is used to determine whether mapping is done through a
custom function module or field to field.
Sys Det. ID
If you want to link a System Determination ID to the channel, enter the
System Determination ID. If no System Determination ID is linked here, the
External Profile
Enter an external profile ID, dependent on the channel type, for example an
email address for channel type Email.
Document Class
Enter the document class.
Description
Enter the external profile description. It is language dependent.
You can create a Mapping ID to logically group a mapping set for a particular
channel. A Mapping ID is tied to a channel so that proper mapping is performed for
an incoming invoice for that channel.
Ignore
Enter characters that are deleted in an extra step before mapping continues.
This is useful, for example, if there are apostrophes in the Reference
Number. Enter the apostrophe in the Ignore Chars field in the XBLNR line, to
avoid a short dump in duplicate check.
The field can contain up to 6 characters.
Condense
To remove blank characters in the input string, enter X in this field.
6. Save your settings.
Note: From VIM 7.0 on, you do not need a mapping table entry to transfer a
list of PO numbers or DN numbers from an external channel to VIM, as it was
the case in previous versions of VIM. The strings with the PO number list and
the DN number list must be presented to VIM with the fix external names
ListPO and ListDN. These are hard-coded key words for VIM. VIM will parse
the string and enter the numbers into the table /OPT/VIM_1PO_DN.
In addition to the standard field mapping, automated field enhancement offers the
possibility to set or change field values statically or dynamically.
Counter
To specify a call order of the field enhancement, enter a number up to 4
digits.
Field Type
Select field level Header or Item.
Field Value
If selected in Field Processing Type, enter a fixed value or a system
variable.
Satellite
If the exit function module must be executed on a satellite system, select this
check box. The check box is only available on the central instance in a
multiple backend system.
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Class Name
Enter the class name of the module where the implementation is coded.
Start Status
Enter the module start status that will be set when the processing of the
module starts.
End Status
Enter the module end status that will be set when the processing of the
module has been finished successfully.
Error Status
Enter the module error status that will be set when the processing of the
module ends with an error.
Description
Enter the service module description. It is language dependent.
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Function Module
Enter the name of the function module or class that offers additional
functionality, for example a function module or class to parse XML
documents.
Transformation
Enter the name of the stylesheet script used for transformation, for example
a function module to transform XML input.
All information of the incoming email object is logged. The information can be used
for all purposes later on, for example for reporting. The product standard does not
support sending emails back to the sender or forwarding messages to SAP Business
Workplace.
Prerequisites
The mail server must be SMTP-compatible.
The customized address space for the default domain must match the DNS
address on the external mail server.
Handling The start of the incoming document workflow can also be triggered by specific
additional information that is extracted from the incoming email. For example, you can specify
documents
which type of attached document should initiate the incoming document workflow.
If the email has other documents with different mime types attached, these
documents are handled as simple attachments to the specific work item.
Customizing The constant parameter IDH_MAIL_ATT_HANDLER sets the specific function module
for additional document handling.
Run the SM30 transaction to maintain the /PTGWFI/Z_CONST table, and locate the
record with Product Code 005 and Constant IDH_MAIL_ATT_HANDLER.
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8.4. Customizing the Email Channel
Logging email All incoming email data received via the SMTP interface can be viewed in
data SAPconnect.
Note: Depending on the selection criteria, you can view all specific
incoming emails.
3. If the port is not set to 25, select the SMTP service. In the Service menu, click
Change.
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2. Choose the instance profile, click Extended maintenance, and then click
Change.
icm/server_port_<*> = PROT=SMTP,PORT=25
This parameter opens a TCP/IP port for receiving emails through the SMTP
plug-in.
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8.4. Customizing the Email Channel
2. Create a user with type Service and assign the profile S_A.SCON to this user.
3. On the Address tab, under E-Mail, enter the Internet mail address for the user.
1. Run the SICF transaction and open the Virtual Host SAPCONNECT.
Host Data
Enter the sequence number of the is/SMTP/virt_host_<*> parameter from
the profile. See Configuring the Profile Parameters on page 104 for more
information. If you have only created one client and therefore have not
specified this parameter type, enter 0.
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Logon Data
Enter the logon data of the system user that you created for the incoming
emails.
Handler List
At position 1, enter CL_SMTP_EXT_SAPCONNECT.
4. For each additional client, create another SMTP server.
Note: You must activate each SMTP server (Service/Virt. Host > Activate)
after creating or changing it. Inactive servers appear dimmed.
To administer SAPconnect:
3. Default Domain
Define the domain of the SAP ERP system client.
This action has the following consequences:
The SMTP plug-in logs on to the mail server using this domain as the ID.
The message ID of the outbound emails is assembled with this domain.
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8.4. Customizing the Email Channel
An SAP user might not have an Internet mail address. If such a user sends
an email, a sender address consisting of the SAP user name and this domain
is generated.
Each client has an SMTP node. This node is created by the SAP ERP system and
cannot be deleted.
4. Nodes
Enter the specific customizing data like output format for SAP documents and
other types of documents. See details in the SAPconnect documentation (http://
help.sap.com/saphelp_nw70/helpdata/en/af/73563c1e734f0fe10000000a114084/
content.htm).
5. Inbound Processing
You may want incoming emails that have a particular address or particular
content to automatically start a program that will process these emails. In this
case, configure the following on the menu: Settings > Inbound Processing.
Communication Type
Select Internet Mail.
Recipient Address
Enter email address.
Document Class
Enter a wildcard. This parameter will be set in the channel ID customizing.
For more information, see Creating External Profiles on page 97.
Exit Name
Enter the default framework class name /OPT/CL_C_IDH_CHANNEL_EMAIL.
Call Sequence
Enter 1 (not needed).
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For a more detailed description of how to enable the Simple Mail Transfer Protocol
Service in SAP ERP, see the SAP Help: http://help.sap.com/saphelp_nw70/helpdata/
en/af/73563c1e734f0fe10000000a114084/content.htm.
You must link the Document Pipeline processing to the defined function module of
the IDH framework inside SAP ERP. You must set a specific RFC mode that must
match the customizing entry on the remote Document Pipeline.
RFC_Mode
8
FUNCNAME
/OPT/C_IDH_DP_PIPELINE_HANDLER
The Document Pipeline typically requires one COMMANDS and one IXATTR file in
addition to the actual image file (for example image.pdf) and the LOG file. See the
following example:
COMMANDS
R3_CLIENT 800
R3_DESTINATION DW3
USE_VR4WFL 8
DOCTYPE PDF
COMP data PDF image.pdf
ARCHIVID Y4
IXATTR
NEWDOC
ATTRIBUTES /OPT/VIM_1HEAD|MANDT|CC|800|
ATTRIBUTES /OPT/VIM_1HEAD|DOCTYPE|CC|PDF|
ATTRIBUTES /OPT/VIM_1HEAD|LIFNR|CC|1277448|
ATTRIBUTES /OPT/VIM_1HEAD|BLDAT|DD|20120711|
ATTRIBUTES /OPT/VIM_1HEAD|RMWWR|CC|84715|
ATTRIBUTES /OPT/VIM_1HEAD|WAERS|CC|EUR|
ATTRIBUTES /OPT/VIM_1HEAD|WINDOWS_ID|CC|ERICCARTMAN|
ATTRIBUTES TOAV0|MANDT|CC|800|/OPT/VIM_1HEAD|
ATTRIBUTES TOAV0|AR_OBJECT|CC|ZNOOCR|/OPT/VIM_1HEAD|
ATTRIBUTES TOAV0|SAP_OBJECT|CC|/OPT/V1001|/OPT/VIM_1HEAD|
ARCHIVIDATTR TOAV0|ARCHIV_ID|CC|%s|/OPT/VIM_1HEAD|
DOCIDATTR TOAV0|ARC_DOC_ID|CC|%s|/OPT/VIM_1HEAD|
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8.6. Maintaining Processes
For more details about the Document Pipeline, see OpenText Document Pipelines -
Overview and Import Interfaces (AR-CDP).
Process ID
Enter a unique process ID.
Initial Status
Enter the initial status of the process, which will be set when starting the
framework process by registering a new work item to the workflow.
For a list of possible statuses with descriptions, click . To display and
expand statuses, refer to the search help table /OPT/VIM_T101.
End Status
Enter the end status of the process, which will be set when the framework
process has finished.
For a list of possible statuses with descriptions, click . To display and
expand statuses, refer to the search help table /OPT/VIM_T101.
Description
Enter the process description. It is language dependent.
4. Save your settings.
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Module ID
Enter the module ID.
Counter
To specify a call order of the processing modules, enter a number with up to
4 digits.
Active
To activate the processing module, select this check box.
4. Save your settings.
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8.7. EDI Configuration
IDocs allow extensive exception handling before the data is posted to the
application.
Input type
Enter 0 (for Mass processing).
Dialog allowed
If you want to process IDocs in dialog mode, select this check box. With
baseline implementation, the check box is cleared.
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To assign the inbound function module to IDoc type and message type:
The process code is a logical name for the processing function module. The process
code is used to uniquely determine a function module that will process the received
IDoc data and is used to convert an IDoc to an SAP document.
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Note: You can choose a name for the process code that suits your needs.
7. Assign the new process code to the logical message, as shown in the following
screenshot.
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In this step, you assign the new process code to the IDoc partner profile. You need to
specify partner and partner type. You also need to specify whether you define a
profile for inbound or outbound. You can use an existing partner profile. The
partner type must be Logical system (LS).
If you want to create a new partner profile, you first must create a new logical
system. See the SAP documentation for details.
2. Select the partner profile under Partner Profiles > Partner Type LS.
3. Below the Inbound parmtrs. panel, click the button to add an inbound
parameter.
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Note: Use the process code you created in Creating a New Process Code
on page 112.
5. Click to save your settings.
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channel for the EDI scenario is IDOC. The Channel IDOC is assigned to the
mapping ID IDOC.
In multiple backend systems, the incoming IDocs are received and preprocessed in
the central system. After that, they are sent to the satellite system for further
processing. The satellite system is determined based on the company code. Each
system in the multiple backend system is identified by a logical system name. See
Determining System by Company Code for Multiple Backend Systems
on page 119.
1. Run the /N/OPT/SPRO transaction and navigate to the menu path Vendor
Invoice Management > Document Processing Configuration > General
Configuration > Incoming Document Processing > Idoc Data Mapping.
Obj. name
Development Object name: the IDoc type INVOIC02
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Segm.type
Segment type in IDoc type
Field name
Segment field
IDOC Qualf(Fld/VAl)
Qualifier of the Segment
Qualifier Value
Value of Segment Qualifier
Field Type
Select either Header or Item type from the list.
System variable
Function Module
Value
If you selected Constant (fixed value), System variable, or Function
Module as the field mapping type, enter the corresponding value.
If you selected Function Module, you can use the /OPT/GET_YEAR or /
OPT/IDOC_UOM_ISO_TO_SAP function modules as a template.
Note: To transfer a list of PO numbers or delivery note numbers via IDoc, you
must use mapping entries in a special format. Define the key values to point to
the segment where the lists are stored, and use the following fixed values:
Field Type
H for Header
Value
POLIST or DNLIST
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Z constant To enable the PDF rendition, you must maintain the Z constant EDI_IMAGES_FM,
product code 005, in table /PTGWFI/Z_CONST. In Constant Value, enter a function
module, using the template /OPT/EDI_IMAGES_EXIT_TEMP. You can use the baseline
function module /OPT/EDI_IDOC_PDF_IMAGE.
2. For the particular fields, see the following screenshot and Defining Profiles for
the PDF Log on page 689. The field description is very similar to the general
PDF log.
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The IDoc rendition to PDF shows the following differences from the general
PDF log:
The fields PDF Timezone and Time Zone do not apply for the IDOC
rendition.
The Document type must be the same as the IDOC channel archive object
document type.
For the EDI scenario, you configure the system determination using Company Code
only in the central system.
For a description of the configuration, see section 3.7 Maintaining the System
Determination in OpenText Vendor Invoice Management for SAP Solutions - Scenario
Guide (VIM-CCS).
In the following screenshot, Company code 2000 is mapped to the Logical system
T90CLNT090.
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To test an IDoc:
1. To start the Test tool for IDoc processing, run the WE19 transaction.
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3. Click the Inbound function module button in the application tool bar. The Test
inbound IDoc via a function module dialog box opens.
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5. To check the status of the created IDoc, run the WE02 transaction.
6. Enter the IDoc number of the new IDoc into the IDoc number field and click .
The IDoc with status information is displayed. Successfully processed IDocs
have the status 53.
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1. To access the Data Browser: Initial Screen, run the SE16 transaction.
3. Enter the IDoc number in the EDI_DOCNUM field of the selection screen and
click in the application tool bar.
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Important
Changes of the global configuration parameters as described in this section
may affect the functionality of the process.
3. In the WebFlow Constant Table, under Product Code 005, double-click the
Constant EDI_IMAGES_FM.
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Document Processing Process Configuration
Document types
Highest level attribute, effect the processing, process flow and user interface.
A more detailed configuration according to the process and screen layouts is
done at the invoice characteristic level; see Characteristic Specific
Configuration on page 399. Therefore it is not necessary to create many
different document types for individual process settings. Use a document
type as a global invoice processing template.
Determine the SAP transaction to be called during document creation.
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Process types
Effect the process flow as required by swimlane definition.
Each swimlane diagram refers to one process type.
Are similar to parking or blocking reasons in VIM Invoice Exception.
Can be used in multiple document types.
Each document type needs at least one process type.
Determine the initial actor and various collaboration options available to the
various actors during the process flow.
Business rules
Represent a rudimentary engine for determining
process type
document type (in case of OCR or external data input)
Use configuration to apply logical conditions.
Allow defining of multiple criteria.
Can be specified regarding order and exclusivity.
Can be used for validating data from external systems (OCR).
Can be automatically applied to the metadata to effect the process flow.
Can be configured to be called at multiple stages in the process flow.
Roles
Use the standard OpenText role/actor infrastructure.
Can use the standard key determination infrastructure to configure complex
actor determination logic without programming.
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BDC IDs
Main steps Implementing process scenarios in the DP workflow component of VIM comprises
the following main steps:
2. Create and configure the association between DP document types and SAP
ArchiveLink process types.
3. Identify the various process types that are required for realization of the process
scenarios.
5. Identify the various roles and configure the roles in the appropriate process
types.
The starting point for any configuration is a set of process flow swimlanes.
Figure 9-1 shows an example for a process swimlane as implemented by the DP
workflow:
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NPO_GLOBAL
for Non PO processing
PO_GLOBAL
for PO processing
PO_AUTO
for automated PO processing
DWN_GLOBAL
for Down Payment processing
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The customizing allows specifying if a business rule should be executed for each
characteristic or executed only depending on the characteristic setting. For more
information, see Characteristic Specific Configuration on page 399.
The PO_AUTO document type is used for invoices where it is expected that they are
correct and do not need any further checks. In the baseline, it is also specified that
the indexing line items are dropped and all items from the Purchase Order are
added.
The baseline also contains only a few business rules which are mandatory for further
processing. The intention is to avoid dialog steps to increase efficiency.
The PO_AUTO document type can be used, for example, for trusted vendors, which
send correct invoices, or also public authorities. To use this document type, the
document type determination has to be configured. See Document Type
Determination and Characteristic Customizing on page 403.
Note: The four document types described in this section are the DP document
types in the baseline configuration of VIM 7.0.
Of course, you are free to create new DP document types, and, in upgrade
projects, to keep the DP document types that you are used to.
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Description
Enter the document type description.
Number Range
Enter the number range for the number range object. If a custom number
range object is not defined in global configuration, you can maintain the
number range for object /OPT/DOCID in the Maintain Number Ranges step;
see Configuring Global Parameters on page 214.
Classifier
Select the classifier from the list. The classifier represents a further detailed
classification of special invoice types (for example Down Payments).
Document Index Type
Select the type of indexing to determine how the system determines the
origin of data. The following values are available:
Indexing using OCR
Use this option if the document is scanned and the OCR interface
passes the data to SAP ERP for creating an OpenText document.
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Online Indexing
Use this option if archiving a document using the SAP ArchiveLink
Early Archiving process. Indexing is manual and the person responsible
maintains the data and submits for further processing.
No Indexing
Use this option if there is no indexing required and the document is
directly processed. Use this option if there is no scanned image and the
process is triggered using an API provided by OpenText.
Invoice Type
Decide whether the document generates a Non PO Invoice or a PO Invoice.
SAP FI DocType
To determine the SAP document type in the background, enter a fixed
document type or a custom function module.
If you use a function module, enter FM:<Function Module Name>. As the
interface for the function module, use the template /
OPT/BL_IF_DETERMINE_SAP_DTYPE.
You must configure separate FI document types for invoices and credit
memos at the DP document type level. Fill the SAP FI DocType field with
two separate FI document types, separated by comma.
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Example: If the value in the field is AA,BB, the system will set the FI document type
AA for invoice and BB for credit memos.
Note: New features will only be developed for the new indexing
screen delivered within VIM 7.0.
ATTRIBUTE1
ATTRIBUTE2
ATTRIBUTE3
ATTRIBUTE4
CUSTOM_FIELD4
CUSTOM_FIELD5
CUSTOM_FIELD6
CUSTOM_FIELD7
CUSTOM_FIELD8
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CUSTOM_FIELD9
CUSTOM_FIELD0
Process Configuration
Document Posting Configuration group
Rescan Role
Select the role that receives the work item if the document data is not legible
or if the user decides to send the document for rescanning.
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Posting Role
Select the role that is responsible for posting the document finally. If the
posting of the document fails in background, this role gets the work item to
post the document in dialog.
Skip Dashboard
Select this check box to skip the dashboard step. The system creates the SAP
document directly during the document posting process for the posting
user.
Example: If the document is all okay, the user might want to post it directly,
without displaying the document data.
Display Image
Select this check box to display the archived image linked to the document
in a separate session when the user processes the work item.
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3. In the Document Processes Overview screen, select a process type and click the
button in the application bar.
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4. In the Document Processes Details screen, define the process type, using the
following parameters.
Process Type
Select the process type that is valid for the document type.
BDC Transaction Id
Select the BDC Id that the system uses to process an SAP transaction to
create an SAP document in user context.
Background Tran Id
Select the BDC Id that the system uses to process an SAP transaction to
create an SAP document in the background. This is relevant if the user does
not want to see the index data (dashboard) during document posting.
Autopost Flag
The following settings are possible:
ParkReason
Enter the parking reason the system uses to park the document.
Prerequisites
The BDC Id defined for Document Create is used for parking the
document.
A valid parking reason is defined in the Maintain Parking Reasons step
for Non PO or PO documents; see Configuring Parking Reasons
on page 240 and Configuring Parking Reasons (Non PO Parking
Process) on page 283.
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Step Id
Define a step Id.
Process Type
Define the process type for the step Id.
Exclusive Indicator
Select this check box if the system should stop checking for next process
type even though the current step resolves a process type.
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Bypass possible
Select this check box to enable the Bypass icon on the Bypass/Simulate
Business Rules screen for the user.
Run in Central
This column appears in satellite systems, only.
Select this check box for any business rule to have it run in the central
system by an RFC call from the satellite system. Some business rules are
centralized. Satellite systems can use such centralized rules by this option.
1. In the Proc. Type. Det. Sequence Overview screen, select a step and double-
click Sequence Steps.
Step Seq.
Enter a numeric value identifying the step sequence.
Field name
Select the field name in document data that is considered for validation.
Check Type
Select the type of check to be performed:
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If Table Field is selected, the system validates that the value of the
document field at runtime exists in the check table mentioned in the
Table field. If the value does not exist, the step is considered to be
successful and the system will determine the process type.
You have to maintain the Table field.
If Check Function is selected, you can define your own check against
the document field. If the function raises an exception the step is
considered to be successful and the system will determine the process
type.
You have to maintain the Check Function field.
If Constant Value is selected, you can define a constant value against
which the runtime data of the document is compared. If the runtime
value matches the configured value, the step is considered to be
successful and the system will determine the process type.
You have to maintain the value of the constant in the Check Val field.
If Required Field is selected and if there is blank data in the document
field, it is considered as meeting the criteria. The step is considered to be
successful and the system will determine the process type.
You have to maintain the Required Field field.
Note: The business rule check function library offers additional check
function modules that are not directly delivered as pre-customized
business rules. You can use the function modules as new business rules
depending on your needs. The new library is located in function group /
OPT/VIM_PROC_TYPE_LIBRARY, which has been created to collect such
function modules.
If you want to activate one of the library function modules as a new
business rule for any VIM document type, perform the following
customizing steps:
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3. In the Index Screen Options Overview screen, click the New entries button in
the application tool bar to create a new index screen option.
Process Type
Select a valid process type, as defined in Defining Process Types
on page 138.
Description
Description of the selected process type
Current role
Role which processes the work item
Allow Changes
Select this check box for a given role to allow all users in the role defined to
change the index data.
Prerequisite - The document should not have been submitted, yet.
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Show Duplicates
Select this check box to achieve that the duplicates identified by the system
are displayed below the index data screen for the role that is processing the
work item.
Example: It might be relevant for the DUP_CHECKER role to look at the duplicates to
decide whether the document is actually a duplicate. For the AP_PROCESSOR role,
showing duplicates might not be that important as the document might have
already completed the duplicate check process and might be ready to be posted or
parked.
Initial Tab
With the indexing screen delivered with VIM 7.0, you can configure each
tabstrip of the new indexing screen for the tab that is shown initially:
New indexing screen delivered with VIM 7.0
Basic Data
Shows the basic indexing information which is also available on the
invoice document
Accounting Data
Shows additional SAP specific data for the accountant to post the
document
Tax Data
Shows relevant tax information
Process Data
Shows relevant process information and also provides access to the
duplicated invoices
The following configuration is only valid if you use the indexing screen of
prior versions (and not the new indexing screen delivered with VIM 7.0).
Select the initial tab in document processing. The following values are
available:
Indexing screen of prior versions
Dashboard
The user processing the work item in the role gets to see the Dashboard
(Process Options, Log etc.) subscreen first. However, users can switch
between screens themselves.
Index Data
The user processing the work item in the role gets to see the Index Data
subscreen first. However, users can switch between screens themselves.
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Enable Simulate
Select this check box to simulate skipping certain business rules. The
Simulate process will check the relevant business rules.
Enable Bypass
Select this check box to bypass the business rules.
Dis.Obsolete
Select this check box to hide the Obsolete button in the DP Dashboard for
the selected DP document type and the current role.
Dis.Rescan
Select this check box to hide the Rescan button in the DP Dashboard for the
selected DP document type and the current role.
Show Match
Select this check box to display the matching area within the item data
subscreen for PO invoices to the user. This is relevant to execute the
matching for PO related documents based on the SAP proposal.
Disable GL Tab
VIM 7.0 SP2 introduces this check box.
Select the check box to hide the GL tab on the index screen for the selected
PO document type and the current role.
Configuration in Characteristic
/OPT/SPRO > Document Processing Configuration > Document Type
Configuration > Characteristic Specific Document Type
Configuration, option: Characteristic Specific Screen Configuration
(see Characteristic Specific Screen Configuration on page 416)
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Select the check box for a certain process type and a certain role to show the
Validate Coding button in the DP Dashboard, Line Items tab, G/L Account
tab of the given role and the given process type. This button enables the
agent to validate the coding entered in the indexing screen.
Notes
To use the Validate Coding button, you must select the Code Check
Enable check box in both places (document type configuration and
configuration in Characteristic) if the Characteristic Check check
box of the process type is selected (see Defining the Process Type
on page 192). In baseline, this check box is cleared.
The configuration in Characteristic will overwrite the document
type configuration.
Starting with VIM 7.0 SP3, coding validation is available for Non PO
based DP documents.
Configuration in Characteristic
/OPT/SPRO > Document Processing Configuration > Document Type
Configuration > Characteristic Specific Document Type
Configuration, option: Characteristic Specific Screen Configuration
(see Characteristic Specific Screen Configuration on page 416)
Select the check box for a certain process type and a certain role to show the
Upload Coding button in the DP Dashboard, Line Items tab, G/L Account
tab of the given role and the given process type. This button enables the
agent to upload coding from an Excel sheet.
Notes
To use the Upload Coding button, you must select the Enable Code
Upload check box in both places (document type configuration and
configuration in Characteristic) if the Characteristic Check check
box of the process type is selected (see Defining the Process Type
on page 192). In baseline, this check box is cleared.
The configuration in Characteristic will overwrite the document
type configuration.
Starting with VIM 7.0 SP3, upload coding is available for Non PO
based DP documents.
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Required
Make the field mandatory at runtime.
Input
Define the field as an input field for users.
Display Only
Only display the field.
Hide
Hide the field on the screen.
There are some special fields that are not in the database but can be displayed in the
index screen. To use them, you must configure the Field Stat column for the
following parameters:
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VORGANG
To display Subsequent Debit and Subsequent Credit for PO in the index
screen, under Invoice Data, Transaction field, set the parameter VORGANG to
Input.
DIFFERENZ
To display the Balance traffic light in the index screen, under Invoice Data, set
the parameter DIFFERENZ to Display Only.
3. In the Index Item Configuration Overview screen, configure the index item
fields, using the following parameters:
Field Stat
Every line represents one line item field of the selected DP document type,
indicated by the Field Name.
Required
Make the field mandatory at runtime.
Input
Define the field as an input field for users.
Display Only
Only display the field.
Hide
Hide the field on the screen.
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Country
Enter a country code to which the ArchiveLink document type is associated.
Doc. Type
Enter an ArchiveLink document type to map it to the selected DP document
type.
Description
Enter a description of the ArchiveLink document type.
Starting with VIM 7.0 SP3, you can define country specific archive document types
in the document type configuration. You can also define an archive document type
that is not country specific. This means, it is used for the rest of the countries. If you
have only one archive document type that is not country specific, you can use the
default archive document type in the document type configuration. If you have
more of these document types, leave the default archive document type empty and
make archive document type entries with empty value in the Country column.
Prerequisites
The Country field in the DP document type determination must be empty.
Make sure that the Z constant (product code 005) AR_OBJECT_FROM_DP is set to X.
If this Z constant is set to an empty value or is missing, VIM will not check and
adjust the archive document type when the DP workflow is started (see below).
Copy between logical archives (see below) is done with SAP CMS function
module SCMS_AO_COPY. Make a test if copy works, you might need changes in
the definition of the logical archives (transfer directory).
The DP document type, the company code, or the Country field might be changed
during DP processing. In this case, VIM checks if the archive document type has to
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be adjusted, and if so, performs the adjustment. If the new archive document type is
linked to a different logical archive, the images are copied between the archives.
The application log shows messages for object /OPT/VIM, subobject DP, and
document number as external ID. Messages are of the following types:
Information
if there was a copy to a new archive
Warning
if there is no image linked
Error
if there was an exception in one of the called function modules
Starting with VIM 7.0 SP3, you can have country specific document types and you
can maintain the relation in the ArchiveLink mapping table. Whenever a company
or a country is changed in the indexing screen, the relation is checked and, if
necessary, the archive document type is adjusted. There are two user exits to change
this, controlled by two Z constants:
You can define the logic to determine the archive document type and you can define
the logic when a redetermination should be triggered.
The new DP Dashboard delivered with VIM 7.0 provides the possibility to show the
image in the Detail pane. The configuration described in this section is only relevant
for the DP Dashboard of prior versions, or if you want to deactivate the image plug-
in, or to display the image on a separate monitor.
3. In the WebFlow Constant Table, under Product Code 005, double-click the
Constant DASHBOARD_IMAGE_AUTO.
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The determination of line item data is implemented in the DP business rule Manual
Check Needed for Indexing Lines (PO), DP process type 110. This exception is
triggered to have a dialog user verify the data, when the following conditions apply:
Process type 110 is active.
The line item data is detected to be incomplete (as based on the configuration
settings).
VIM is changing the line item data in the DP document.
Note: In this section, the OCR term, which is used to denote the source of the
data, applies equally to the data entered manually or received from external
sources like IDoc.
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PO Line Det. ID
The ID must be numeric.
Description
Enter an appropriate description.
Check Function
Optionally, use a custom function module here to determine the PO line
number. By default, the field is blank. An OpenText standard function
module is used.
No of Fields to Match
Specify how many fields should be matched before claiming the PO line
number found. The number of fields you specify here should be less than or
equal to the number of fields you maintain for this Determination ID.
4. Maintain the fields you want to use for the PO line determination.
In the example screenshot, MENGE (Quantity), NETPR (Unit Price) and WBRTR
(Amount) have been maintained for determining the PO line match in the
baseline configuration.
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Note: The Step Id field currently has no relevance. It was created for
future extensions of the logic. In the current version, always set the Step Id
field to 1.
OK (default value)
Use OCR lines as basis without deletion of incomplete lines.
OCR lines are evaluated line by line. All lines based on reference documents
are read from the MIRO proposal. All OCR lines for which matches are
found in the MIRO proposal are overwritten with MIRO Amount/Quantity if
the OCR Amount/Quantity is missing.
While matching, PO/PO item will be used as a key for Non GR IV case.
PO/PO item or delivery note will be used as a key for GR IV case.
All lines that could not be matched with MIRO lines stay as they are. Finally,
the modified OCR lines are updated in the indexing item table.
OD
Use OCR lines as basis with deletion of incomplete lines.
OCR lines are evaluated line by line. All lines that are based on reference
documents are read from the MIRO proposal. All OCR lines for which
matches are found in the MIRO proposal are overwritten with MIRO Amount/
Quantity if the OCR Amount/Quantity is missing.
While matching, PO/PO item will be used as a key for Non GR IV case.
PO/PO item or delivery note will be used as a key for GR IV case.
All lines that could not be matched against MIRO lines and that are
incomplete are deleted. Finally, the modified OCR lines are updated in the
indexing item table.
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MO
Use MIRO proposal as basis for indexing lines.
All lines that are based on reference documents are read from the MIRO
proposal. All MIRO lines for which matches are found in OCR line items are
overwritten with OCR Amount/Quantity.
While matching, PO/PO item will be used as a key for Non GR IV case.
PO/PO item or delivery note will be used as a key for GR IV case.
All lines that could not be matched against OCR lines stay unchanged.
Finally, the modified MIRO lines are updated in the indexing item table.
M2
Use MIRO proposal as basis, change only open lines.
This option has the same logic as MO but it prevents the data in non-open
lines of the MIRO proposal from being overwritten.
Background: Option MO results in overwriting the MIRO proposal lines that
are not open anymore because the data has been manually entered in the
DP document or received from ICC. Although this logic may be wanted in
some situations, VIM is now offering the alternative option M2.
Important
Level Preference is used in conjunction with Ref Doc Preference. These two
values indicate the starting point for selecting reference documents, in order
to propose lines for invoicing: either purchase orders or delivery notes that
appear either at line item level or at header level.
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Example: If Level Preference is L and Ref Doc Preference is PO, the system uses
purchase orders at line item level as the basis for getting proposals.
If no purchase order exists at line item level, the system uses delivery notes at line
item level.
If no documents exist at line level, the system uses the header level and starts with
purchase orders, there.
If no purchase order is supplied, the system uses delivery notes at header level.
Note: If the PO line determination doesnt find the PO line item number while
running the Business Rules, you will get an exception Unable to determine PO
line no (PO). You will also get this exception if the PO line item number is
blank or if it is invalid.
The tax code determination works whenever there is a supplied tax rate. See Tax
calculation Group on page 156 for details.
In the Tax Code Determination group, the following options are available:
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Note: Select the Tax Code from Vendor Master check box to retrieve the
tax code from Vendor Master in case any of the other options fails to
retrieve the tax code.
Note: This option only works if Auto Calculate Tax is not selected.
Select the Calculate Tax on Net check box to define that G/L account
amounts are to be entered net.
Clear the Calculate Tax on Net check box to define that G/L account
amounts are to be entered gross.
SAP ERP has two different tax flags that control the line amount and balance on
the Non PO parking screen and VIM Non PO parked approval:
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In the past, VIM had only the auto-calc tax flag for Non PO DP approval. The
calculate-on-net-amount tax flag, known from Non PO processing, was not
available for DP documents. VIM interpreted the missing second flag as being
empty. If the auto-calc flag was selected, the gross amount was expected in the
Non PO DP line items.
The following combinations are possible with the two tax flags:
1. If a PO line exists, the system tries to retrieve the jurisdiction code from the PO
line item.
2. If the PO line item does not contain a jurisdiction code, the system checks for a
jurisdiction code based on the plant for the PO line item.
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Note: If no jurisdiction code is found for tax procedures with jurisdiction code,
the tax code determination fails.
The PO line item tax code does not match the tax rate supplied.
There are multiple tax codes belonging to the same tax rate supplied.
A tax rate may match with one tax code but the tax code contains multiple rates.
The tax jurisdiction code has not been determined, in case a tax procedure with
jurisdiction code is used.
For example, the United States have the TAXUSJ tax procedure with jurisdiction
code.
If the tax code determination fails, an Invalid Tax Info exception is raised in the
VIM Analytics report, see screenshot below. In this case, the workflow is routed to
the Tax Expert for further actions.
1. The system reads the tax code from the PO line and checks if the tax rate
supplied by the external system matches uniquely. If the tax code exists in the
PO line item and no match is found, the tax code is considered to not determine
and the system stops checking further.
2. If the tax code does not exist in the PO line or the invoice is not a PO invoice, the
system proceeds as follows:
a. The system checks all tax codes of input tax type for the country and checks
if the tax rate supplied matches uniquely with only one tax code. If no match
is found, the system proceeds further.
b. The system selects the tax code from the OpenText table based on the tax
rate (Simple Maintenance). See Tax Determination using OpenText Tax
Table (Simple Maintenance) on page 159.
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c. If the above step does not result in a tax code match, the system retrieves the
tax code from Vendor Master if the Tax Code from Vendor Master check
box is selected in the DP configuration. The system checks if the vendor tax
code contains only one tax rate and if that tax rate matches with the tax rate
supplied. If it matches, the tax code is determined.
Note: If the tax procedure with tax jurisdiction is used, the jurisdiction code is
determined first and this code is used in conjunction with tax code to retrieve
the match. For details on the jurisdiction code determination, see Tax
Jurisdiction Code Determination on page 157.
1. The system reads the tax code from the PO line and checks if the tax rate
supplied by the external system matches uniquely. If the tax code exists in the
PO line item and no match is found, the tax code is considered to not determine
and the system stops checking further.
2. If the tax code does not exist in the PO line or the invoice is not a PO invoice, the
system proceeds as follows:
a. The system selects the tax code from the OpenText tax table based on the tax
rate (Simple Maintenance).
2. For a given Country key and Vendor ranges, maintain Tax Rate versus
Tax Code.
For tax procedures with jurisdiction code, additionally use the
Jurisdiction code field to maintain Tax Rate versus Tax Code entries.
b. If the above step does not result in a tax code match, the system retrieves the
tax code from Vendor Master if the Tax Code from Vendor Master check
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box is selected in the DP configuration. The system checks if the vendor tax
code contains only one tax rate and if that tax rate matches with the tax rate
supplied. If it matches, the tax code is determined.
Note: If the tax procedure with tax jurisdiction is used, the jurisdiction code is
determined first and this code is used in conjunction with tax code to retrieve
the match. For details on the jurisdiction code determination, see Tax
Jurisdiction Code Determination on page 157.
1. The system reads the tax code from the PO line and checks if the tax rate
supplied by the external system matches uniquely. If the tax code exists in the
PO line item and no match is found, the tax code is considered to not determine
and the system stops checking further.
2. If the tax code does not exist in the PO line or the invoice is not a PO invoice, the
system proceeds as follows:
a. The system checks all tax codes of input tax type for the country and checks
if the tax rate supplied matches uniquely with only one tax code. If no match
is found, the system proceeds further.
b. If the above step does not result in a tax code match, the system retrieves the
tax code from Vendor Master if the Tax Code from Vendor Master check
box is selected in the DP configuration. The system checks if the vendor tax
code contains only one tax rate and if that tax rate matches with the tax rate
supplied. If it matches, the tax code is determined.
Note: If the tax procedure with tax jurisdiction is used, the jurisdiction code is
determined first and this code is used in conjunction with tax code to retrieve
the match. For details on the jurisdiction code determination, see Tax
Jurisdiction Code Determination on page 157.
*"--------------------------------------------------------
*"*"Local interface:
*" IMPORTING
*" REFERENCE(LOCATION) TYPE CHAR1 OPTIONAL
*" TABLES
*" INDEX_ITEM STRUCTURE /OPT/VIM_1ITEM
*" CHANGING
*" REFERENCE(INDEX_DATA) TYPE /OPT/VIM_1HEAD OPTIONAL
*"--------------------------------------------------------
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2. To add a duplicate check group, click the New entries button in the application
toolbar.
3. Define the new duplicate check group, using the following parameters:
Description
Enter a description for the duplicate check group.
Function Module
Select Function Module to configure duplicate check in a custom
function module. Enter the function module in the Duplicate Chk Func
field. The function module maintained here must have the same
interface as described in the field Ext. Dup. Check Func.
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FUNCTION <FUNCTION>.
IMPORTING
REFERENCE(I_INDEX_DATA) TYPE /OPT/VIM_1HEAD
EXPORTING
REFERENCE(O_DUPLICATES) TYPE /OPT/VIM_1HEAD_T
REFERENCE(O_DUPLICATES_EXT) TYPE /OPT/VIM_DUPL_H_T
TABLES
INDEX_ITEM STRUCTURE /OPT/VIM_1ITEM OPTIONAL
Note: The Aggregation Report batch job for the OTH_VMHEAD group
runs periodically and synchronizes the data of SAP IM documents to
the central system. The frequency of the batch job can be adjusted as
needed. Run Duplicate Check in Central System yields desired
results only after the batch job synchronized data with up to date
information. See Scheduling the Aggregation Report on page 603
for details.
In this step, you define the fields that need to be considered to define a duplicate
check. You can define multiple groups by maintaining them in the same step id.
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2. Define duplicate check fields for the selected group, using the following
parameter:
The table /OPT/VT_DOC_DET stores the vendors that send PO based invoices. In
China it is possible to send PO based invoices without providing the PO numbers on
it. Using this table, you can configure certain vendors that do this practice, thereby
determining the DP document type correctly.
The system first checks the entries in table /OPT/VT_DOC_DET. If the vendor is found,
the DP document is considered as a PO based invoice. If no vendor entry is found,
the system checks for the existence of any PO numbers on the invoice.
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You can maintain vendors per company code and also ranges of company code and
vendor combinations.
3. In the document type determination procedure, add the step details with the
custom function module copied in Step 2. See Document Type Determination
and Characteristic Customizing on page 403.
Configuration The whole configuration for auto coding is integrated in the OpenText
aspects Configuration tree: Navigate to Vendor Invoice Management > Document
Processing Configuration > General Configuration > Automated Line Processing >
NPO Line Auto Coding.
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Determination Type
Enter ACO (Auto Coding Configuration)
The determination type is defined in table /OPT/AT_DETTYPE. The type ACO
is delivered within the posted approval baseline configuration.
Field Type
Available values are Header or Item. For the determination, only header
fields are relevant.
Field Name
Select the corresponding field of the /OPT/VIM_1HEAD or /OPT/VIM_1ITEM
table.
Sequence
Define the processing sequence of the determination.
Allow Ranges
Select this check box to allow ranges in the data determination
configuration. For item fields, ranges are not allowed.
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C
Skip the coding step (most common setting).
R
Skip the coding step and the requester step.
S
Skip the requester step. However, in case of rejection, the document is still
sent to the requester in the approval process.
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To integrate a process type, follow the customizing steps in Defining the Process
Type on page 192.
Process Type Definition (no other settings relevant); see also Defining the Process
Type on page 192:
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Index Screen Options (no other settings relevant): see also Configuring Index
Screen Options on page 143:
Process Type Determination Sequence (no other settings relevant); see also
Defining the Process Type Determination Sequence on page 140
The corresponding Upload Coding button is added to the indexing screen. You can
configure the button to be shown or hidden. For more information about
configuring the button, see Configuring Index Screen Options on page 143.
In this step, you configure the mapping between VIM fields and columns in the
Excel sheet for coding upload in the indexing screen.
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Application Area
IDX_CODING is specific for coding upload in Indexing.
Table Name
/OPT/CIDX_ITEMS is also specific for coding upload in Indexing.
Note: The Application Area and Table Name fields are not editable.
They will be added to the entries during the configuration.
Fields
Field name in the indexing screen.
Active
Select this check box to specify that the field is considered in the uploading
process.
Sequence
Enter digits that indicate the sequence of Excel sheet columns that will be
mapped. This sequence number must be unique.
Example: The first column of the Excel sheet is mapped to the field with the lowest
sequence number. The second column of the Excel sheet is mapped to the field with
the second lowest sequence number, and so on.
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You configure the indexing screen for all global settings within a profile. A profile
describes all relevant default user screen settings and enables you to integrate own
processing logic. You can assign different profiles directly to different users if
specific settings are necessary.
You can assign a specific user profile, using the user parameter /
OPT/CIDX_CUST_PROF.
2. In the Profiles Details screen, define the profile, using the following
parameters:
Customizing profile
Unique ID of the profile
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The general default profile (DEFAULT) included in the baseline delivery assumes a
minimum screen resolution of 1600 x 900 for all UI related settings.
2. Define the profile settings using the following parameters. The corresponding
settings are called during runtime.
Customizing Profile
Unique ID of the profile
Application Class
Enter the application class.
The complete logic of the indexing screen is combined in the application
class of the indexing screen. All relevant attributes and methods of the
global application class are delivered in a baseline indexing screen
application. You can enhance the class by redefining components of the
class within a custom class, which can be maintained instead of the baseline
class.
Default value: /OPT/CL_C_IDX_APPLICATION
UI Class
Enter the UI class.
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All relevant screen logic is combined within the UI class of the indexing
screen. Like for the application class, the baseline class delivers the
complete screen logic, which you can redefine.
Default value: /OPT/CL_C_IDX_UI_CONTROLLER
Process Options
Enter the process options class.
This class includes the process options to be executed within the indexing
screen.
Default value: /OPT/CL_C_IDX_PROCESS_OPTIONS
User Class
Enter the user class.
This class includes necessary user settings and configuration of the indexing
screen.
Default value: /OPT/CL_C_IDX_USER
The plug-in options of the profile are used when the user calls the indexing
screen the first time. Changes done during screen processing are stored when
the indexing screen is left and the screen is opened in the same way the next
time. For details about plug-ins, see Customizing Plug-in Controls for End-
user Screens on page 479.
Plug-In Type
Enter the plug-in type that is used within the indexing screen by default.
Default value: VIM_IDX
Plug-In ID
Enter the default plug-in ID that is used in the indexing screen.
Default value: 10 (Image plug-in)
Plug-In Side
Select the default plug-in side where the plug-in is displayed on the screen.
Default value: Right justified
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9.3. Roles in Document Processing
Alternatively, navigate to OpenText Vendor Invoice Management > SAP menu >
Roles > Role Maintenance.
To create a new role, follow the process described in Defining Roles on page 42,
with product code 005.
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Option Id
Enter a 5 digit number identifying the process option.
Option Button Text
Enter the text that appears on the button for this option in the users
dashboard.
Option Button Icon
Enter the icon that appears on the button for this option in the users
dashboard. If you maintain an icon, the Option Button Text is not used.
Option Text
Enter a description that describes the option in detail.
Option Type
Select the type of option:
BDC Action
A BDC ID is executed if the user chooses this option.
Note: If you select BDC Action you have to maintain the BDC
Configuration Id.
Referral
User can refer the work item to a target role for further processing.
Note: If the Override Res. Actor check box is selected, the user
has an option to send the work item to users other than the ones
determined by the system for the target role.
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Class Method
At this point, this is not supported.
Call Transaction
The system calls the transaction that is defined in the Transaction Code
field.
Workflow Task
The system calls a (sub) workflow or task before continuing the process.
Select Workflow Task to define any custom post processing steps for a
given option.
Confirm Execute
Select this check box to let the system get a confirmation from the user to
execute the option.
Confirm Completion
Select this check box to let the system get a confirmation from the user that
the option is successfully executed.
Comments Required
Select this check box if a comment is required for the action executed. The
comment will be shown in the process log.
Document Status
Select the status set for the document if the option is executed successfully.
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Description
Enter a meaningful description for the action.
Transaction Code
Enter the related SAP transaction code.
Data Area
Enter Indexing for DP
Processing Mode
Select settings for processing:
Display errors
BDC mode E: Stops at Error screen.
Background processing
BDC Mode N: Use this option for background processes.
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Update
Select the Update mode to call transaction. Possible values: Local,
Synchronous, or Asynchronous.
CATT Mode
Select the CATT mode. The following values are possible:
No CATT
No CATT active
Default Size
Select this check box to use the default window size.
Not a BI Session
Select this check box to specify no batch input mode, that is, SY-BINPT =
SPACE.
End: No BI
Select this check box to specify no batch input mode after the end of BDC
data.
You must specify the processing mode that you are using in your
customer function.
You must specify the transaction FV60 as Transaction code, if you are
calling a transaction to park Non PO invoices in your custom module,
and if you want the parking workflow for the Non PO invoices dialog to
be triggered.
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To define parameters:
1. In the BDC Definition Details screen, double-click Parameters in the
navigation pane.
SPA/GPA
Parameter Id (Check definition with SAP Documentation)
Value Det. Type
Function module
Figure 9-3 on page 180 shows example and interface.
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As the data head is structure, it is not specified. Use field symbol to pass
it on to the respective structure.
You can use the function module parameter ID also as exit before
calling BDC transaction.
Create a dummy parameter ID and use the custom function module for
any processing that needs to be done before BDC call.
Application Variable
Application Variable is used to reference index field values.
System Field
System Field is used to reference system fields.
Default Value
Default Value is used to set default values as parameters.
Class Method
Currently not implemented.
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Index ID
Sequence step number for the BDC data table
Program
Enter the name of the program.
Screen number
Enter the screen number.
Start Screen
Select the check box to indicate a new screen.
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Function Module
The BDC field value can be retrieved dynamically based on a function
module.
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Application Variable
The value of the table field from table /opt/vim_1head can be used in
the application variable. If you choose Application Variable, enter
the field name from table /opt/vim_1head into the BDC field value
table.
Class Method
Currently not implemented.
Program
EXTENSION
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If success messages are maintained, the system checks for the messages at the end of
the transaction, and if they match any other messages returned from BDC, the
system treats it as transaction completed.
Index
Sequential line item number
Application Area
Select the message class.
Message ID
Select the message number.
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The success message is not required for all transactions. In a few cases, like MIRO and
FV60 transactions, the transaction itself exports a Process_key-complete flag to
memory ID name as work item ID, and then the system also treats the transaction as
completed.
The following is the example code for exporting a document creation flag in case of
MIRO and FV60 transactions.
CHECK sy-subrc EQ 0.
l_prockey-bus_objtype = 'BUS2081'.
l_prockey-bus_objkey = l_rbkp+3(14).
l_prockey-complete = 'X'.
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In this step, you need to verify that the BAdI used for PO based invoice processing is
active. This is important to successfully terminate the document processing
workflow and start PO parked/blocked workflow (if required).
Usage:
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Make sure that only one implementation for this BAdI is called. Therefore use the
SE19 transaction to check that the runtime behavior of BAdI /
OPT/VIM_ENH_SPOT_MIRO is Implementation is not called. To prevent activation
of this second BAdi, leave the Planned Status for Business Function /
OPT/VIM_SFW_MIRO empty (in the SFW5 transaction).
2. Use the SFW5 transaction to set the planned status of business function /
OPT/VIM_SFW_MIRO to active and activate the change.
You can check if the activation was successful in SFW5 (bulb is lit) or in
SFW_BROWSER (Switch position of business function /OPT/VIM_SFW_MIRO is
green.)
3. Use the SE19 transaction to make sure that runtime behavior of BadI /
OPT/VIM_ENH_SPOT_MIRO is Implementation is called.
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New BTE processing for document parking - The parked processing within BTE
2213 has been enhanced and supports the following scenarios:
NPO parking using enjoy transactions: uses BTE 2213 and BTE 1140
NPO parking using classic transactions: uses BTE 1020 and BTE 2213
NPO BDC scenario: uses BTE 2213 and modification in function module /
OPT/VIM_CALL_IDX_TRANSACTION
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9.6. Extending Document Data
/OPT/VIM_1RDOC_DATA
This structure is used to capture data that is document specific and not process
specific. If a field is applicable for both POs and Non POs, maintain the field
here. An example for that field is the company code which can be for POs and
also for Non POs.
/OPT/VIM_4RAPP_DATA
This structure is used to capture data that is specific for Non PO approvals. If a
field is applicable to Non PO approvals, maintain the field here.
/OPT/VIM_BL_1RIDX_DATA
This structure is used to capture index data which may or may not be used in
subsequent processes. If you want to create a field that is specific to index
documents, extend this structure.
Note: This step is only required when external data is sent to SAP ERP using
an OCR interface.
Prerequisites
Document entry by OCR required
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External field
The value in this field is case sensitive.
Field type
Select Header or Item.
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You might want to add line item fields to the indexing screen for DP document
types, for example to map certain fields from external system input like OCR. In this
case, you must perform the following configuration for these fields to allow them
getting values from the external system. Fields that are not configured here will
remain blank even if data is exported from the external system.
Tip: You can also use this configuration to define how any line item field is
displayed on the indexing screen.
1. Every line represents one line item field of a DP document type, indicated by
the Field Name. The table comprises all line item fields of all DP document
types. See also Configuring the Index Item Fields on page 148.
2. Configure the fields in the Field Stat column, using the following parameters:
Input
Users can enter values on the indexing screen.
Required
Users must enter values. The field is marked as mandatory.
Hide
The field does not appear on the indexing screen.
Note: If you want to import and store data from an external system
but you do not want to show them in the indexing screen, you can use
this setting.
Display Only
The field appears on the indexing screen, but the user cannot enter values.
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Process Type
Description of the process type.
Initial Role
Select the initial role that gets the work item.
Initial Actor FM
Select a custom function module to determine the initial role. The system
first checks if there is an initial actor. If there is no initial actor, the system
tries to get the initial actor from the function module.
Is Exception
Select this check box to mark the process type as exception. If this check box
is selected, the process type is not relevant for automatic background
document posting.
Characteristic Check
Relevant for characteristic specific configuration, for the following kinds of
process types:
Create SR
Relevant for the SAP Shared Service Framework integration. This field is
only available if VIM is integrated with SAP CRM SAP Shared Service
Framework. See SAP Shared Service Framework Integration on page 619.
Select this check box to configure that an automatic Service Request is
created in background when this process type is triggered.
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Example: This helps when the system should check that a goods receipt is available
before the process continues without interaction of the user, when the invoice arrives
before the goods receipt is posted.
To rerun process types correctly in background, you must plan a batch job for a
report; see section 5.1 Scheduling Batch Jobs for Workflows in OpenText
Vendor Invoice Management for SAP Solutions - Administration Guide (VIM-AGD).
You can also rerun the waiting process types in dialog using the /
OPT/DR_BR_WAIT report or the /OPT/VIM_RULERUN transaction. See also
Rerunning Waiting Process Types on page 729.
Wait / Rerun
With this option, it is possible to send any exception of a business rule into a
wait state. Depending on the selected option, it is possible or not possible to
process the work item:
Interval (hours)
The interval defines the time in hours after which the business rule is
skipped or placed in the initial actor's inbox if no other action happened.
You can control this using the exclusive indicator; see Defining the Process
Type Determination Sequence on page 140). The rule will be skipped if the
exclusive indicator is not set, or the process will stop and the initial actor
has to resolve the process type manually.
Wait Role
Only necessary if the Wait / Rerun option is set to Workitem processing
possible. The specified role gets the work item that is sent into the wait
state. The specified role is able to process the work item.
Workflow Settings
Workflow Type
Select Opentext Approval Workflow from the drop down list to start the
DP based approval workflow. With Opentext Approval Workflow selected,
it is possible to select or clear the Auto Start check box, as the case may be.
Select External Workflow from the drop down list to run any external
workflow (based on SAP technology) outside SAP IM workflows as a part
of any business rule. With External Workflow selected, the Auto Start
option is always enabled.
Select SRM System Integration from the drop down list for SRM scenarios
or any other external systems where an email will be sent and the workflow
will be in wait status. See SRM Integration on page 671.
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Auto Start
Relevant for DP based approval workflow. If the process type
corresponding to the approval workflow is determined, the system checks
whether the Auto Start check box is enabled. If yes, the system starts the
approval workflow if it is enabled. If Auto Start is not enabled, processing
continues with the initial actor assigned to the current process type. The
initial actor will manually start the approval workflow.
Task
Enter the workflow template to be triggered. The workflow template
container can be of any interface as the binding is controlled by a custom
binding function module.
Binding Function
Enter the Workflow Binding function module.
It must be implemented in the system where the SAP IM workflow is
running, to pass appropriate data to the external workflow. The function
module should have an interface as /OPT/VIM_DASHBOARD_BINDING. Inside
the custom function, in this case, implement Dataflow = E (Inward
Binding). You can access the complete container elements of the DP
workflow from the table parameter CALLING_CONTAINER. Regarding how
actual to implement the binding function, you can refer /
OPT/VIM_DASHBOARD_BINDING.
As a simple implementation, element INDEXDOCUMENT can be accessed from
the container CALLING_CONTAINER. DP (Document Processing number) can
be retrieved and other indexing information can be extracted and passed to
the elements of the CALLED_CONTAINER container, which is the container of
the external workflow. The external workflow must also raise the event /
OPT/V1001.PSS_COMPLETED at the end in the system where the SAP IM
workflow runs so that the SAP IM workflow proceeds further.
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SWC_CONTAINER_TO_RUNTIME called_container.
SWC_CONTAINER_TO_PERSISTENT called_container.
ENDIF.
ENDFUNCTION.
Logical System
Enter the name of the system where the external workflow is supposed to
run. The external workflow should be based on SAP technology.
SRM Settings
Max Retry Counter, Retry Time (Minutes), Mail Config ID, Receiver Mail
Function, Send Mail Function
These fields are only relevant for the SRM integration. See Missing Goods
Receipt Scenario on page 676.
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1. In the Process Type Definition Overview screen, select a process type and
double-click User Process Option in the navigation pane.
Option Id
Process option identifier
Description
Description of the option
From Actor
Select the source role that gets the work item.
To Actor
Select the target role that receives the work item if the action is performed.
This is only available if the option is a referral.
Check FM
Enter a check function module to restrict the option for a role. You find the
interface for the check function module using /
OPT/VIM_BL_CHECK_FM_2012.
Sequence
Optional setting: Enter the sequence of the process options shown in the
dashboard.
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The business rule Manual Check Needed for indexing lines allows deriving all
billable lines that are based on purchase orders or delivery notes at header level. The
automatic derivation runs as a background process in the following cases:
OCR lines
If no OCR lines are supplied, the entire proposal that is based on reference
documents is used to form indexing lines, based either on PO orders in the
documents or on Delivery Notes, but not on both.
If OCR lines are supplied, and all lines mandatory fields are filled, no business
exception occurs.
If OCR lines are supplied, but some lines have empty mandatory fields, these
lines are considered as incomplete.
Incomplete OCR lines are checked if certain fields are complete. According to the
configuration, either the lines proposed by the MIRO transaction or the OCR
supplied lines can then form the basis for indexing lines. See Setting Up the
Derivation Infrastructure on page 199.
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Business exception
Indexing lines that contain Non GR-IV based PO line items have the following
mandatory fields:
PO Number
PO Item
Quantity
Amount
UOM
Indexing lines that contain GR-IV based PO line items have the following
mandatory fields:
PO Number
PO Item
Delivery Note /GR Reference Document
Quantity
Amount
UOM
Once the system has determined that indexing lines are incomplete, the system
derives the missing mandatory fields based on the configuration described in
Setting Up the Derivation Infrastructure on page 199.
To configure the business rule Manual Check Needed for Indexing Lines:
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2. At DP Document Type level, configure process type 110 Manual Check Needed
for Indexing Lines anywhere after process type 109 Unable to determine PO
line no.
3. Clear the Exclusive Indicator check box for process type 109.
Since process type 110 is used to further determine missing lines, this is
necessary to avoid exceptions occurring as a result of the system not being able
to determine the PO item number.
4. Clear the Exclusive Indicator check box for process type 107.
Process type 107 is obsolete when process type 110 is used.
5. Open the Sequence Steps screen for process type 110. See also Defining
Sequence Steps on page 141.
7. See also Configuring Line Item Fields for External System Data on page 191
and Configuring the Index Item Fields on page 148.
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The settings for the business rule Manual Check Needed for Indexing Lines are
done within the document type configuration; see Maintaining the PO Line
Determination on page 151, Step 9 to Step 12.
The existing DP Dashboard needs to be enhanced to allow the user to take lines from
SAP ERP and populate them to the line item indexing dialog, based on delivery
notes or purchase orders as reference. This utility allows the user to take lines for
invoicing that are normally proposed by the MIRO transaction.
When you press one of these buttons, the PO numbers or DN numbers which are
given in the PO_List or DN_List are used to find the line item proposals. The
finding of the line item proposals is basically like it is done in MIRO.
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A different behavior occurs in the case of delivery note names referring to goods
entries for purchase orders of different vendors. MIRO will present a select box to
select the vendor before proposing the line items, whereas VIM will propose all line
items with reference to the given delivery note names.
2. Double-click ENABLE_MATCHING_SCR.
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2. Double-click BDC_POSTING_ONLINE.
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Process option BDC Configuration Id 200 is a special BDC Configuration Id. It, therefore, needs to
be attached to a user process option, which in turn is called from the DP Dashboard.
Either create a new process option or change the existing process option for PO
invoice posting, as shown in the following procedure.
User process You need to configure the user process option 2009 Post PO Invoice for process
option type 110 Manual Check Needed for Indexing Lines.
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2. In the Process Type Definition Overview screen, select process type 110 Manual
Check Needed for Indexing Lines and double-click User Process Option in
the navigation pane. See also Defining User Process Options on page 197.
3. Maintain process option 2009 Post PO Invoice for appropriate roles under
process type 110, as shown in the screenshot.
/OPT/VIM_BUILD_REFERENCE_DOCS
This function is used for passing the reference documents (include LMR1MF3S).
Call this function inside the subroutine ZUORDNUNGSKRITERIEN_AUFBAUEN.
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/OPT/VIM_CHANGE_PROPOSAL_MIRO
This function is used to manipulate the lines from proposal (include LMR1MF3U).
Call this function inside the subroutine ZUORDNUNG_DURCHFUEHREN.
.
***********BEGIN OF ADDITIONAL MIRO CHECKS*******************
if VIM = 'X'.
loop at ydrseg.
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CHANGING ydrseg.
modify ydrseg.
endloop.
endif.
***********END OF ADDITIONAL MIRO CHECKS***********************
You might not want to entirely overwrite the BAPIs with custom BAPIs as described
above. The other way to allow some custom modifications is to use a custom plug-in
function module.
2. Double-click CUSTOM_FM_PLUGIN.
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This Z constant allows you to plug in your own function module, in order to
enhance the functionality lines for posting or parking via BAPI. This plug-in
custom function is called within /OPT/VIM_52_BAPI_DOCLINES_PO and /
OPT/VIM_52_BAPI_PO_PARK, just before creating the SAP documents.
EXPORTING
index_header = index_header
TABLES
index_item = index_item
itemdata = lt_bitem
accountingdata = lt_accountingdata
glaccountdata = lt_glaccountdata
materialdata = lt_materialdata
taxdata = l_tax
withtaxdata = lt_withtax "Witholding Tax
vendoritemsplitdata = lt_vendoritemsplit
CHANGING
headerdata = l_bhead
addressdata = ls_addressdata.
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Good Receipts If multiple Good Receipts (GRs) are not allowed for a particular item, the PO/PO
item combination is a good key for matching.
If multiple GRs are allowed for a PO item, the delivery note or GR document needs
to be supplied to find a match.
Sometimes, when a delivery note has multiple GRs linked to it, the business rule 110
Manual Check Needed for Indexing Lines will result in an exception, even if the
delivery note is supplied. If this is the case, you may need to explicitly supply a GR
document.
If the delivery note and the GR document correspond at a 1:1 ratio, supplying the
delivery note along with the PO/PO item is sufficient for finding a match.
PO item You must determine a PO item number before you run the new business rule 110
numbers Manual Check Needed for Indexing Lines for better matching.
Service-based PO line items are not fully supported. If you use MO as the basis for
incomplete OCR lines or always derive lines from the SAP proposal, the service-
based PO line items can be determined. However, if a service-based PO line item is
supplied but incomplete (mandatory fields missing), it may not be possible to
determine missing fields correctly.
The older business rule 109 Unable to determine PO line no complements the new
enhanced functionality. Business rule 109 Unable to determine PO line no is used
to determine PO item numbers for a particular indexing line only. If business rule
109 Unable to determine PO line no derives PO item numbers automatically, the
exception is not raised by the Baseline configuration. The older rule for finding PO
item numbers is set up by the configuration in transaction /OPT/VIM_POL where you
set up a PO line determination ID and then associate this determination ID to the DP
document type.
Notes on the MIRO enhancement to pass indexing lines from DP Dashboard - All
the lines from indexing that could be matched are manipulated with Indexing
Amount and Quantity and are highlighted when selected.
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Matching works the best when all key values are available for the indexing lines.
Code
Rescan reason code.
Description
Description of the rescan reason.
Comm Required
If you select this check box, the user must maintain the comments to
proceed.
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Code
Obsolete reason code
Description
Description of the obsolete reason
Comm Required
If you select this check box, the user must maintain the comments to
proceed.
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Scan Location
Scan location for archiving
Description
Scan location description
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Column Header
Enter text to appear as column header in user's inbox.
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Table Field
Data will be populated from the /OPT/VIM_1HEAD table.
Container Expression
Data will be populated from container data from task TS9578003.
Custom Function
Data is derived using a custom function module. A sample interface can
be found from function module /OPT/BL_IF_SET_DYNAMIC_COLUMN.
Note: The change of the settings for dynamic columns in the DP workflow
results in automatic entry of the workflow container elements DYNAMICCOLUMNx
for the task TS00275278 in the table SWLVCUSTOM. All six columns are plain text
fields, and this can result into incorrect sorting for values containing numbers,
for example Invoice Amount. If you need VIM users to see and sort work items
using the Invoice Amount field, you must maintain one dynamic column
directly in the table SWLVCUSTOM (transaction SM30) with the container element
expression &_WI_OBJECT_ID.GROSSAMOUNT& (instead of automatically entered
&DYNAMICCOLUMNx&).
Important
Take care when you change the global configuration parameters. Changes
can affect the functionality of the process.
GR_CHECK_EXIT
Usage
This constant defines the function that is called to check if the Goods
Receipt (GR) for the PO is already done.
This constant is only applicable for Brazil.
Default value
/OPT/VIM_BL_CHECK_GR_EXIT
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GR_MOVEMENT_TYPE
Usage
This constant defines the movement type to be used when posting the
goods receipt (GR) document in background. It can either be a fixed
value or a function module name.
This constant is only applicable for Brazil.
Default value
For a fixed value, just mention the movement type in the constant
value, for example: 101.
For a function module, use the format FM: <function_name>.
GR_POST_BAPI_EXIT
Usage
This user exit bases on a function module. The function module defined
in this constant is called by the standard program before the SAP BAPI
is called while posting the goods receipt (GR). You can use this user exit
to change values being passed to the BAPI.
This constant is only applicable for Brazil.
Default value
None
The interface of the custom function module must be the same as /
OPT/DPPO_GR_BAPI_POST_EXIT.
DP_NPO_POSTING_EXIT
Usage
This user exit bases on a function module. The function module is called
before calling the non PO invoice posting BAPI
BAPI_ACC_DOCUMENT_POST in function module /
OPT/DNONPO_INVOICE_BAPI. You can use this user exit to modify the
baseline data in BAPI structures.
This constant is applicable for all countries.
Default value
None
The interface of the custom function module must be the same as /
OPT/DNONPO_INVOICE_BAPI_EXIT.
APP_DOCU_URL
Usage
The custom help URL for the DP dashboard. You can provide custom
help for users to look up processing steps they need to take when they
are processing the DP dashboard.
Default value
www.opentext.com
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IMG_DOCU_URL
Usage
The custom help URL for OpenText IMG. Do not change this constant.
Default value
www.opentext.com
MAIN_WF_TEMPLATE
Usage
The default workflow template that will be triggered for DP. Do not
change this value.
Default value
WS00275255
NUMBER_RANGE_OBJECT
Usage
The default number range object for DP is /OPT/DOCID. If you want to
define a custom number range object for document number ranges,
define the value of the number range object here.
Default value
None
Note: If you change this value, you will have to maintain the number
ranges for the documents separately. The OpenText delivered /
OPT/VIM_1CX6 transaction will not work in this case for maintaining
number ranges.
PREPROCESS_EXIT_FM
Usage
A custom function module can be used as a value for this constant to
change the document values (Index Data etc.) before the workflow
starts.
Default value
None
Interface
CALL FUNCTION <CONSTANT>
CHANGING
INDEXER = LCL_INDEXER TYPE REF TO /OPT/CL_VIM_DOC_PROCESSOR
REMINDER_USER_EXIT
Usage
This configuration value is used to maintain a custom function allowing
to format e-mail content when sending reminders to users holding
work items.
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Default value
/OPT/VIM_NOTIF_USER_EXIT_TEMP
Interface
REM_MAIL_DOCTYPE
Usage
This configuration value determines the global format of email sent
from Reminder Notification, Approval Notification and SRM
Notification.
Default value
RAW
REM_MAIL_FORMAT_FM
Usage
This configuration value determines the exit function module where the
customer can manipulate the email content before sending it out.
Default value
empty
SERVICE_ENTRY_BSART (obsolete)
Usage
The service entry document type. This configuration value was
formerly used in business rule 154 Service entry required.
SERVICE_ENTRY_BSTYP (obsolete)
Usage
Purchase document category for service entry. This configuration value
was formerly used in business rule 154 Service entry required.
WI_TEXT_FM
Usage
This configuration value is used to maintain a custom function that
allows formatting the work item text.
Prerequisite
Knowledge about work item data
Default value
/OPT/BL_IF_DETERMINE_WI_TEXT
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Interface
DP_DASHBOARD_TASKID
Usage
This configuration value is used to determine the dashboard task in DP.
The task should be compatible to task TS00275257.
Prerequisite
Knowledge about workflow tasks
Default value
TS00275257
Note: Do not change this value as a change affects the behavior of the
application.
DUP_CHECK_DELIMIT
Usage
This configuration value is used to determine which characters in the
document reference number are considered as delimiter to determine a
document as a duplicate.
Default value
/-
Example
If a document with reference number REF-1 should be considered as a
duplicate for REF, the delimiter that should be maintained is -.
LIST_WF_STATUSES
Usage
This configuration value is used to determine at which document
statuses the PO parked workflow should be triggered. The document
status in question is the SAP document status.
Default value
A
Usage
This configuration value is used to determine for which SAP document
types the PO/Non PO workflow is triggered. This eliminates the
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Default value
KR,RE,KG
Example
If you want to trigger the workflow for GL documents (document type
AB) maintain value AB here.
WFTRGPLANT
Usage
This configuration value is used to determine for which plants the PO /
Non PO workflow is triggered. This eliminates the triggering of the
workflow for unwanted plants. If you want to consider all plants,
maintain the value * here.
Default value
*
Example
If you want to stop triggering the workflow for plant 0001, maintain all
plants different from 0001 here.
2. Maintain company codes that should be excluded from process types, using the
following parameters:
Process Type
Enter the process type from which the company code should be excluded
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Exclude
To activate the exclusion, select this check box.
Delivery costs are costs that are invoiced for a delivery over and above the value of
the delivery itself. This includes freight charges, customs duty, packaging, material
surcharges, or other costs.
Delivery costs can accrue as line item related costs and as header related costs. There
is also a distinction between planned delivery costs and unplanned delivery costs.
Costs origin
Freight charges
Customs charges
Costs calculation
ICC extracts and classifies additional costs from the invoice based on customer
specific keywords. It delivers a separate line for each cost object found. The cost
type, for example freight or packaging, that is delivered within the line is called
qualifier.
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You can customize VIM to use ICC line item data by setting the PO line
determination setting to OK; see Maintaining the PO Line Determination
on page 151. VIM checks whether planned costs of this cost type(s) exist for the
purchase order(s) involved and tries to match the cost amount(s) to the planned cost
amount(s). If the PO line determination setting is not OK, additional cost handling
will not work.
A successfully matched line will be shown with PO details and condition type.
Mismatched cost lines will be handled according to the customizing. For the
available alternatives, see Maintaining the Handling of Unplanned Costs
on page 226.
Planned delivery costs are shown on the PO Reference tab of the indexing screen
line item section. They can be recognized by the filled Condition Type. Unplanned
delivery costs are either shown on header level or on the G/L account tab of the
indexing screen line item section. If they are on item level they will show the
qualifier name and the alternative A4 or A5.
2. In the Customizing table qualifier texts screen, maintain the qualifiers, for
example FREIGHT or PACKAGING, using the following parameters:
Description
Short Description
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2. In the Maintenance View for Qualifier Discount Flag, specify the qualifiers
that are discount, using the following parameters:
Discount Flag
Additional Costs
A SAP condition type represents some aspect of a company's daily pricing activities.
A different condition type can be defined for each kind of price, discount, or
surcharge that occurs in business transactions.
Easymatch is a flag for the comparison of extracted line item data with planned
delivery cost in the purchase order. If Easymatch is set, only the cost amount is
compared. If it is not set, the amount is compared in addition with purchase order
number and item.
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2. In the Maintenance View for Additional Cost Handling, maintain the fields,
using the following parameters:
Determination Type
Enter the determination type. For additional planned cost handling, enter
ACP.
Field Type
Select Header from the list.
Field Name
Enter the field name. Click for a list of available fields.
Sequence
Define the sequence for the header.
Easymatch should have the highest number in the list.
Allow Ranges
Select this check box to allow ranges. Ranges are used in handling the
alternative determination.
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Note: Do not apply too tight restrictions for the case that ICC does not
fill the appropriate data.
Easymatch
If you set this flag, only the cost amount is compared.
If you do not set this flag, the amount is compared in addition with
purchase order number and item.
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2. In the Maintenance View for Additional Cost Handling screen, maintain the
fields, using the following parameters:
Determination Type
Enter the determination type. For additional cost handling, enter ACS.
Field Type
Select Header or Item from the list.
Item fields are used for auto-coding of alternative 4 and alternative 5 G/L
lines.
The following item fields are allowed:
HKONT
KOSTL
KSTRG
PRCTR
PROJK
AUFNR
NPLNR
GSBER
LSTAR
VORNR
ZUONR
VBELN
VBELP
PAOBJNR
GEBER
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FISTL
Field Name
Enter the field name. You can select the field from the available field list.
If you want to use auto-coding for GL lines (alternative 4 and 5), you must
enter item coding fields like HKONT or KOSTL.
Sequence
Define the sequence for header and item fields.
ALTERNATIVE must be the first header field with sequence 1.
QUALIFIER must be sequence 2.
DISTR_TYPE must be sequence 3.
HEADER fields must be sequence 4 to x.
Allow Ranges
Select this check box to allow ranges. The check box is available for header
fields. Ranges are used in handling the alternative determination.
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Alternative
The following alternatives are available:
Additional Costs
Enter qualifiers, for example FREIGHT.
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Equal distribution
Line 1 receives 10 Euro (20 Euro / 2) additional cost and ends up
with 110 Euro.
Line 2 receives 10 Euro (20 Euro/2) additional cost and ends up
with 310 Euro.
Proportional distribution
Line 1 receives 5 Euro (20 Euro * 100/[100 + 300]) additional cost
and ends up with 105 Euro.
Line 2 receives 15 Euro (20 Euro * 300/[100 + 300]) additional
cost and ends up with 315 Euro.
Note: Do not apply too tight restrictions for the case that ICC does not
fill the appropriate data.
Example:
A1: For company code 3000 and vendors 0 to 3000, the cost will be added to the
Unplanned Cost header field.
A6: Vendor 1002 claims handling charges, which will always be discarded.
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2. In the Customizing Table G/L line flag for Handling Alternative screen,
specify whether the customer specific handling alternative is G/L line relevant
or not.
The VAT date functions in VIM work in conjunction with the global setting of
company codes Tax Reporting Date active. If this setting is activated, VIM checks
if the VAT date is provided in the DP document at the time of posting.
At the time of implementation, SAP ERP supports the field only in transactions FB60
and MIRO and in the BAPI function for Non PO posting. The BAPI used to post PO
invoices does currently not support the field. PO invoices can be posted only online
in the company codes that have the VAT date active.
You can enter the VAT Date field during indexing in the DP indexing screen. In
many cases, the value of the supply date, which already exists in VIM, can be
assigned to the VAT date. VIM does not automatically populate the VAT date from
the supply date, but VIM provides a business rule 409 - Copy rule: Supply Date to
VAT Date (NPO / PO) to copy the value. You can activate this business rule when
needed. VIM provides 2 more business rules 407 - Missing VAT Date (NPO)/408 -
Missing VAT Date (PO) to check if the VAT date is entered in the DP document.
These business rules stop the process with a DP exception before posting.
In the standard configuration, none of the related functions are active. To be able to
use the VAT date, additional configuration is required, as described in the following
sections.
Alternatively, you can add the VATDATE field into the list based on characteristics, as
described in Characteristic Specific Screen Fields on page 413. For example, you
can enable the field for Eastern European countries where the VAT date is
mandatory.
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The process types 407 and 408 check if the VAT date is provided in the DP
document. If not, the DP processing stops with an exception. Users are required to
enter the VAT date in the DP document. To enable the check, add the respective
process type for DP document or characteristic, with the function /
OPT/VIM_DETERMINE_PROC_407 (same function for 408).
The baseline configuration of the process types 407 and 408 contains predefined
process options. You can adjust the process options list to suit your scenarios.
The process type 409 copies the supply date value into the VAT date. This is not a
dialog process type: it does not trigger an exception. You must use the same process
type for both PO and NPO. You can enable the process type for individual
document types or using characteristics. The process type must be checked with the
function /OPT/VIM_DETERMINE_PROC_409.
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Chapter 10
PO Parking Process Configuration
Primarily, invoices can be parked for some further processing. This includes, for
example, waiting for approval, or changing some customizing like vendor data, or
tax data. The invoice will be posted in a later step.
Main concepts
Parking reasons
Parking reasons effect the process flow as required by the swimlane
definition.
Each swimlane diagram translates to one parking reason.
Parking reasons determine the initial actor and various collaboration options
available to the various actors during the process flow.
Roles
Roles use the standard OpenText role/actor infrastructure.
Roles can use the standard key determination infrastructure to configure
complex actor determination logic without programming.
For the PO parking process, the role concept uses the product code LIX.
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BDC IDs
BDC IDs build a powerful infrastructure for prepopulating data into SAP
transactions without programming.
BDC IDs are optimized for both dialog processing and background
processing.
BDC IDs can be used to set dynamic Parameter IDs.
BDC IDs can be used to configure new user collaboration actions.
BDC IDs eliminate the need to code parameterized transactions.
BDC IDs can be used to configure BDC success messages.
Main steps The following are the main steps involved in implementing process scenarios in the
PO parking process:
1. Identify the various parking reasons that are required for the realization of the
process scenarios.
2. Identify the subscreen to be called during the document parking process.
3. Identify the roll out criteria.
4. Identify the various roles and configure the roles in the appropriate process
types.
5. Identify and configure the process options according to the swimlanes.
6. Configure global customization setting as per customer requirements.
The starting point for any configuration is a set of process flow swimlanes. The
following swimlane is an example of such a process as implemented by the PO
invoice parking workflow:
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The following sections describe the main steps of the PO parking process
configuration:
Configuring Process Options on page 235
Configuring Parking Reasons on page 240
Configuring Global Parameters on page 245
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1. Run the /OPT/SPRO transaction and navigate to Vendor Invoice Management >
PO Based Invoice Configuration > Parked Invoice Processing Configuration >
Park Reason Maintenance > Process Option Definition
Option Type
Select the option type:
Action
The system executes an SAP transaction code defined against this
action.
Authorization
This option type is relevant only if the option selected is a PO blocked
scenario. It allows the user to complete the line level workflow and the
target role to run the transaction code defined against the authorization
option.
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Referral
The work item is forwarded to the target role defined in the user
process options configuration.
Approve/Reject
The Approve/Reject option type has more relevance in the Invoice
Approval process as these are predefined options.
BDC Action
Similar to the Action option type, but the transaction/execution has
more flexibility to be configured in the BDC ID defined here.
Workflow Task
Triggers a custom (sub) workflow when the user selects the option.
Note: Some of the following parameters are only available for certain
option types.
Option ID
Enter a 5 digit numeric ID that represents the option.
Description
Enter a description.
BDC Configuration Id
Select the BDC ID that will be called when the user selects the option for
execution. This field is applicable only if the option type is BDC Action.
Task
Enter the (sub) workflow/task to be triggered when the user selects the
option. The task must be compatible to OpenText workflow task.
Transaction Code
Define a transaction code to be called when the user executes the option.
This is only relevant if the option type is Action or Authorization.
Check Autopost
Define if the system shall try to post a parked document in background
after successful execution of the option:
Comments Required
Select this check box to force the user to maintain comments once this
option is executed.
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Confirm Completion
Select this check box to achieve that the user will be prompted to confirm
successful completion of the option.
Override
Select this check box to achieve that the user will be able to select any SAP
user in the system as the user(s) that will receive the work item when it is
referred, and not just the users the system proposes after running the role
resolution process. This parameter is applicable only in the Referral
option type.
Validate Override User
Select a function module that is used to validate the users that the current
user overrides.
Example: If a work item needs to be sent for approval, which is technically a
referral, and the user is allowed to change the proposed users, this custom
validation is required to disallow users to choose anyone they want.
Tip: The standard SAP authorizations for transactions are checked for the
underlying transactions in a user process option.
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1. Run the /OPT/SPRO transaction and navigate to Vendor Invoice Management >
PO Based Invoice Configuration > Parked Invoice Processing Configuration >
Technical Configuration > Advanced Process Option Configuration > PSS
User Process Options - OST
Block Reason
Select block reason. 9 is the system defined block reason for PO parked
invoices.
From Actor
Select the role that sent the work item.
To Actor
Select the role that receives the work item after successfully processing the
option.
Option Type
Select the type of process option (Action, Referral, BDC Action, Approve,
Reject, etc., see Configuring Process Options on page 235)
Option ID
Select the ID of the process option.
Condition FM
Example: If you would like to show the option Change Purchase Info Record
only if the Purchase Order has a Purchase Info Record (PIR), you can define a
custom function to verify the existence of the PIR and issue an error if there is no
PIR.
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In this step, you configure the valid parking reasons. Each parking reason represents
a process scenario as represented in a swimlane diagram.
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1. Run the /OPT/SPRO transaction and navigate to Vendor Invoice Management >
PO Based Invoice Configuration > Parked Invoice Processing Configuration >
Park Reason Maintenance > Parking Reason Definition Maintenance
Description
Enter a description for the parking reason.
Active Indicator
Select this check box to achieve that the user can select the parking reason
during parking of a PO invoice.
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Approval Required
Select this check box to achieve that the parking reason will be considered
for the Invoice Approval process. For details on the Invoice Approval
process in VIM, see Invoice Approval on page 303.
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Autopost
Select this check box to achieve that the system tries to post the parked
invoice after the routing is complete.
Posting Actor
Define the role responsible for posting the invoice and also responsible for
handling errors if the posting in background fails.
Initial Actor
Define the role who receives the first work item in the process when the
current parking reason is selected.
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Example: If a PO invoice is parked for Currency Mismatch, the initial role that
needs to look at the invoice is the BUYER to correct the PO. Maintain BUYER as initial
actor.
Initial Actor FM
You can define a custom function module to determine the initial actor.
Available Options
Define the options that are available for the role on the dashboard during
PO parked invoice process for the current parking reason. Separate the
options by semicolon. The option format is AXXXX where A is the option type
and XXXX is the 4 digit value representing the option ID.
The system uses these values in conjunction with the user process options
defined in Configuring User Process Options on page 238 to determine
which options show up for the roles dashboard.
Initial Approver
Define the role of the initial approver if the invoice document is sent for
approval.
Delay Function
Define the custom function module that can be used to restrict the
immediate triggering of the PO parking process even if the user selected
the current parking reason when the invoice is parked.
Example: The PO is parked for Credit Memo Required and you know that
Credit Memo is on its way and will not show up for the next two days. You
might then want to send the work item to the AP's inbox not before two days.
For this purpose, you can define a custom function to restrict the triggering of
the work item for the user for the next two days.
For the interface of the delay function module, see function module /
OPT/BL_P_DELAYFM_SRM.
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Important
Take care when you change the global configuration parameters. Changes
can affect the functionality of the process.
3. In the WebFlow Constant Table, under Product Code PIR, double-click the
Constant PO_BASED_INV_TCODE.
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Note: We strongly recommend that you copy the program and subscreen
because the common part /PTGWFI/WLIX_COMMON_PART is required to
communicate to the main program.
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Constant: PRKPROG
Usage
Subscreen program for parked invoice dashboard header subscreen. To
provide additional data on the invoice dashboard, you can define your
custom screen here.
Default Value
/PTGWFI/PRK_SUBSCREEN01
Constant: PRKSCREEN
Usage
Subscreen number for parked invoice dashboard header subscreen. To
provide additional data on the invoice dashboard, you can define your
custom screen here.
Default Value
9901
2. Configure the order in which the options will appear in the users dashboard,
using the following parameters:
Description
Enter a description of the option order.
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Constant Value
Value for the option order. Default value: 10ATR
Individual values
1
Approvals
0
Rejects
A
Actions
T
Authorizations
R
Referrals
Example: If you want all actions to show up first, maintain A10TR. The options will
be shown in order actions, approvals, rejections, authorizations and referrals.
This custom (sub)workflow can do some actions that are not delivered in the VIM
standard process. For example, it can notify an agent that a PO invoice is parked and
waiting to be further processed. The (sub)workflow can also update some
monitoring custom tables.
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Constant PRK_PSS_BIND_FM1
Usage
This function module is used to manipulate the workflow container
during inward binding (task container to workflow container). This
manipulation facilitates many features such as populating Analytics
with custom data etc.
Default value
/PTGWFI/PRK_TMP_BIND_EXT_FM
Constant PRK_PSS_BIND_FM2
Usage
This function module is used to manipulate the workflow container
during outward binding (workflow container to task container). This
manipulation facilitates the user to capture process information and
populate with additional information.
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Default value
/ORS/000007_LIX_PSS_BIND_O
Example: If the custom data is added to VIM tables and it should be displayed in the
Dashboard in some way, the data must be managed (manipulated) in such method exits.
Constant Value
This value is used to manage document data before calling the dashboard.
Default value - None
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Example: Custom data is added to VIM tables and it is displayed in the dashboard. This
custom data can be changed in the dashboard. After the dashboard is quit, the data must be
saved. This can be done in the post-dashboard method exit.
Constant Value
This value is used to manage document data after calling the dashboard.
Default value - None
This custom (sub)workflow can do some additional action that is not delivered in
the VIM standard process, for example to notify an agent that the process is
completed, or to update some VIM/custom tables with corresponding data.
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Constant Value
If you want to call a custom subworkflow after completing the PO Parked
Invoice Document process, you can define a workflow template/task here.
Default value - None
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Constant Value
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Constant Value
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Constant Value
3. In the WebFlow Constant Table, under Product Code LIX, double-click the
Constant DASHBOARD_IMAGE_AUTO.
3. Look for Product Code LIX and Constant USR_EXIT_GET_DATA_FM and double-
click the line.
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Constant Value
Enter a function module to be used to activate the parking of PO invoice
documents.
Default value:
Blank.
Baseline does not offer parking.
Optional value:
/PTGWFI/PRK_M_GET_PARK_DATA_N
This is the standard parking implementation function module.
You can insert the function module in the corresponding Z constants or you can
create an own logic on basis of this function module.
For the creation of a PO invoice, maintain table /PTGWFI/Z_CONST, using the SM30
transaction. In Product Code LIX, Constant CREATE_PO_BDC_FM, enter Constant
Value /PTGWFI/VIM_CRE_PO_INV_PREF.
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PO Blocking Process Configuration
Main concepts
Blocking reasons
Blocking reasons effect the process flow as required by the swimlane
definition.
Each swimlane diagram translates to one blocking reason.
Blocking reasons determine the initial actor and various collaboration
options available to the various actors during the process flow.
Roles
Roles use the standard OpenText role/actor infrastructure.
Roles can use the standard key determination infrastructure to configure
complex actor determination logic without programming.
The role concept uses the product code LIX, same as for PO invoice parking
scenarios described in PO Parking Process Configuration on page 233.
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BDC IDs
BDC IDs build a powerful infrastructure for pre-populating data into SAP
transactions without programming.
BDC IDs are optimized for both dialog processing and background
processing.
BDC IDs can be used to set dynamic Parameter IDs.
BDC IDs can be used to configure new user collaboration actions.
BDC IDs eliminate the need to code parameterized transactions.
BDC IDs can be used to configure BDC success messages.
Main steps The following are the main steps involved in implementing process scenarios in the
blocked PO invoice process configuration:
1. Identify the various blocking reasons that are required for the realization of the
process scenarios.
2. Identify the roll out criteria.
3. Identify the various roles and configure the roles in the appropriate process
types.
4. Identify and configure the process options according to the swimlanes.
5. Configure global customization setting as per customer requirements.
The starting point for any configuration is a set of process flow swimlanes. The
following swimlane is an example of such a process swimlane, as implemented by
the blocked PO invoice processing workflow:
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The following sections describe the main steps of the PO blocking process
configuration.
Configuring PO Blocking Process Options on page 262
Configuring Blocking Reasons on page 263
Configuring Global Parameters on page 265
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Define user process options for all the roles in the process.
Delimit available options for the role that is responsible for the first work item
created by each blocking reason. This is done in an individual blocking reason
definition.
Tip: The standard SAP authorizations for transactions are checked for the
underlying transactions in a user process option.
1. Run the /OPT/SPRO transaction and navigate to Vendor Invoice Management >
PO Based Invoice Configuration > Blocked Process Configuration > Technical
Configuration > Advanced Process Option Configuration > PSS User Process
Options - OST
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BlockReason
Select the blocking reason. If the invoice is blocked, the SAP invoice sets this
blocking reason.
From Actor
Select the role that sent the work item. Only this role will have the process
option on it's dashboard.
To Actor
Select the role who receives the work item after successfully processing the
option.
Option Type
Select the type of process option (Action, Referral, BDC Action, Approve,
Reject, etc., see Configuring Process Options on page 235)
Option ID
Select the ID of the process option.
Condition FM
Example: If you would like to show the option Change Purchase Info Record
only if the Purchase Order has a Purchase Info Record (PIR), you can define a
custom function to verify the existence of the PIR and raise an error if there is no
PIR.
If an error is raised in the function module, the option will not be
available to the user.
For the interface of the function module, see function module /
OPT/BL_CONDFM_INFOPROVIDER.
1. Run the /OPT/SPRO transaction and navigate to Vendor Invoice Management >
PO Based Invoice Configuration > Blocked Process Configuration > Block
Reason Maintenance > Block Reason Definition
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Block Reason
Click and select the blocking reason from the list.
Description
Enter a description defining the blocking reason.
Delay FM
Define the custom function module that can be used to restrict the
immediate triggering of the PO blocking process even if the user
selected the current blocking reason when the invoice is blocked.
Example: The PO is blocked for Quantity Discrepancy and you know that
additional quantities required to remove the blocking reason automatically are
on their way and will not show up for the next two days. You might then want
to send the work item to the AP's inbox not before two days. For this purpose,
you can define a custom function to restrict the triggering of the work item for
the user for the next two days.
For the interface of the delay function module, see function module /
OPT/BL_P_DELAYFM_SRM.
Initial Actor
Define the role who receives the first work item in the process when the
current blocking reason is selected.
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Example: If a PO invoice is blocked for Price discrepancies, the initial role that
needs to look at the invoice is the BUYER to correct the PO. Maintain BUYER as initial
actor.
Initial Actor FM
You can define a custom function module to determine the initial actor.
For the interface of the initial actor function module, see function
module /OPT/BL_Q_INIT_ACT_FM.
Object Type
This parameter is obsolete.
Event
This parameter is obsolete.
Reference table
This parameter is obsolete.
Reference field
This parameter is obsolete.
Important
Take care when you change the global configuration parameters. Changes
can affect the functionality of the process.
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Note: We strongly recommend that you copy the program and sub screen
because the common part /PTGWFI/WLIX_COMMON_PART is required to
communicate to the main program.
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Constant: LIXPROG
Usage
Subscreen program for blocked invoice dashboard header subscreen. To
provide additional data on the invoice dashboard, you can define your
custom screen here.
Default Value
/PTGWFI/M_LIX_SUBSCREEN02
Constant: LIXSCREEN
Usage
Subscreen number for blocked invoice dashboard header subscreen. To
provide additional data on the invoice dashboard, you can define your
custom screen here.
Default Value
9902
Currency A purchase order and the corresponding blocked invoice might have been created or
conversion posted using different currency keys. Therefore, it was often difficult to compare the
amounts displayed in the header section of the blocked line item dashboard due to
the different currency keys. VIM provides a solution that allows different settings
regarding the initial and also a completely flexible currency conversion: the constant
LIXSCREEN_CURR_CONV, available for the product code LIX in table /
PTGWFI/Z_CONST (transaction SM30).
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I
Use the invoice currency for initial currency conversion. The posting date of the
invoice is taken as conversion date.
P
Use the purchase order currency for initial currency conversion. The creation
date of the purchase order is taken as conversion date.
L
Use the local currency (based on the invoice) for initial currency conversion. The
current system date is taken as conversion date.
N
No initial currency conversion takes place.
1
Display the currency conversion button on the screen. The current system date is
always taken as conversion date.
0
Do not display the currency conversion button on the screen.
The default configuration is N0. This means, no initial currency conversion takes
place, and the button for flexible currency conversion is not displayed.
The constant allows different flexible combinations, for example P1: Initial currency
conversion uses the purchase order currency; and additionally the flexible
conversion button is activated. This approach should offer maximum flexibility
when using the blocked line item dashboard.
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Note: We strongly recommend that you copy the program and sub screen
because the common part /PTGWFI/WLIXDB_COMMON_PART is required to
communicate to the main program.
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Constant: LIXDBPROG
Usage
Sub screen program for blocked invoice dashboard header sub screen.
To provide additional data on the invoice dashboard, you can define
your custom screen here.
Default Value
/PTGWFI/M_LIXDB_SUBSCREEN02
Constant: LIXDBSCREEN
Usage
Sub screen number for blocked invoice dashboard header sub screen.
To provide additional data on the invoice dashboard, you can define
your custom screen here.
Default Value
9902
2. Configure the order in which the options will appear in the users dashboard,
using the following parameters:
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Description
Enter a description of the option order.
Constant Value
Value for the option order. Default value: 10ATR
Individual values
1
Approvals
0
Rejects
A
Actions
T
Authorizations
R
Referrals
Example: If you want all actions to show up first, maintain A10TR. The options will
be shown in order actions, approvals, rejections, authorizations and referrals.
Using such exits, you can manipulate the workflow container of the process or
populate VIM tables with custom data. The function modules maintained here are
called in the function module /PTGWFI/BIR_F_PSS_BINDING.
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Constant PSS_BIND_EXIT_FM1
Usage
This function module is used to manipulate the workflow container
during inward binding (task container to workflow container). This
manipulation facilitates many features such as populating analytics
with custom data etc.
Default value
None
Constant PSS_BIND_EXIT_FM2
Usage
This function module is used to manipulate the workflow container
during outward binding (workflow container to task container). This
manipulation facilitates the user to capture process information and
populate with additional information.
Default value
None
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2. Configure the post dashboard method exit, using the following parameters:
Constant Value
This value is used to manage document data after calling the dashboard.
Default value
/PTGWFI/LIX_BK_TMP_PST_EXT
Using such exits, you can manipulate the workflow container during inward and
outward binding. If maintained, the custom functions are called in the function
module /PTGWFI/LIX_F_DB_BINDING.
Constant DB_BIND_EXIT_FM1
Usage
This function module is used to manipulate the workflow container
during inward binding (task container to workflow container). This
manipulation facilitates many features such as populating analytics
with custom data etc.
Default value
None
Constant DB_BIND_EXIT_FM2
Usage
This function module is used to manipulate the workflow container
during outward binding (workflow container to task container). This
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Default value
None
2. Configure the send back functionality exit, using the following parameters:
Constant DB_SNDBACK_EXIT
Usage
This function module is used to capture option information from the
dashboard step when the work item is sent back successfully in the
header level dashboard.
Default value
None
Interface
The interface of the function module is found in function module /
PTGWFI/LIX_TMP_DB_SBK_EXIT.
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Constant IMAGE_DISP_FM
Constant Value
Enter a function module. This function module can be used to display
an SAP ArchiveLink image associated to the PO invoice document.
Default value
/PTGWFI/LIX_F_TMP_DISP_IMG
Interface
For the interface of the image display function module, see function
module /PTGWFI/LIX_F_TMP_DISP_IMG.
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VIM provides a function module for this scenario. See Configuring Populating
Screens for Re-enter Options on page 257 for details.
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Non PO Parking Process Configuration
Vendor Invoice Management (VIM) provides functionality for managing parked Non
PO FI invoices (FV60 transaction) and exceptions therein.
The main processing concept involved in managing parked Non PO invoices is the
concept of parking reasons. Parking reasons define the overall processing of the
invoice as required by the process swimlane.
Main concepts
Parking reasons
Parking reasons effect the process flow as required by the swimlane
definition.
Each swimlane diagram translates to one parking reason.
Parking reasons determine the initial actor and various collaboration options
available to the various actors during the process flow.
Roles
Roles use the standard OpenText role/actor infrastructure.
Roles can use the standard key determination infrastructure to configure
complex actor determination logic without programming.
For the Non PO parking process, the role concept uses the product code PIR.
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Options and option types can be configured to change the document status.
BDC IDs
BDC IDs build a powerful infrastructure for pre-populating data into SAP
transactions without programming.
BDC IDs are optimized for both dialog processing and background
processing.
BDC IDs can be used to set dynamic parameter IDs.
BDC IDs can be used to configure new user collaboration actions.
BDC IDs eliminate the need to code parameterized transactions.
BDC IDs can be used to configure BDC success messages.
Main steps The following are the main steps involved in implementing process scenarios in the
Non PO parking process:
1. Identify the various parking reasons that are required for the realization of the
process scenarios.
2. Identify the sub screen to be called during the document parking process.
3. Identify the roll out criteria.
4. Identify the various roles and configure the roles in the appropriate process
types.
5. Identify and configure the process options according to the swimlanes.
6. Configure global customization setting as per customer requirements.
The starting point for any configuration is a set of process flow swimlanes. The
following swimlane is an example of such a process as implemented by the Non PO
invoice parking workflow:
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The following sections describe the main steps of the Non PO parking process
configuration.
Configuring Parking Reasons (Non PO Parking Process) on page 283
Configuring Global Parameters on page 288
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In this step, you define the valid parking reasons in the VIM Non PO parking
process. Each parking reason represents a process scenario as represented in a
swimlane diagram.
1. Run the /OPT/SPRO transaction and navigate to Vendor Invoice Management >
Non PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Park Reason Maintenance > Parking Reason Maintenance
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Description
Enter a description for the parking reason.
Active Indicator
Select this check box to achieve that the user can select the parking reason
during parking of a Non PO invoice.
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Approval Required
Select this check box to achieve that the parking reason is flagged for
approval and that the Invoice Approval process is triggered.
Autopost
Select this check box to achieve that the system automatically posts the
invoice after Invoice Approval is completed.
Initial Actor
Define the role who receives the first work item once this document is
parked for the current parking reason.
Example: If a Non PO invoice is parked for Approval Required, the initial role
that needs to look at the invoice is the APPROVER. If the Approval Required check
box is selected, the initial role will be CODER.
Initial Actor FM
You can define a custom function module to determine the initial actor.
For the interface of the function module, see function module /
OPT/BL_Q_INIT_ACT_FM.
Delay Function
Define the custom function module that can be used to restrict the
immediate triggering of the Non PO parking process even if the user
selected the current parking reason when the invoice is parked.
Example: The Non PO invoice is parked for Approval Required and you
want to delay the approval for 2 days. You might then want to send the work
item to the AP's inbox not before two days. For this purpose, you can define a
custom function to restrict the triggering of the work item for the user for the
next two days.
For the interface of the delay function module, see function module /
OPT/BL_P_DELAYFM_SRM.
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Initial Approver
Define the role of the initial approver if the invoice document is sent for
approval.
Posting Actor
Define the role responsible for posting the invoice and also responsible for
handling errors if the posting in background fails.
Available Options
Define the options that are available for the role on the dashboard during
Non PO parking process for the current parking reason. Separate the
options by semicolon. The option format is AXXXX where A is the option type
and XXXX is the 4 digit value representing the option ID.
The system uses these values in conjunction with the user process options
defined in Configuring User Process Options on page 287 to determine
which options show up for the roles dashboard.
Tip: The standard SAP authorizations for transactions are checked for the
underlying transactions in a user process option.
1. Run the /OPT/SPRO transaction and navigate to Vendor Invoice Management >
Non PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Advanced Process Option
Configuration > PSS User Process Options - OST
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BlockReason
Select block reason. V is the system defined block reason for Non PO parked
invoices.
From Actor
Select the role that sent the work item.
To Actor
Select the role who receives the work item after successfully processing the
option.
Option Type
Select the type of process option (Action, Referral, BDC Action, Approve,
Reject, etc., see Configuring Process Options on page 235)
Option ID
Select the ID of the process option.
Condition FM
Important
Take care when you change the global configuration parameters. Changes
can affect the functionality of the process.
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3. In the WebFlow Constant Table, under Product Code PIR, double-click the
Constant NONPO_INV_TCODE.
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Example: After you have selected a particular parking reason, you want a particular
subscreen to appear as shown in the following screenshot.
Note: We strongly recommend that you copy the program and subscreen
because the common part /PTGWFI/WLIX_COMMON_PART is required to
communicate to the main program.
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Constant: PIRPROG
Usage
Subscreen program for Non PO parked invoice dashboard header
subscreen. To provide additional data on the invoice dashboard, you
can define your custom screen here.
Default Value
/PTGWFI/PIR_SUBSCREEN01
Constant: PIRSCREEN
Usage
Subscreen number for Non PO parked invoice dashboard header
subscreen. To provide additional data on the invoice dashboard, you
can define your custom screen here.
Default Value
9901
This custom (sub)workflow can do some actions that are not delivered in the VIM
standard process. For example, it can notify an agent that a Non PO invoice is
parked and waiting to be further processed. The (sub)workflow can also update
some monitoring custom tables.
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Constant PSS_BIND_EXIT_FM1
Usage
This function module is used to manipulate the workflow container
during inward binding (task container to workflow container). This
manipulation facilitates many features such as populating analytics
with custom data etc.
Default value
None
Constant PSS_BIND_EXIT_FM2
Usage
This function module is used to manipulate the workflow container
during outward binding (workflow container to task container). This
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Default value
/ORS/000007_PIR_PSS_BIND_O
Example: If the custom data is added to VIM tables and it should be displayed in the
Dashboard in some way, the data must be managed (manipulated) in such method exits.
2. Configure the pre PSS method exit, using the following parameters:
Constant Value
This value is used to manage document data before calling the dashboard.
Default value
None
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Example: Custom data is added to VIM tables and it is displayed in the dashboard. This
custom data can be changed in the dashboard. After the dashboard is quit, the data must be
saved. This can be done in the post PSS method exit.
2. Configure the post PSS method exit, using the following parameters:
Constant Value
This value is used to manage document data after calling the dashboard.
Default value
None
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This custom (sub)workflow can do some additional action that is not delivered in
the VIM standard process, for example to notify an agent that the process is
completed, or to update some VIM/custom tables with corresponding data.
Constant Value
If you want to call a custom subworkflow after completing the Non PO
parking process, you can define a workflow template / task here.
Default value
None
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Constant Value
Enter a function module. This function module can be used to post a
document automatically using a custom function. If the function module
configured here raises an exception, the document will not be posted.
Default value
None
Interface
For the interface of the function module, see function module /
PTGWFI/PIR_F_TMP_PRE_AUTOPOST.
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Constant Value
Enter a function module. This function module can be used to post process
data after an invoice document is posted.
Default value
None
Interface
For the interface of the function module, see function module /
PTGWFI/PIR_F_TMP_POST_EXIT_FM.
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Constant Value
Enter a function module. This function module can be used to display an
SAP ArchiveLink image associated to the Non PO invoice document.
Default value
/PTGWFI/BIR_F_TMP_DISP_IMG
Interface
For the interface of the function module, see function module /
PTGWFI/BIR_F_TMP_DISP_IMG.
3. In the WebFlow Constant Table, under Product Code PIR, double-click the
Constant DASHBOARD_IMAGE_AUTO.
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Constant Value
You can use this value to call any workflow parallel to the Non PO parking
workflow.
Default value
None
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3. Look for Product Code PIR and Constant USR_EXIT_GET_DATA_FM and double-
click the line.
Constant Value
Enter a function module to be used to activate the parking of PO invoice
documents.
Default value:
Blank.
Baseline does not offer parking.
Optional value:
/PTGWFI/PIR_F_GET_PARK_DATA_N
This is the standard parking implementation function module.
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You can insert the function module in the corresponding Z constants or you can
create an own logic on basis of this function module.
For the creation of a Non PO invoice, maintain table /PTGWFI/Z_CONST, using the
SM30 transaction. In Product Code PIR, Constant CREATE_BDC_FM, enter Constant
Value /PTGWFI/VIM_CRE_NPO_INV_PREF.
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Invoice Approval
Invoice Approval (IAP) is the component of VIM that handles the approval
processes for both Non-PO based and PO based invoices.
13.1 Overview
Simple and VIM 7.0 SP1 introduces the new level based approval. You can decide if you want to
level based use the "old" approach (simple approval) or the new level based approval. For more
approval
information on simple approval, see Maintaining Chart of Authority on page 52.
Level based approvals can be done line based (sequential or parallel flow) and
header based. For details on level based approval, see Configuring Approval Flow
Settings on page 323.
Supported Approvals can be handled at the DP processing stage, after the DP invoice is
invoice types converted in to a SAP parked document, or after the invoice is posted.
DP approval
For DP document based approval, the process type for DP approval needs to be
configured in the system. For more information, see Configuring the Process
Type on page 306.
Parked approval
In case of parked document approval, the invoice has to be parked with an
appropriate parking reason before an approval process can start. Depending on
the parking reason configuration, an approval workflow starts. For more
information, see Configuring the Parking Reason on page 306.
Posted approval
For posted approval, depending on the configuration for this type of approval,
the approval process will be started after the document is posted either in
background or manually with some payment block. For more information, see
Configuring Posted Approval on page 309.
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Approval in The approval workflow supports approvals inside SAP GUI, and outside of SAP
SAP GUI, web, GUI, if the optional OpenText Approval Portal or Mobile Approval Portal is
and mobile
implemented.
Approving invoices in the Approval Portal or in the Mobile Approval Portal does
not require an SAP user ID. Users can be authenticated via the SAP NetWeaver
Portal or the Windows domain instead. However, you must ensure (like with any
other solution), that the indirect usage of SAP data is properly licensed.
The Approval Portal provides a concise and user-friendly web interface for
approving invoices. The interface is designed to deliver the right amount of
information to the approvers to make a quick decision.
With the Mobile Approval Portal, you can use mobile devices like an iPad, an
iPhone, an Android smartphone, or a Blackberry device for approval purposes. In
the Mobile Approval Portal, coding is not available.
People involved There are several people (roles) that are involved in the IAP process. The actual
in the IAP names might be different; but the activities are the same.
process
Coder
The person who is responsible for entering accounting data. The coder can be
both a SAP user and/or a web user if Approval Portal is implemented.
Goods or Service Requester (Requisitioner)
The person who requested the goods or the service.
Approver
The person who is responsible for approving the invoices. The approver can be a
SAP user or a web user if Approval Portal or Mobile Approval Portal is
implemented.
AP Processor
A member of the Accounts Payable (AP) department who deals with invoices.
The roles that are part of this process are different from the standard roles described
in Roles on page 41. Since the functional requirements are different for IAP roles
compared to other exception processes, a separate role infrastructure is required. For
more information, see Roles in the IAP Process on page 358.
Workflow
The approval workflow is a new subworkflow; approval steps are a technically
different dialog task, separate from the parking or DP dashboard tasks for the
other VIM workflows.
The approval workflow supports multi step approval. For Non PO invoices, you
can achieve this by configuration. For PO invoices, a custom extension is
required. From baseline, PO invoices go through only one approval step (by the
requester of the PO).
The approval subworkflow is completed when either the Approved completely
or the Rejected completely flag is set on the monitor table.
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Trigger for the The way the IAP process is triggered depends on the kind of invoice document.
IAP process
For parked invoice documents
When an invoice is parked with a parking reason that requires invoice approval,
the IAP workflow gets initiated. You can trigger the subworkflow either by
configuring the parking reason to be Auto submit for approval or clicking the
Submit for approval option. It is possible to delay the start of the IAP process by
first sending the invoice to the AP processor who can subsequently submit the
invoice for approval.
End of the IAP There are several activities that mark the end of the IAP process:
process
The invoice is finally approved and posted.
The invoice is deleted or posted (only for parked invoices).
The invoice is completely rejected.
Approval is recalled. The process goes back to DP or parking workflow.
Configuration This section outlines all the aspects of implementation and configuration of the IAP
outline of the component of VIM.
IAP process
Note: You can perform most of the configurations using the VIM Customizing
IMG with the /OPT/SPRO transaction code.
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The following screenshot shows the standard process type configuration delivered
for the DP IAP process.
To configure the parking reason for PO invoices, run the /n/OPT/SPRO transaction
and navigate to Vendor Invoice Management > PO Based Invoice Configuration >
Parked Invoice Processing Configuration > Park Reason Maintenance > Parking
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To configure the parking reason for Non PO invoices, run the /n/OPT/SPRO
transaction and navigate to Vendor Invoice Management > Non PO Based Invoice
Configuration > Parked Invoice Processing Configuration > Park Reason
Maintenance > Parking Reason Maintenance.
For the Non PO IAP process, the following dialog box serves to capture the
requester information:
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If you need to capture custom logic or customer data during the parking process to
initiate the approval workflow, you have to replace the above screen with a custom
screen. For details, refer to Configuring Parking Reasons (Non PO Parking
Process) on page 283.
2. Configure the trigger points for the approval workflow, using the following
parameters:
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BLOCKRSN
Benefit Besides the PO blocking scenarios, the VIM process ends with the creation of a
posted document. The posted approval processing enables you to post a Non PO or
PO invoice as fast as possible with an individual blocking reason. Then you can
approve the document with the approval workflow after the document creation.
Invoices do not need to go into a long approval process and then are posted finally.
With posted approval, they are posted before any approval process is started.
Workflow The posted approval subworkflow is available for blocked posted documents that
are processed within the DP process. Stand-alone parked or posted documents are
not supported. You can trigger the subworkflow in one of the following ways:
Document is manually posted with one of the individual configured payment
blocks.
Document is automatically posted from DP with a special payment block. The
approval workflow is started automatically.
Document is automatically posted with specific payment block after the
requester step in approval workflow.
For the posted PO approval scenario, either the existing blocking workflows are
triggered or the approval process is started depending on the posted approval
configuration.
With the final approval of the posted document, the individual payment block is
removed.
Automated In combination with the automatic processing of the posted approval, the coding
coding step can be completely skipped.
Configuration The whole configuration for the posted approval is integrated in the OpenText
aspects Configuration tree: Navigate to Vendor Invoice Management > Invoice Approval
Configuration > Approval Workflow.
To configure the posted approval process, the following steps are necessary:
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2. Configure event linkage for posted approval trigger and configure the event
queue processing job using transaction SWEQADM (mandatory)
3. Define dynamic determination for the auto processing:
Note: This step is optional: If you configure to use the determination for
the automatic posted approval activation type, then you have to process
this step. If you activate it always or by custom function module, you do
not need to process this customizing.
Define determination fields
Define determination data
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3. Configure the Posted Approval Settings (PAS), using the following parameters:
Process Type
Baseline delivers the process type 149 for PO documents and the process
type 249 for Non PO documents. A posted document that is rejected in the
approval process will be processed within the DP workflow with this
process type. For this process type, baseline delivers the following process
options:
2020
Re-Submit for Approval
2021
Submit for one step Approval
2022
Remove payment block and complete DP
2023
Keep payment block and complete DP
Automatic processing
For PO documents
The automatic processing defines that the document is posted
automatically with the configured payment block.
Activation type
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Payment Block
This field is available if posted approval is activated.
Enter the payment block that is used to post the document in the
automatic processing.
Posted Approval Finder
Enter the exit function to activate the automatic processing (interface
check function /OPT/AAFS_DETERMINE_PAS).
Manual processing
For Non PO and PO documents, the configuration of the manual processing
defines that the posted approval process is triggered for manually posted
documents with the configured payment blocks.
Activation type
Constant Value
Enter Constant Values for payment blocks: Possible payment blocks for
which the posted approval is relevant to be triggered. Maintain the
standard Payment blocks of table T008. Separate them by comma.
PO blocking reason processing
Only relevant for PO based documents: You can maintain an additional
start condition to trigger either the blocking workflow or the approval
workflow, based on the logistic blocks of the invoice.
Approval start cond
Select an approval start condition from the list:
Reject processing
Approval restart options
Rejected invoices are processed within DP processing with the
configured process type. This refers to the baseline process options
Submit for one step Approval and Resubmit for Approval for the
baseline Posted Approval process types. The document is submitted
again for approval processing. For these options, you can configure the
following individual settings.
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Comments Required
Select this check box to determine that a comment is required
within the Resubmit for Approval screen. This comment is used in
the approval process. It is not logged for the process option, which
can also be activated in the process option configuration.
Reject by Requester
An automatic processed DP document for posted approval is directly
sent to the assigned approver of the COA during the approval process.
In this scenario, the coding and requester step is already executed.
When the approver rejects the document, it is sent to the previous
approver. With posted approval, the requester is not always the first
approver. It may happen that the requester does not receive the rejected
document.
Select this check box to determine that the document is finally sent to
the requester when the approver rejects the document before the
approval workflow ends.
Processing Exits
You might want to individually trigger the posted approval process and to
keep the DP workflow alive for the posted document. Therefore, you can
maintain custom functions. The payment block, which will be removed in
the final approval step, can be processed individually, as well.
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Exit confirmation
Integrate an own logic for the posted approval to keep the DP process
alive according to your start conditions. All other configurations to keep
the process alive according to the manual or automatic blocking are not
taken into account (maintained within /OPT/AT_PAS). Only the own
logic within the exit function is used. The interface of the exit function
has to be compatible with the function /
OPT/AAFS_SAMPLE_EXIT_CONFIRM.
Run the SWETYPV transaction and activate the event linkage for the posted approval.
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Object Type
/ORS/INVAP
Event
POSTED
Linkage Activated
Selected
Non PO For Non PO documents, the event is raised in the BTE exit 1050 and exit 1030 within
exit function /OPT/BTE_IF_00001050 and /OPT/BTE_IF_00001030. The
corresponding BTE has to be activated. Check transaction FIBF > Settings > P/S
Modules -> of a partner.
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BUS2081 and event POSTED. Check transaction SWETYPV and see Event Linkages
on page 79.
Note: This step is optional: If you configure to use the determination for the
automatic posted approval activation type, then you have to process this step.
If you activate it always or by custom function module, you do not need to
process this customizing.
Determination Type
Enter PAS (Posted Approval Settings)
The determination type is defined in table /OPT/AT_DETTYPE. The type PAS
is delivered within the posted approval baseline configuration.
Field Type
Available values are Header or Item. For the determination, only header
fields are relevant.
Field Name
Select the corresponding field of the /OPT/VIM_1HEAD or /OPT/VIM_1ITEM
table.
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Sequence
Define the processing sequence of the determination.
Allow Ranges
Select this check box to allow ranges in the data determination
configuration.
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This section covers possible reasons to decide for a particular approval logic.
Note: Compared with the configuration for versions earlier than 7.0, you must
adjust only one configuration if you had the simple type approval
implemented: the screen fields configuration. The configuration is now stored
in a different table with the AFS ID 0 for simple approval. For more
information, see Configuring Fields for the Invoice Detail Page on page 345.
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To define a multi level approval process, you have to consider the following aspects:
How to identify the first approver?
Who should approve the invoice after the current approver approves the
invoice?
When is an invoice considered finally approved?
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The subsequent approvers (only for Non PO invoices) are determined when the
current approver approves the invoice. The system determines the next approver
according to the settings in the COA. In the level based approval, the approver is
determined by:
company code (company code of invoice line(s))
approval level
cost object assignment (cost object of invoice line(s))
If the current approver rejects the invoice, the invoice is sent to the previous
approver or to the initial coder, or the complete approval flow is cancelled. This
depends on the configuration of the rejecting process.
All approvers who approve the invoice are stored in the approval stack. So, in case
the current approver rejects the invoice, the system knows the last approver. If the
first approver rejects the invoice, the invoice is sent back to the AP department.
Notes
Implementation note
When you enter the first approver at the parking reason screen or indexing
screen, and you are using search help, OpenText recommends using the
combination of last name, first name and email address. If the combination
fails to identify one user, the system may suggest a list of matching users.
Technical note
The initial approver is usually stored in the parking monitor table (/
PTGWFI/F_PIRMTR) and retrieved by the /ORS/APPROVER-> NEW method.
The subsequent approvers (only for Non PO invoices) are determined when the
current approver approves the invoice. The system determines the next approver
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according to the settings in the COA. In the level based approval, the approver is
determined by:
If the current approver rejects the invoice, the invoice is sent to the previous
approver or to the initial coder, or the complete approval flow is cancelled. This
depends on the configuration of the rejecting process.
All approvers who approved the invoice are stored in the approval stack so that in
case the current approver rejects the invoice, the system knows who the last
approver was. If the first approver rejects the invoice, the invoice is sent back to the
AP department.
Technical Notes
You can configure who receives the work item after the first approver rejects
the invoice. You perform this configuration in the parking reason table /
PTGWFI/F_PRKRSN for a non-PO invoice or /PTGWFI/M_PRKRSN for a PO
invoice. See Configuring the Parking Reason on page 306.
The approval is considered completed if the current approver has sufficient
authorization for the invoice amount and cost elements.
You can redefine determination conditions using an extension.
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one or more users, the system checks if an additional approval level is necessary
based on the limit assigned to the approval level.
In the level based approval, the following approval levels are differentiated:
Coder level
The invoice is coded by a dedicated coder. The coder is assigned to a
requester, additionally with company code, see Coder Processing
on page 327. The coder is able to change or delete invoice lines or to add
additional invoice lines. The cost objects entered by the coder are checked
against the COA. As long as there still are invoice lines that have not been
approved yet, and that cannot be approved by the current coder, the
document must be forwarded to the next coder until the document is
completely coded and approved. When the document is completely coded
on the coding level (level 0), the document must be processed in the
requester level because there is no limit assigned to the coder level.
Requester level
Coding has been processed. This can also happen on requester level, see
Coder Processing on page 327. Now the invoice is processed on requester
level. If there has been a coder step before, the requester cannot change the
data. If there has been no coder step, the requester can change the data.
Similar to the coder level, all invoice lines are checked against the COA and
the document is forwarded until all lines are approved. Compared to the
coder level, there is the following difference: According to the approval
scenario (header or line based), the invoice or invoice lines can already be
finally approved in the requester level (level 1) if the approval limit of the
requester is sufficient.
Approval level
The approval level is processed according to the approval scenario (header
or line based). The invoice or the invoice lines are processed on one level. It
is checked if additional approval levels have to be processed after one level
has been finished. On the approval level, the invoice cannot be changed any
longer by the approver.
Technical note
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In baseline, level based approval is considered only for Non PO document types. For
PO document types, a custom extension is required.
Level based approvals can be done header based or line based (sequential or parallel
flow). Levels are defined against approval limits. A pack is defined as a group of
lines that are assigned to an approver and that this approver can approve; this
means, the approver has the corresponding authorizations of the cost elements.
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approvers at the same time. This does not apply to coder or requester levels. For
more information, see Using Parallel Approval on page 365.
To use the level based approval, you must configure approval flow settings (AFS).
These settings are divided into the following parts:
Approval flow settings (AFS) (mandatory)
Mapping of approval flow settings to VIM document type (mandatory)
Defining dynamic determination
Note: This action is optional: If you configure to use the determination for
the mapping activation type, you must perform this action. If you activate it
always or by custom function module, you do not need to perform this
customizing.
Define determination fields
Define determination data
For more information, see Maintaining the Level Based Approval Flow
Determination on page 330.
Important
OpenText recommends that you do not change the settings of the AFS ID if
there are still open approval processes that were started with this AFS ID.
1. Run the /OPT/SPRO transaction and navigate to Vendor Invoice Management >
Invoice Approval Configuration > Approval Workflow > Setup Approval
Chain > Approval Flow Settings.
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Note: You can access the field configuration for the invoice detail page for
a selected AFS ID, from here: Select an AFS ID, and, in the Dialog
Structure, double-click Maintain Invoice Detail Fields or Maintain
Coding Fields Mapping. For more information, see Configuring Fields
for the Invoice Detail Page on page 345.
The AFS ID represents a template for an approval flow. To use an AFS ID, it
must be mapped against a VIM document type. For more information, see
Maintaining the Approval Flow Settings Mapping on page 329.
2. Configure AFS settings, using the following parameters:
AFS ID
Unique ID for the global approval settings
Important
To keep your system manageable, do not create too many AFS IDs.
Preferably, use the detail configuration to set up the AFS settings.
Approval Flow
Explanation
Detail description of the AFS
AFS Type
Select one of the following AFS types:
H - Header Based Approval
Header based approval is based on the gross amount of the invoice.
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Process Classes
Approval Limit
Amount Base
Select Gross Amount or Net Amount. If the AFS Type is Header, approvals
are always based on gross amount.
COA Currency
Select Fixed Currency (Define the currency in the Currency field.) or
Company Code Default Currency.
Conversion Date
Select the conversion date for currency conversion. Possible values: Current
System Date, Date on the Vendor Invoice, Date per Function Module.
Conversion FM
If you have selected Date per Function Module in the Conversion Date
field, enter the function module to determine the currency conversion date.
Template: /OPT/DETERMINE_CONVERSION_DATE
Automation Processing
Fallback User FM
Enter a function module to determine a fallback user. A fall back user will
always be available in the user search dialogs (next coder, next requester, or
next approver) if no user can be found in the COA. The purpose of the fall
back user is to send the invoice to a user who takes care to correct the COA
settings. Therefore, you must set up the fallback user with the user details in
the COA.
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Template: /OPT/FALLBACK_USER_TEMPLATE
Automatic Forward
Select this check box to let the system automatically choose the next user
(Coder, Requester, or Approver) within one approval level. It is not possible
to change this user.
Coder Processing
Coder Determination
It is the same as the current coder process (simple approval flow) except
that for new level based flow the coders can be defined for each document
type.
Select one of the following options:
By Requester
Each requester has an associated coder.
By Company Code
Each company code has an associated coder.
Use Requester
The coder is the requester.
Coder Determination FM
You can customize the coding functionality by defining your own function
module. See Approval Flow Settings Function Modules on page 331.
Template: /OPT/DETERMINE_CODER_TEMPLATE
Requester Determ.
Determine the initial requester. Select one of the following values from the
list:
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Rejection Processing
Rejection FM
Enter a custom function module to customize rejection. See Approval Flow
Settings Function Modules on page 331.
Template: /OPT/OPTION_REJECT_TEMPLATE
Additional Settings
In this area you maintain additional settings that affect the approval logic.
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1. Run the /OPT/SPRO transaction and navigate to Vendor Invoice Management >
Invoice Approval Configuration > Approval Workflow > Setup Approval
Chain > Mapping for Approval Flow Settings.
2. In the Mapping for Level Based Approval Settings screen, perform the
mapping, using the following parameters:
DP Document Type
Enter a specific DP document type. Alternatively, leave the field empty to
use the AFS ID maintained in this line for all DP document types that are
not configured in the Mapping for Level Based Approval Settings screen.
Activation Type
Select one of the following values from the list:
Inactive
Level based approval is inactive.
Activate by Constant
Level based approval is activated with corresponding AFS ID. You
must maintain the AFS ID field.
Activate by Determination
Level based approval is active, based on the Level Based Approval
Flow Determination Procedure. For more information, see Maintaining
the Level Based Approval Flow Determination on page 330.
Activate by Custom Function
Level based approval is active, based on a custom function module. You
must maintain the FM to determine AFS field.
Template: /OPT/DETERMINE_AFS_TEMPLATE
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Fields Determination
You can use the fields determination to filter the determination based on the
fields defined in the field determination. With baseline, the following fields are
supported for the AFS determination type: Company Code (BUKRS) and Vendor
(LIFNR)
To access the fields determination, run the /OPT/SPRO transaction and navigate
to Vendor Invoice Management > Invoice Approval Configuration > Approval
Workflow > Setup Approval Chain > Approval Flow Strategy Determination
Procedure > Determination - Fields.
Determination Type
Enter AFS (Approval Flow Settings).
Field Type
Available values are Header or Item. For the determination, only header
fields are relevant.
Field Name
Select the corresponding field of the /OPT/VIM_1HEAD or /OPT/VIM_1ITEM
table.
Sequence
Define the processing sequence of the determination.
Allow Ranges
Select this check box to allow ranges in the data determination
configuration.
Data Determination
You can use this interface to enter data for the fields you determined in the
fields determination.
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To access the data determination, run the /OPT/SPRO transaction and navigate to
Vendor Invoice Management > Invoice Approval Configuration > Approval
Workflow > Setup Approval Chain > Approval Flow Strategy Determination
Procedure > Approval Flow Strategy Determination - Data.
For each combination of index fields (Company Code and Vendor), you must
configure the corresponding AFS ID.
AFS Determina- This function module returns the found AFS ID. Level based approval is used,
tion Function which means header, sequential, or parallel approval.
Module
For the AFS Determination Function Module, you can use template /
OPT/DETERMINE_AFS_TEMPLATE.
Currency This function module returns the date for currency conversion. Based on the invoice
Conversion details, you can define a date that will be used for conversion.
Function
Module
For the Currency Conversion Function Module, you can use template /
OPT/DETERMINE_CONVERSION_DATE.
Reject Function This function module returns the rejection option. Possible values are 1, 2, 3, 4.
Module These values are the only affected.
Coder Determi- This function module returns coder or requester. Based on the coder details, it will
nation Function find the initial coder. If coder is equal to requester, it will consider the requester as
Module
the initial coder.
For the Coder Determination Function Module, you can use template /
OPT/DETERMINE_CODER_TEMPLATE.
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1. Run the /OPT/SPRO transaction and navigate to Vendor Invoice Management >
Invoice Approval Configuration > Approval Workflow > Setup Approval
Chain > Maintain Expense Types.
ExpType
Select a unique identifier (two characters).
Description
Enter a description of the expense type.
Approval Req
Activate by typing X if the expense type requires an Invoice Approval
process.
Technical note
Table /ORS/EXPENSE_DEC stores the description and the language and table /
ORS/EXPENSE_TYP stores Approval Req and ExpType.
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Value
This value determines how the rejection reason reacts when taking action in
the coding/approval process. The first value denotes the rejection reason,
the second value denotes the rejection comments. Value 1 is mandatory and
value 0 is not mandatory. Possible values:
1;0
Rejection reason is mandatory.
0;1
Rejection comments are mandatory.
1;1
Both rejection reason and rejection comments are mandatory.
The default value is 0;1.
3. In the Buttons Configuration, perform the following setting (to update the /
OPT/BUTTON table): For Function code Reject, select the Comments Required
check box. For more information about the buttons configuration, see
Configuring Buttons on page 351.
Important
Take care when you change the global customization parameters. Changes
can affect the functionality of the process.
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2. Define the resubmit for approval action codes, using the following parameter:
Constant Value
Maintain action codes, separated by comma.
If you want to enable the functionality to submit for approval again after a DP based
approval has been rejected, perform the following steps:
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3. Configure the DP process option, as shown in the screenshot above. For further
information, see Configuring DP Process Options on page 173.
4. Make sure the same DP process option (as above) is maintained also in the Z
constant Entries table, see screenshot below.
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The DP process option should be configured as user option for the Approval
related Process Type.
2. Define the supported currency and language, using the following parameters:
Constant LANGUAGE
Determines which languages are supported in the Approval Portal. You can
maintain multiple languages by using a comma as separator.
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Constant SUPPORTED_CURRENCY
Determines which currencies are supported in the Approval Portal. You can
maintain multiple currencies by using a comma as separator.
Default Value: USD,DEM
The referrer is the user who has sent the approval invoice to another user (referee)
for more information on the invoice.
The referee is the user who provides additional information on the approval
invoice.
2. Locate the record with Product Code IAP and Constant REFERRAL_WAIT_TIME.
3. Enter the Constant Value. It indicates the number of days to wait for the referee
to provide information.
After that period, the referral work item is rerouted to the referrer's inbox from
the Resubmission folder of the referrer's SAP Business Workplace.
1. To add a new global CALC_TAX_ON_NET constant for product IAP, run the /
n/OPT/VIM_IMG424 transaction.
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Value Description
X Central setting (for all document types)
G/L account amounts are to be entered net.
<blank> Central setting (for all document types)
G/L account amounts are to be entered gross.
D Individual setting for document types
Each document type can be set individually.
Technical note
The OpenText delivered code includes a popup to suggest the correct company
code for the line if the cross company coding is active and the cost center or
internal order entered in the line item does not match the company code in the
header. This feature is supported in the Approval Portal and the SAP GUI.
If the coding is done in the SAP GUI, the popup window to suggest the correct
company code is generated by a function module defined in the Z constant
POPUP_COMPANY_CODE. The OpenText default delivered function module for
this constant is /ORS/000007_POPUP_COMPANY_CODE.
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You can configure the notification email to include some invoice information, such
as vendor name, invoice reference number, or invoice amount. The following is an
example of a notification email:
The approval email notification depends on the user configuration. You configure
users in the COA or in the Approval Portal, on the Personalization page. For more
information, see User Details View on page 55 (COA) and section 6.14
Personalizing Your Views of the Approval Portal in OpenText Vendor Invoice
Management for SAP Solutions - User Guide (VIM-UGD).
Note: To send email notification, you can also use VIM Notifications. In this
case, the email is sent without the configuration in the COA or on the
Personalization page. For more information, see Using VIM Notifications
on page 703.
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The Business object method Get_Approver_List calls the ABAP class method
sendemail of the ABAP class that implements the user mapping class. The name of
this ABAP class is configured in table /PTGWFI/Z_CONST under the entry IAP, 0,
USERMAP_CLASS. Baseline VIM uses class /OPT/CL_IAP_USERMAP_BL.
Call Sequence:
/ORS/INVAP-> Get_Approver_List
/OPT/CL_IAP_USERMAP_BL-> sendemail
/PTGWFI/CP_SENDMAIL
3. Change the configuration in table /PTGWFI/Z_CONST: Insert the new ABAP class
instead of /OPT/CL_IAP_USERMAP_BL.
7. Make sure that at least one additional SAP GUI session is available.
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<(>&<)>/ORS/INVAP. InvoiceAmount<(>&<)>
ApprovalStatus
InvoiceDate
VendorInvocieNumber
Currency
GrossInvoiceAmount
Vendor
VendorName
DocumentNumber
FiscalYear
CompanyCode
InvoiceAmount
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Other option
Overwrite the sendemail method. See To overwrite email sending with a
customer specific email function: on page 340.
Email format
The email notification can be sent in different formats. The format is configured
in Z Constant (product code 005) REM_MAIL_DOCTYPE . Default value is RAW.
This email format is used globally for all kind of email notification : Reminder
notification, Approval notification, and SRM notification.
Language limitation
When the email is built, the text stored in the SO10 transaction is retrieved with
language taken from sy-langu.
The workflow language is determined, when the approval workflow is started.
This can be the logon language of the user who scanned the invoice or the logon
language of the last user who processed the invoice in the DP workflow.
Important
If no text can be found for the current value of sy-langu, then no email
is sent.
Therefore the text should be maintained in all languages that are typically used
for logon. The text is retrieved in function module /PTGWFI/CP_SENDMAIL in the
following way:
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2. Enter the Text name, select Text ID ST (Standard text) and click Create.
3. Enter the text of the Certify message and click to save.
4. Run the /n/OPT/SPRO transaction and navigate to Vendor Invoice
Management > Invoice Approval Configuration > Technical General > Invoice
Approval Configuration.
5. To maintain the Z constant CERTIFY_MESSAGE, double-click the respective line.
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Depending on the application and the scenario (PO / NPO and DP / PARKED /
POSTED), fields can be configured to be changed on the screen if the user has the
corresponding authority (coding).
List of coding You find a list of all fields that are provided for coding in structure /
fields ORS/INVOICE_ACCT_DATA. From baseline, only a subset of the fields is supported to
be posted in background using BAPI or in dialog using BDC IDs. If you want to use
an unsupported field, you must extend the relevant BDC IDs or implement the BAPI
exit.
The following sections describe the configuration you need to perform for the fields.
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The configuration is necessary to show the invoice detail fields when an invoice is
processed from the invoice inbox list and also when an invoice is selected from the
Process by me list.
For the coding fields, you must also configure all fields separately. This
configuration separates display functionality and the functionality to read and store
data back in the invoice line items, independent of the field status on the screen.
Notes
All configuration for item fields is available for SAP GUI Approval,
Approval Portal, and Mobile Approval Portal.
For the Approval Portal, the INVOICE_DOC_ITEM field is mandatory for line
items in the Cost Assignment section of any invoice (both PO and Non PO).
All configuration for header fields is available for Approval Portal and
Mobile Approval Portal. Status for coding fields, custom fields
(CUSTOM_FIELD*) and special fields like expense type and VAT amount
can be changed to be editable.
Field name
Unique name of the field
Page
Select the page where the field is displayed: Invoice Detail Page
Field Type
Select Header Field or Item Field.
Invoice Type
Select All Invoices, PO based invoices, or Non PO based invoices.
Device name
Select Web Approval Portal, Mobile Approval Portal, or SAP GUI.
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AFS ID
Select the relevant AFS ID. If you want to use the Simple Approval (as in
VIM 6.0 and earlier), enter 0.
Reference Field
Enter a standard data element and press the ENTER key. For example, the
ShortFieldLabel and the Long Field Label are populated. The Label fields
are visible in the Portal.
Field Status
Select the status of the field: Display, Input, Hide, or Required (not
available for line item fields).
Most of the settings will be available for Approval Portal and Mobile
Approval Portal. The Mobile Approval Portal provides only display
functionality. Also, header fields on all other devices will be displayed only.
SAP GUI provides the possibility to change the status for coding fields.
Header fields are always shown on the SAP GUI screen and cannot be
hidden.
List Sequence
Configure the sequence of the field in the page (only for Approval Portal
and Mobile Approval Portal) for header and item fields.
Detail Sequence
Configure the sequence for the item fields (only for Approval Portal and
Mobile Approval Portal) which are shown in the additional accounting
entry screen.
COBL Sequence
Only available for PO invoices: Configure the sequence of the field in the
Account Assignment area in the Detail Page sequence.
No. of Characters
Configure the number of characters for the value in the field.
Data Type
Configure the data type of the field (string, char, or int). Select a data type
from the list.
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Note: This is only relevant for Approval Portal, not for SAP GUI and
Mobile Approval Portal.
Note: This is only relevant for Approval Portal, not for SAP GUI and
Mobile Approval Portal.
Configuring You may want to read and store coding information that is not shown on the screen.
coding Therefore, you must configure all coding fields. This configuration also determines
which SAP field (DP and parked line item field) is mapped to each coding field
(used in the approval screen).
Note: Fields that are not configured or that are not active will not be saved in
the line items.
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Active
Select this check box to activate the configuration. Even if BAPI Field name,
BSEG Field name and BDC Field name are maintained, the Active check
box must be checked.
For the Approval Portal, users can personalize the list fields according to their
needs. This is possible on the Approval Portal Personalize page. The personalized
fields are then used in the inbox and the Processed by me list.
If no personalized preferences exist, the global default invoice list fields are
configured at the following location: Run the /n/OPT/SPRO transaction and
navigate to Vendor Invoice Management > Invoice Approval Configuration > User
Experience > Invoice List Configuration > Default Invoice List.
Note: All configuration for list fields is available for the Approval Portal and
the Mobile Approval Portal. All fields can only be display fields.
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3. Configure the relevant header and item attributes field using the following
parameters:
Field name
Unique name of the field
Page
Select the page where the field is displayed: Invoice List Pages
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Field Type
Select Header Field.
Invoice Type
Select All Invoices, PO based invoices, or Non PO based invoices.
Device name
Select Web Approval Portal, Mobile Approval Portal (not supported for
SAP GUI).
Reference Field
Enter a standard data element and press the ENTER key. For example, the
ShortFieldLabel and the Long Field Label are populated. The Label fields
are visible in the Portal.
Field Status
Select the status of the field: Display
List Sequence
Configure the sequence of the field in the list
List Display Length
Configure the display length of the field.
No. of Characters
Configure the number of characters for the value in the field.
Data Type
Configure the data type of the field (string, char, or int). Select a data type
from the list.
EXIT_INVOICE_ACTION
EXIT_INVOICE_DETAIL
EXIT_INVOICE_LIST
4. If you want to configure exit function modules for invoice action, invoice detail,
invoice list, and Processed By Me list, maintain your function module in the
respective Constant Value.
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/OPT/OAP_EXIT_ACTION
/OPT/OAP_EXIT_DETAIL
/OPT/OAP_EXIT_LIST
If you add buttons to the Invoice List page of the Approval Portal, you must select
Button Type List.
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Function code
Function code that is used to process the invoice
Page
Select the page where the button is displayed: Invoice List or Invoice
Detail Page
Invoice Type
Select All Invoices, PO based invoices, or Non PO based invoices.
Button Type
Select where the buttons are considered on the page: Header level, Item
level, or List level.
Device name
Select Web Approval Portal or Mobile Approval Portal (SAP GUI is not
supported for invoice list buttons. However, it is supported for detail page
buttons.)
Text
Enter the text for the button to be displayed in the portal.
Quick Info
Enter the tool tip for the button.
Button Code
Select Standard Button or Custom Button.
Standard Button
Baseline buttons are covered in this category.
Custom Button
You can define own buttons and achieve custom functionality.
User Type
Select the user to which this button is applicable: Approver, Coder, or
Everyone.
Reason Required
Select this check box to require a reason on the confirmation screen from the
user when they click the button.
Comments Required
Select this check box to require a comment on the confirmation screen from
the user when they click the button.
Log Activation
See Custom button logging on page 354.
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Handling Function
The Handling Function determines the RFC function that is called when
the user clicks the button in the approval screen or the Approval Portal.
Enter the function module to handle the button. Create a custom function
module by copying the sample function module /OPT/BUTTON_FM.
For buttons on the invoice list page of the Approval Portal (Button Type
List), use the sample function module /OPT/BUTTON_FM_LIST. You can use
the handling function module to call a dynamic URL.
URL
Enter the static URL to be displayed after the button is clicked.
URL Function
Enter the function module to get the URL dynamically. Create a custom
function module by copying the sample function module /
OPT/BUTTON_URL_FM.
Notes
This field is not relevant for buttons on the invoice list page (Button
Type List).
Either Handling Function or URL and URL Function will work;
you must decide for one of them, you cannot use both.
3. Configure the button. The parameters are the same as for the Invoice List
buttons. See To configure buttons for the Invoice List: on page 351
Modifying data VIM 7.0 SP1 introduces a new feature to change the accounting data and header data
for custom for custom buttons. The new feature can save the changed header data and item
buttons
data.
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Change header data or item data or both and also delete the line items.
Copy the selected line and add as the last line item.
To maintain custom buttons from VIM 7.0, you must maintain the data in the view /
OPT/BUTTONV or use the transactions /n/OPT/OAP_DETL_BUTTON or /
n/OPT/OAP_LIST_BUTTON.
Custom button VIM 7.0 SP2 introduces logging for custom buttons in the SAP GUI approval screen
logging and on the Approval Portal. You can customize the log comments.
To activate the custom button logging and to customize the log comments, run the /
n/OPT/OAP_DETL_BUTTON transaction for the detail screen, or run /
n/OPT/OAP_LIST_BUTTON for the list screen.
The relevant parameters for the custom button logging are the following:
Log Activation
To activate the custom button logging, select this check box.
By default, the custom button logging is inactive when you install VIM 7.0 SP2.
You must activate it for all the custom buttons after installing SP2.
For the Approval Portal, the custom button logic is there but the Approval
Portal still needs to write the logic to display the customized custom button log.
Note: In the Approval Portal, custom buttons are not handled except the
URL functionality.
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Note: For other languages, you must maintain the log activation text in
your required logon languages. If this text is missing in any logon
language, you will see the default text.
1. Run the /OPT/SPRO transaction and navigate to Vendor Invoice Management >
Invoice Approval Configuration > User Experience > Invoice Detail
Configuration > Maintain Invoice Detail Fields.
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3. Configure the search help, using the following parameters (at the bottom of the
screen):
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SearchHelpParam
Enter the name of the search help parameter which will actually hold the
value for the web approval screen field.
GL_ACCOUNT
Search help name = SAKO_CORE
SearchHelpParam = SAKNR
COST_CENTER
Search help name = TRAC_KOSTL
SearchHelpParam = KOSTL
COMPANY_CODE
Search help name = ACE_BUKRS_TACE001
SearchHelpParam = BUKRS
MATERIAL
Search help name = H_WERKS_MATNR_E
SearchHelpParam = MATNR
INTERNAL_ORDER
Search help name = ORDEA
SearchHelpParam = AUFNR
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TAX_CODE
Search help name = SH_T007A
SearchHelpParam = MWSKZ
NETWORK_NO
Search help name = AUKOB
SearchHelpParam = AUFNR
WBS_ELEMENT
Search help name = PRPMA
SearchHelpParam = POSID
When the invoice is parked for approval, it is sent to the coder first. The following
coder definitions are possible:
By requester
Each requester has an associated coder.
By company
Each company code has an associated coder.
Both
The coder is determined by both requester and company code.
Use requester
The coder is the requester.
Configuration
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The following sections describe user map maintenance and chart of authority
maintenance. For a detailed description, see Maintaining Chart of Authority
on page 52.
The definition table for approver persona attributes is /OPT/BL_AP_CONF, which can
be maintained by the SM30 transaction.
Alternatively navigate to OpenText Vendor Invoice Management > SAP menu >
Roles > Coder/Approver Options Configuration.
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The following check boxes for the approver persona are available:
Approval Flag
Select this check box always.
Approver access rights - Approve or reject an invoice; enter comments.
Coding Flag
Select this check box to achieve that the approver is able to enter accounting
data.
In level based approval, the accounting information can only be entered either in
the coding level (level 0) or in the requester level (level 1). If the requester is
maintained as coder, the requester is able to enter and change the accounting
information. In this case, there is no coding level.
You might want to remove the following buttons from the Approve Invoice
screen, both in the SAP GUI and in the Approval Portal:
I will enter accounting information
I want someone else to enter accounting information
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If Coding Flag is selected, the coding block is always displayed in change mode.
If Coding Flag is cleared, you can use the Coding Display check box to display
or hide the complete coding block.
Note: The Coding Display check box only takes effect in the SAP GUI
approval.
Coding Delegate
Select this check box to achieve that the approver is able to delegate the coding
to others.
In level based approval, the Coding Delegate check box enables or disables the
forward button in the coding level.
If Coding Delegate is selected and, additionally, Coding Flag or Coding
Display is selected, the buttons I will enter accounting information and I want
someone else to enter accounting information are displayed.
If only Coding Delegate is selected (and no Coding Flag or Coding Display
check box), the buttons are not displayed. In the approval screen, you can
delegate the coding. The Please Specify the Coder field is displayed directly.
Approver access rights - Specify a Coder, which means a specialist to enter the
accounting information.
Configuration
Select this check box to achieve that the approver can set the persona for the next
approver.
Approver access rights - Determine next approvers access options.
Override
Select this check box to achieve that the approver can override the system
generated next approver.
Approver access rights - Override the system-proposed next approver.
Look Ahead
Select this check box to achieve that the approver is able to retrieve all the
approvers.
Approver access rights - View the entire approval chain or pre-determine all the
approvers.
In level based approval, the look ahead option is obsolete.
Custom Flag 1
Select this check box to indicate the expense type as read only.
Custom Flag 2
Select this check box to indicate the approver as a delegated coder.
Custom Flag 3
Not used
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The log event is written to the approval log file /ORS/APPL_LOG, whenever the
invoice is approved and an override approver has been entered.
The event is shown in the approval log:
The entry does not show directly who executed the override action. To find this
out, look at the corresponding action entry, which has the same time stamp.
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13.7. Roles in the IAP Process
Coding delegation
If the current coder/approver does not have all the knowledge to provide the
correct coding, the current coder/approver may delegate to another coder. To do
so, the approver persona needs to have the CODING_DELEGATE check box
selected.
Substitution
The approver or coder can set up personal substitutes to temporarily take over
their responsibility. The substitute can be defined by one of the following ways:
If the optional Web IAP is implemented: From the approval web page, open
the User Preference page and open the Substitution section.
From the SAP inbox, add substitute from the SAP menu.
Substitution features
You can control these options using the Substitutes inherit COA check box
in the Approval Flow Settings for the respective AFS ID; see Configuring
Approval Flow Settings on page 323.
The invoices belonging to the original approver will be added to the
substitute's invoice list.
When the substitute approves an invoice that is not originally sent to the
substitute, the action will be logged as XXX approves the invoice on behalf
of YYY.
The original approver can place limitations when setting up the substitute.
Normally, the names are searched by the Name Search method /
ORS/000007_NAME_SEARCH of the usermap class. The method can be
customized to include a logic that restricts the list of legible substitutes to
those with equal or higher authority of the original approver.
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Reassign
When an employee is not supposed to approve invoices anymore, the
administrator can use the Reassign utility to reassign the work item to others.
The Reassign utility may recall the invoice back to the AP department. Once
recalled, the approval workflow is terminated. The AP department may
resubmit the invoice for approval. For more details, see section 15 Reassigning
Work Items Belonging to Another User in OpenText Vendor Invoice Management
for SAP Solutions - Administration Guide (VIM-AGD).
1. To access the Approval Flow Settings screen, run the /OPT/SPRO transaction
and navigate to Vendor Invoice Management > Invoice Approval
Configuration > Approval Workflow > Setup Approval Chain > Approval
Flow Settings.
5. To access the Mapping for Approval Flow Settings screen, run the /OPT/SPRO
transaction and navigate to Vendor Invoice Management > Invoice Approval
Configuration > Approval Workflow > Setup Approval Chain > Mapping for
Approval Flow Settings.
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13.9. Configuring Level Based Approval Features
6. To map your customized AFS ID to the wanted VIM Document Type, add the
AFS ID in the mapping configuration.
For more information, see Maintaining the Approval Flow Settings Mapping
on page 329.
7. To determine the user that gets assigned the approval work item, configure the
COA, Approval Category column. For more information, see Approval
Category on page 60.
If an invoice can be sent to multiple approvers, the found approvers are displayed as
a list on the approval confirmation screen. This is possible only when transitioning
to the next level. Therefore only the last approver (or coder) in each level is shown
the list with multiple approvers.
Note: The approvers cannot be overridden in this case, unlike in the case of
sequential approval.
At the Approval level, you can forward an invoice only to an approver that can
approve at least all the line items assigned to the current approver, according to the
COA settings.
If an invoice is rejected at the Approval level, all other parallel work items are
cancelled. The invoice is routed according to the AFS settings, for example One Step
Back. For details, see Rejection Processing on page 328.
In case of the option One Step Back, the invoice returns to the previous approval
level.
VIM Analytics In the workflow view of the VIM Analytics report, the invoices that are currently
sent to multiple parallel approvers are marked with an X in the column MultiAgent.
In this case, clicking on the entry in the Current Role cell displays all current
approvers in a dialog box. Similarly, in the Unified Dashboard approval log dialog
box, the text Multiple approvers exist is displayed instead of the approver name.
A button to display the approvers list is placed next to this text.
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An invoice gets approved at levels 1 (requester) and 2 (approver), and then gets
rejected at the approver level 3, going back to the requester level.
VIM 7.0 SP2 introduces the approval buffer. If the approval buffer is active and the
line items have not been changed, the following approval at requester level leads to
the invoice being sent to the approver at level 3, bypassing level 2.
You can enable the approval buffer for individual AFS IDs. For more information,
see Configuring Approval Flow Settings on page 323.
Conditions With the approval buffer enabled, approval of a specific line item is skipped in the
level if the following conditions apply:
The line item data was not changed.
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Final approval The final approval is not considered. Final approval steps must be repeated.
Approval flow The approval buffer functionality is implemented only for approver levels (2 and
higher). Both sequential and parallel line-based approval flows are supported.
Header-based approval flow is not supported.
Line item All accounting information fields are considered when comparing line items against
information their earlier state.
Substitution When using substitution during the approval, some line items might be approved
not by their originally assigned approvers but by their substitutes. The check,
whether the last approver of the line item is still allowed to approve it, is done with
the actual approver, that means with the substitute.
Logging The approval steps simulated through the approval buffer are shown in the
extended approval log for the last dialog approval step that is executed. In the
extended approval log, the name of the approver who approved the lines earlier are
shown for simulated steps. The simulated steps are not shown in the standard
approval log.
You can enable the skipping logic for individual AFS IDs. For more information, see
Configuring Approval Flow Settings on page 323.
The following diagram illustrates how skipping of COA levels works. In the
example, there are no approvers maintained in the COA at level 2, but there are
approvers maintained at level 3. The invoice skips level 2 and is directly sent to the
approver at level 3.
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Restrictions The functionality of skipping the COA levels is implemented only for approver
levels (2 and higher). Both sequential and parallel line-based approval flows are
supported. Header-based approval flow is not supported.
Logging The approval steps simulated by skipping the COA levels are shown in the extended
approval log for the last dialog approval step that is executed. In the extended
approval log, no approver is shown for simulated steps. The simulated steps are not
shown in the standard approval log.
1. Run the SM30 transaction to maintain table /PTGWFI/Z_CONST, and locate the
record with Product Code IAP and Constant NPO_INV_CLASS. Enter Constant
Value /ORS/NON_PO_INVOICE_NEW.
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7. Test /ORS/COMPANY_CODE.
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13.10. Coding Validation
1. If you want to modify the validation code for Company_Code, create your object
and implement it:
Run the SM30 transaction and change the BAdI name from Company_Code to
ZCompany_Code (for example).
2. Click the BADI Implement button and create a new BAdI, called
Z_COMPANY_CODE (for example).
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5. In Defined filters, select ZCOMPANY_CODE from the drop down list and save.
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8. Test Z_COMPANY_CODE.
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13.10. Coding Validation
Field
BAdI
G/L Account
/ORS/CL_IM_GL_ACCOUNT
Internal Order
/ORS/CL_IM_INTERNAL_ORDER
Item Text
/ORS/CL_IM_ITEM_TEXT
Material
/ORS/CL_IM_MATERIAL
Plant
/ORS/CL_IM_PLANT
Profit center
/ORS/CL_IM_PROFIT_CENTER
Tax Code
/ORS/CL_IM_TAX_CODE
Trading Partner
/ORS/CL_IM_TRADING_PARTNER
Unit
/ORS/CL_IM_UNIT
Valuation Type
/ORS/CL_IM_VALUATION_TYPE
WBS Element
/ORS/CL_IM_WBS_ELEMENT
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CHECK_SP:ERROR
If special handling is empty, the system issues an error message.
CHECK_SP:WARNING
If special handling is empty, the system issues a warning message.
ERROR
The system issues an error message.
WARNING
The system issues a warning message.
In some cases the coding is not completed but the information is entered in the
special handling instruction section. In these cases, the invoice can go through
the approval process nevertheless.
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13.11. Configuring the Profitability Segment Feature
2. In the Maintain Profitability Segment Fields screen, enter the Company Code
and click Get Fields.
3. To activate the profitability segment functionality for the given Company Code,
perform the following settings:
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Limitations
The Profitability Segment feature does not support PO documents.
The DP indexing screen does not support entering Profitability Segment
information.
Users can enter Profitability Segment information for Non PO documents in the
approval screen only.
EXIT_ADD_FIELDS
While displaying the fields in the portal: can add or delete extra fields to or from
the existing list of fields based on any conditions
EXIT_BDC_BG
If any issue occurs during posting the data in the background mode with the
profitability segment data, the user can modify the profitability segment data
according to their needs.
EXIT_DATA_CHG
Introduced with VIM 7.0 SP3: Can overwrite the data of the profitability
segment before displaying the pop up
EXIT_DEL_VALID
Can add custom validations for portal before deleting profitability segment data
EXIT_READ_VALID
Can add custom validations for portal before displaying the pop up
EXIT_STOR_VALID
Can add custom validations for portal before saving the profitability segment
data
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3. In the Function Module column, enter the custom function modules and save.
For details about the function modules, see the following interface description.
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13.12. Logging and Monitoring in Invoice Approval
Each step in the approval flow leaves log records, which can be viewed later, for
example for audit purposes. Basic information, for example who approved or
rejected an invoice and when, is being logged for all types of approval flows (simple
and level based).
VIM 7.0 SP2 introduced advanced logging for level based approvals, allowing you to
see the accounting data at each step. This can help in reconstructing the accounting
data change history and explaining why the invoice was sent to a particular
approver and was (or was not) approved.
The advanced logging is available from the display of basic logging, for the steps or
actions that can affect the approval flow. The changes of accounting data, approvals
and rejections are recorded; entering the comments is not. For more information, see
Using the Extended Approval Log on page 382.
Basic log The basic approval log can be shown from the following locations:
locations
VIM Workplace, new DP dashboard, and new DP document display: History
pane, Approval History
Approval dashboard:
SAP GUI, at the bottom of the screen
Approval Portal, Invoice History
Unified Dashboard, a dialog box will open when you click the View button for
the Invoice Approvals exception reason.
For document types using the old DP dashboard: DP process log. For approval
steps, the glasses icon is shown. This includes DP dashboard (for active
workitems), and DP document display (for example from VIM Analytics).
Extended log The extended log can be shown only in SAP GUI screens, wherever basic log is
locations shown. An additional column Display item details shows the Display item details
button for steps where the extended log is available.
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To display the Invoice Processed By <Username> table, enter the Approver and
optional additional search criteria, and click in the application toolbar.
The columns displayed in the result list are retrieved from the fields that are
maintained in the user preferences for the corresponding user. See User Details
View on page 55. The invoice list fields are reused.
In the following example, three invoice lines were approved by the user at level 1
(requester level).
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13.13. Enhancing Invoice Approval Using Extensions
If implementing the optional Approval Portal, the Approval Portal uses the
following infrastructure for displaying the images from the web browser during the
IAP process.
1. Clicking the View Invoice Image link in the Approval Portal will call SAP ERP
with the following function module:
FUNCTION /ORS/000007_IMAGE_DISP_URL or /ORS/000007_IMAGE_DISP_JPEG
2. This function module will in turn call a configurable function module that is
defined in the OpenText /PTGWFI/Z_CONST table, Product Code IAP. The
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constant for Image Display JPEG is IMAGE_DIS_JPG_FM. The constant for Image
Display URL is IMAGE_DIS_URL_FM.
4. The output of the function module is a table of URLs if using URL (in most cases
there will be only one URL that is returned) or the binary data if using JPEG. The
Approval Portal will open a browser window.
5. The OpenText delivered base function module for opening the browser window
is the following:
FUNCTION /ORS/000007_TMP_IMAGE_DISP_URL
and /ORS/000007_TMP_IMAGE_DISP_JPEG
6. In the OpenText delivered base function module, the standard SAP function
module ARCHIVELINK_URL_GENERATE is called with the appropriate information
(Archive ID and Archive_Document_ID).
7. If the archiving system is setup as an http Content Server, the standard SAP
function module will generate the appropriate URL which can be used to
display the image in a browser window.
Example: By modifying/extending the method NEXT, you can implement your own logic to
determine the approvers in the approval process.
With the new level based approval flow, you can configure the class on document
type level in Approval Flow Settings (AFS); see Configuring Approval Flow
Settings on page 323.
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Constant Value
Maintain the custom approval class. This class should conform to the /
ORS/APPROVER class (sub type).
2. Define the custom invoice class (exit), using the following parameter:
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Constant Value
Define the custom invoice class. This class must be a subtype of /
ORS/NON_PO_INVOICE.
You can use this class to extend the following methods:
VALIDATEACCTDATA
Validates the accounting data of invoices.
PROCESS_RETURN_MSG
Formats the return message from SAP ERP to something meaningful
that can be displayed on the web.
GET_NO_CODING_MSG
Returns a message if there is no coding information on the invoice.
CHECK_COBL
Is used to validate the coding block data on the invoice.
CONVERT_STD_FIELD
Converts the value of a field from input format to output format.
GET_FIELD_STATUS_GRP
Sets the display parameters (Optional, Required, Hidden) for invoice
fields while coding.
3. Define the custom invoice class (exit), using the following parameter:
Constant Value
Define the custom invoice class. This class must be a subtype of /
ORS/PO_INVOICE_NEW.
You can use this class to extend the following methods:
VALIDATEACCTDATA
Validates the accounting data of invoices.
CONVERT_TO_RSEG_FORMAT
Converts the value of a field from input format to output format.
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With the new level based approval flow, you can configure the class on document
type level in Approval Flow Settings (AFS); see Configuring Approval Flow
Settings on page 323.
Constant Value
You can use this custom class to modify or extend the standard usermap
functionality. Methods of class /OPT/CL_IAP_USERMAP_BL can be extended.
2. Locate the record with Product Code IAP and Constant BULK_VALIDATE_EXIT.
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The baseline function module calls your function module if it is configured and
ignores the validations provided in baseline.
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Chapter 14
VIM Analytics
VIM Analytics (VAN) gives users a clear data report on their documents with
exceptions as well as the invoice exception workflows. VAN also includes the report
on the Document Processing documents and workflow. VAN allows you to track the
documents routed through SAP workflows by VIM. VAN presents the data report
results in the SAP List Viewer (ALV).
You can use VAN to check the current document status and exception reason of a
particular invoice in the Document View. You can also check the current workflow
status, current agent and exception reason of a particular invoice in the Workflow
View.
One of the significant features in VAN is the plug-in infrastructure that allows you
to extend the report without copying the report into a new report. VAN contains an
infrastructure to plug in various customer specific logics into the following areas:
Selection screen
It is possible to add a subscreen with additional selection fields.
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Restriction
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14.1. Adding User Items in the Selection Screen
Adding a user item to the selection screen comprises the following steps:
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3. Delete statements
select-options: po_num for /opt/vim_hd_po-po_doc_num
and
select-options: ref_num for /opt/vim_hd_po-REF_DOC_NUM.
3. Enter the name of the user program created in Creating a User Program with
Selection Screen on page 392 (Z_SEL_SCREEN_PROG in our example) and the
subscreen number into ZVALUE in format Z_SEL_SCREEN_PROG;8900.
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14.1. Adding User Items in the Selection Screen
In this step, you create a subclass with a redefined method. The method will get all
values that the user enters in the defined selection fields. The custom logic
implemented in the redefined method will filter the output list based on the values
of the new selection fields.
For more details about the subclass, see Adding or Changing Document View and
Workflow View Fields on page 394.
**************************************************
* Template of customer EXTENSION PROCESSING
**************************************************
**************************************************
* DATA
**************************************************
data: Ti_seltab TYPE RSTI_T_PAR.
**************************************************
* PROCESS
**************************************************
* GET SELECTION SCREEN FROM USER EXTENSION
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To do so, you can use the standard SAP function Change layout in the ALV grid
control. Click the right portion ( ) of the Select layout button ( ) to open the
layout context menu. For detailed information about the layout features, see the SAP
Help: http://help.sap.com/erp2005_ehp_06/helpdata/EN/8d/
e994374c9cd355e10000009b38f8cf/frameset.htm
The following screen shows where the fields (columns) can be added.
Adding or changing document view and workflow view fields comprises the
following steps:
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14.3. Adding or Changing Document View and Workflow View Fields
2. Find appending structure name using Goto > Append Structure (OpenText
default: ZAVIM_DISPLAY_STRUCTURE).
3. Click the Continue button, the appending structure will be displayed on the
screen. If this structure has not been created, add all information to activate it.
4. Add the customer fields you want to add into the structure fields and give
related data elements. The data element will give the field label, for example the
column heading. You have to create data elements for the fields with labels you
want to show in the views.
2. In the Class Builder screen, click the Properties tab to go to the property sub
screen.
3. Use path Edit > Create subclass, in the first popup screen, enter your subclass
name (Z* or Y*) into the Class field.
Click the Save button.
The Class Builder screen for your subclass is displayed. You can redefine
method USER_PROCESS here.
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1. Run the SE24 transaction to edit the subclass created in Creating a Subclass
for /OPT/VIM_RPT_CALL_USER_EXTEN on page 395.
2. Click the Methods tab to access the method subscreen.
4. Click the Redefine button (next to the Find Next button) in the table control
toolbar.
5. In the Method editor screen for USER_PROCESS, add value to the new field
created in Adding Fields to /OPT/VIM_DISPLAY_STRUCTURE on page 395
or change value in standard fields. You can refer to the following example:
method USER_PROCESS.
endmethod.
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14.4. Adding a Function Button to the ALV Toolbar
3. Enter the name of the subclass created in Creating a Subclass for /OPT/
VIM_RPT_CALL_USER_EXTEN on page 395 into the ZVALUE field of this
record.
Adding a function button to the ALV toolbar comprises the following steps:
Adding a Function to Table /OPT/VIM_FCODE on page 398
Creating the Processing Function Module on page 398
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Name
Enter the name of the function code.
Quickinfo
Enter quick reference text.
Icon name
Enter icon name.
FM name
Enter processing function module.
Important
Keep all interface unchanged. Any change will cause a system dump.
3. Add your own logic codes in the new function module. The available data from
user selected line is:
COMPANY_CODE
DOC_NUM
FISCAL_YEAR
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Chapter 15
15.1 Introduction
Within companies, the processing of invoices varies according to legal or specific
company-based settings. VIM supports flexible processing by defining individual
invoice characteristics.
With respect to invoice processing, there are various business and regulatory rules
that need to be applied. These rules differ from region to region. VIM provides a
flexible infrastructure for implementing these rules. This empowers customers to
fine tune these rules to be in line with their interpretation of legal rules and for
optimizing their business processes.
Tax related
Specific pieces of information relating to Value Added Tax (VAT) and other
taxation rules that need to be followed. SAP ERP implements the various tax
rules in the standard software and has a flexible infrastructure to link with tax
software like Vortex and Taxware. VIM by itself does not duplicate any of these
pieces of functionality. VIM provides a way to implement certain metadata-
based business rules that can be implemented before the invoice data is entered
in to the SAP ERP transactions.
Core infrastructure
Infrastructure that supports the ability to model and realize different business
process flows depending on the characteristic specific rules.
Baseline content
Out-of-box content that includes common implementation of business rules
specific to the various regions. VIM provides a baseline that is based on country
as a characteristic. However, you can customize this if required.
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You can use a document type to combine all global settings to process an invoice
within a company. Therefore a document type is a global invoice processing
template. You can configure detailed settings according to specific invoice attributes
within invoice characteristic settings. You can also maintain settings in different
determination procedures, for example approval determination or additional cost
determination.
Obsolete The document types have an attribute to configure a country code. The country
setting code provides a mechanism for an implementer to configure country-specific
processes. This is obsolete with VIM 7.0 because the country-specific settings have
been replaced by the characteristic-specific settings, which are specified by the
document type determination.
If you still use a fixed country in the document type, and the characteristic is also
configured, the country of the document type is used for the characteristic
processing. Therefore no other characteristic like the country is allowed.
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Domestic
Invoices raised by vendors in the same country.
Intra-Community
Invoices raised by vendors in the European Union (EU) to companies in the EU.
Applicable only to EU countries.
Triangulation
Invoices raised by vendors in the EU to companies in the EU for a delivery of
goods or services originating in another EU country. In this case, both the
vendor and the company are in different EU countries. Applicable only to EU
countries.
Import
Invoice raised by vendors outside the companys country.
Domestic Material
Invoices raised by vendors in India where the Purchase Order is a Material PO.
Applicable only to India.
Domestic Service
Invoices raised by vendors in India where the Purchase Order is a Service PO.
Applicable only to India.
Import Material
Invoices raised by vendors outside India where the Purchase Order is a
Standard PO. Applicable only to India.
Import Service
Invoices raised by vendors outside India where the Purchase Order is a Service
PO. Applicable only to India.
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Non VAT
Invoices without VAT amount. Applicable only to China.
VAT Common
Invoices with VAT provided but the VAT amount is not deductible. Applicable
only to China.
VAT Special
Invoices with VAT provided and the VAT amount is deductible. Applicable
only to China.
These global templates cover the basic configuration, and in combination with the
country-specific invoice characteristic enable global companies to process invoices.
The PO automated document type enables you to process invoices very quickly and
to post documents directly in background with relevant information delivered from
SAP ERP. This is based on the concept that document types should be used to enable
automated processes within VIM according to a specific invoice template.
An automation process requires detailed analysis within the project. Therefore, the
automated document type is an example of how to integrate an automated scenario.
Within the company, this depends on several factors.
For example, automation can be possible only for specific vendors within a company
code, where not all country-specific rules are necessary to be triggered. Also,
relevant information can be derived from the purchase order, when a well-defined
PO process exists within the company.
The PO_AUTO document type is not activated. You must copy and adjust it
according to your business needs.
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The following table lists the document types that are delivered as a part of VIM
baseline version.
Each document type has a defined set of business rules. These business rules
determine the DP Exception to be raised in case of missing or invalid data on the DP
indexing screen.
The DP indexing screen is different for each document type. Based on the document
type, the respective Indexing screen is displayed. The screen configuration for each
document type is a part of the document type configuration.
Besides the global configuration of the document types, the detailed characteristic
configuration provides, in the baseline delivery, settings for all countries. Specific
countries and a global country template are delivered to support all requirements
from the process point of view.
Besides the global document type, the invoice characteristic is determined and
defined in the determination engine. Within the baseline, VIM delivers the country
for characteristic. This section describes how to define an own invoice characteristic
and how to use the determination based on the invoice characteristic.
Note: You must only change the settings in this section, if you want to enhance
the baseline implementation by using an own characteristic.
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You can change the sequence of the procedures, and you can introduce
additional procedures. Because the procedures are performed in alphabetical
order according to their procedure name, you must insert new procedures in
their correct position. The maintained procedures are checked from top to
bottom, and the first matching document type will be chosen.
2. To specify the matching criteria, mark a procedure and double-click Step
Details.
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5. Characteristic customizing
To maintain the characteristic settings, double-click Characteristics Field.
Field Name
Specify the characteristic field. Each characteristic setting depends on that
field. In the baseline, LAND1 is delivered to replicate countries for all
characteristics. If this value changes, all characteristic settings have to be
checked and changed.
Exit FM
Enter a function module to determine the specified characteristic. In the
baseline, the country is read from the delivered company code.
Note: You must only change the settings in this section if you want to enhance
the baseline implementation.
You can use category groups to restrict the number of invoice categories per
characteristic. Category groups are a bundle of different categories.
When defining the business rules for a particular characteristic, you can configure
them by category group. You can define a business rule for all the categories in that
group in one line of configuration.
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For a list of invoice categories that are supported for VIM, see Invoice Categories
on page 401.
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Prerequisites
Invoice categories must be maintained. For more information, see Maintaining
Invoice Categories on page 406.
Invoice category groups must be maintained. For more information, see
Maintaining Invoice Category Groups on page 407.
2. Maintain the invoice categories for each invoice category group. One invoice
category can be assigned to multiple category groups.
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Prerequisites
Invoice category groups must be maintained. For more information, see
Mapping of Invoice Categories to Groups on page 408.
2. Map your invoice category groups to the characteristics that are supported in
your system.
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1. To configure or to see what is configured for the baseline version for the
characteristic specific settings for document types, run the /N/OPT/SPRO
transaction to access OpenText Configuration and navigate to Vendor Invoice
Management > Document Processing Configuration > Document Type
Configuration > Characteristic Specific Document Type Configuration.
2. In the Characteristic Specific Attributes Overview screen, double-click a
characteristic to display the Characteristic Specific Attributes Details screen,
which allows you to modify the characteristic-specific attributes like posting
date or currency conversion date.
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Posting date
This attribute determines the date to be used as the Posting date when
creating a SAP Invoice Document from a DP document. This configuration
will be applicable to all the invoices posted to SAP ERP for the
characteristic.
Select one of the following values:
Scan Date
Manual Entry
Conversion Date
This attribute determines the date to be used while converting the invoice
amount from foreign currency to company code or local currency.
Select one of the following values:
Posting Date
Simplified Inv FM
You can write your own function module to determine if an invoice can be
classified as a Simple Invoice. Add the name of the function module in this
field. Copy the interface of the /OPT/VIM_CHECK_SIMPLE_INVOICE standard
function module to create a custom function module.
The following check boxes are indicators for credit memo check:
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CM Data Validate
Select this check box to determine that the credit memo reference number
and the credit memo reference date must match the existing invoice in the
SAP ERP system.
Trg.sp.G/L ind.
This attribute sets the target special G/L indicator when creating an SAP
Down Payment Request from a DP document. This configuration is only
applicable to Down Payment Requests posted to SAP ERP for the
characteristic.
Det. Baseline Date
This attribute determines the date to be used as the baseline date for due
date calculation when creating an SAP Invoice Document or an SAP Down
Payment Request from a DP document. This configuration is applicable to
all documents posted to SAP ERP for the characteristic.
Select one of the following values from the list:
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Custom tab With VIM 7.0 SP2, the logic to configure a new subscreen within the country /
characteristic specific configuration in the new indexing screen has been removed.
There are other ways to configure this using the new indexing screen. VIM 7.0 SP2
introduces this additional custom tab option. Using character specific screen
configuration, all the fields can be configured and moved to one tab.
For upgrades, you must configure these screens according to the characteristic base.
This also is supported with the old indexing screen. However, OpenText always
recommends using the new flexible indexing screen, which you can customize in a
more sophisticated way.
As a part of the baseline version, each document type has a different screen attached
with it. Screen configuration is a part of the document type configuration. Based on
the business requirements for each characteristic, respective header and item screens
are attached to the document type.
The baseline document types contain a standard subset of screen fields. These
settings are specified in more detail for each characteristic. For example, the ISR
field for Switzerland is only specified for baseline characteristic CH.
Globally, you configure fields for one document type. For more information, see
Configuring the Index Header on page 147. For country level, you configure the
fields on characteristic level, as described in detail in To configure characteristic
specific screen fields: on page 413.
The indexing screen displayed is generated at runtime, based on the document type
and characteristic being processed.
1. To configure or to see what is configured for the baseline version for the screen
fields, run the /N/OPT/SPRO transaction to access OpenText Configuration and
navigate to Vendor Invoice Management > Document Processing
Configuration > Document Type Configuration > Characteristic Specific
Document Type Configuration.
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The screenshot displays the various attributes that can be modified for a screen
field. The configuration also allows you to configure screens per role or per
invoice type.
3. Input
Select this option to show the field as an input field.
Required
Select this option to make the field mandatory at runtime.
Display Only
Select this option to only display the field.
Hide
Select this option to hide the field on the screen.
4. To configure the attributes for the item screen, double-click Index Item
Configuration in the Dialog Structure.
The attributes are the same as for the index header.
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2. Configure the process types for the characteristic, using the following
parameters:
Process Type
Process type number.
Description
Description of the process type.
InvoiceTyp
Select the invoice type that is applicable to the process type in this country.
The following values are available:
All invoices
PO based invoices
Not applicable
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Ignore Sim
Select this check box to specify that the process type will be ignored for
Simple Invoices.
Cat. Group
Select the invoice category group to which the process type is applicable.
For information about categories, see Invoice Categories on page 401.
You can configure a process type that is used globally in document types to be
processed on characteristic base. Therefore, follow the description in Defining the
Process Type on page 192. In the Process Type Definition Details screen, select the
Characteristic Check check box.
15.4 Z Constants
For some characteristic-specific configurations, you need to maintain Z constants. To
access Z constants, run the SM30 transaction with the /PTGWFI/Z_CONST table.
AFTCS_PROCESS_TYPES
Usage
This Z constant defines the process types that are relevant for the Anti Forge Tax
Control System (AFTCS) file upload/download program. The /
OPT/VR_AFTCS_FILE program only downloads the data of those invoices that
are in process types defined in this Z constant.
You can maintain multiple process types (as in baseline) with each process type
separated by a comma.
Product code
005
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Baseline
141, 241
DETERMINE_INV_CAT
Usage
VIM baseline provides several invoice categories. You can also create your own
invoice categories. However, the system will not determine the custom invoice
category. You must write your own function module to determine the custom
invoice category. You must define this custom function module in this Z
constant.
Product code
005
Baseline implementation
/OPT/VIM_TEMPLATE_DET_INV_CAT
Before tax code derivation, the system validates whether the supplied tax rate fields
are applicable for the region. Therefore, it uses the Invalid Sales Tax for the
Region business rule. However, to move past the Invalid Sales Tax for the
Region business rule check, the system must know the ship-to-region for the
incoming vendor invoice. The external system (for example OCR or IDOC) might
not supply a ship-to-region. The region can be derived automatically, based on
certain settings. For more information, see Determining the Ship-to Region
on page 418.
When the ship-to-region is known and the Invalid Sales Tax for The Region
business exception does not occur, the system proceeds further to determine the tax
code, based on the multiple tax rate fields supplied. For more information, see
Determining the Tax Code on page 421.
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Company Code
The system will determine the region from the address maintained in the
company code address for the range of vendors and company codes.
You do not have to maintain an entry in the Region and Custom FM fields.
Fixed Value
You must maintain the region explicitly in the Region field.
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Custom Function
You can define a custom logic to find the region by defining the Z function
module explicitly in the Custom FM field.
The following is an example interface of the custom function:
FUNCTION ZXXXXXXXXXXX
*"------------------------------------------------------------
*"*"Local Interface:
*" EXPORTING
*" REFERENCE(REGION) TYPE REGIO
*" TABLES
*" INDEX_ITEM STRUCTURE /OPT/VIM_1ITEM OPTIONAL
*" CHANGING
*" REFERENCE(INDEX_DATA) TYPE /OPT/VIM_1HEAD OPTIONAL
*"------------------------------------------------------------
ICC If ICC is used as OCR, ICC does not explicitly supply the ship-to region. In this case,
VIM uses the Company Code/PO (based on the selected configuration option) to
derive the ship-to region. There might be cases where you cannot use a Company
Code/PO to derive the ship-to region. In these cases, you must use custom functions
or manual entries, for example, if one of the following cases applies:
The Company Code address cannot be treated as the ship-to address. In this case,
do not use the Company Code option to derive the ship-to region. Use the custom
function option.
A PO or a combination of multiple POs has any line items with varying ship-to
regions for various PO line items (based on different receiving plants at PO line
item level). In this case, do not use the PO as an option to derive the ship-to
region. Use the custom function option.
Without the ship-to region determined automatically or supplied, new business
rules for validation of tax rate fields/tax code determination fail on VIM side.
Manual user input is needed.
ICC does not supply taxes at line item level. ICC should supply taxes only at
header level. The same tax rate at the header is applicable for each line item if no
lines are supplied with a tax rate. Different line items in the vendor invoice might
have different tax rates. For example, if a combination of free goods line (tax-free)
and lines with a tax rate exists in the vendor invoice, use the custom function
option.
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The tax rate fields supplied in the incoming invoice do not match with the
allowed fields maintained.
The ship-to region is empty. The ship-to region must be determined to
proceed.
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Note: Enter * in the Vendor From field if it is applicable for all vendors.
Avoid an overlap of key fields. All fields in the screenshot are key fields,
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except the Tax Code field. If key fields overlap, the system will pick the tax
code corresponding to the first match.
Note: The Find Text for Field at Header and Line Item Level table with its
entries is provided by default. Therefore, you do not have to maintain or
change anything, unless some exceptional cases occur.
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TAXRATE_1: Maintain GST, if this field is supposed to store the GST tax
rate.
TAXRATE_2
TAXRATE_3
TAXRATE_4
The following fields at line level should be maintained for the tax line keyword:
TAXRATE1_1
TAXRATE2_2
TAXRATE3_3
TAXRATE4_4
Labels - Besides maintaining keywords, the Find Text for Field at Header and
Line Item Level table is used for maintaining labels for tax rate fields and tax
amount fields at line item level.
For the line item level, the following fields should be maintained for texts:
TAXAMT_1
TAXAMT_2
TAXAMT_3
TAXAMT_4
TAXRATE1_1
TAXRATE2_2
TAXRATE3_3
TAXRATE4_4
*FUNCTION ZXXXXXXXXX
*" TABLES
*" INDEX_ITEM STRUCTURE /OPT/VIM_1ITEM
*" CHANGING
*" REFERENCE(INDEX_DATA) TYPE /OPT/VIM_1HEAD OPTIONAL
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Chapter 16
ICC Integration
The OCR solution OpenText Invoice Capture Center (ICC) can be integrated into
VIM. ICC automates the capture of paper invoices by using OCR to extract the
invoice data. ICC uses SAP ERP as backend to store and retrieve invoice image
information through the ICC Dispatcher.
You also can distribute these tasks accordingly between different involved
components. To understand the services of the ICC Dispatcher, see Figure 16-1
on page 426 and the description of steps 7, 8, 12, 13.
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Note: You can use any scan client and content repository that are certified by
SAP; for example OpenText Imaging Enterprise Scan and OpenText Archive
Server.
1. SAP ERP calls the scan client through the Early Archiving scenario, using the
OAWD transaction.
2. The scan client deposits the image of the paper invoice to the content repository.
The OAWD transaction creates a DP document in SAP ERP using function
module /OPT/VIM_IF_NEW_DOC_INSERT.
This function module inserts an entry to tables /OPT/VIM_1HEAD and /
OPT/VIM_HD_DP with the new DP document number, archive date and time,
document ID, archive document type, and content repository ID.
3. The ICC Extraction engine calls the API (B) via a scheduled batch job /
OPT/VIM_IF_GET_NEW_DOC_LIST on ICC side 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 the ICC Extraction engine.
Updates the DP document status to Sent to OCR.
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4. The ICC Extraction engine picks the documents from Step 3 and imports the
corresponding images from the content repository.
5. The Export module of the ICC Extraction engine calls the API (D) /
OPT/VIM_IF_OCR_DATA_UPDATE_N with call point EX:
Updates the status and OCR data appropriately. This API exports the data to
SAP ERP after completion of the extraction phase. Table /OPT/VIM_1EXT_H
will be updated with extracted data.
Updates the DP Document status with Extraction Completed.
6. The ICC Extraction engine sends the detailed results XML file of the exported
data to the content repository using the URL retrieved from SAP ERP in Step 3.
The XML file is used by the ICC Validation engine.
Results for each data exported to SAP ERP are stored in an XML file and
archived back to the content repository.
9. The ICC Validation engine calls the API (G) /OPT/VIM_IF _GET_VAL_DOC_LIST
and gets a list of documents for validation:
10. The ICC Validation engine picks documents (both image and XML) from the
content repository for each validation document, using the URL retrieved from
SAP ERP at Step 9.
11. The ICC Validation engine calls the API (I) /OPT/VIM_IF_OCR_DATA_UPDATE_N
with call point VA:
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Updates the status and OCR data appropriately. This API exports the data to
SAP ERP after completion of the validation phase. Table /OPT/VIM_1EXT_H
is updated with validation data.
Updates the DP Document status with Validation Completed.
12. A periodic job (program /OPT/VIM_STATUS_VALD) runs on SAP ERP side, picks
up DP items with status Sent for validation, and after elapsed time sets the
status to Ready for Validation.
The maximum allowed time for Validation can be maintained in table /
OPT/VIM_RETRY using the SM30 transaction. Table /OPT/VIM_RETRY contains an
entry with call point VA for validation.
13. A periodic job (program /OPT/VIM_DP_TRIGGER) runs on SAP ERP side, picks
up DP items with status Validation Completed, and starts the DP workflow.
You can maintain the maximum allowed time limits for Extraction and Validation,
using table /OPT/VIM_RETRY.
1. Run the SM30 transaction, enter the table name /OPT/VIM_RETRY and click the
Maintain button.
Alternatively, run the /N/OPT/SPRO transaction and navigate to the menu path
Vendor Invoice Management > Document Processing Configuration >
General Configuration > Incoming Document Processing > ICC
Configuration > Maintain Retry count and Time Limit for OCR Extraction &
Validation.
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2. Maintain the Time limit (in seconds) and the maximum allowed number of
retries until the document status is set to Maximum number of retries reached.
OpenText recommends the following parameter values:
Extraction
Number of Retry
3
Time limit
7200
Validation
Number of Retry
3
Time limit
3600
The extraction time limit of 2 hours is based on the fact, that the URLs to access
the archive are only valid for 2 hours, if a signed archive is used. If you have an
archive that is not signed, you can even use a longer value. The validation time
limit of 1 hour has no special reason. It is just to give the user enough time to
complete the validation.
The number of retries should not be too low, because sporadic errors may occur,
but it should not be too high, so that it does not take too much time, until a real
problem with a document is detected.
Note: If the retry limit is reached, and you want to reset the document to
be processed again, you must reset the retry counters manually.
3. Click to save your settings.
The framework bases on the customizing values defined for the archive document
type associated with the DP document created by ICC. The framework determines
whether validation is required for the incoming invoice or not. If required, the
framework determines whether the validation must always be executed or only
when one of the customized fields is missing in the invoice. The framework also
determines who is supposed to validate the incoming invoice.
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Validate Grp
Validation Group, short form of Validation Determination ID
Check Type
Enter the validation check type. Select one of the following values:
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Validate Never
Select this option to determine that the DP document will not be sent for
validation and continues with the workflow.
Validate Always
Select this option to determine that all DP documents that are assigned to
this Validation group will be sent to the Validation client for validation.
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Alternatively, run the /N/OPT/SPRO transaction and navigate to the menu path
Vendor Invoice Management > Document Processing Configuration >
General Configuration > Incoming Document Processing > ICC
Configuration > Validation Determination Procedure (OCR) > Link Archive
Document Type to Validation Group.
2. Link the Document type to the Validation Determination ID, represented by the
Validate Grp.
1. Run the /N/OPT/SPRO transaction and navigate to the menu path Vendor
Invoice Management > Document Processing Configuration > General
Configuration > Incoming Document Processing > ICC Configuration >
Advanced Configuration.
Product Code 005 determines Document Processing.
Value is the default value or expected value in the process.
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Constant Meaning
CUSTOM_ICC_PO_DOWNLD Customer function module to perform the PO
download.
The signature is the same as standard function
module /OPT/DOWNLOAD_PURCHASE_DATA
Using this user exit, a customer specific function can
be performed to load the items from the staging tables
to the ICC.
CUSTOM_ICC_EX_SORT Customer function module to sort the ICC extraction
CUSTOM_ICC_VA_SORT queue
Customer function module to sort the ICC validation
queue
Using this user exit, a customer specific sort can be
performed before the documents are selected for
extraction or validation. The function should return a
table and not only one entry, because the first entry
might be locked by a parallel function.
DP_DOC_TYPE Default DP document type
DP_EX_VA_CANCEL OCR Extraction/Validation is Cancel
DP_EX_VA_ERROR OCR Extraction/Validation is Error
DP_EX_VA_REJECT OCR Extraction/Validation is Reject
DP_EX_VA_SUCCESS OCR Extraction/Validation is Success
DP_SYNC_PROC Process Code to control parallel DP Trigger Process
DP_SYNC_REFRESH_TAB Refresh DP Sync Table
ICC_AR_DELAY Delay before sending document to extraction, format
HHMMSS, 000500 = 5 min
Use this constant if there are frequent situations, when
a document is selected for extraction, but is not yet
accessible from the archive.
URL_READ_FM Function module to read the Image/Document URL
PO_REC Maximum batch size for Purchase Order download
data
VEND_REC Maximum batch size for Vendor download data
XML_AR_DELETE_EARLY If set to X, XML documents in the archive will be
deleted as soon as possible.
Use this constant if the archive resources have to be
kept as low as possible. There is another way to get
rid of unused XML files using the ICC dispatcher
cleanup report.
XML_AR_ASSIGN_LATE If set to X, the archive document ID for XML will be
assigned via RFC from ICC.
Set the parameter value to X, if ICC 6.0 SP3 or higher
is used. Leave the parameter empty, if a lower ICC
version is used.
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Constant Meaning
XML_AR_CONTREP Content Repository for XML Document
1. Run the /N/OPT/SPRO transaction and navigate to the menu path Vendor
Invoice Management > Document Processing Configuration > General
Configuration > Incoming Document Processing > ICC Configuration >
Maintain Channel ID constants.
In VIM, each communication type has a channel; there is one record for each channel
in the /n/OPT/VIM_CHNL transaction.
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Channel ICC represents the ICC integration. To view details, double-click the
line.
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16.3. Validation Framework
The VALIDATOR node represents the assigned Validation agents for Product code
005. You can assign Validation agents to Archive Document types and to the
following Agent Types:
A
Work center
AC
Role
C
Job
O
Organizational unit
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S
Position
US
User
1. Run the /N/OPT/SPRO transaction and navigate to the menu path Vendor
Invoice Management > Document Processing Configuration > General
Configuration > Incoming Document Processing > ICC Configuration >
Maintain Validator Role.
1. Run the /N/OPT/SPRO transaction and navigate to the menu path Vendor
Invoice Management > Document Processing Configuration > General
Configuration > Incoming Document Processing > ICC Configuration >
Maintain Workflow Template Constants.
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16.4. Maintaining the Workflow Template for DP
1. Run the /N/OPT/SPRO transaction and navigate to the menu path Vendor
Invoice Management > Document Processing Configuration > General
Configuration > Incoming Document Processing > ICC Configuration >
Maintain Preprocess Exit constants.
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The engine works if the DP document type assigned to the archive document type is
one of the following:
the default document type; that means the value configured in Z-constant 005
DP_DOC_TYPE
NPO_GLOBAL if the Z-constant 005 DP_DOC_TYPE is empty or not configured
If a different DP document type is assigned to the archive document type, the engine
is skipped. In this case, the assigned DP document type is used for the DP workflow.
If you have a 1:1 relation between the DP document type and an ArchiveLink
document type, select the ArchiveLink document type defined in the SAP
ArchiveLink process, see Creating an ICC Archive Document Type on page 29. If
you do not have a fixed relation, you can leave the field empty or you can use a
dummy archive document type which is used for all DP document types without
fixed relationship. The current baseline is delivered with dummy document type /
OPT/ICC.
Up to VIM 6.0 SP3, the archive document type in table /OPT/VIM_1HEAD was derived
from the DP document type by the configuration setup using the /OPT/VIM_1CX1
transaction. This determination was changed in VIM 6.0 SP3 to the determination
that is described in this section.
However you can switch to the old determination behavior (as it was before VIM 6.0
SP3), using transaction /OPT/VIM_1CX12: For constant 005 / AR_OBJECT_FROM_DP,
enter Constant Value X.
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16.5. Document Type Determination Rules Engine
16.5.1 Methods
The rules engine consists of a sequence of procedures. Each procedure is responsible
for one DP document type. If one procedure says NEXT, the next procedure is
performed. If a procedure says TRUE, the document type of this procedure is applied
to the document. The last procedure should be responsible for the DP document
type NPO_GLOBAL. This last procedure should always return TRUE.
16.5.2 Configuration
You configure the rules engine in the OpenText Configuration (/OPT/SPRO):
Vendor Invoice Management > Document Processing Configuration > Document
Type Configuration > Maintain Document Type Determination Procedure
Configure the baseline procedures for VIM 7.0, as shown in the screenshot.
You can use the Exclusive check box to deactivate a procedure. If the check box
is not selected, the procedure will never return TRUE but always return NEXT.
You can change the sequence of the procedures, and you can introduce
additional procedures. As the procedures are executed in alphabetical order
according to their procedure name, you must insert new procedures in their
correct position. The maintained procedures will be checked top down and the
first matching document type will be chosen.
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16.5.4 Steps
The procedures consist of steps, which can be modified. You can use the following
check types:
A
Missing value of an OCR field
B
Constant value of an OCR field
C
Custom function
D
Invalid value of an OCR field (value cannot be found in a check table)
E
Characteristic value of the characteristic customizing criteria
F
PO related invoice type check
You can configure the processing relation between the different steps with the
indicators AND or OR.
The baseline document types PO_GLOBAL and NPO_GLOBAL are using the
characteristic customizing as single step procedure.
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16.6. Periodic Jobs for ICC Dispatcher
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Chapter 17
Configuring the Integrated Invoice Cockpit
The Integrated Invoice Cockpit gathers and displays all VIM exceptions for a user in
one place. This applies within a single system landscape or a multiple backend
system. Executing an exception, directly from the Integrated Invoice Cockpit, starts
the appropriate dashboard. For details about how to use the Integrated Invoice
Cockpit, see section 2.2 Accessing Workflows Through Integrated Invoice Cockpit
in OpenText Vendor Invoice Management for SAP Solutions - User Guide (VIM-UGD).
For the Integrated Invoice Cockpit, the following configuration steps are necessary:
Configuring the System Landscape Directory (SLD) for the Integrated Invoice
Cockpit on page 445
Configuring Layout Variants on page 445
Adding Custom Buttons on page 449
Configuring Authorization for Approval and Rejection on page 451
Adding Customer Workflow Tasks on page 451
Configuring Customer Specific Fields in the Detail View on page 456
Note: If you do not configure the SLD, an error message is displayed when
starting or refreshing the Integrated Invoice Cockpit.
Logical system
Exception group
Exception
The Integrated Invoice Cockpit differentiates between global layouts that apply to
all users and user-specific layouts.
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VIM baseline delivers default layout variants for all exceptions. These default layout
variants are independent of a logical system, to support any names of logical
systems on customer sites.
If you want to use baseline default layout variants as a basis, you must copy these
default layout variants to your logical system.
In a separate step, you can adjust the layout variants to your needs.
If you have adjusted layout variants to your needs on one logical system, you can
copy these custom layout variants to another logical system that is shown as a
satellite system within your current system.
If you copy adjusted layout variants from a central system to a satellite system, the
layout variants will only affect the view in the central system. If you log in directly
to the satellite system, you still see the original layout.
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3. Copy default layout variants from baseline to user-specific layouts. You can
copy layout variants for single nodes or for multiple nodes, including or
excluding subnodes.
Example 17-1, Copying the default layout variants on page 447 shows the
settings for copying the default layout variants for the group of exceptions 4
(Posted PO Invoices), including all subnodes, to the logical system
T90CLNT090.
Copy
Click Global Layouts.
Logical System
To copy default layout variants from the baseline, leave this field
empty.
Group of Exceptions
Enter 4 for the Posted PO Invoices group.
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Exception Types/Exception ID
Leave these fields empty.
Include Subnodes
Select this check box to copy all exceptions in the Posted PO
Invoices group.
Copy
Click User-specific Layouts.
Logical System
Enter T90CLNT090.
Report Options
4. In the Maintain global layout variants for IIC screen, adjust the copied layout
variants to your needs.
For this purpose, open the copied layout variants and change them, using the
button (Select Layout) in the ALV grid control.
5. Save the variants as user-specific default layout variants.
6. Provide the adjusted layout variants as global default layout variants:
Example 17-2, Copying the adjusted layout variants on page 448 shows the
settings for copying the adjusted layout variants for the group of exceptions 4
(Posted PO Invoices), including all subnodes, as global default layout variants
to the logical system T90CLNT090.
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Copy
Click User-specific Layouts.
Logical System
Enter T90CLNT090.
Group of Exceptions
Enter 4 for the Posted PO Invoices group.
Exception Type/Exception ID
Leave these fields empty.
Include Subnodes
Select this check box to copy all exceptions in the Posted PO
Invoices group.
Copy
Click Global Layouts.
Logical System
Enter T90CLNT090.
Report Options
Note: End users can change the global default layout variant to their personal
needs and save them as a user-specific default layout variant.
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OK cd
OK Code, which must be unique.
Quickinfo
Tool tip text.
Function Name
Function module to implement the actions.
Icon Name
Icon that can be added to the button.
Active
Select this check box to activate the button.
BulkAction
Select this check box to allow bulk actions for the button.
The signature of the Custom Function Module must look like the following
example:
FUNCTION Z_CUST_BTNS.
*"----------------------------------------------------------
*"*"Local Interface:
*" TABLES
*" WILIST STRUCTURE /OPT/VIIC_OUT_WILIST_ST
*" CHANGING
*" REFERENCE(LOGSYS) TYPE /OPT/VIM_SYS_LD
*"----------------------------------------------------------
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In the Bulk Approval Category column of the User Details tab, select one of the
following attributes for the user:
A-Approval
R-Reject
B-Approval and Reject
You must perform the following steps to add customer workflow tasks to the
Integrated Invoice Cockpit:
Maintaining Customer Workflow Tasks on page 452
Determining Key Fields of the Work Items on page 452
Maintaining Object Related Information on page 453
Optional: Maintaining Texts of Tree Nodes on page 455
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In the IIC: Workflow tasks view, enter all workflow tasks that you want to add to
the Integrated Invoice Cockpit.
Important
Do not change the interface as any change will cause a system dump.
2. Delete the source code of the new function module. Add your own logic to the
new function module.
For more information about importing and exporting parameters and how to
implement your own logic, see the function module documentation for /
OPT/VIM_IIC_DETERMINE_OBJ_KEY in the SAP ERP system.
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Note: For more information about how to implement your own logic, see
the function module documentation in the SAP ERP system.
DP documents
For DP documents or line items of DP documents (object type: /
OPT/V1001), you can reuse the /OPT/VIM_IIC_GET_DP_DATA function
module. If the logic of this function module is not sufficient, you must copy
the /OPT/VIM_IIC_GET_DP_DATA function module to a Z* or Y* function
module, for example Z_IIC_GET_DP_DATA.
Important
Do not change the interface as any change will cause a system
dump.
Delete the source code of the new, copied function module. Add your own
logic to the new function module.
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PO invoices
For PO invoices or line items of PO invoices (object types /OPT/B2081 and /
OPT/LIV), you can reuse the /OPT/VIM_IIC_GET_PO_INV_DATA function
module. If the logic of this function module is not sufficient, you must copy
the /OPT/VIM_IIC_GET_PO_INV_DATA function module to a Z* or Y*
function module, for example Z_IIC_GET_PO_INV_DATA.
Important
Do not change the interface as any change will cause a system
dump.
Delete the source code of the new, copied function module. Add your own
logic to the new function module.
Non PO invoices
For Non PO invoices or line items of Non PO invoices (object type /
OPT/FIPP), you can reuse the /OPT/VIM_IIC_GET_NPO_INV_DATA function
module. If the logic of this function module is not sufficient, you must copy
the /OPT/VIM_IIC_GET_NPO_INV_DATA function module to a Z* or Y*
function module, for example Z_IIC_GET_NPO_INV_DATA.
Important
Do not change the interface as any change will cause a system
dump.
Delete the source code of the new, copied function module. Add your own
logic to the new function module.
Important
Do not change the interface as any change will cause a system
dump.
Delete the source code of the new, copied function module. Add your own
logic to the new function module.
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17.5. Adding Customer Workflow Tasks
Note: You cannot change the node texts of other exception groups. Any
settings to exception groups other than Customer Processes are ignored.
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The following steps are required to add fields to the detail view:
Defining Customer-specific Fields on page 456
Updating Values of Customer-specific Fields on page 457
Note: By default, customer specific fields are not included as visible columns
in any layout variant. This means that if a layout variant is active for a tree
node, the customer fields are not visible. The end user (for user-specific layout
variants) or you as the administrator (for global layout variants) must change
their layout variants if required. Explicitly add the customer specific fields as
visible columns.
Note: The data element of the customer-specific fields gives the field label,
for example the column heading.
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Important
Do not change the interface as any change will cause a system dump.
2. Delete the source code of the new, copied function module. Add your own logic
to the new function module.
For more information about importing and exporting parameters and how to
implement the customer-specific logic, see the function module documentation
for /OPT/VIM_IIC_UPDATE_CUSTFIELDS in the SAP ERP system.
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Chapter 18
Configuring the VIM Workplace
VIM Workplace is intended as a tool for VIM super users, for example the AP
processor. However, also occasional users can work with it. VIM Workplace allows
you to display lists of your work items based on criteria that you have specified. You
also can display work items of other users and of your team as a whole.
Note: As long as you do not configure the SLD, an error message is displayed
when starting or refreshing the VIM Workplace.
You can assign a specific user profile using the /OPT/CPMC_CUST_PROF user
parameter.
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To define a profile:
Customizing Profile
Define the profile with a unique ID.
All UI-related settings are taken into account if you run the VIM Workplace for the
first time or if you decide to reset the UI layout to the general default settings. The
general default profile (DEFAULT) included within the baseline delivery assumes a
minimum screen resolution of 1600 x 900 for all UI-related settings.
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18.2. Customizing Profiles for the VIM Workplace
3. Configure the general profile settings using the parameters described in the
following sections:
Customizing Profile
Predefined customizing profile for which the settings are valid.
Discount Function
Enter the exit function module to determine the discount light indicator
behavior within the process output list of the VIM Workplace.
Default value: /OPT/C_PMC_DATA_SET_DISC_LIGHT
Exit template function: /OPT/C_PMC_EXIT_TEMPL_DISCOUNT
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Logo Name
Enter the object name of any corporate branding logo image. If you leave the
field empty, no logo image is displayed in the VIM Workplace.
Default value: /OPT/VIM_LLECMLOGOFS
Note: VIM provides the global possibility to control whether logo images
should be displayed using the DASHBOARD_NO_LOGO constant, product code
005 of the WebFlow Constant Table /PTGWFI/Z_CONST. If you want to use
this possibility, do not change the Logo Name parameter.
Application Class
Enter the application ABAP class, which contains the VIM Workplace
application logic.
Default value: /OPT/CL_C_PMC_APPLICATION
UI Class
Enter the UI controller ABAP class, which contains the VIM Workplace UI
specific logic.
Default value: /OPT/CL_C_PMC_UI_CONTROLLER
Data Class
Enter the data provider ABAP class, which contains the VIM Workplace data
load logic.
Default value: /OPT/CL_C_PMC_DATA_PROVIDER
User Class
Enter the VIM Workplace user ABAP class, which contains logic to read and
save user-specific profile settings.
Default value: /OPT/CL_C_PMC_USER
Action Class
Enter the action handler ABAP class, which contains the logic to perform actions
within the VIM Workplace.
Default value: /OPT/CL_C_PMC_ACT_HANDLER
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ALV Area
Select which UI container area of the content pane is used to initially embed the
ALV process output list.
ALV Ratio
Enter the process list size rate in percent within the content pane.
If you do not enter a value, the system automatically uses a standard value of
65%.
Plug-In Type
Enter a predefined plug-in type in order to get all mapped plug-in definitions,
which are available as buttons in the detail pane toolbar.
Plug-In ID
Enter the plug-in that is initially loaded in the detail pane.
Selection Tab
Specify the initially activated tab in the selection pane. If you do not select a
value, the system automatically activates the Inbox selection tab.
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Specify the initially activate selection pane mode. If you do not select a value,
the system automatically activates the classic selection mode.
Note: The selection pane mode is stored in the user specific table /
OPT/CT_PMC_USER every time a user leaves the VIM Workplace. This
ensures that the selection pane always remembers the last used setting.
Moreover, it avoids unnecessary additional clicks every time the VIM
Workplace is opened. The user specific setting always has priority over the
setting that is maintained in the assigned customizing profile. If you want
to restore the user specific setting to the setting of the customizing profile,
you must delete the corresponding user data in table /OPT/CT_PMC_USER.
However, this will also reset all other UI specific settings to the profile
defaults.
Tabscreen Horizontal
Enter the selection pane subscreen that is called when changing the active
selection tab (content pane position Bottom or Top).
Default value: 1001
Tabscreen Vertical
Enter the selection pane subscreen that is called when changing the active
selection tab (content pane position Left or Right).
Default value: 1002
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Maximum Hits
Enter the number of hits returned by the process output list for the current work
view and active selection tab. If you do not specify a value, the system
automatically uses a predefined maximum of 500 hits.
Include Substitution
Select this check box to achieve that the output process list also shows work
items for active or adopted substitutions in the personal inbox view, and that the
field Substitution for: contains the original work item receiver.
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Note: The output sequence of the list fields delivered by the DEFAULT baseline
customizing profile is used as a standard configuration. Each individual user
can change the configuration using the ALV layout variant functionality.
3. Configure the output list field settings using the following parameters:
Profile
Predefined customizing profile for which the output list field settings are
valid.
Sel. Tab
Selection tab for which the corresponding output list field settings are valid.
Possible values: Inbox, Pending, Completed.
Component name
Field name of the output list field: Select any field that is available in the
output list field reference structure /OPT/CPMC_OUTPUT_PROCESS_ST, using
the input search help.
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Out. Key
Output key: Select this check box to mark the output list field as ALV
output key column. All fields marked as output key fields are fixed when
using the horizontal scroll bar in the process output list.
Out. Seq.
Output sequence: Define the sequence of the field within the output list.
Out. Stat.
Output status: To define the status of the output field, select Display or
Hide.
Col. width
Output width: Enter the fixed column width for an output field. If you do
not enter a value, the system activates the automatic ALV grid control
column optimization for the output field.
Out. Style
Output style: Define the output style of an output field, for example, if it is
displayed as an Icon or as a Hyperlink.
Out. Icon
Output icon: Enter the icon symbol that is displayed if you selected the
Icon or Executable Icon field output style.
Icon Info
Icon quick info: Select this check box to display an icon quick info for the
output icon.
Icon Exit Function Module
Enter an exit function module to dynamically set the output icon symbol
and the corresponding icon quick info during runtime. Exit template
function: /OPT/C_PMC_EXIT_TEMPL_ICON.
Before Action Execute Function
Enter an exit function module that allows performing the following special
functionality:
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Action Function
Enter an exit function module that runs the logic of the selected action in the
corresponding backend system. Exit template function: /
OPT/C_PMC_EXIT_TEMPL_ACT_EXE
Auth. Grp.
Action authority group: Assign a predefined action authority group to an
output list field action. The action authority group is used to check whether
the corresponding user is allowed to perform the action or not.
Profile
Predefined customizing profile for which the button assignment settings are
valid.
Button ID
Predefined button ID to perform a button action.
But. Seq.
Button Sequence: Define the sequence in which the assigned action buttons
are generated within the VIM Workplace process output list toolbar.
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Auth. Grp.
Action authority group: Assign a predefined action authority group to an
action button. The action authority group is used to check whether the
corresponding user is allowed to perform the action or not.
Button ID
Unique numeric button ID that defines an action button.
Button Text
Enter the button text, which is displayed as text label for the generated
button during runtime.
Quickinfo
Enter quickinfo text, which is displayed for the button during runtime.
Butt. Type
Enter the button type used to generate the button during runtime. Select
one of the following button types:
Bulk action
All buttons defined as bulk actions are generated within a special
toolbar button menu called Choose Bulk Action.
Single action
All buttons defined as single actions are generated as separate buttons
in the VIM Workplace process output list button toolbar.
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Separator
This setting allows you to insert standard SAP separator lines to group
the generated buttons from a visual point of view.
Notes
Buttons that are defined as single actions can only be performed for
exactly one marked line in the VIM Workplace process output list. A
bulk action can be performed for one or multiple lines marked by
the Bulk Action check box.
The Forward bulk action has been introduced with VIM 7.0 SP2 for
administrators. Regular end users should use the Refer action
instead. The function is set to inactive by default. You must activate
it if required. OpenText recommends that you protect this function
against special authority checks because the function should only be
available to administrators.
Icon name
Assign an icon to the generated button or use the button exit to assign the
icon dynamically.
Button Exit
Enter an exit function module that dynamically skips the creation of a
button during runtime. Exit function template: /
OPT/C_PMC_EXIT_TEMPL_BUTTON
Action Function
Enter an exit function module that runs the logic of the selected action in the
corresponding backend system. Exit template function: /
OPT/C_PMC_EXIT_TEMPL_ACT_EXE.
Active
Select this check box to set the button definition to active.
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Button actions
These actions are defined as single or bulk action buttons within the process
output list button toolbar.
All action-related authority checks are performed based on action authority groups.
An action authority group allows grouping of multiple similar actions for the
authority check instead of performing the authority check based on each defined
action separately. This concept simplifies the maintenance of the corresponding
authorizations. If you want to perform an authority check directly for each action,
you must set up a 1:1 relationship between action authority groups and defined
actions.
If you do not want to perform an authority check for a selected action, do not assign
an authority group to the action in the action button assignment or the output field
action setting.
If you have set the global VIM authorization check to inactive using the
AUTH_CHECK_ACTIVE constant for product code 009 of the web flow constant table /
PTGWFI/Z_CONST, the authority check field is not considered. Therefore, all entered
values do not have any effect.
Auth. Grp.
Action Authority Group: Unique technical name that defines an action
authority group.
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Note: If you use the VIM Workplace smart selection in a multiple backend
environment, make sure to keep the smart selection definition identical on all
involved systems.
Selection Criteria
Enter a unique alphanumeric ID or any other 10 character string that
technically defines a set of selection criteria.
Description
Enter a meaningful text that describes the selection criteria. The text is
available in the VIM Workplace selection criteria list of the smart selection
pane.
Criteria Type
This setting controls the way how the corresponding selection criteria logic
is executed in order to determine the check result.
Select one of the following criteria types:
Static check
Selection criteria checks are based on index data and executed every
time the index data is changed during runtime.
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Criteria Class
Enter the ABAP class that contains the check logic for the defined selection
criteria. To redefine the available check methods, every entered class must
be inherited from the abstract class definition /OPT/CL_C_PMC_BS.
Active
Select this check box to activate the defined selection criteria and its
dependent restrictions.
If the Active check box is not selected, the selection criteria is not considered
during the selection criteria check and also not available in the VIM
Workplace smart selection pane.
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Restriction
Enter a unique alphanumeric ID or any other 10 character string that
technically defines a selection restriction.
Description
Enter a meaningful text that describes a selection restriction. The text is
available in the VIM Workplace selection restriction list of the smart
selection pane.
Constant Value
Enter any additional information that can be helpful during the selection
criteria and restriction check. You can freely choose the additional
information, independent from any data format.
Work View
Select the work view for which a selection criteria should be available.
Possible values: Personal, Team, Other user, All.
Selection Tab
Select the selection pane for which a selection criteria should be available.
Possible values: Inbox, Pending, Completed.
Preview Active
Select this check box to achieve that a special selected hits preview of the
potential selection result is displayed for each selection criteria and
restriction. If no dependent restrictions are defined for a selection criteria,
the preview counter is shown on criteria level only. If there are dependent
restrictions, the selected hits preview is shown on restriction level.
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18.6. Maintaining General Teams for the VIM Workplace
Personal Team
Maintained by each user directly in the VIM Workplace team configuration
dialog.
General Team
Generally maintained by an administrator. Users cannot change the general
team in the VIM Workplace team configuration dialog box.
The general team definition describes the team with a unique ID and the
corresponding description.
2. In the General Team Definition Overview screen, define general teams using
the following parameters:.
Team ID
Unique ID for the general team definition.
Description
Enter a description for the defined general team.
2. In the General Team Definition Overview screen, select a line and double-click
Team Member Assignment.
Team ID
Unique ID for the general team definition.
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OT
Organizational Object Type: This field contains a one or two character code
that represents different types of objects, for example US for user or S for
position.
Agent ID
Corresponding organizational object ID, depending on the selected
organizational object type.
Active
Select this check box to set the member assignment to active.
Note: If you do not want to set up the discount indicator light settings for each
company code separately, enter an asterisk (*) in the company code field.
If the number of days before the due date for cash discount 1 is higher than the
specified number of days for the yellow discount indicator light, a green light is
shown. If the corresponding due date for cash discount 1 is reached or is already
overdue, the discount indicator light switches to red.
Note: If you do not want to use the described generic configuration settings
based on the number of days before cash discount 1, do not maintain any
number of days. The following fixed logic for the discount indicator light will
apply automatically:
Cash discount 1 possible (due date for cash discount 1 >= current date): green
discount indicator light
Cash discount 2 possible (due date for cash discount 2 >= current date):
yellow discount indicator light
All possible discounts missed: red discount indicator light
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18.7. Specifying Discount Light Settings
Note: The discount light settings depend on the corresponding SAP ERP
system and therefore no transport of the setting is available.
2. In the VIM Workplace Disc. light settings Details screen, enter your company
code dependent settings.
Note: If you do not want to specify company code specific settings, enter
an asterisk (*) in the Company Code field.
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Chapter 19
Different end-user screens, for example the VIM Workplace or the indexing screen
(DP Dashboard) are enabled to use integrated plug-in views to display detail
information for a process.
You can also use plug-in controls in the Invoice Approval Dashboard, the Parked
Dashboard, and the Blocked Dashboard.
Plug-In Type
Unique ID of a plug-in type to be used within an end-user screen.
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19.3. Assigning the Plug-in IDs to Plug-in Types
Plug-In ID
Unique ID of the plug-in.
Plug-In title
Enter the title of the plug-in, which is displayed on the button in the plug-in
toolbar.
Plug-In description
Enter the tooltip of the plug-in, which is displayed on the button in the
plug-in toolbar.
Plug-In Sequence
Define the order of the buttons for the plug-in.
Plug-In class
To process the corresponding logic for the plug-in, enter the class to be
called during runtime. To integrate custom logic to retrieve data for existing
plug-ins, you must create a subclass and redefine the
PLUGIN_DATA_CONTEXT_SET method.
Note: To create a new plug-in, you must create your own plug-in class
with superclass /OPT/CL_C_PMC_UI_PLUGIN.
Plug-In Icon
Enter the icon of the plug-in, which is displayed on the button in the plug-in
toolbar.
PI active indicator
Select this check box to activate the plug-in on the screen.
2. In the Mapping Plug-In Type <-> Plug-In ID Overview screen, assign plug-in
IDs to plug-in types, using the following parameters:
Plug-In Type
Unique ID of the plug-in type definition.
Plug-In ID
Unique ID of the plug-in definition.
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Configuring VIM Dashboards for Plug-ins
You can use plug-in controls in the Invoice Approval Dashboard, the Parked
Dashboard, and the Blocked Dashboard. You must perform the following
configuration of the dashboards customizing profiles.
Maintaining customizing profiles for dashboards
Assigning default profiles to product code
Customizing Profile
Customizing Profile Description
3. Double-click Profile Settings in Dialog Structure.
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4. In the Profile Settings: Details screen, maintain the settings of the customizing
profile, using the following parameters:
Customizing Profile
Customizing profile defined in Step 2.
Application Class
Enter the application class.
The logic of the plug-in integration is located in the dashboard application
class. All relevant attributes and methods of the global application class are
delivered in a baseline dashboard application. You can enhance the class by
redefining components of the class within a custom class, which can be
maintained instead of the baseline class.
Default value: /OPT/CL_C_DBP_APPLICATION
User Class
Enter the user class.
Enter the dashboard user ABAP class, which contains logic to read and save
user-specific profile settings.
Default value: /OPT/CL_C_DBP_USER
Plug-In Type
Enter the plug-in type, defined in Defining the Plug-in Type on page 479.
Default value: VIM_DBP
Plug-In ID
Enter the plug-in ID, defined in Defining the Plug-in ID on page 480.
Plug-In Side
Select the location where the plug-in is displayed, right or left side.
Default value: Right justified
Show Plug-In
Select this check box to display the plug-in.
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20.2. Assigning Default Profiles to Product Code
For the dashboard plug-in, the following product codes are relevant:
BIR
PO parking
IAP
Invoice Approval
LIX
PO blocking, both for header and item dashboard
PIR
Non PO parking
The user parameters, synchronous to the product codes, are the following:
/OPT/CBIR_CUST_PROF
/OPT/CIAP_CUST_PROF
/OPT/CLIX_CUST_PROF
/OPT/CPIR_CUST_PROF
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Optional Configuration
Part 4 Optional Configuration
This part describes the basic, but optional customizing. This customizing must be
done for optional VIM features; for example the integration of SAP Shared Service
Framework.
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Chapter 21
Return to Vendor
VIM 7.0 SP4 introduces the Return to Vendor (RTV) function. This function allows
you to inform the vendor via email that the invoice is being returned. It also
terminates the DP workflow. The vendor is informed by an email that is generated
based on a template that the VIM user selects. The email lists the return reasons. It
may contain additional comments and may have the invoice image or additional
images attached. VIM users may select several different return reasons that are
maintained in VIM customizing.
When the user clicks the Return to Vendor process option in the DP dashboard, a
new screen opens where all RTV-related information must be entered.
When the RTV function is performed successfully, the generated email is sent using
standard SAP functionality (SAPConnect). The DP document is set to obsolete and
the DP workflow is finished. Return reasons are stored along with the DP step
comments. Comments are mandatory.
The following sections describe the activities that are necessary to configure the RTV
function.
Configuring SAPConnect and SMTP on page 489
Maintaining Process Options on page 490
Maintaining Return Reasons on page 490
Maintaining Email Templates on page 490
Maintaining the Email Determination User Exit on page 491
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Note: The setting Comments required must not be used with RTV. The
comments are mandatory for RTV regardless of this setting, and they must be
entered on the RTV screen (and not in the DP dashboard). Activating the
Comments required check box in the process option customizing will
introduce an unneeded processing step.
Run the n/OPT/SPRO transaction, and navigate to Vendor Invoice Management >
Cross Component Configuration > Return to Vendor > Maintain return reasons.
If multiple languages shall be used with RTV, each return reason description has to
be translated into the required languages. To translate, select GoTo > Translation in
the table maintenance dialog box.
Product Code
005
Constant
RTV_TEMPLATE_PREFIX
Description
Prefix for standard texts used for Return to Vendor
Constant Value
/OPT/VIM_RTV
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Product Code
005
Constant
RTV_GET_EMAIL
Description
User exit / function to retrieve email for Return to Vendor
Constant Value
<Name of the function module>
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Chapter 22
Supplier Self Service
VIM 7.0 SP3 introduces Supplier Self Service. Supplier Self Service is an optional
component. It provides a web interface that enables suppliers to keep track of their
invoices status. It also shows additional information like payment status or
documents linked to the invoice (for example, Purchase Orders or Delivery Notes).
Supplier Self Service can be integrated in a full variant and a lean variant.
The full variant allows user based access. After the supplier signed in to the
application, an initial view is shown with a list of all relevant invoices and
detailed status information. Furthermore, it provides flexible options to select
invoices and display a sorted hit list.
The lean variant provides anonymous access to the Supplier Self Service no
user account required. The user can only search for a single invoice by entering
required search criteria. If mandatory search criteria matches the invoice data in
the backend system, specific invoice status information is shown on the web
page.
The full variant is not part of VIM 7.0 SP3 delivery. Only the lean variant is
delivered.
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Scheduling Batch Jobs for Supplier Self Service in OpenText Vendor Invoice
Management for SAP Solutions - Administration Guide (VIM-AGD).
This chapter describes the customizing that is necessary to use Supplier Self Service.
You must configure your SAP NetWeaver Gateway system to allow the server
applications to retrieve the data requested by the web client. You must perform
additional configuration steps as described in this chapter. As a prerequisite, the
SAP NetWeaver Gateway 2.0 add-ons must be installed on top of an existing SAP
Business Suite or an application platform, as described in part VIII Vendor Invoice
Management SAP NetWeaver Gateway Component Installation in OpenText Vendor
Invoice Management for SAP Solutions - Installation Guide (VIM-IGD).
You find more detailed information in the SAP NetWeaver Online Configuration
Guide: http://help.sap.com/saphelp_gateway20sp06/helpdata/en/b9/
c32e4c337240a5ada185716e557048/frameset.htm.
2. Define RFC destinations that point to relevant SAP business systems. If an RFC
destination points to an SAP system alias, this system alias will point to the
corresponding SAP business system.
Note: You can use only RFC destinations of connection type 3 (Connection
to ABAP System).
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22.1. Customizing the OData Channel on the SAP NetWeaver Gateway System
3. On the Technical Settings tab, add Target Host and System Number of the
SAP business system.
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4. Force remote logon on the target system: Therefore, on the Logon & Security
tab, manage specific User and Password information . This setting is
mandatory.
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Description
Optional: Enter a description for the new system alias.
RFC Destination
Enter or select the name of the RFC destination.
Software Version
Enter or select the software version DEFAULT.
Note: Only a user administrator can create and assign roles to users. Details
about different SAP user administrator types are available in the SAP
NetWeaver Library documentation at http://help.sap.com/nw70.
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2. In the Role Maintenance screen, enter the role already set up in the system and
assigned to the existing user. (For a new role, set up the role first.)
3. Specify the required SAP NetWeaver Gateway authorizations for this new role.
On the Authorizations tab, click Change Authorization Data.
4. From the list of template roles, select /IWFND/RT_GW_USER and click Adopt
reference. If the list of templates does not appear, click Edit > Insert
Authorization(s) > From template.
Full authorization
b. Add authorization object S_USER_GRP
Activity: Display
User group in user master maintenance: Full authorization
6. Generate the profile and save your settings for the role.
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1. To directly include user IDs in the Change Roles screen, on the User tab, add
the user ID in the User ID field and press ENTER.
Alternatively, run the SU01 transaction and add the role explicitly to the user on
the Display Users screen. Therefore you have to enter or select the role name on
the Roles tab.
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/OPT/VIM_3S_CONFIGURE
/OPT/VIM_3S_DATA_LEAN
For every service entry, you must select the ICF Node OData and click Activate
ICF Node.
The traffic light in front of the service switches to green.
2. In the Assign SAP System Aliases to OData Service screen, configure a new
entry for every OData service, using the following parameters:
User Role
Enter or select the user role you want to assign to the system alias. Leave
this field blank to assign the system alias independent from roles.
Default System
Select this check box to set the system as default system.
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2. In the Assign Data Provider to Data Model screen, configure a new entry for
every OData service, using the following parameters:
Model Identifier
Enter or select the ID of the model the data provider is used for.
Type
Select (Adaption) Data Provider (default setting).
Software Version
Enter or select software version DEFAULT (because there is only one data
provider set to a model).
Class/Interface
Enter or select ABAP class /IWFND/CL_ODC_COE_RT_MANAGER.
Description
Optional: Enter explanatory text.
Note: If the activation of services fails, use the SICF transaction to activate
services manually.
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Note: You need an SAP account for accessing the HANA Cloud. For more
information, see https://help.hana.ondemand.com/help/frameset.htm?
8ed4a705efa0431b910056c0acdbf377.html.
To customize the application settings, log on to the HANA Cloud Platform Cockpit
with your credentials. The cockpit is the central point for managing all activities
associated with your account and for accessing key information about your
applications. It allows you to manage all applications deployed in your account from
a single dedicated web-based user interface. You can log on to the cockpit at the
following URLs. Use the relevant URL for your account type and, in case of
customer and partner accounts, the associated region:
Europe
https://account.hana.ondemand.com/cockpit
United States
https://account.us1.hana.ondemand.com/cockpit
To get an overview of the current status of the application, select Dashboard in the
Content pane. This provides key information in a summarized form and allows you
initiating actions, such as starting, stopping, and undeploying applications.
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22.2. Customizing the HANA Cloud Server (Option)
Use the Destinations editor in the SAP HANA Cloud Platform Cockpit to configure
HTTP destinations. They connect the Supplier Self Service web application to the
Internet or make it consume an on-premise backend system via HTTP(S).
Name
Enter destination name vimodataservice. This name is used by the
Supplier Self Service application to refer to remote connections.
Description
Optional: Enter a description.
Type
Select HTTP. The HTTP protocol is used for both Internet and on-premise
connections. Additionally, you must specify the destination URL, select the
ProxyType, and then the Authentication type.
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URL
Enter the URL of the virtual host for connecting the Cloud connector. Make
sure that you specify the URL exactly as it is specified in the System
Mapping of the Cloud connector.
ProxyType
Select the Proxy Type of the Cloud connector. Default setting: OnPremise
CloudConnectorVersion
Select the version of your Cloud connector from the list.
Note: To use the Connectivity service 2.x and the Cloud connector 2.x
version, you must specify the property for HTTP destinations to 2.
Authentication
Select BasicAuthentication. You must enter User ID and Password.
If you need more information about the SAP HANA Cloud Platform configuration,
see the online documentation: https://help.hana.ondemand.com/help/frameset.htm?
e47748b5bb571014afedc70595804f3e.html.
2. Login to the Cloud connector, for User Name and Password, enter
Administrator and manage (case sensitive).
Note: When you log in for the first time, you must change the password
before you continue.
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22.2. Customizing the HANA Cloud Server (Option)
1. Make sure the Landscape Host field specifies the SAP HANA Cloud Platform
landscape that you should use.
2. For Account Name and User Name (user/password), enter the values you
obtained when you registered your account on the SAP HANA Cloud Platform.
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The green icon next to Landscape Host and HTTPS Proxy indicates that they both
are valid and work properly. In case of a time-out or a connectivity issue, the icon is
respectively yellow (warning) or red (error), and a tooltip displays the cause of the
problem.
2. Configure the Cloud connector for HTTP, using the following parameters:
Virtual Host
Specify the host name exactly as it is specified as the URL property in the
HTTP destination configuration in SAP HANA Cloud.
The virtual host can be a fake name. If you leave the Internal Host
parameters blank, the Cloud connector will try to forward the request to the
network address specified by the virtual host and port. In this case, this
address needs to be real.
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Virtual Port
Specify the virtual port.
This basically allows you to distinguish between different entry points of
your backend system, for example, HTTP/80 and HTTPS/443, and have
different sets of access control settings for them. For example, some non-
critical resources may be accessed by HTTP, while some other critical
resources are to be called using HTTPS only.
Internal Host
Specify the actual host under which the target system can be reached within
the intranet. The internal host must be an existing network address that can
be resolved on the intranet.
Internal Port
Specify the actual port under which the target system can be reached within
the intranet.
Protocol
Specify the protocol.
The Cloud connector can use HTTP or HTTPS for the connection to the
backend system.
This means, even if the HTTP destination on SAP HANA Cloud side
specifies http:// in its URL, you can select HTTPS. Therefore, you are
ensured that the entire connection from the on-demand application to the
actual backend system (provided through the SSL tunnel) is SSL-encrypted.
The only prerequisite is that the backend system supports HTTPS on that
port.
If you specify HTTPS and there is a system certificate imported in the
Cloud connector, the latter attempts to use that certificate for performing a
client-certificate-based login to the backend system. If there is no system
certificate imported, the Cloud connector opens an HTTPS connection
without client certificate.
For more information, see the online documentation about Installation of a
System Certificate for Mutual Authentication: https://
help.hana.ondemand.com/help/frameset.htm?
3f974eae3cba4dafa274ec59f69daba6.html
Back-end Type
Select SAP NetWeaver Gateway.
This is important mainly for metering information: tunnel connections to
any kind of SAP system are free of charge, while using the tunnel for
connecting to a non-SAP system costs a fee.
3. After saving the hostname mapping, use the Check button to trigger a ping
from the Cloud connector to the Internal host. This option allows you to make
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sure that the Cloud connector can access the Internal system. It also allows you
to catch basic issues like spelling mistakes or firewall problems between the
Cloud connector and the Internal host. In case the ping to the Internal host fails,
the Cloud connector displays a red exclamation mark icon.
1. In the Resources tab of the Access Control, select the line corresponding to the
backend system.
2. In the Add Resource dialog box, in URL Path, enter the specific URL path that
you want to allow to be invoked: /sap/opu/odate/opt.
3. Select the Enabled check box to specify that the resource shall initially be
enabled.
The Cloud connector checks that the path part of the URL is exactly as specified in
the configuration. If it is not, the request is denied.
Note: The URL check does not include a possible question mark (?) that may
denote the start of optional CGI-style query parameters.
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For more information about the SAP HANA Cloud connector configuration, see the
online documentation: https://help.hana.ondemand.com/help/frameset.htm?
e7d4927dbb571014af7ef6ebd6cc3511.html.
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The following additional settings can be used for the full variant to integrate a
notification option in the user self registration process for vendors. In baseline
delivery, the notification sends an SAP mail to the administrator who is
responsible for the onboarding process of the users. The email contains the
corresponding information of the user who registers for the application.
Netw
Enter a two-digit identifier for the external supplier network.
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Default value: 3S
Supplier Network
Enter the name of the external supplier network.
Default value: Supplier Self Service
Class Name
Enter the name of the class containing the processing logic for the external
supplier network.
Default value: /OPT/CL_E_SUPPLIER_NETW_3S
Notes
If you want to overwrite the logic of class /
OPT/CL_E_SUPPLIER_NETW_3S, you can derive a subclass of this
class and adjust it to your needs. Maintain your new class in the
Class Name field afterwards.
The fields Class Name Outbound and Class Name Inbound are not
relevant for Supplier Self Service.
3. To define the status known in Supplier Self Service, select the entry for Supplier
Self Service and double-click Define External Status in the Dialog Structure.
4. In the Define External Status screen, maintain entries for all status codes
known in Supplier Self Service, using the following parameters:
ExtStatID
External Invoice Status
Enter a two-digit, artificial key for the status of the external supplier
network.
Example: IP for the external status inprocess.
External Status
External Invoice Status as known by the Network
Enter the invoice status as known by the external supplier network.
Example: inprocess
Note: Ensure that the status code in the field External Status is exactly
the status code that is delivered by Supplier Self Service. Pay attention
to lower and upper case.
5. To map the process status of a VIM invoice to the status codes that are known in
Supplier Self Service, double-click Assign External Status to VIM Document
Status in the Dialog Structure.
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6. In the Assign External Status to VIM Document Status screen, maintain status
mappings for Supplier Self Service, using the following parameters:
Document Status
Enter the VIM document status.
Example: 00 (Created)
SAP Status
The status of the SAP invoice is not relevant for the Supplier Self Service
component.
PrevStat
Previous External Invoice Status
Enter the artificial key for this previous external invoice status.
Supplier Self Service determines an invoice status for posted invoices: PA for
paid, PP for partially paid.
ExtStatID
External Invoice Status
Enter the artificial key for the new status that should be given to Supplier
Self Service.
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Table
Source table for the displayed field
Field name
Name of the displayed field. The name cannot be extended dynamically.
Field Description
Enter text that is shown on the user interface.
Output Length
Enter the length of the field on the user interface.
2. In the Supplier Self Service - Field Configuration per User screen, define fields
that are shown in the user interface dependent on the user, using the following
parameters:
UserID
User for whom the settings are applied
Table
Source table for the displayed field. As defined in the field definition; see
Defining Fields on page 513.
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Field name
Name of the displayed field. The name cannot be extended dynamically. As
defined in the field definition; see Defining Fields on page 513.
Field Status
Specify the status of the field in the user interface: Click Display or Hide in
the list.
2. In the Supplier Self Service - Output Texts screen, define texts for headers,
using the following parameters:
Property
User interface related value. It cannot be changed or extended.
Description
Enter text that will be shown in user dependent language.
2. In the Supplier Self Service - Last Days Configuration screen, define values for
the Last X Days list, using the following parameters:
Last x Day
Key for last X days
Description
Enter text for the key.
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2. In the Supplier Self Service - Line Configuration screen, define values for the
Lines per View list, using the following parameters:
Lines/View
Key for lines per view
Description
Enter text for the key.
Logical System
On the satellite system, configure your logical system. On a central system
within a multiple backend scenario for the Supplier Self Service application,
you must configure all mappings of all relevant systems where data is
collected, or the corresponding aggregation group of Central Reporting
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needs to create related entries. For more information, see section 5.8
Scheduling Batch Jobs for Supplier Self Service in OpenText Vendor Invoice
Management for SAP Solutions - Administration Guide (VIM-AGD).
Company Code ID
Unique company code ID
Additional Information
Enter additional text that is shown on the user interface for this company
code, for example the address.
Active
Select this check box to activate the company code for the Supplier Self
Service component.
2. In the Supplier Self Service - Company Codes Mapping screen, map company
codes, using the following parameters.
Logical System
On the satellite system, configure your logical system. On a central system
within a multiple backend scenario for the Supplier Self Service application,
you must configure all mappings of all relevant systems where data is
collected, or the corresponding aggregation group of Central Reporting
needs to create related entries. For more information, see section 5.8
Scheduling Batch Jobs for Supplier Self Service in OpenText Vendor Invoice
Management for SAP Solutions - Administration Guide (VIM-AGD).
Company Code
Company code from the master data
Company Code ID
Your defined company code ID
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Logical System
On the satellite system, configure your logical system. On a central system
within a multiple backend scenario for the Supplier Self Service application,
you must configure all mappings of all relevant systems where data is
collected, or the corresponding aggregation group of Central Reporting
needs to create related entries. For more information, see section 5.8
Scheduling Batch Jobs for Supplier Self Service in OpenText Vendor Invoice
Management for SAP Solutions - Administration Guide (VIM-AGD).
Supplier ID
Unique supplier ID
Name
Enter text that is shown on the user interface for this supplier.
Email Address
Enter the email address of the supplier.
Active
Select this check box to activate the supplier for the Supplier Self Service
component.
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Logical System
On the satellite system, configure your logical system. On a central system
within a multiple backend scenario for the Supplier Self Service application,
you must configure all mappings of all relevant systems where data is
collected, or the corresponding aggregation group of Central Reporting
needs to create related entries. For more information, see section 5.8
Scheduling Batch Jobs for Supplier Self Service in OpenText Vendor Invoice
Management for SAP Solutions - Administration Guide (VIM-AGD).
Vendor
Vendor from the master data
Supplier ID
Your defined supplier ID
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Chapter 23
Integration with the Ariba Network
VIM can be integrated with the Ariba Network on the buyer side. In this scenario,
suppliers create invoices within the Ariba Network. The invoices are sent to the SAP
ERP system of the buyer. The buyer processes all incoming invoices within VIM.
Besides local invoice channels (email, or scan, or OCR), the buyer is connected with
the Ariba Network and receives invoices of his suppliers from this channel.
Ariba can be integrated in different ways within the SAP Business Suite.
On the one hand, an integration with the SAP NetWeaver Process Integration
(PI) in combination with the Ariba PI adapter is possible. Technically, the
invoices are then sent in IDoc format (INVOIC02) to the SAP ERP system of the
buyer.
On the other hand, it is possible to connect Ariba with the new SAP add-on Ariba
Network Integration for SAP Business Suite. The add-on is built based on web
service technology and can be connected to Ariba Network either direct or
mediated via PI or other middleware. Technically, the invoices are sent in cXML
format. For technical details, see the SAP Service Marketplace.
VIM integration The standard business application (IDOC integration or Ariba SAP add-on
integration) posts or parks the invoices automatically on the SAP ERP backend
system without the possibility to handle exceptions within a workflow. With the
integration of VIM, the DP workflow starts and VIM is the single point of access for
all invoices. VIM processes exceptions, both for invoices received electronically or by
paper. VIM controls the process for the automated reconciliation and posting.
Invoice status During the invoice process, the Ariba Network retrieves status information of the
invoice process in the SAP ERP system. The Ariba Network updates the invoice
status on the network. This enables vendors to see the processing status of their
invoices on the Ariba Network. For details of updating the invoice status on the
Ariba Network for VIM, see Outbound Processing (StatusUpdate) on page 529.
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You find details about installation and configuration of the SAP add-on Ariba
Network Integration for SAP Business Suite 1.0 on the SAP Service Marketplace. For
relevant prerequisites, see part X Vendor Invoice Management Input Channel for
Ariba Network Integration for SAP Business Suite Installation in OpenText Vendor
Invoice Management for SAP Solutions - Installation Guide (VIM-IGD).
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23.1. Integrating Ariba SAP Business Suite Adapter
1. Run the SPRO transaction and navigate to Integration with Other mySAP.com
Components > SAP Business Suite Integration Component for Ariba >
Application Specific Settings > SAP ERP Integration Component for Ariba >
Business Add-Ins (BAdIs) > BAdI: Inbound Mapping.
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1. Processing of inbound cXML messages and storing them in form of key and
value according to the Ariba specific mapping. For more information, see
Mapping Fields (Ariba Specific Mapping) on page 522).
2. VIM Inbound Document Handling (IDH) processing with Ariba specific IDH
mapping. At this step, invoice attachments are archived, and a VIM DP
document and corresponding DP workflow is created. See also Mapping Fields
(IDH Mapping) on page 524.
Run the /n/OPT/SPRO transaction and navigate to Vendor Invoice Management >
Document Processing Configuration > General Configuration > Incoming
Document Processing > Ariba Data Mapping.
The mapping is conceptually similar to the IDoc mapping. It points to the specific
fields in the input structure, allowing to choose the starting point in the structure
and, in case a list of values is provided, search for specific lines of internal tables by
the use of qualifiers.
Path Type
Select the path type:
Header
The mapping path to the field begins at request-invoice_detail_request
of the structure ARBERP_XINVC_S_CXML.
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Service item
The mapping path to the field begins at request-
invoice_detail_request-invoice_detail_order-
invoice_detail_service_item.
Field path
Enter the field path. This setting denotes the further path to the field, starting
where the shortcut set in path type ends. The path is traversed step by step to
find the fields. If there is any internal table used in the path, either its first line is
read, or the qualifier is used to find the line. You can use qualifiers only if the
table is the last element of the path.
Field Name
Enter the name of the source field to map.
Note: This is not yet the name of DP document fields but the field name to
be used as a source field in the second (IDH) mapping.
Value
Enter the name of the function module to be called for field value conversion.
For header fields, the function module /OPT/VIM_ARB_TEMPLATE_2 provides an
interface template.
For item fields, the function module /OPT/VIM_ARB_TEMPLATE_3 provides the
interface template.
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The values are stored in the /OPT/VIM_IDH_EXT table per IDH registration ID
and mapping field. You can use the /OPT/CT_IDH_HEAD table for lookups of
registration IDs.
The selection of the main invoice document is controlled by the external profile
settings in the channel settings for the ARIBA channel. There must be exactly one
entry provided in the external profiles list. If this entry has set the PDF document
class, the PDF file is chosen as the main document. If the XML document class is set,
the cXML message itself is saved as an XML file and is used as the main document.
The archiving document type for the main document is set according to the value in
the external profile.
The archiving document type for other documents is read from the VIM constant
table, the constant 005/ADDL_DOCS_AR_OBJECT.
Note: This setting is common for all Incoming Document Handling processes.
In the following example, the invoice PDF file is set as the main invoice document.
This setting is delivered as standard configuration:
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Application log The first (ARIBA specific) mapping is run by the program
ARBFND_FETCH_CXML_MESSAGES. You can verify the results of the processing in the
application log, transaction SLG1, to be started with object ARIBA_INTEGRATION.
Error types In case of non-recoverable errors, like missing configuration, the processing aborts at
this step. If you are using custom mapping functions, return a message of type A in
the messages return table to abort the processing. Messages of type E (error) do not
stop the processing but allow the errors to be verified on later DP processing steps.
In case of non-fatal errors happening during the data mapping, the processing will
continue. The error messages are stored for later review in the DP process.
Process type To be able to review the messages, enable the new DP process type 403. This process
403 type should be normally configured to be one of the first processes checked for
relevant DP document types. For process type determination, use the function
module /OPT/VIM_DETERMINE_PROC_IDHERR.
When using the process type 403, you must add the process option 2025 (Confirm
errors) to the options list for relevant roles. This new option allows to confirm the
errors in the IDH document mapping and lets the DP processing continue to run.
For details about process type and process option configuration, see Defining the
Process Type Determination Sequence on page 140 and Configuring DP Process
Options on page 173.
When the DP workflow stops on the process type 403, you can use the Display
Errors button in the DP dashboard to review the errors happened during the data
mapping.
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Payload ID
Enter the payload ID of the original invoice cXML message
Document ID
Enter the DP document ID
Registration ID
Enter the IDH document ID
Reversal Reason
Enter the default reversal reason to use when cancelling SAP documents.
If you do not provide a value, the program uses the reversal reason 01
(Reversal in current period). If 01 is not maintained in the SAP ERP
system, it will try to use reversal reason 03 (Actual reversal in current
period).
The cancellation program tries to cancel documents and stop workflows regardless
whether other steps succeed. If any step fails while other steps succeed (for example
document is obsolete but workflow could not be stopped by some reason), the failed
steps will be retried on the next program run.
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1. Run the SPRO transaction and navigate to Integration with Other mySAP.com
Components > SAP Business Suite Integration Component for Ariba >
Application Specific Settings > SAP ERP Integration Component for Ariba >
Business Add-Ins (BAdIs) > BAdI: Outbound Mapping.
2. In the BAdI Implementations dialog box, make sure that the BAdI
implementation /OPT/EH_E_ARB_BADI_OUTB_MAP is activated.
3. To maintain the outbound processing for the corresponding network, run the /
OPT/SPRO transaction and navigate to Document Processing Configuration >
General Configuration > Incoming Document Processing > Maintain
Processing for Supplier Network.
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4. In the Define Supplier Networks screen, make sure that the outbound
processing default class /OPT/CL_E_ARB_OUTBOUND is configured correctly for
network AN.
For the PI adapter, VIM 7.0 SP2 introduces an integration white paper which
describes the different integration options. The white paper is available for
integration partners in the Knowledge Center: https://knowledge.opentext.com/
knowledge/cs.dll/Overview/38761889.
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Processing
Invoice in process
Reconciled
Invoice posted successfully
Paid
Invoice partially/fully paid
Canceled
Invoice canceled
Rejected
Invoice not posted from IDoc
The standard function of the Ariba Network Adapter only tracks the status of
invoices after posting. With the integration of VIM, tracking must also cover
documents that have not yet been posted but are processed inside DP or a parking
workflow. Therefore, VIM delivers functionality to add VIM specific status
information to the status retrieval of the Ariba Network Adapter. This includes a
configuration to map the process status of a VIM invoice to the status codes that are
known in the Ariba Network. It also includes a program include to be called in a
customer exit of the Ariba Network Adapter.
Note: Currently only versions 12s2 and 11s2 of the Ariba Network Adapter are
supported.
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2. In the Define Supplier Networks screen, maintain an entry for the Ariba
Network, using the following parameters:
Netw
Enter a two-digit identifier for the external supplier network.
Default value: AN
Supplier Network
Enter the name of the external supplier network.
Default value: Ariba Network
Class Name
Enter the name of the class containing the processing logic for the external
supplier network.
Default value: /OPT/CL_E_SUPPLIER_NETW_ARIBA
3. To define the status known in the Ariba Network, select the entry for the Ariba
Network and double-click Define External Status in the Dialog Structure.
4. In the Define External Status screen, maintain entries for all status codes
known in the Ariba Network, using the following parameters:
ExtStatID
External Invoice Status
Enter a two-digit, artificial key for the status of the external supplier
network.
External Status
External Invoice Status as known by the Network
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Example: canceled
Note: Ensure that the status code in the field External Status is exactly
the status code that is delivered by the Ariba Network. Pay attention
to lower and upper case.
5. To map the process status of a VIM invoice to the status codes that are known in
the Ariba Network, double-click Assign External Status to VIM Document
Status in the Dialog Structure.
6. In the Assign External Status to VIM Document Status screen, maintain status
mappings for the Ariba Network, using the following parameters:
Document Status
Enter the VIM document status.
SAP Status
Enter the status of the SAP invoice (if already existing).
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PrevStat
Previous External Invoice Status
Enter the artificial key for this previous external invoice status.
The Ariba Network determines an invoice status for posted invoices.
ExtStatID
External Invoice Status
Enter the artificial key for the new status that should be given to the Ariba
Network.
The Ariba Network has sent an invoice to the SAP ERP system. The invoice
was posted with a payment block and is now waiting for approval in the
VIM process (Posted Approval). The Ariba Network Adapter determines the
external status processing (PR) for this invoice. What mapping record will
be taken?
For a posted, paid invoice, the Ariba Network Adapter determines the status
paid. As VIM does not deliver any additional value regarding the status
information, the status should be kept as it is.
Document Status
<empty> (all VIM document statuses)
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SAP Status
<empty> (all SAP document statuses)
The VIM invoice has the status Obsolete. An SAP invoice was not created.
The VIM invoice should be treated as a rejected invoice, that is an invoice
that was not accepted by the buyer or the buyer's system.
Document Status
08 (Obsolete)
SAP Status
<empty> (all SAP document statuses)
VIM knows a big variety of different document statuses. Invoices with status
Obsolete or Confirmed Duplicate should get the Ariba status rejected.
All others should get the Ariba status processing. It is possible to maintain
a default mapping for invoices:
Document Status
<empty> (all VIM document statuses)
SAP Status
<empty> (all SAP document statuses)
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Note: Currently only the Ariba Network Adapter with Version 11s2 or 12s2 is
supported.
(for Ariba Network Adapter Version 11s2 on SAP NetWeaver 7.0 and higher)
5. Navigate to the enhancement option at the end of the function module, that is
the enhancement option directly before the ENDFUNCTION instruction.
INCLUDE /OPT/EI_ARIBA_INV_STATUS_11S2.
SORT invoice_status_info BY doc_date doc_time.
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INCLUDE /OPT/EI_ARIBA_INV_STATUS_12S2.
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Chapter 24
Reporting, analysis and interpretation of business data are crucial to preserve and
enhance the competitive edge of companies. They optimize processes and enable
companies to react quickly and in line with market needs. SAP NetWeaver Business
Warehouse (SAP NetWeaver BW) provides tools and functions that enable
companies to attain these goals. In SAP NetWeaver BW, you can integrate,
transform, and consolidate relevant business information from productive SAP
applications and external data sources. SAP NetWeaver BW provides you with a
high-performance infrastructure that helps you evaluate and interpret data. Decision
makers can make well-founded decisions and identify target-orientated activities on
the basis of the analyzed data.
With VIM 7.0 BW content, OpenText delivers preconfigured reporting and analysis
scenarios for SAP NetWeaver BW that are based on consistent metadata. The VIM
BW content provides the relevant BW objects from extraction to analysis, in an
understandable, consistent model. The VIM BW content therefore provides you with
an efficient and cost-effective way to implement SAP NetWeaver BW for VIM in
your company.
The VIM 7.0 BW content focuses on VIM related process data. The key figures that
are available in the KPI Dashboard are either directly available or can be calculated
in the VIM 7.0 BW content also. This comprises the following key figures:
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With VIM 7.0, BW content is delivered for SAP NetWeaver BW 7.0, SAP NetWeaver
BW 7.3, and OLTP systems with ECC 6.0. Technically, the VIM BW content
comprises DataSources together with the following components:
Extractors
InfoObjects
DataStore Objects (DSO)
InfoCubes
MultiProviders
BEx Query Variables
Transformations
InfoPackages
DataTransfer Processes (DTP)
Process Chains
InfoObjects
DataSources
DataStore Objects (DSOs)
MultiProviders
The main topic of the LSA is a model with different layers. The model describes the
way of data from the data source to the final data target. You see the data flow in a
tiered way where the data is passing several layers, in which it is transformed,
harmonized, validated and corrected.
The VIM BW content is structured according to the LSA. That means, separate
folders (so called InfoAreas) have been created for VIM to logically group the BW
objects for all layers with physical data storage.
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24.1. OpenText VIM Layered Scalable Architecture (LSA)
Corporate Memory
The purpose of the Corporate Memory is to save raw data permanently for
history reasons to help recovery if needed.
The VIM 7.0 BW content provides a Write Optimized DataStore Object (DSO) for
every DataSource (master data and transaction data).
The VIM 7.0 BW content provides both a meta process chain that supplies data
to DSOs of the Corporate Memory and a meta process chain that does not
supply data to the Corporate Memory.
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from the Data Acquisition Layer to the Data Propagation Layer and to the
Corporate Memory
from the Corporate Memory to the Data Propagation Layer
Reporting Layer
Data in this layer is provided to serve the requirements of the reports best.
The VIM 7.0 BW content provides standard InfoCubes.
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24.1. OpenText VIM Layered Scalable Architecture (LSA)
Virtualization Layer
The Virtualization Layer is part of the Reporting Layer. The Virtualization Layer
makes it possible to exchange the physical data models (for example the
InfoCubes) on which the reports are based.
The VIM 7.0 BW content provides MultiProviders based on InfoCubes and on
DataStoreObjects. For more information, see part IV SAP NetWeaver Business
Warehouse Details in OpenText Vendor Invoice Management for SAP Solutions -
Reference Guide (VIM-RGD).
Figure 24-3 provides an example for the BW objects and their transformations for
master data with the help of the master data amount class.
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1. OLTP system(s): Ensure that the following IMG activities of Central Reporting
are maintained properly:
a. On each OLTP VIM system (central and satellite), the VIM exception IDs
have been customized in the OpenText Configuration (/OPT/SPRO): Vendor
Invoice Management > Cross Component Configuration > Central
Reporting > Report Table Maintenance > Exception Definition and
Mapping > Exception Definition Maintenance and Exception Mapping
Maintenance. See Activating Central Reporting Baseline and Maintaining
Reporting Tables on page 593.
b. Create company code groups. See Creating Company Code Groups
on page 564.
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Note: Time groups and time group ranges can be loaded from a
single OLTP system only. If there are multiple OLTP systems
connected to the SAP NetWeaver BW system, ensure that there is a
leading OLTP system that provides a complete list of all time groups
and time group ranges. This leading OLTP system may correspond to
the central system but this is not mandatory.
e. Check vendor groups and map them to vendors. See Vendor Groups
on page 567.
Note: Vendor groups can be loaded from a single OLTP system only.
If there are multiple OLTP systems connected to the SAP NetWeaver
BW system, ensure that there is a leading OLTP system that provides
a complete list of all possible vendor groups. This leading OLTP
system may correspond to the central system but this is not
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Note: Amount classes and amount class ranges can be loaded from a
single OLTP system only. If there are multiple OLTP systems
connected to the SAP NetWeaver BW system, ensure that there is a
leading OLTP system that provides a complete list of all possible
amount classes and amount class ranges. This leading OLTP system
may correspond to the central system but this is not mandatory.
g. Check exception classes and map all existing exception IDs to them. See
Exception Classes on page 570.
Note: The texts of DP document types and the texts of channels can be
loaded from every OLTP system that is connected to the SAP NetWeaver
BW system.
2. SAP NetWeaver BW system: Ensure that the OLTP source systems have been
assigned to source system IDs in the Data Warehousing Workbench. If this is
not yet the case, maintain source system IDS for the OLTP systems:
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Click Replicate Metadata in the context menu of the above VIM application
components in the DataSource tree of the Data Warehousing Workbench.
f. Click Replicate Metadata in the context menu of the VIM DataSources in
the DataSource tree of the Data Warehousing Workbench. Replicate
metadata only for those VIM DataSources that are needed for your
purposes.
Important
OpenText strongly recommends to launch the replication of
DataSources from the lowest level of application components (for
example from the application component /OPT/VIM_MD for VIM
Master Data). Otherwise the replication and activation of
DataSources may take a lot of time.
Notes
If there are multiple OLTP systems connected to the SAP
NetWeaver BW system, select only the following DataSources for
the non-leading OLTP system(s) that are needed for your purposes:
Document Header (/OPT/VIM_DPDOC_H_TRAN)
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Exception (/OPT/VIM_EXC_TRAN)
If you are asked in which format the DataSources should be created
in the BW system, ensure that the DataSources are created as RSDS
DataSources.
Note: The given steps for replicating the metadata describe one possible
way only. Other ways are possible and valid.
For alternative ways and further details about the replication of metadata,
see the SAP documentation regarding the replication of DataSources in
SAP NetWeaver 7.x.
a. Gather the objects for the In Data Flow Before grouping and activate these
objects.
b. Then gather the objects for the In Data Flow Afterwards grouping and
activate these objects.
c. Using the buttons in the right screen area, make the following settings for
gathering dependent objects:
Button Value
Collection Start Manual Collection
Mode
Grouping In Data Flow Before
d. To select the VIM 7.0 Content objects that you want to activate, choose
InfoObjects by InfoAreas or InfoProviders by InfoAreas and then the
OpenText Vendor Invoice Management InfoArea.
e. Select the InfoObjects or InfoProviders that you want to activate from the
VIM scenarios and drag them to the right screen area.
f. Click with the quick info text Gather Dependent Objects. The first
group of objects is listed in the right screen area.
3. Start activation.
In the Active Version Available column, the icon is displayed for any objects
that are already activated and that you do not need to activate again.
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a. In the Install column, select all objects that you want to activate. Any
objects for which the active and delivered versions differ can be identified
by the selection mark in the Match (X) or Copy column.
b. In the Match (X) or Copy column, select the objects that you want to
compare.
c. Click Apply > Install.
The Activation begins. As soon as the activation is complete, the data is
loaded automatically.
d. Repeat this procedure from Step 2 on page 546 (Gather Objects for
Activation in Data Flow) using the In Data Flow Afterwards grouping.
1. Select InfoObjects.
The characteristics and key figures of the VIM 7.0 BW content are organized in
InfoObject catalogs assigned to InfoAreas representing the different layers of
the LSA.
Select the InfoObject catalogs of the different LSA layers (Corporate Memory,
Data Propagation Layer, Reporting Layer) with the In Data Flow Before
option.
2. Install DataSources and data flow from source systems to Data Acquisition
Layer:
a. Select the leading OLTP source system and install the DataSources that are
needed for your purposes first with the In Data Flow Before option and
then with the In Data Flow After option. The object name of all VIM
DataSources starts with /OPT/.
First select with the In Data Flow Before option and then with the In Data
Flow After option.
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Note: The InfoProviders and the data flow between the InfoProviders are
installed with this step as well.
4. Select the Meta Process Chains that are needed for your purposes with the In
Data Flow Before option. The object names of all the VIM process chains start
with /OPT/. You can use a filter on the object name to search for the VIM
process chains. The VIM BW content provides the following meta process
chains to be used directly or as a template to be adapted to customer needs:
Meta Process Chain for Delta Load of VIM Data w/o Corp. Mem. (technical
name: /OPT/VIM_ALL_01)
This meta process chain is used to upload master data and transaction data
from the leading OLTP system without storing data records in the
Corporate Memory and to further upload the data to the Reporting Layer,
that means to the InfoCubes.
Meta Process Chain for Delta Load of VIM Data with Corp. Mem. (technical
name: /OPT/VIM_ALL_02)
This meta process chain is used to upload master data and transaction data
from the leading OLTP system with additionally storing the data records in
the Corporate Memory and to further upload the data to the Reporting
Layer, that means to the InfoCubes.
Note: Both meta process chains are designed for a single OLTP system
only. If there are multiple OLTP systems connected to the SAP NetWeaver
BW system, the process chains need to be adapted for the non-leading
OLTP systems. In case of a non-leading OLTP system, the process chain
should restrict the master data to be loaded to the following:
Company Code Mapping (without loading company code group texts)
Vendor Group Mapping (without loading vendor group texts)
Document type texts
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3. SAP NetWeaver BW system: Schedule a meta process chain to upload VIM data
to the BW periodically.
5. SAP NetWeaver BW system: The VIM BW content reuses InfoObjects of the SAP
standard content, for example:
Ensure that all BW objects needed for the dataflow from the DataSources to
these InfoObjects are installed from the SAP NetWeaver BW content.
Additionally, ensure that the data for these InfoObjects is loaded. This includes
loading the data for the attributes of the above InfoObjects, for example the
country of a vendor.
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Chapter 25
KPI Dashboard
The Key Performance Indicator Dashboard (KPI Dashboard) is a tool for managers
showing VIM related process data at a glance in graphical charts.
KPI KPIs are used for performance management. Organizations use KPIs to measure
their overall success or the success of a particular activity. For the KPI Dashboard,
the following KPIs have been implemented with several filters:
For information about the user interface of the KPI Dashboard, see Viewing Data in
Graphical Charts in OpenText Vendor Invoice Management for SAP Solutions - User
Guide (VIM-UGD).
Processed invoices
Invoices where the VIM end timestamp is in the current period (month)
Number
How many invoices with end timestamp in the current period (month) have
been processed
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Amount
What is the total amount of invoices with end timestamp in the current
period (month) that have been processed
Exception
VIM invoice exception in the sense of process step that requires manual
interference
All exceptions of an invoice in the VIM process are collected and classified.
The corresponding exception classes are displayed in the period (month) in
which the invoice has the VIM end timestamp.
Exception Class
Group of invoice exceptions defined in the KPI customizing
Exception Free
Some process steps requiring manual interference are considered to be no
real exception; therefore they are exception free. The exception free rate
reflects the rate of no real exceptions and the completely exception free
rate in comparison with the rate of real exceptions.
All exceptions of an invoice in the VIM process are collected, classified, and
taken into account for the exception free rate in the period (month) in which
the invoice has the VIM end timestamp.
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25.2. Periodic Jobs - Collection and Aggregation
Note: Before running periodic jobs, you must complete all customizing steps
for the KPI Dashboard. See Customizing Settings on page 562.
The KPI Dashboard architecture overview shows that different levels of data
preparation are necessary to provide correct KPI data.
Level 1a
The VIM logging continuously writes data to special Log Tables and Index Data
Tables in the Central System and the Satellite Systems (if involved). The
activation of the KPI Dashboard BC set starts the logging mechanism.
Level 1b
The KPI Data Collection assembles document and exception data from the
logging and saves them in the KPI Source Tables. A periodic collection job is
required on each involved system to fill the KPI Source Tables.
Level 2
The KPI Aggregation selects data from the KPI Source Tables (in different logical
systems if required), aggregates the data, transforms it and saves the data in the
KPI Target Tables. A periodic aggregation job is required only in the Central
System (or Single System) to fill the KPI Target Tables.
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Level 3
The Web Dynpro uses the KPI Target Tables for visualization in the Web
Frontend.
KPI Source Tables and KPI Target Tables can always be refilled from the logging
tables.
Manual Run
Run frequency
Ad hoc / on demand
Business background
Ad hoc reporting / short term KPI analysis for a certain period of time
Execution
Manually in dialog or background
Parameter settings
Process start date from (required)
Process start date to (optional)
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If you want to load just a special period of time for the KPI Dashboard, you can use
the KPI collection report on demand manually. All processes which have been
started and also finished within the chosen process start interval are included in the
resulting collection output and stored to the KPI source data tables. From there, the
KPI aggregation report picks up the data and writes it to the KPI target data tables
as data basis for the Web Frontend.
To run the KPI collection report in test mode, select Test mode. This setting will
display the collected data in an ALV grid before saving the result to the database.
Important
When using this ad hoc type of KPI data supply, you must completely clear
the KPI source and target data tables before. Otherwise, reloading just a
special period of time could probably result in inconsistent overall results
and interrupt the regular delta collection runs in a significant way.
Therefore, the following steps are required to fulfill short term ad hoc KPI
reporting requirements whenever needed:
3. Collect KPI source data for the required special time period using the
KPI collection report /OPT/VR_KPI_COLLECTION
4. Aggregate the collected KPI source data and write it to the KPI target
data tables using the report /OPT/VR_A_AGGREGATION using aggregation
group KPI.
Business background
Ongoing KPI reporting
Execution
Planned background job
Parameter settings
No Process start date selection allowed
Delta mode check box selected
The Start From date is the timestamp of the last run. The Start To date is
the current timestamp.
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Test mode
Same processing, but the data is not written to the database, but shown in an
ALV Grid.
Configure the collection program as a job with a variant for the processing option
Delta mode.
When running the KPI collection in the regular delta mode, the report picks up all
processes which have been started and also finished after the last delta run. The
report stores the result to the KPI source data tables. From there, the KPI
aggregation report picks up the data that has been collected after the last
aggregation run and writes it to the KPI target data tables as data basis for the Web
Frontend.
The following steps are required to fulfill ongoing KPI reporting requirements:
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Note: For best performance, OpenText recommends that you select only
the Init source table check box for all KPI entries.
The check boxes may not be combined!
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25.3. Authorizations
25.3 Authorizations
The access to the KPI Dashboard is limited to users that have a SAP user on the
central SAP ERP system.
The OpenText standard delivery restricts the user to see only the company code data
that he is authorized to access. The filter Company Code Group displays only
groups that contain at least one authorized company code. So, the ALL filter in
Company Code Group contains only the company code groups that the user is
authorized to access.
You can abolish this restriction and change the setting to: All users can see all
company code data. Therefore, change the value for constant DO_NOT_CHECK_BUKRS
to X. For details, see Company Code Authority Check on page 577.
Important
If the company code check for authorization is running, and different users
have different company code authorizations, they will see different KPI
Dashboard filters and data.
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25.4. Customizing Settings
Grouping A lot of customizing has to do with the grouping of data. The KPI Dashboard is not
the right tool to display a large range of values; for example, to show 20 different
company codes. The KPI Dashboard rather shows grouped data like company code
groups or vendor groups.
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Important
You must define at least one company code group. Otherwise, the Web
Frontend of the KPI Dashboard cannot be viewed.
2. Create groups with a 4 character grouping ID and two descriptive fields (long,
short). Fill both description fields.
If you have between 1 and 20 different company codes that are relevant for the
KPI Dashboard, enter each company code as a company code group and fill the
description fields.
It is also possible to mix new company code groups with company code groups
that are identical with existing company codes.
The Flg: Disp. check box is for future use. It is not relevant now.
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Important
If one company code is mapped to different company code groups, the
data displayed on the dashboard is not disjoint.
Important
Do not change the time groups.
In the OpenText Configuration (see Customizing Menu on page 563), open Time
Group Definition.
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On time
Acceptable (Almost on time)
Delayed
Note: The text symbols &1 and &2 in the Short Description will be replaced
during runtime with the Days from and Days to values.
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Enter the maximum number of days for time group 1 and time type On time
(representing the invoices processed on time). In the example, all invoices with a
processing time less or equal 5 days are considered to be on time.
Enter the maximum number of days for time group 1 and time type Acceptable
(representing the invoices processed almost on time). In the example, all invoices
with a processing time more than 6 and less or equal 15 days are considered to be
almost on time.
Enter the minimum number of days for time group 1 and time type Delayed
(representing the invoices with delayed processing). In the example, all invoices
with a processing time more than or equal 16 days are considered to be delayed.
Enter the maximum number of days for time group 2 and time type On time
(representing the invoices approved on time). In the example, all invoices with an
approval time less or equal 2 days are considered to be on time.
Enter the maximum number of days for time group 2 and time type Acceptable
(representing the invoices approved almost on time). In the example, all invoices
with an approval time more than 2 and less or equal 4 days are considered to be
almost on time.
Enter the minimum number of days for time group 2 and time type Delayed
(representing the invoices with delayed approval). In the example, all invoices with
an approval time more than or equal 5 days are considered to be delayed.
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<Empty>
Use SAP standard LFM1 mapping (continue with next section)
X
Use KPI Dashboard specific mapping
If you want to use a KPI specific vendor grouping, set the constant value to X,
and fill the vendor mapping table, as shown in the following.
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The text symbols &1 and &2 will be replaced during runtime with the From amount
and To amount values for the amount classes.
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The currency must be identical with the favorite currency in the KPI constants.
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Note: If you change the texts, do not use special characters for the Short
Description.
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Check whether the following entries with Aggregation Group ID KPI and KPI
Group 1 are available:
/OPT/KAGR_SUB_KPI1
/OPT/KAGR_SUB_KPI2
/OPT/KAGR_SUB_KPI3_TO_4
/OPT/KAGR_SUB_KPI5_TO_6
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T
Use the current system date.
P
Use the posting date of the document.
F
Use a fix date for the current year.
If you enter F, it is necessary to enter a value for the constant
CURR_CONVERSION_DAY.
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25.4. Customizing Settings
The constant DASHBOARD_HELP_URL contains the link to the KPI Dashboard Help
page. Store the help file in the SAP mime repository and use the whole directory
structure in the URL link.
If the field is empty, the help link is not shown on the web page.
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<Empty>
The default help link stored in constant DASHBOARD_HELP_URL is used.
X
The help link URL is changed to language specific setting:
<default help link without file extension> + "_" + sy-langu + <file extension>
Example: /SAP/PUBLIC/BC/UR/DOC/Help_E.html
Keep in mind to store all the language specific help files to the same repository
with restriction of the above naming convention.
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Example: http://op60vimd89.optura.local:
8000/sap/bc/webdynpro/opt/vim_kpi_main
If the application uses secure http (https) for communication, apply changes as
described in section 9.2 Setting the Connection for the SAP Web Dynpro Service in
OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIM-IGD).
<Empty>
Check for company code authorization.
X
Do not check for company code authorization. Show all data for all users.
Enter the currency in which the amount of all invoices should be displayed. This is a
central constant also used during aggregation.
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Important
It is absolutely necessary to enter the value with the YYYYMM notation.
Example: If the year is 2011, and the month is October; enter 201110
<Empty>
The standard SAP vendor grouping of table LFM1 is used.
X
You have to fill the KPI specific customizing vendor mapping. See Mapping
Vendor Groups on page 568.
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SAP-CLIENT
Enter the client number of the SAP ERP system where the KPI Dashboard has
been installed and activated.
SAP-EP-THEMEROOT
Enter the path from where the theme of the Web Dynpro application is taken (to
use MIME objects, such as pictures and style sheets for visualization). You can
change the parameter for using custom CI-style guides. Default value: OpenText
SAP-LANGUAGE
Only EN, DE, and FR are allowed at the moment.
SAP-SYSTEM-LOGIN-BASIC_AUTH
If you have sap-system-login-basic_auth=X in the URL, a session cookie is
created. That is the reason why you can still load the application without re-
authentication. If you have the IE Developer Toolbar, you can clear session
cookies and try again. It will ask for credentials then.
SHOW_BANNER
Enter Y to show banner images (default setting). To deactivate banners, set the
value to N.
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Time Range TO
Current month/year
Channel
All
With the user parameter /OPT/VIM_KPI_MONTHS, you can set the KPI Dashboard
Time Range filter From. The value entered represents the number of months that
the KPI Dashboard goes into the past to collect data. The value must be a number
between 1 and 12. Other values are not allowed.
For users without this user parameter, the default value of 8 months is used.
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25.5. Troubleshooting
Note: The KPI constant FILTER_START_PERIOD can be set to date that is higher
than the time range calculated as current month/year minus user specific
number of months. In this case, the value FILTER_START_PERIOD is used for
the initial display.
Example: FILTER_START_PERIOD is 201106 and the calculated Time Range FROM value
would be 201103. In this case, the initial display uses 201106.
Make sure that all relevant VIM import channels that you want to see in the KPI
Dashboard are included in the table.
25.5 Troubleshooting
25.5.1 Problems with Excel Download
Users might have problems downloading the KPI data from the Dashboard to Excel.
In this case, change the browsers internet security settings in the Downloads sub
tree as shown in the following screenshot:
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Chapter 26
Automation Report
26.1 Overview
The automation report is a tool that provides data about automated and manual
processing steps of VIM documents. For more information, see section 5 Using the
Automation Report in OpenText Vendor Invoice Management for SAP Solutions -
Reference Guide (VIM-RGD).
Important
Data for the automation report is based on change documents for object
class /OPT/VIM_IDXDAT, which is a completely new feature with VIM 7.0
SP2. Therefore, it is not possible to show automation data for documents that
have been processed in older VIM versions.
The ATM collection report fills the table /OPT/VT_ATM_SRC, which contains data
about automated and manual processing steps of VIM documents. The table
contents can be viewed and evaluated directly by own programs (for example based
on SQVI).
The VIM program automation report allows to view and export the table contents.
Run frequency
OpenText recommends a daily frequency, in delta mode, in background.
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Processing options
Delta mode
To run the ATM collection report in delta mode, select this check box.
This is the default setting.
To run the ATM collection report in full mode, clear the check box. You
need the full mode only, if the data structures have been changed. This
may be the case when a new VIM SP is installed. If a full mode run is
necessary, there will be an instruction to do so in the Release Notes.
Test mode
To run the ATM collection report in test mode, select this check box.
This setting will display the collected data in an ALV grid before saving
the result to the database.
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Chapter 27
Central Reporting Infrastructure
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, the User Master Report and the Text Master Report get master
data and transaction data from their original tables and save the data in the
Source Data Tables. See Scheduling the Collection Report on page 597 for
details.
2. 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. See Scheduling the Aggregation
Report on page 603.
3. The reports in Central Reporting are end user reports based on the content of the
Reporting Data Tables.
Configuration To configure Central Reporting, you have to perform the following steps:
steps
1. Maintaining logical systems and System Landscape Directory (SLD)
2. Running the Aggregation Report for the CUST_PREFL group
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Collection Report
User Master Report
Text Master Report
Aggregation Report with variants for each aggregation group
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. OpenText
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:
Groups beginning with OTH* are used by the Central Audit Report only. The other
groups are used by the other central reports.
CUST_PREFL
Comprises Roles and Exception Mapping. This group is used to prefill the
customizing tables for roles and exceptions (see Activating Central Reporting
Baseline and Maintaining Reporting Tables on page 593) to ease customizing.
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.
KPI
Builds up the KPIs which are offered by the KPI Dashboard.
Scheduling the Aggregation Report for the KPI group is only required if you
want to use the KPI Dashboard. See KPI Dashboard on page 551.
Scheduling the Aggregation Report for the following groups is only necessary in a
multiple backend system.
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OTH_MASTER
Recommended to run once. Depending on how frequently Parking Reasons,
Process Type Definitions and Blocking Reasons are maintained, schedule the job
accordingly.
OTH_DCHEAD
Recommended to run twice a day. The frequency can vary depending on
business needs. Group ID OTH_DCHEAD replicates the data from table /
OPT/VT_DOC_HEAD to the Central System. This table is useful for Central Audit
Report output.
OTH_VMHEAD
Recommended to run twice a day. The frequency can vary depending on
business needs. Group ID OTH_VMHEAD replicates the data from table /
OPT/VIM_1HEAD to the Central System. This data replication is useful for system
wide duplicate check for an incoming invoice.
OTH_AGENT
Recommended to run twice a day. The frequency can vary depending on
business needs. Group ID OTH_AGENT replicates the data from table /
OPT/VT_WI_AGENT to the Central System. This data replication is useful for
current agent display in the Central Audit Report.
Baseline To display the groups that are delivered with Baseline, run the /n/OPT/SPRO
groups transaction and navigate to Vendor Invoice Management > Cross Component
Configuration > Central Reporting > Aggregation Infrastructure > Aggregation
report groups.
Note: OpenText strongly recommends that you do not change the Baseline
groups.
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Target data To display the Baseline target data tables that will be filled by the Aggregation
tables Report, run the /n/OPT/SPRO transaction and navigate to Vendor Invoice
Management > Cross Component Configuration > Central Reporting >
Aggregation Infrastructure > Aggregation report target tables.
Target and source tables are displayed, depending on the Aggregation Group ID.
Note: OpenText strongly recommends that you do not change the Baseline
target data tables.
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27.1. Configuring the System Landscape Directory (SLD)
For details, see section 3.4 Working with the System Landscape Directory (SLD) in
OpenText Vendor Invoice Management for SAP Solutions - Scenario Guide (VIM-CCS).
1. Central system - All satellite systems are maintained with proper RFCs and
classifications. The own logical system for the Central system itself is configured
with classification Central and with RFC destination NONE for system
communication.
2. Satellite system - The Central System logical system name is maintained with
proper RFC and classification. The own logical system for the Satellite system
itself is configured with classification Satellite and with RFC destination NONE
for system communication.
Note: Collection Report, User Master Report, and Text Master Report always
run in all systems involved. The Aggregation Report runs only in the central
system.
Note: Collection Report, User Master Report, Text Master Report, and
Aggregation Report all run in the concerned system.
1. To display the Aggregation report: Back end systems screen, run the /
OPT/VIM_ABE transaction.
Alternatively, navigate to Vendor Invoice Management > Cross Component
Configuration > Central Reporting > Aggregation Infrastructure > Back end
systems
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Notes
As table /OPT/VT_A_BKESYS is also used as a check table for other data,
you must insert an entry for the local system.
Add all logical systems you want to use in the Aggregation Report.
Note: The wrapper function on the logical system returns the source table
content as an XML stream to the central system, because it is not possible
to hand over internal tables as generic types in RFC. If the fields Character
set and Byte order remain blank, the system default will be used. In case
of XML conversion problems during execution of the Aggregation Report,
you can specify the encoding to be used in these fields.
Character set
Enter the character set, for example UTF-8.
Byte order
Enter the byte order, for example 1 if the character set uses big endian byte
ordering.
Note: For character sets and byte orders supported by SAP, see the
SAP documentation.
If you are not sure about the correct settings for your system, try the following:
a. In the related back end system, call the SE37 transaction and execute
function module SYSTEM_CODEPAGE.
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c. Use the codepage number returned by the previous function module call
(for example 4103) as selection value for field CPCODEPAGE.
In the selected dataset, the field CPCOMMENT contains most often a
description of the character set it contains (for example ISO-8859-1 or
UTF-16BE).
Important
If you dont want to use the default mapping from OpenText supplied
baseline content, use the CUST_PREFL group and run the report. Running the
Aggregation Report for the CUST_PREFL group prefills the customizing for
roles and exceptions.
You must manually map roles and exceptions in Central Reporting; see Activating
Central Reporting Baseline and Maintaining Reporting Tables on page 593.
Group ID
Enter the group ID, in this case CUST_PREFL.
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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).
1. Invoke the Aggregation Report screen, see To run the Aggregation Report for
the CUST_PREFL group: on page 591.
2. Enter the Group ID and configure the report for this group, according to your
needs. See Step 3 on page 591.
4. In the ABAP: Save as Variant screen, enter Variant name and Description and
save.
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27.5. Activating Central Reporting Baseline and Maintaining Reporting Tables
Central VIM Baseline delivers exception mapping and role mapping as part of the BC set
Reporting activation. To access these mappings, run the /n/OPT/SPRO transaction and navigate
Baseline
to Vendor Invoice Management > Cross Component Configuration > Central
Reporting > Report Table Maintenance. The mappings have one key field Logical
System that remains empty as the logical system key is not supplied in the Baseline
implementation.
If you want to configure custom user roles, add your settings before activating
Central Reporting Baseline. Maintain the roles manually in the Role Mapping
Maintenance without providing the logical system name as the key.
If you want to configure exceptions of your own, add your settings before activating
Central Reporting Baseline. Maintain exceptions in the Exception Mapping
Maintenance without providing the logical system name as the key.
To associate the mappings with the logical systems in the landscape, activate Central
Reporting Baseline by running the /n/OPT/VIM_SYS_ACTIV transaction. It is a one
time activity on each system involved. Perform it as a part of post installation
activity. If you activate Central Reporting Baseline, it provides default mapping of
role IDs and exception IDs from Baseline.
Maintaining If the baseline mapping of roles and/or exceptions does not suit your needs or if you
reporting tables want to enhance the mapping, some maintenance is required, before you can use the
reports in Central Reporting.
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27.5. Activating Central Reporting Baseline and Maintaining Reporting Tables
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:
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The columns 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 594) to each responsible party (role) for specific product code.
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The columns 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 594) to each Exception Type ID for specific exception type.
Note: For a description of the KPI Collection Report that is needed for the KPI
Dashboard, see Collection Job on page 554.
The 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 the Aggregation Report into Reporting Data tables.
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the systems involved. OpenText recommends running this report twice a day.
However, depending on how frequently data is needed, you can schedule it
accordingly.
Cut-off date The only mandatory selection criterion is Creation Date From. You must set this
date. It refers to the cut-off date, the work item creation date. Any invoices that have
been created before this date are not considered in reporting. The (Creation Date) to
field is relevant only for partial load, see Partial load on page 598. You can
combine the Creation Date From field with the Creation Time From field. If you
also provide Creation Time From, date and time together decide the cut-off time
period.
With a new installation, use the installation or go-live date for the Creation Date
From. With an upgrade, use the date of upgrading.
Do not maintain selection parameters other than Creation Date From and Creation
Time From (and to for partial load).
Note: However, you can use the parameters Task and ID for testing purposes.
The parameters refer to the workflow dialog task and the work item ID.
Delta and full Once scheduled, this report always runs in delta mode. Only those work items and
mode documents are considered that have changed since the last run. Delta mode is
default and fixed. To change to full mode, you must clean table /OPT/VT_JOB; see
Troubleshooting: Cleaning Up Central Reporting Tables on page 603.
Partial load VIM provides the partial load feature for the Collection Report. Without partial
load, the Collection Report only supported full and delta loads, therefore it was not
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possible to collect process information only for a special period of time, which can be
done using partial load. Partial load also makes it possible to correct any data
inconsistencies that can occur if at least one Collection Report run has been
performed using wrong selection criteria in the past.
Single processes may still be shown as in process by the Central Reporting tools
but they have already been completed in the meantime. The reason for this could be
that the regular Collection Report delta load (usually scheduled as background job)
only considers work items that have been finished since the last collection run, and
the cut-off date has been set in a too restrictive way; see Example 27-1, Collection
Report inconsistencies on page 599.
The partial load feature allows to correct such inconsistencies at any time by
updating all corresponding work items of a certain period of time again.
To run the Collection Report in partial load mode, you use a new selection field
Work Item Creation Date To (to) in combination with Creation Date From. If you
provide a value in the to field, the Collection Report runs a partial load for the
specified creation date range.
Figure 27-1 on page 598 shows a partial load example for exactly one day.
Note: OpenText recommends that you only run the partial load manually if
really required. Do not schedule the partial load job regularly as a background
job.
Example work item: creation date 3rd of July, completed by posting on 4th of
July
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Trying to download the missed work item at a later time will not help
anymore since the date of the last Collection Report run will be enhanced
every time during the regular scheduled job run.
In this example, the Creation Date From is set too restrictive because the
following parameters were ignored:
the processing time of the work item
the gap between the data loads
Assume that the longest work item processing time is 2 weeks and (to make
it simple for this example) a download is triggered only once a day (note that
the recommendation is twice a day or even more often). This means that all
work items that were created 15 days or less ago would have to be
downloaded again to ensure that the correct work item status is uploaded.
Creation Date From of the Collection Report: Current system date minus 2
weeks minus gap between the data loads. In our case this is: 4th of July
(current system date) - 14 days - 1 day (gap between the data loads) = 19th of
June
Collection Report run scheduled on 4th of July , with Creation Date From
set to 19th of June
The work item is finished in the meantime and is updated because the
creation date is 3rd July.
You can use the to date (partial load) to correct data inconsistencies that
happened in the past.
Assume that the current system date is 14th of October. Since 4th of October,
the upload is correctly done with a Creation Date From as the current
system date minus 15 days; for details, see Example 27-1, Collection Report
inconsistencies on page 599. Before 4th of October, the upload was done
with the current date as Creation Date From.
The work item created on 3rd of July still shows the wrong status.
Collection Report run on 14th of October , with Creation Date From set to
3rd of July , and to date set to 19th of September
All work items created in the given time frame are updated correctly
now.
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27.7. Scheduling the User Master Report
Partial load may also be an option if the assumed longest work item
processing time was exceeded for a limited period of time in the past (more
than 15 days ago).
Table / The last run time of the Collection Report is stored in table /OPT/VT_JOB. At the first
OPT/VT_JOB time the Collection Report runs, table /OPT/VT_JOB is empty. Thereafter, the last run
time always gets updated in this table.
Note: If you select Test Mode, the data is not saved to source tables or any
table. Even /OPT/VT_JOB will remain unchanged.
Schedule the User Master Report to run only after a previous run of the Collection
Report because the User Master Report uses the information from the tables filled in
by the Collection Report. So, if the Collection Report has never run, running the User
Master Report will not produce the desired results.
The User Master Report collects additional user information like first name, last
name, and OpenText user ID when new users appear in the system or any changes
happen to users. This information is used, for example, in the Central Audit Report:
You can click a link in the Current Role column to display details of the agents
associated with the role.
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27.9. Scheduling the Aggregation Report
The Aggregation Report depends on the results of the Collection Report. Therefore,
schedule the Collection Report, the User Master Report, and the Text Master Report
before the Aggregation Report.
Example: The User Master Report runs every Sunday at 20:00. The Aggregation Report with
group USER should be scheduled afterwards, for example every Sunday at 20:10. If the
Aggregation Report would be scheduled before the User Master Report, for example at 19:00,
it would result in user data that is almost one week old.
Single system In a single system scenario, the Central System is the same as the current system.
Schedule the Aggregation Report with all Group IDs, except the Group IDs that start
with OTH_*.
Multiple In a multiple backend system, schedule the Aggregation Report with all Group IDs,
backend including the Group IDs that start with OTH_*.
You might need to clean up the Central Reporting tables, for example to reload data
after fixing some issues. Whereas VIM Analytics bases on real time VIM tables,
Central Reports base on tables that are not real time. Collection Report, User Master
Report, and Text Master Report pull information from real time VIM tables and
provide data to Source Data Tables. The Aggregation Report selects data from the
Source Data Tables and provides data to the Reporting Data Tables. As Source Data
Tables and Reporting Data Tables are not real time, these tables can be reloaded.
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Cleanup report To run the cleanup report, run the SA38 transaction with program /
OPT/VR_CLEAN_TABLES.
Report Tables
Select this check box to delete Reporting Data Tables.
Important
This will clean up all data in the end user Central Reports.
Source Tables
Select this check box to delete Source Data Tables.
This will not impact the end user Central Reports, except the Central Audit
Report.
Note: If you reload the whole data, consider the corresponding data volume
that needs to be reloaded.
2. If the data volume is extremely high, use the partial load mode of the Collection
Report to reload the data in buckets. For example, always gather three months
of data, starting from the go-live-date until today.
If the data volume is small, run the Collection Report in the regular mode (with
go-live-date as start date). This results in a full load for the very first time. All
later runs are considered as delta loads.
3. After data is completely reloaded (either by some partial loads or just one
full load), schedule the Central Reporting reports as described in Scheduling
the Collection Report on page 597 and the subsequent sections.
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You can define threshold values for an attention status and a critical status. If the
attention value is exceeded in a cell (or falls below it for the First Pass panel), the cell
is highlighted in orange. If the critical value is exceeded in a cell (or falls below it for
the First Pass panel), the cell is highlighted in red.
1. To enter the WebFlow Constant Table where you maintain the constants, run
the /n/OPT/VIM_KPA_CFG transaction.
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<Value1>;<Value2>;<Value3>;<Value4>;<Value5>;<Value6>
where you must replace all <value> fields with a number, as follows:
Value 1 and 2 define the lower and upper threshold for the total number of First
Pass PO Invoices.
Value 3 and 4 define the lower and upper threshold for the total number of First
Pass NPO Invoices.
Value 5 and 6 define the lower and upper threshold for the total number of all
First Pass Invoices.
If the total number of First Pass invoices is lower than value 1/3/5, the respective cell
is marked red.
If the total number of First Pass invoices is greater or equal than value 1/3/5 but
lower than value 2/4/6, the respective cell is marked orange.
If any of the values is not maintained, the respective check is not done and the cell
will not be colored.
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If the total number of First Pass PO Invoices is lower than 10,000, the
respective cell will be marked red.
If the total number of First Pass PO Invoices is greater or equal than 10,000
but lower than 30,000, the respective cell will be marked orange.
If the total number of First Pass NPO Invoices is lower than 10,000, the
respective cell will be marked red.
If the total number of First Pass NPO Invoices is greater or equal than 10,000
but lower than 30,000, the respective cell will be marked orange.
If the total number of all First Pass Invoices is lower than 20,000, the
respective cell will be marked red.
If the total number of all First Pass Invoices is greater or equal than 20,000
but lower than 60,000, the respective cell will be marked orange.
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The total number of first pass invoices is checked against the thresholds for
the All Invoices line, only.
If the total number of all First Pass Invoices goes below 20,000, the respective
cell will be marked red.
If the total number of all First Pass Invoices is greater or equal than 20,000
but lower than 60,000, the respective cell will be marked orange.
<Value1>;<Value2>;<Value3>;<Value4>;<Value5>;<Value6>
where you must replace all <value> fields with a percentage quotation, as follows:
Value 1 and 2 define the lower and upper threshold for the percentage of First
Pass PO Invoices.
Value 3 and 4 define the lower and upper threshold for the percentage of First
Pass NPO Invoices.
Value 5 and 6 define the lower and upper threshold for the percentage of all First
Pass Invoices.
If the percentage of First Pass invoices is lower than value 1/3/5, the respective cell is
marked red.
If the percentage of First Pass invoices is greater or equal than value 1/3/5 but lower
than value 2/4/6, the respective cell is marked orange.
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If any of the values is not maintained, the respective check is not done and the cell
will not be colored.
<Value1>;<Value2>;<Value3>
where you must replace all <value> fields with data, as follows:
Value 1 defines the currency.
Value 2 and 3 define the lower and upper threshold for the amount of Blocked
Documents.
If the amount of Blocked Documents is greater than the lower threshold but smaller
or equal than the upper threshold, the respective cell is marked orange.
If the amount of Blocked Documents exceeds the upper threshold, the respective cell
is marked red.
The currency value must be maintained if you want to use the threshold
functionality. If any of the other values is not maintained, the respective check is not
done and the cell will not be colored.
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If the amount of Blocked Documents is greater than 20,000 USD, the respective cell is marked
red. The cell will never be marked orange because the respective value is not maintained.
If the amount of Blocked Documents is greater than 10,000 USD but smaller
or equal than 20,000 USD, the respective cell is marked orange.
<Value1>;<Value2>;<Value3>
where you must replace all <value> fields with data, as follows:
Value 1 defines the currency.
Value 2 and 3 define the lower and upper threshold for the amount of Parked
Documents.
If the amount of Parked Documents is greater than the lower threshold but smaller
or equal than the upper threshold, the respective cell is marked orange.
If the amount of Parked Documents exceeds the upper threshold, the respective cell
is marked red.
The currency value must be maintained if you want to use the threshold
functionality. If any of the other values is not maintained, the respective check is not
done and the cell will not be colored.
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If the amount of Parked Documents is greater than 20,000 USD, the respective cell is marked
red. The cell will never be marked orange because the respective value is not maintained.
If the amount of Parked Documents is greater than 5,000 USD but smaller or
equal than 15,000 USD, the respective cell is marked orange.
If the amount of Parked Documents exceeds 15,000 USD, the respective cell
is marked red.
<Value1>;<Value2>;<Value3>
where you must replace all <value> fields with data, as follows:
If the amount of Pre-Process Documents is greater than the lower threshold but
smaller or equal than the upper threshold, the respective cell is marked orange.
If the amount of Pre-Process Documents exceeds the upper threshold, the respective
cell is marked red.
The currency value must be maintained if you want to use the threshold
functionality. If any of the other values is not maintained, the respective check is not
done and the cell will not be colored.
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If the amount of Pre-Process Documents is greater than 20,000 USD, the respective cell is
marked red. The cell will never be marked orange because the respective value is not
maintained.
<Value1>;<Value2>;<Value3>;<Value4>;<Value5>;<Value6>;<Value7>;<Value
8>
where you must replace all <value> fields with a number, as follows:
Value 1 and 2 define the lower and upper threshold for the total number of
processed PO Invoices.
Value 3 and 4 define the lower and upper threshold for the total number of PO
Invoices in process.
Value 5 and 6 define the lower and upper threshold for the total number of
processed NPO Invoices.
Value 7 and 8 define the lower and upper threshold for the total number of NPO
Invoices in process.
If the number of invoices is greater than the lower threshold but smaller or equal
than the upper threshold, the respective cell is marked orange.
If the number of invoices is greater than the upper threshold, the respective cell is
marked red.
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If any of the values is not maintained, the respective check is not done and the cell
will not be colored.
If the total number of NPO Invoices in Process is greater than 150,000 but
smaller or equal than 250,000, the respective cell is marked orange.
<Value1>;<Value2>;<Value3>;<Value4>;<Value5>;<Value6>;<Value7>;<Value
8>
where you must replace all <value> fields with a percentage quotation, as follows:
Value 1 and 2 define the lower and upper threshold for the percentage of
Processed PO Invoices.
Value 3 and 4 define the lower and upper threshold for the percentage of PO
Invoices in Process.
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Value 5 and 6 define the lower and upper threshold for the percentage of
Processed NPO Invoices.
Value 7 and 8 define the lower and upper threshold for the percentage of NPO
Invoices in Process.
If the percentage of invoices is greater than the lower threshold but smaller or equal
than the upper threshold, the respective cell is marked orange.
If the percentage of invoices is greater than the upper threshold, the respective cell is
marked red.
If any of the values is not maintained, the respective check is not done and the cell
will not be colored.
If the percentage of NPO Invoices in Process is greater than 50% but smaller
or equal than 80%, the respective cell is marked orange.
If the percentage of NPO Invoices in Process exceeds 80%, the respective cell
is marked red.
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27.12. Configuring the Summary Report
Note: The Summary Report evaluates data from the offline reporting table /
opt/vt_doc_h.
You can configure the report to assign individual document statuses to different
categories and groups.
At the highest level, the summary report distinguishes between invoices and credit
memos. All group IDs created during configuration are applicable to both invoices
and credit memos.
Groups are the highest level unit in the Summary Report. They have one or
more Category IDs assigned to them. In the Report output, groups appear as
headings. Baseline configuration provides the following group IDs:
In process
Invoices that are in VIM processes
Pre Processed
Invoices that are in OCR processing
Processed
Invoices that are posted
Others
Invoices that have statuses, for example Obsolete, or Rescan completed
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2. To configure the mapping of Category IDs and text, double-click Category id/
text Configuration in the Dialog Structure panel. Each category is assigned to a
group ID. Baseline configuration provides the following category IDs:
StatusCode
Enter the Status Code for the Category ID. You can assign multiple Status
Codes for each Category ID.
When the Summary Report is run, the program distinguishes the invoice
documents depending on the Status Code. Then, the program categorizes
and displays the Category (text) in the report, as a subsection of the Group.
If the Status Code of a Category is not found in the Summary Report, the
corresponding Category Text is not displayed in the report.
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Chapter 28
As part of Business Suite 2010 (ERP 6.0 EhP5 and SAP CRM 7.0 EhP1), SAP delivers
SAP Shared Service Framework. SAP Shared Service Framework contains a rich set
of tools to improve and automate Shared Service Center operations.
SAP Shared Service Framework integrates the leading CRM system with the
backend ERP systems, for example VIM. Shared Service Center agents work entirely
in their AIC, with access to the backend ERP systems that they are responsible for.
The AIC provides the means to support communication with employees, suppliers
and customers.
VIM can be integrated with SAP Shared Service Framework. VIM leverages SAP
Shared Service Framework and provides integration scenarios with the AIC. See the
following examples:
Example:
The integration allows searching and finding invoices in VIM from AIC.
VIM users in the ERP backend system can open service requests from VIM work items and
exceptions.
Specific exceptions can be configured to automatically create a service request in CRM/
AIC.
Among others, the benefits of SAP Shared Service Framework integration are the
following:
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Note: You must perform the tasks either in the SAP ERP (VIM) system or in
the CRM system. The system is indicated in square brackets, for example
[ERP], in the title of each section.
Maintaining a Logical System for the CRM System in VIM [ERP] on page 620
Creating an ITS Service in the Backend ERP System [ERP] on page 621
Defining Transaction Launcher Logical Systems and URL [CRM] on page 629
Creating a Transaction Launcher for VIM Work Centers to Call VIM Analytics
(Service Request) [CRM] on page 632
Creating a Transaction Launcher for VIM Work Centers to Call VIM Analytics
(Account ID Confirmation) [CRM] on page 639
Configuring Work Centers for VIM Analytics [CRM] on page 640
Configuring Business Context Links for OpenText Linked Objects in Service
Request [CRM] on page 645
Configuring the OpenText Vendor Factsheet BSP Component [CRM]
on page 651
Maintaining the Logical System in OpenText Configuration Tables [CRM]
on page 663
Defining Prefill Business Role Settings for RFC (Service Request Display)
[CRM] on page 664
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The transaction launcher is a tool that you can use to allow agent access to business
transactions directly from the IC WebClient screen (in case of VIM, this is the AIC).
Essentially, the transaction launcher is a collection of shortcuts to available functions
or transactions within SAP CRM and ERP systems.
You can create own service names in the nodes in the SICF transaction. The Service
Name creation in this section is an example to create own services under the ITS
node.
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3. Expand default_host > sap > bc > gui > sap > its and right-click the ITS Service
name.
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Note: If you get a popup with information about the SAP namespace,
confirm it by clicking .
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Note: You can create own service names in the nodes in the SICF
transaction. However, for GUI Configuration in the Service Data tab, you
must set the following Parameter Name and Value. The ERP transaction
that OpenText SSF Transaction Launcher ITS Services depend on is /
OPT/VIM_SSF_LAUNCH. This transaction is called when the dependent
transaction launcher is called.
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~WEBGUI_SIMPLE_TOOL 114
BAR
Click to continue.
8. In the Handler List tab, set the Handler class name CL_HTTP_EXT_ITS.
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12. To activate the parent node where you have created the new service name,
select the node default_host > sap and right-click.
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Click .
1. In the CRM system, navigate to SAP menu > Interaction Center > Interaction
Center WebClient > Administration > System Parameters > Define
Transaction Launcher Logical Systems and URLs.
Alternatively, run the CRMS_IC_CROSS_SYS transaction.
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2. Maintain the Mapping name and the corresponding backend ERP Logical
System name with the ITS Client and the URL of ERP ITS, specifically for
OpenText components.
Determine the URL of ITS, for example: <http>://<Host Name>:<Port>/
<sap><created service name path>?sap-client=<CLIENT>.
If SAP Shared Service Framework for Financials is enabled in your SAP ERP
backend system, use the WEBGUI ITS service instead of your newly created
service:
Notes
Mapping logical systems and setting the URLs for standard SAP objects
like Vendor Links in business context must follow SAP conventions to
determine the URLs.
You must maintain 2 URLs for each backend ERP system, one URL for
standard SAP objects and another URL for OpenText objects.
Mapping names for OpenText objects follow a convention: The first 5
characters in the mapping name are ZZZZZ, followed by free text that
identifies the backend ERP system, for example ZZZZZD94.
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3. If your CRM system is connected to more than one SAP ERP backend system,
mark the MultiSys check box for your OpenText object URL links.
URL for OpenText objects (--> see Maintaining the Logical System in
OpenText Configuration Tables [CRM] on page 663)
Mapping: ZZZZZD94
Logical system: D94CLNT800
Local ITS:
ITS Client: 800
URL of ITS: http://op60vimd94.optura.local:
8000/sap/bc/gui/sap/its/opt_ltx?sap-client=800
Mapped Logical System Description: D94CLNT800
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To create a transaction launcher for VIM work centers to call VIM Analytics
(Service Request):
2. Click Continue.
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3. Enter the Launch Transaction ID, for example ZVIM_TL_CONFIG_SRQ, and the
Component Set ALL.
Click Continue.
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5. In the Transaction Type list, select A BOR Transaction and fill in the following
details:
Logical System
Example: D94CLNT800 (belonging to mapping ZZZZZD94)
See Defining Transaction Launcher Logical Systems and URL [CRM]
on page 629.
Method Name
DISPLAY
6. Click Continue.
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9. Click Complete.
10. Change the Handler Class of the newly created Transaction Launcher ID.
Perform the following steps:
c. Change the Handler Class entry for the selected Launch Transaction ID
to /OPT/CL_VIM_TL_CONFIG_SRQ.
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if you are using SAP ERP 6.0 enhancement package 5 (or higher), or
if you have implemented all the SAP notes regarding the
enablement of the Financials Shares Service Center (see SAP note
1454759).
If the Definition fields are not populated correctly, delete the newly created
Launch Transaction and repeat the above steps beginning from Step 1. Check
the fields in Step 5 carefully.
To create a transaction launcher for VIM work centers to call VIM Analytics
(account ID confirmation):
Note: When entering the same handler class in Step 4, the fields in the
Details section are prefilled automatically in Step 5.
2. Change the Handler Class of the newly created Transaction Launcher ID.
Perform the following steps:
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c. Change the Handler Class entry for the selected Launch Transaction ID
to /OPT/CL_VIM_TL_CONFIG.
In the CRM Interaction Center, the work centers are displayed as buttons in the
navigation bar.
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2. In the Define Logical Links screen, click New Entries and create a new Logical
Link ID using the following parameters:
Logical Link ID
<Name of the Logical Link ID>, for example ZAIC_LINK1
Type
Launch Transaction
Target ID
EXECLTX
Parameter
<Your Launch Transaction ID>, for example ZVIM_TL_CONFIG_SRQ; see
Creating a Transaction Launcher for VIM Work Centers to Call VIM
Analytics (Service Request) [CRM] on page 632
Parameter Class
CL_CRM_UI_LTX_NAVBAR_PARAM
Title
VIM Analytics SRQ
Description
VIM Analytics SRQ
3. Click New Entries again and create another new Logical Link ID using the
following parameters:
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Logical Link ID
<Name of the Logical Link ID>, for example ZAIC_LINK2
Type
Launch Transaction
Target ID
EXECLTX
Parameter
<Your Launch Transaction ID>, for example ZVIM_TL_CONFIG; see Creating a
Transaction Launcher for VIM Work Centers to Call VIM Analytics
(Account ID Confirmation) [CRM] on page 639
Parameter Class
CL_CRM_UI_LTX_NAVBAR_PARAM
Title
VIM Analytics Account ID
Description
VIM Analytics Account ID
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5. Create one work center for VIM Analytics with regards to Account ID and
another work center for VIM Analytics with regards to Service Request. Enter
the Logical Link ID, created in Step 2 and Step 3.
Note: SAP's default navigation bar profile for the Accounting Interaction
Center Agent is AIC_AGENT. SAP strongly recommends that you never
alter the SAP Standard Navigation Bar Profiles. Always create a new one
or use an existing copy of the Navigation Bar Profiles. See the SAP
documentation for more information about copying the Navigation Bar
Profiles, assigning them to business roles, and so on.
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8. Assign the 2 work centers you have created and enter the position at which the
work centers should be located within the navigation bar.
Save your changes.
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3. Define a Link Type with the same name as business object name: /OPT/V1001
with Description of Object Link Type: OpenText DP document and save the
Link Type.
Note: Ignore a warning to choose the key from the allowed namespace.
4. Select the Link Type /OPT/V1001 and double-click Define Object Link Type
Details in Dialog Structure.
5. In the Define Object Link Type Details screen, click New Entries.
Note: Ignore a warning to choose the key from the allowed namespace.
7. Double-click Define Object Link Profile in Dialog Structure and select the
Link Prof. SSF_AIC.
.
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9. Click New Entries and assign the new entry /OPT/V1001 to the Link Types of
Object Link Profile SSF_AIC and save the configuration.
Note: Ignore a warning to choose the key from the allowed namespace.
10. In Dialog Structure, double-click Define Business Context Profile and select
the SSF_AIC Business Context Profile.
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Note: Ignore a warning to choose the key from the allowed namespace.
13. In Dialog Structure, double-click Define Business Context Profile and select
the Business Context Profile SSF_ALL.
Note: Ignore a warning to choose the key from the allowed namespace.
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17. In the Define Logical Links screen, click New Entries and create a new Logical
Link ID for Service Request Business Context DP links, using the following
parameters:
Type
Enter Link.
Parameter
Enter the already created Launch Transaction ID (see Creating a
Transaction Launcher for VIM Work Centers to Call VIM Analytics (Service
Request) [CRM] on page 632) with regards to the Service Request work
center.
18. In Dialog Structure, double-click Define Navigation Bar Profiles and select the
custom Navigation Bar Profile.
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20. In the Define Generic Outbound Plug Mappings screen, click New Entries,
create a new entry with name WRAPPED_/OPT/V1001, and assign the Logical
Link ID created for Business context links, for example ZOPTBC.
21. Repeat Step 18 to Step 20 for all custom Navigation Bar Profiles that are
affected; that means, also for the navigation bar profile belonging to the SAP
Shared Service Framework Occasional User (for example, navigation bar profile
ZVIM_SSF_OCC_USER).
Note: SAP's default navigation bar profile for the SAP Shared Service
Framework Occasional User is SSF_OCC_USER. SAP strongly recommends
that you never alter the SAP Standard Navigation Bar Profiles. Always
create a new one or use an existing copy of the Navigation Bar Profiles.
Please see the SAP documentation for more information about copying the
Navigation Bar Profiles, assigning them to business roles, and so on.
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Object Type
WRAPPED_/OPT/V1001
Description
OpenText Document
The Factsheet uses the Business Server Page (BSP) component to display the loading
data in a web browser.
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Note: All OpenText CRM BC SETs must be activated before the following
step.
Implementation Class
/OPT/CL_FACTSHEET
Object Table
/OPT/FS_OBJECT
Model Table
/OPT/FS_MODEL
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In the Component Assignment screen, click New Entries, assign the newly
created Component Name to the newly created Component Set, and save the
configuration.
6. Click Runtime Repository Editor, expand the Models node and click to
switch to edit mode.
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9. Open the Models node. Right-click Models and click Add Model.
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10. Enter the Component Set name created in Step 3 on page 652, for example
ZOPTCOMPSET.
Save and exit from the transaction.
11. To configure the view in the BSP component, run the BSP_WD_CMPWB transaction
(UI Component Workbench), enter the Component /OPT/VENDOR_FS, and click
Display.
Click Component Structure Browser.
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Click .
Press the ENTER key and assign to a Transport Request.
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14. Select the fields in Available Fields and move them to Displayed Fields.
15. When you have moved all fields to Displayed Fields, save and exit from the
transaction.
17. Choose the Fact Sheet ID to plug the OpenText Vendor Factsheet. You can add
the BSP Component /OPT/VENDOR_FS to any of the Fact Sheet IDs. In the
example, the BSP Component /OPT/VENDOR_FS is added to Fact Sheet ID
FSSC_VEND_FS.
Select the Fact Sheet ID FSSC_VEND_FS and double-click View Assignments in
Dialog Structure.
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Component Name
/OPT/VENDOR_FS
Interface View
Select /OPT/VENDOR_FS/MainWindow from the drop-down list (F4 help).
Inbound Plug
DEFAULT
Title
OpenText Vendor Factsheet ID
Note: Ignore a warning to choose the key from the allowed namespace.
19. To link the configured Factsheet ID to the BSP Vendor Factsheet ID, run the
BSP_WD_CMPWB transaction (UI Component Workbench), enter the Component
BSP_DLC_FS, and click Display.
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21. From the drop-down list, select the Factsheet where you added the OpenText
business component. In the example, the BSP Component /OPT/VENDOR_FS was
added to Factsheet ID FSSC_CUST_FS
Select the Factsheet FSSC_CUST_FS and click New.
22. From the drop-down lists, select the Fact Sheet ID FSSC_CUST_FS and the Role
Key Accounting IC Default Key and click Next.
Note: If you use a customer specific role configuration key, select your
role configuration key for the field Role Key instead of selecting the
default role configuration key Accounting IC Default Key.
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23. From the drop-down lists, select the Page Type, for example Tiles, and the
Tile Layout, for example 2_X_3 (2 columns and 3 rows), then click Next.
Each cell (tile) in Tiles represents a View. Tiles are grouped under a Tiles group
which is displayed in the CRM UI page.
24. To move the OpenText Vendor Factsheet to any of the tiles, select a tile, then
select the OpenText Vendor Factsheet ID, and click the down arrow which will
place the OpenText Vendor Factsheet into the selected tile.
Use the Up and Down arrows to move the OpenText Vendor Factsheet to the
target position within the tile.
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Click the Configuration link to the right of the assigned OpenText Vendor
Factsheet.
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27. Select the Available Fields and move them to the Displayed Fields. To do so,
select each field and click the arrow button.
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29. Click Save and then click Finish. The new configuration is saved.
Exit from the transaction.
Every backend ERP system is mapped with a unique mapping name as a logical
system. Maintain the mapping names for each logical system in tables/views /
OPT/LOGSYS_MAP.
Note: Mapping names for OpenText objects follow a convention: The first 5
characters in the mapping name are ZZZZZ, followed by free text that identifies
the backend ERP system, for example ZZZZZD94.
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3. In the Mapping column, enter an appropriate mapping name for the Logical
system of the VIM system. See also Defining Transaction Launcher Logical
Systems and URL [CRM] on page 629.
This setting restricts the user not to display all other work centers when opening a
Service Request from VIM Analytics.
2. In the Define Prefill Business Role Settings for RFC screen, add a new entry
with the following values:
RFC Name
CRM_PREFILL_SRVQ_RFC_DISPLAY
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Business Role
<Name of your business role for the SSF Occasional User>, for example
ZVIM_SSF_OCC
Object Type
CRM_SRQM_INCIDENT
Object Action
Display
4. Repeat Step 2 and Step 3 to create a second entry with the following values:
RFC Name
CRM_PREFILL_SRVQ_RFC_CREATION
Business Role
<Name of your business role for the SSF Occasional User>, for example
ZVIM_SSF_OCC
Object Type
CRM_SRQM_INCIDENT
Object Action
Create
5. Repeat Step 2 and Step 3 to create a third entry with the following values:
RFC Name
CRM_PREFILL_SRVQ_RFC_SEARCH
Business Role
<Name of your business role for the SSF Occasional User>, for example
ZVIM_SSF_OCC
Object Type
CRM_SRQM_INCIDENT
Object Action
Search
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When creating a CRM service request, some fields can be set initially. The
initialization procedure defines the initial values (the default values) for some fields
in a CRM service request. Moreover, the initialization procedure provides the
configuration options to set initial values to these fields.
1. Run the /N/OPT/SPRO transaction and navigate to the menu path Vendor
Invoice Management > Cross Component Configuration > CRM Integration >
Maintain Initialization procedure for service requests.
Field Type
Select Table or Field from the drop-down list.
Function Module
Application variable
Field value
Enter the field value, depending on the setting in Value Determination
Type.
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28.3. Mapping the Initialization Procedure to the Service Request Creation Points [ERP]
1. Run the /N/OPT/SPRO transaction and navigate to the menu path Vendor
Invoice Management > Cross Component Configuration > CRM Integration >
Mapping of Initialization procedures to SR creation points.
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1. Run the SPRO transaction and navigate to the menu path Cross-Application
Components > Processes and Tools for Enterprise Applications > Shared
Service Framework > Integration with SAP CRM > Integration with Service
Request > Define Customer Application > Define Application Areas.
Application
FINANCIALS
Application Area
VIM
3. Run the SPRO transaction and navigate to the menu path Cross-Application
Components > Processes and Tools for Enterprise Applications > Shared
Service Framework > Integration with SAP CRM > Integration with Service
Request > Define Customer Application > Define Activities.
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Application
FINANCIALS
Activity
SAIC
Application Area
VIM
5. Run the SPRO transaction and navigate to the menu path Cross-Application
Components > Processes and Tools for Enterprise Applications > Shared
Service Framework > Integration with SAP CRM > Integration with Service
Request > Processing > Activate Manual Service Request Creation for
Activities.
Application
FINANCIALS
Activity
SAIC
Application Area
VIM
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Man. Creat
Select the check box.
7. Run the SPRO transaction and navigate to the menu path Cross-Application
Components > Processes and Tools for Enterprise Applications > Shared
Service Framework > Integration with SAP CRM > Integration with Service
Request > Processing > Determine Service Request Attributes from
Application Context.
Application
FINANCIALS
Application Area
VIM
Trans. Type
SAIC
9. Based on the application area, you can perform some further settings, for
example determine service request attributes from the application context. For
example, you may want to populate the subject category fields. For more
information, see the SAP documentation of the IMG activities mentioned in this
section.
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SRM Integration
VIM supports the following scenarios for SRM related purchase order invoices:
Missing goods receipt (GR) for SRM related purchase orders (SRM scenario
Classic and Extended Classic)
Quantity discrepancy in invoice for SRM related purchase orders which requires
confirmation in the SRM system (SRM scenario Classic)
Price discrepancy in invoice for SRM related purchase orders which requires
changes in the purchase order located in the SRM system (SRM scenario
Extended Classic)
Note: For details about the scenarios, see Configuring SRM Purchase Orders
on page 675.
This chapter describes the activities necessary for configuring the SRM integration.
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1. Run the /N/OPT/SPRO transaction and navigate to the menu path Vendor
Invoice Management > PO Based Invoice Configuration > SRM Integration >
SRM PO Statuses.
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2. Check the values in table EKKO, field STATU, for SRM related purchase orders
and maintain the appropriate statuses in the Constant Value field, separated by
semicolons.
Z constant The Z constant SRM_PO_CHECK for the product code LIX enables you to write custom
SRM_PO_CHE logic to determine if a particular PO is an SRM PO. You must write the custom logic
CK
in a custom function module. This function module is called from the standard
function /OPT/S_DETERMINE_SRM_PO_TYPE. Your custom function module must
have the same interface as the standard function module /
OPT/S_DETERMINE_SRM_PO_TYPE.
To access the respective menu items for this section, run the /N/OPT/SPRO
transaction and navigate to the menu path Vendor Invoice Management > PO
Based Invoice Configuration > SRM Integration.
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Process type VIM Baseline contains process type 162 for SRM. See Configuring the Process
maintenance Type on page 191 for details on maintaining the process type.
Verify that the following fields are maintained for the SRM process type:
Workflow Type: SRM System Integration
Max Retry Counter: Maximum number of retries to send the email for one PO
Retry Time (Minutes): The email will be sent again after the time internally
maintained here if no Goods Receipt is posted meanwhile. For each time, the
counter is incremented by 1.
Mail Config ID
Function Module for Receiver Email, for example /
OPT/S_GET_SRM_USER_EMAIL_ID
Function Module to send email, for example /OPT/S_DP_EMAIL_NOTIFICATION
Option to send VIM Baseline contains the option ID 2740 which will enable the AP Processor to
email send an email to the SRM user. You can configure the email text based on the mail
configuration ID maintained in the process option. See Configuring the SRM Mail
Infrastructure on page 681 for details on how to maintain the email text.
In the quantity discrepancy scenario, you need to maintain the DP process type for
the Missing goods receipt scenario; see Missing Goods Receipt Scenario
on page 676. The SRM process type will be used to determine attributes like the
delay time and get the receiver email ID.
1. Run the SM30 transaction to maintain table /PTGWFI/Z_CONST, and locate the
record with Product Code LIX and Constant SRM_QTY_BLK_PROCTYPE.
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2. Enter the SRM Quantity Block process type in the Constant Value field. The
OpenText Baseline value is 162.
The maximum number of days (delay time) will be based on the process type.
The delay time will be calculated as the Maximum Number of retry time
multiplied by the Maximum Retry time limit.
The Email Receiver function module to get the receivers is also derived from the
process type.
3. Click to save your settings.
2. Enter the mail configuration ID in the Constant Value field and save your
settings. For details on the mail configuration ID, see Configuring the SRM
Mail Infrastructure on page 681.
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You must determine the initial actor who will receive the work item after the wait
period completes.
2. Enter the initial actor's role in the Constant Value field and save your settings.
If these conditions apply, an email will be sent to the SRM requester to change the
purchase order. The workflow will be in wait status for the specified time, based on
the configuration. After the time has lapsed or the block has been removed, the work
item will be completed.
The mail configuration ID is used for sending emails out. You can modify the actual
email content, see Configuring the SRM Mail Infrastructure on page 681.
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2. Enter the mail configuration ID in the Constant Value field and save your
settings. For details on the mail configuration ID, see Configuring the SRM
Mail Infrastructure on page 681.
You must determine the initial actor who will receive the work item after the wait
period completes.
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2. Enter the initial actor's role in the Constant Value field and save your settings.
After the workflow has sent an email to the SRM user, the workflow is in wait
status. You can configure the amount of time for the wait period.
2. Enter the amount of time for the wait period (in minutes) in the Constant Value
field and save your settings.
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Note: For the price discrepancy scenario, only the Extended Classic SRM
scenario is relevant.
2. Enter EXTENDED_CLASSIC or CLASSIC in the Constant Value field and save your
settings.
Email body and email subject base on the business object type and object key.
Email format The SRM email notification can be sent in different formats. The format is configured
in Z Constant (product code 005) REM_MAIL_DOCTYPE . Default value is RAW. This
email format is used globally for all kind of email notification : Reminder
notification, Approval notification, and SRM notification.
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2. To add a new entry in the Mail config definition overview screen, click New
Entries in the application tool bar.
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Object type
Enter the VIM object type. The following values are possible:
/OPT/V1001
Object type for DP
/OPT/LIV
Object type for blocking
Text Block 1
Enter a text object for the email context header, like addressing and
description of the issue. For example, /OPT/VIM_DP_SRM_QTY_HEADER is a
text for the DP email header.
Note: You can maintain text objects using the SO10 transaction.
Text Block 2
Enter a text object for the URL Header; for example, /
OPT/VIM_DP_SRM_QTY_URL_HEAD.
Text Block 3
Enter a text object for the conclusion and/or the address of the email
generating location. For example, /OPT/VIM_DP_SRM_QTY_FOOTER is a text
for the email footer.
Include Image Attachment
Select this check box to attach the invoice image to the email.
URL Function Module
Enter the function module that will generate the URL for user reference.
This URL will contain the tracking information for the PO. For example, the
function module /OPT/CNOTIF_GET_URL_LIST populates the URL with the
following parameters:
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Importing parameters
I_MAIL_CFG_ID
Mail configuration ID
I_OBJTYPE
Object type
I_OBJKEY
Object key
Exporting parameters
T_URL
Table of URLs
URL
Enter a URL that is used in the mail body, in case the URL generating
function module is not maintained.
I_OBJTYPE
Object type
I_OBJKEY
Object key
I_GROUP_BY
Group by (used as SRM PO Requester in baseline)
Exporting parameters
T_LINE
Table parameter, with PO line item information
4. To configure the mail fields which need to be populated in the email content,
double-click Mail field list and description in the Dialog Structure panel.
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The list shows all object key fields that can be shown in the email. These fields
derive from the object type defined in Step 3 on page 683.
6. To configure the mail subject line, double-click Mail subject/Title in the Dialog
Structure panel.
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Maintain the (language dependent) mail subject. The mail sending function
module will populate the appropriate subject if it is not set while invoking the
mail.
You must enable the email sending program to send invoice images as attachments
with the correct file extension. Therefore, you maintain the attachment extensions
for each archive object type.
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In the example, the Image File extension TIF is maintained for the archive
object type /OPT/ICC. For /OPT/ICC, invoice images will be archived and
attached to emails as *.TIF.
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Chapter 30
PDF Log
At various locations throughout VIM, a PDF log can be created. With VIM 7.0 SP2,
there is one possible PDF log application at the beginning of the VIM process:
rendering PDFs of incoming IDocs. At the end of the VIM process, there is another
possible PDF log application: automatically creating a PDF history log.
Note: If any issues occur during the creation of the PDF log, a log message is
written to the application log for object /OPT/VIM with subobject DP. For more
information about the application log and how to display log messages, see
section 27 Working with the Application Log in OpenText Vendor Invoice
Management for SAP Solutions - Administration Guide (VIM-AGD).
PDF Profile
Enter the unique ID of the profile.
Profile Description
Enter the description of the profile.
PDF Log Class
Enter the name of the class containing the logic for creation of the PDF log.
As an example, see class /OPT/CL_C_PDF_LOG for the PDF history log,
which is delivered with the baseline.
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You can enhance the baseline classes for the specific PDF log by redefining
components of the class within a custom class which you can maintain
instead of the baseline class.
PDF Form Type
Enter the type of the PDF form.
There are different ways to create a PDF file in a SAP ERP system, for
example by creating a local spool request, by using SAP Script, SAP Smart
Forms, or SAP Interactive Forms by Adobe. With baseline, SAP Smart
Forms are delivered. With the current status, Smart Forms is the only
available entry for this field. However, it is also possible to redefine the
logic of the PDF log classes within custom classes to support other
techniques, for example SAP Interactive Forms.
Form Name
Enter the name of the SAP Smart Forms form.
As an example, see SAP Smart Form /OPT/C_WORKFLOW_HISTORY01 for the
PDF history log, which is delivered with the baseline.
You can copy the SAP Smart Forms of the baseline using the smartforms
transaction and adjust them to your needs. You can maintain the adjusted
Smart Form in the Form Name field instead of the baseline Smart Form.
PDF Language
Select the language to be used for the PDF log. The following values are
available:
Fixed Language
A fixed language key is used for the PDF log. If you enter Fixed
Language, it is necessary to enter a value for the Language field.
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Time Zone
If you have selected Fixed Time Zone in the PDF Timezone field, enter the
time zone in this field.
Document type
Enter the archive document type to be used for archiving the PDF log.
Overwrite
Select this check box to overwrite PDF logs that have already be linked to
the DP document and its SAP invoice with the same archive document type.
Selecting the Overwrite check box deletes the physical PDF log and its links
to the DP document and the SAP invoice.
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The PDF history log file is archived and linked to the DP document and its SAP
invoice.
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30.3. PDF History Log
The PDF history log should be created at the end of the VIM process. If you want to
enable the creation of the PDF history log, you have to assign the profile for the PDF
history log (default profile: HISTORY) to the VIM process VIM process is finished.
Without this, the PDF history log will not be created at the end of the VIM process.
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2. In the Define Profiles screen, define the profile. The following parameters are
specific for the PDF history log.
Note: For a description of the profile definition for PDF logs in general,
see Defining Profiles for the PDF Log on page 689.
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Document type
Enter the archive document type to be used for archiving the PDF history
log.
Overwrite
Select this check box to overwrite PDF history logs that have already be
linked to the DP document and its SAP invoice with the same archive
document type.
It is possible to create a PDF history log to a DP document manually by
using the /OPT/CR_PDF_LOG report. When using this report, a PDF history
log linked to the DP document and its SAP invoice can already exist.
For more details about report /OPT/CR_PDF_LOG, see section 26 Creating a
PDF History Log File in OpenText Vendor Invoice Management for SAP
Solutions - Administration Guide (VIM-AGD).
Selecting the Overwrite check box deletes the physical PDF document (the
PDF history log) and its links to the DP document and the SAP invoice. This
PDF history log can either be created manually or automatically.
Default value: <selected>
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With baseline delivery, a profile (HISTORY) is delivered, which creates a PDF file
with history information of the VIM process.
To create this PDF history log at the end of the VIM process, it is required to assign
the profile to the VIM process step VIM process is finished for your company
codes. If you leave Company Code empty, the setting is used for all company codes.
Note: The VIM process step VIM process is finished is triggered only if
there is a DP document workflow running. This is not the case for the old
direct posting and direct parking scenario. If you want to create a PDF history
log nevertheless, use the /OPT/CR_PDF_LOG report. For more information about
the report, see section 26 Creating a PDF History Log File in OpenText Vendor
Invoice Management for SAP Solutions - Administration Guide (VIM-AGD).
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Special Topics
Part 5 Special Topics
This part describes the configuration of VIM special topics, like VIM Notifications.
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Tools
VIM provides some tools that help to use the application. The following tools are
available:
VIM Notifications on page 699
Testing Roles on page 699
Changing the Work Item Text on page 701
Test Tools on page 702
2. Enter the relevant information for the role you want to test. For example:
Company Code, Document Number, and Responsible Party.
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The result for that role shows the default user maintained for this role:
REQUESTER1.
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TS00275253
Approve Invoice
TS00275260
Non-PO Invoice Dashboard
TS00275262
PO Parked Invoice Dashboard
TS00275265
PO Invoice Dashboard (Line Level)
TS00275267
PO Invoice Dashboard (Header WF)
TS00275278
DP Document Dashboard
TS00275283
Reference requested
2. In the Multi Language Workitem Text Maintenance Utility screen, enter the
task ID (TS00275257 in the example) and press the ENTER key.
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4. Change the text in the Task Text field and click the Update button.
Important
Actually, these tools are internal tools. Although you can use them,
OpenText does not provide customer support for these test tools.
Transaction /OPT/VIM_7AX1
Non-OCR Scenario
Transaction /OPT/VIM_7AX2
OCR Scenario
Transaction /OPT/VIM_7AX7
OCR Test Utility
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Chapter 32
Using VIM Notifications
The VIM Notifications program (called VIM Reminder in earlier versions) provides a
way to remind users about the invoices waiting in their inbox to be processed. The
program sends email notifications for all overdue invoices and for invoices that have
spent a particular number of days in the user inbox. You can customize the number
of days.
To start the VIM Notifications program, run the /OPT/REMINDER transaction. The
program is typically scheduled as a batch job so that the agents get notifications of
their reminders regularly.
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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
Recipient of Reminder
Tip: Where applicable, use for multiple selection and for search
help.
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Company Code
Document Number
Fiscal Year
Line Item
Document ID: the number that was generated for the document during
the DP process
SAP User ID
OpenText User Id
Note: When adding user IDs as search criteria, the system does not
consider the substitutes for the user, if there are any.
Scenario
Select the corresponding check box(es) to include work items of the
following types:
Document Processing
PO Block Invoices - Header
PO Block Invoices Line
PO Parked Invoices
NPO Parked Invoices
PO Approval Inv. (Parked/DP)
NPO Approval Inv. (Parked/DP)
PO Referred Invoices
NPO Referred Invoices
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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,
click in the application tool bar to display the VIM Notifications List with
the search results.
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Send Notification
To send an email or an SAP note to an agent, select the agent in the list and click
the Send Notification button.
SAPconnect
To run 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 ERP system.
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.
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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.
Notes
The following list only covers columns whose meaning is not obvious.
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 707.
Column Description
Current Agent Current agent who owns items
Process Type Type of the document (DP, PO document, Non PO document); see the
list in Scenario on page 705.
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Sub Process Sub Process Type for each process type, for example Approval
Type Required for Non PO Invoice Approval process type
Document SAP document number
Number
Document ID DP document ID
Vendor Vendor number
Name 1 Vendor name
Inbox Days Number of days the work item lies in the inbox
Before Due Days before the due date of the work item
Due Date Due date of the work item
First name First name of the current agent
Last name Last name of the current agent
Responsible Role that is responsible for the work item
Party
Receiver ID Email address of the current agent
ID Work item ID
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Note: You cannot change the Notification Type and the Notification Sub
Type for an existing notification.
3. To add a notification, click the New entries button in the application tool bar.
Notification Type
Select the notification scenario. Possible values:
Document Processing
PO Parked Invoices
PO Blocked Invoices - Line Level
PO Blocked Invoices - Header Level
NPO Parked Invoices
NPO Approval Invoices (Parked/DP)
PO Approval Invoices (Parked/DP)
NPO Referred Invoices
PO Referred Invoices
Approval Required
Vendor Maintenance
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Responsible Party
Select the role for the notification. All users assigned to this role will receive
the notification.
Notify Substitutes
Select this check box to have all notifications also sent to substitutes of users
that receive the notification.
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 email body.
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If you select a different function model in this field, VIM Notifications will
run this function module first. If the function module cannot find a valid
email address, VIM Notifications will run the default function module /
OPT/VIM_NOTIF_EMAIL_ADDRESS.
Field name
You find the field names in structure /OPT/VIM_S1_REMINDER_MAILBODY.
Each field name represents a column in the generated VIM Notifications
email.
Language
VIM supports the following languages:
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German (DE)
English (EN)
Spanish (ES)
French (FR)
Hungarian (HU)
Italian (IT)
Japanese (JA)
Dutch (NL)
Portuguese (PT)
Romanian (RO)
Russian (RU)
Chinese (ZH)
Czech (CZ)
Polish (PL)
Turkish (TR)
Notes
Position
Specify the sequence of the fields in the email body.
Field Length
Specify the length of the field.
If you leave Field Length empty, the system uses the Length parameter
from structure /OPT/VIM_S1_REMINDER_MAILBODY, which contains the
email body fields.
Text
Enter the title for each field in the respective language.
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Language
VIM supports the following languages:
German (DE)
English (EN)
Spanish (ES)
French (FR)
Hungarian (HU)
Italian (IT)
Japanese (JA)
Dutch (NL)
Portuguese (PT)
Romanian (RO)
Russian (RU)
Chinese (ZH)
Czech (CZ)
Polish (PL)
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Turkish (TR)
Notes
You cannot change this parameter in the Mail Title Configuration
screen.
Japanese and Chinese are supported only in SAP ERP 6.0.
Mail Title
Enter the title of the notification email in the respective language(s).
2. To exclude another user, click the New entries button in the application tool bar
of the Excluded Receivers for Notifications Overview screen.
User Type
Select SAP User Id or OpenText User ID from the list.
User Id
Enter the user ID to be excluded, corresponding to the selected user type.
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Disable Notification
Mark this field with X to disable VIM Notifications emails.
Single Notification
Mark this field with X to have VIM Notifications emails sent only once per
work item instead of multiple times during the notification period.
Language Pref
Select the preferred language of the emails. VIM supports the following
languages:
German (DE)
English (EN)
Spanish (ES)
French (FR)
Hungarian (HU)
Italian (IT)
Japanese (JA)
Dutch (NL)
Portuguese (PT)
Romanian (RO)
Russian (RU)
Chinese (ZH)
Czech (CZ)
Polish (PL)
Turkish (TR)
Note: Japanese and Chinese are supported only in SAP ERP 6.0.
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Note: The preferences are set for the currently logged-in user.
Disable Notification
Select this check box if you want to receive no VIM Notifications emails
regarding the SAP inbox or Web Approval.
Clear the check box to receive VIM Notifications emails.
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 emails more than once,
regarding the same work item.
User Language
Select your preferred language. VIM supports the following languages:
German (DE)
English (EN)
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Spanish (ES)
French (FR)
Hungarian (HU)
Italian (IT)
Japanese (JA)
Dutch (NL)
Portuguese (PT)
Romanian (RO)
Russian (RU)
Chinese (ZH)
Czech (CZ)
Polish (PL)
Turkish (TR)
Note: Japanese and Chinese are supported only in SAP ERP 6.0.
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32.4. Maintaining a Notification Email Formatting Function Module
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Chapter 33
Data Archiving Configuration
In the context of VIM, archiving only considers the VIM data tables of:
DP invoices
Reporting data from Central Reporting
For a list of tables you can archive data from and a short description of the archiving
process itself, see section 20 Archiving VIM Information in OpenText Vendor Invoice
Management for SAP Solutions - Administration Guide (VIM-AGD).
Important
OpenText recommends archiving data of the VIM tables only, when the data
is not required in everyday tasks and it is not relevant from auditing
perspective. Make absolutely sure that you run license reporting before you
archive data. Otherwise, you might lose data that is needed for license
reporting. For more information, see section 21.1 Using the ICC and VIM
License Report in OpenText Vendor Invoice Management for SAP Solutions -
Administration Guide (VIM-AGD).
Notes
Once the data is archived, all reports and transactions will not be able to
show the data anymore. However, VIM Baseline provides programs to
reload the data into the database.
There are no known dependencies on data archiving of standard SAP objects
like invoice documents, workflow logs, archive link entries, and so on.
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1. Use the standard SAP transaction FILE to create the logical file name. The
logical file name is needed in Step 5.
2. To invoke the View Cluster Maintenance screen, run the AOBJ transaction.
Important
Do not change the Structure Definition of the archiving object; see the
following screenshot. This would cause inconsistency between the
programs and the structure.
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5. Assign the logical file name created in Step 1 to the archiving object in the
Logical File Name field.
6. Enter the customizing settings for the archiving object for Archive File Size and
Settings for Delete Program according to your requirements.
Note: You must first archive the DP documents and then archive the reporting
information of the DP documents. If you do not archive the DP documents
first, the data is populated back to the reporting tables again, when the
background jobs scheduled to collect data for the reporting tables are executed.
1. Use the standard SAP transaction FILE to create the logical file name, see Step 5.
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2. To invoke the View Cluster Maintenance screen, run the AOBJ transaction.
3. Select Archiving Object /OPT/REP and click .
Important
Do not change the Structure Definition of the archiving object, see the
following screenshot. This will cause inconsistency between the
programs and the structure.
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33.2. Configuring Archiving of Central Reporting Information
5. Assign the logical file name created in Step 1 to the archiving object in the
Logical File Name field.
6. Enter the customizing settings for the archiving object for Archive File Size and
Settings for Delete Program according to your requirements.
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Chapter 34
Rerunning Waiting Process Types
The process types within a wait step can be monitored. You can execute the
corresponding process types again, or you can finish the wait step manually.
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34.2. Working with the Monitor List
If you use the Rerun non waiting in background option, the following
search fields are not processed for the execution of the program:
The Monitor list shows all entries for the waiting rules according to your selection.
The Monitor list highlights (in green) all process types where the waiting step has
already been finished.
The Monitor list provides access to the business data and the monitoring processing
of the rerun execution like the following:
Status of rerunning the process type
Creation timestamp of waiting process type
Change timestamp of execution
1
Wait step created
2
An error occurred during rerun execution, for example the terminating event of
the task could not be processed.
6
Process was skipped / reassigned manually.
7
Exception occurred again during rerun processing.
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8
Period exceeded and process type was skipped / reassigned.
9
Process type was executed successfully.
Within the list, you can mark one or many entries. For the marked entries, you can
perform the following actions, using the buttons:
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Glossary
AAK
See SAP Add-On Assembly Kit (AAK).
After Image
Technical option to realize an delta upload from the source systems into the SAP
NetWeaver BW system. A data record loaded as After Image provides the status
of the record after it has been changed, or after data has been added.
Aging Report
Part of the Central Reporting infrastructure. The Aging Report reports about the
aging of documents and work items in the current system.
AP processor
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).
Approval Portal
Archive system
ArchiveLink
Service integrated in the SAP NetWeaver Application Server ABAP for linking
archived documents and the application documents entered in the SAP ERP
system
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Glossary
Authorization profiles
The SAP administrator assigns authorizations to the users that determine which
actions a user can perform in the SAP ERP system. These authorizations are
stored in Authorization profiles.
Automation Report
Tool that provides data about automated and manual processing steps of VIM
documents
BAdI
See Business Add-Ins (BAdI).
BAPI
Baseline
BasisCube
See InfoCube.
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 rules
Rules that describe the operations, definitions and constraints that apply to an
organization
Event used for extending a Non PO invoice functionality to call a custom program
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Glossary
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.
Central Reporting
Reporting infrastructure that provides several reports that enable you to measure
certain properties of VIM documents and their work items, in order to optimize
working with VIM. Central Reporting comprises the following individual reports:
Aging Report, Central Audit Report, Exception Analysis Report, Key Process Analytics
Report, Productivity Report, and Summary Report.
Characteristic
COA
See Approval chart of authority (COA).
Coding
Contract agent
Dashboard
User interface that organizes and presents information in a way that is easy to
read. Users can also perform actions from the dashboard.
Object in SAP NetWeaver BW to transfer data from source objects to target objects
DataSource
Set of fields in SAP NetWeaver BW that provide the data for a business unit for
data transfer to the SAP NetWeaver BW system; technically, it contains an extract
structure and an extraction function module.
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Glossary
DocuLink
VIM component that captures invoice metadata including line items for PO and
performs preconfigured business rules
Document type
DP
See Document Processing (DP).
DSO
See DataStore Object (DSO).
DTP
See Data Transfer Process (DTP).
Duplicate analyzer
EDI
See Electronic Data Interchange (EDI).
Method for transferring data between different application systems in the form of
messages. SAP applications support EDI with messages sent in an SAP
Intermediate Document (IDoc) format. VIM supports the creation of vendor
invoices through the EDI/IDoc interface.
Error handling method. Event Type Linkage determines what the application
should do in case an error could not be handled.
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Glossary
Exception
FI
See Financial Accounting (FI).
IAP
See Invoice Approval (IAP).
ICC
See Invoice Capture Center (ICC).
IDoc
See Intermediate Document (IDoc).
IE
See Invoice Exception (IE).
Indexer
Indexing
InfoArea
InfoCube
InfoObject Catalog
InfoObject
Smallest information unit in SAP NetWeaver BW. Key figures and Characteristics
are collectively called InfoObjects.
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Glossary
InfoPackages
Object in SAP NetWeaver BW that specifies when and how to load data from a
given source system to the SAP NetWeaver BW system
InfoProvider
Information provider
VIM component that gathers and displays all VIM exceptions in one place. Users
can start the respective dashboard by processing a work item directly from the
Integrated Invoice Cockpit.
VIM component that enables users to perform coding, approving and rejecting
invoices
Invoice approver
Invoice characteristic
A value specific to each invoice (for example country) that allows flexible
processing in VIM. An invoice characteristic is determined during runtime and
depends on the corresponding index data of the document.
Invoice coder
Person who enters the accounting info on invoices to allocate the cost
VIM component that handles the exceptions that arise after an SAP invoice is
created
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Glossary
Invoice requester
Key Figure
Part of the Central Reporting infrastructure. The Key Process Analytics Report
reports about a variety of key figures regarding the VIM process: It shows the
accumulated amounts of all documents in the DP workflow, in parked state and
in posted state.
KPI Dashboard
Tool for managers showing VIM related process data at a glance in graphical
charts.
LIV
See Logistic invoice (LIV).
MM
See Materials Management (MM).
MultiProvider
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
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Glossary
Number range
Array of numbers that can be used for an object in the SAP ERP system
OCR
See Optical character recognition (OCR).
Park
Situation where an invoice is not posted and is waiting for further processing
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).
Invoice that has already been posted in SAP ERP. 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
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Glossary
Process Chain
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.
Productivity Report
PSA
See Persistent Staging Area (PSA).
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.
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 ERP
Requisitioner
Roles
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Glossary
SAP application that provides software for ticket systems, for example in the
Accounts Payable department.
SAP software that contains a rich set of tools to improve and automate Shared
Service Center operations.
Scan operator
Person who scans the invoices into images (may not have a SAP ID)
Service approver
Service requisitioner
Summary Report
Swimlane
Tax expert
Person who advises on invoices that need tax audit. Normally tax department
personnel.
Transformation (TRF)
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Glossary
TRF
See Transformation (TRF).
VAN
See VIM Analytics (VAN).
Vendor maintenance
Person who is responsible for creating and maintaining the vendor master
records
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.
VIM Workplace
Tool for VIM super users, which allows users to display lists of their work items
that meet a selection they have entered before. Users also can display work items
of other users and of their team as a whole.
Workflow
SAP Business Workflows can be used to define business processes that are not yet
mapped in the SAP ERP system.
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