Invoice Management Training v6

Invoice Management Training
Presentation
March 2012
Amsterdam|March 2012 HEINEKEN International

Content
1. Objectives and Scope

2. Invoice Management process
3. Roles and responsibilities
4. Detailed processes:
A. Scanning and loading into SAP
B. OCR
C. Document processing
D. Processing and posting of NPO invoices
E. Processing and posting of PO invoices
F. PO Invoices with Price and Quantity differences
5. Monitoring progress
6. User administration and Authority maintenance
2
Why do we want Manage the Invoice?
Incoming Invoice Posted Invoice
Is the invoice for us? Can we pay it on time?

(not to early and not to
late)
Is the invoice complete,
in line with the
Purchasing policy, PO Was the purchase
and contract? approved before
payment?
Can we track the
invoice?
3
Objectives and Scope
Objectives
Provide you an overview and insight in the Invoice
Management Process
Make you familiar and trained to use the SAP Invoice
Management Functionality
Learn you how to maintain local settings in the system
Scope:
PO and non PO Related, Third party and
Intercompany Invoices, Paper and Electronic
Invoices.
Notin scope: Self Billing, no Travel and

Expenses, Vendor Portal
4
Content

B. OCR
D. Processing and posting of Non PO invoices
5
2. Invoice Management Process - Scanning
Scan Document Invoice

invoice OCR processing posting
SAP
IM
Scanning
- Before the invoice will be
scanned it need to be
checked on completeness
- The invoice need to be
prepared for scanning
- The invoice need to be
scanned as .pdf
6
2. Invoice Management Process - OCR

SAP
IM
OCR
- The scanned (.pdf) invoices
are automatically recognized
by the system
- The pre-filled in items in SAP
IM need to be manually
validated
- The .pdf invoices will be
7
automatically sent to an SAP
archive
2. Invoice Management Process Document
Processing

SAP
IM
Document processing
- The invoice is automatically - Invoice data is validated to
validated understand
- In case of missing if all required information is
information it is automatically available
sent to predefined person to Example:
solve it - Not all invoice line are linked
- Accounts payable will monitor to a PO
8
the progress
2. Invoice Management Process Invoice Posting

SAP
IM
Invoice posting
During invoice posting: - Based on the available
- The invoice will be manual information the invoices is
posted posted.
- In case of mismatch it is - During this step only the
automatically sent to workflows for quantity or
predefined person to solve it price difference can be
- Accounts Payable will monitor triggered
9
the progress
2. Invoice Management Process Invoice with PO
Processing an invoice with a Purchase Order
Scan OCR SAP

IM
invoice
Post
Invoice
New:
1.All incoming invoices will be scanned
2.OCR system reads the invoice
3.Automatic Matching possible (no Human Intervention)
4.Invoices will be electronically archived
10
2. Invoice Management Process Invoice with Price
difference
Processing an invoice with a Price difference
Scan OCR SAP

IM
invoice
Post
Release
Invoice
invoice
with
for
block
payment
Approve
invoice
Additional New:
1.System will determine the approver of the invoice
2.Tracking and Tracing of where the invoices are in the
Organization
11
2. Invoice Management Process Invoice without
PO
Processing an invoice without a Purchase Order
Scan SAP
invoice OCR IM
Approve
Post invoice
Invoice
Additional New:
1.Workflow (email) will be send to person that has to
approve the Invoice
12
Content

B. OCR
13
3. Roles and Responsibilities
SAP Invoice Management works with own roles, in parallel to the

roles in ECC.
There will be new roles and responsibilities because activities are

moving into the system, like approving invoices and maintenance
of the workflows
The roles have been pre defined as part of the Template.
14
3.New role content with SAP Invoice Management
Role Symbol Whats new?
AP Processor - Scanning of invoice and OCR for all vendor invoices
- Monitoring invoices with an exception
- Reporting for due data mngt
- Has the authority to cancel the document if there is no GR
expected
Buyer - Receiving work items in SAP for solving invoice issues (price
difference + PO approval)
- Directly solving and registering the issue in SAP
Purchase document - Receiving work items in SAP for solving invoice issues (PO
creator approval, linking PO line to invoice line, solving PO issues in case
of non posting)
Receiver - Receiving work items in SAP for solving invoice issues (quantity
differences
- Receiving work items for solving missing GR issues
Vendor master maintainer - Receiving work items in SAP
Non PO coder - Receiving work items in SAP for coding the invoices
Non PO approver - Receiving work items in SAP for approving the invoices
Approver of Framework - Receiving workflow item in SAP for approving framework orders
orders
SAP
15 IM Maintainer and - User Administration in SAP IM
user Admin - Maintenance of SAP IM
3.Different worklows overview per roles involved
16
Content

B. OCR
17
4A. Scanning activities and roles
Scan and OCR Document Invoice

Load processing posting
invoice SAP
IM
Scanning Involved Roles

Incoming invoices need to be:
- Checked on completeness
Mail room or
- Prepared for scanning AP Processor
- Scanned
- Archived as .pdf on local
hardware
18
4A. Scanning of invoices
Scan
invoice
Scanning Invoices
Use your local scanning devices to scan all invoices.
Ensure to use appropriate separator to split invoices.
Remember that one invoice (even with multiple pages) should

correspond to only one unique image.
Ensure to store your scanned images in a specific place your
own desktop, specific shared server etc.
Define internal procedures

1. How to ensure all invoice are scanned?
2. Mark the paper invoices when they have been scanned?
3. Storage of the paper invoices?
4. How to prevent double scanning
19
4A. Scan Single and multiple pages invoices
Per 1-sided
company
code Single
pages 2-sided
.pdf
Multiple 1-sided SCAN
Archiving
pages
2-sided
Pre-work Scanning Archiving

If multiple page invoices In the standard After scanning of the
are part of the scanned process all invoice a digital image is
batch, a separator sheet incoming paper stored as a pdf-file at the
between each invoice is invoices are central archive server.
used to determine the prepared for and The digital image can be
new invoice. actually scanned retrieved from within SAP
Also a separator sheet is by an Invoice via the SAP archive link.
to be used to make a handler at the AP This is an automated
clear separation between department process for which no
the actual invoice and any manual intervention is
appendixes. required
20
4A. Loading of the scanned invoices
Scan and OCR Document Invoice

Load processing posting
invoice SAP
IM
Loading Involved Roles

The images of the incoming
invoices need to be:
AP Processor
- Loaded into the SAP System
(HCSC)
- Will be archived in the SAP
system when loaded
21
4A. Loading of scanned invoices into SAP (ECC)
After
invoices are properly scanned, the pdf file format should then
be loaded into your ECC SAP System
Use this Transaction code: OAWD :
Based upon your user profile, you are only able to select your own
folder or group.
22
4A. Loading of scanned invoices into SAP
To upload your scanned

invoices, you have 2
options
1. Mass Archiving
2. Drag & Drop
23
Content

B. OCR
24
4B. OCR activities
Scan OCR Document Invoice

invoice processing posting
SAP
IM
OCR Involved Roles

Scanned invoices:
- Are automatically recognized
AP Processor
- Need to be manually
validated and corrected
where needed
- Will be sent automatically to
the SAP IM system
25
4B. OCR system process (1)
Start
the ICC validation tool and logon with your SAP logon. This
program will be installed on the computer of people responsible
for OCR.
Select Open application and select your company

Click on the button Open
26
The system will open the scanned invoices
27
Check filled in fields and compare with the invoice

Add or correct information when necessary
28
Submit invoice when all fields are correct

Reject if the scanned document is an incorrect invoice or not an
invoice
29
Content

B. OCR
30
4C. Document processing
Scan OCR Document Invoice

invoice processing posting
SAP
IM
Document processing
The invoice: - Invoice data is validated to
- Is automatically validated understand if all required
- In case of missing information is available
information it is automatically Example:
sent to predefined person to - Not all invoice line are linked
solve it to a PO line
- Accounts payable will monitor
31
the progress
4C. Document Processing
Document Processing is about ensuring the Document

invoice to be ready for posting processing
SAP
From OCR to Document Processing IM
The system stores all the invoices that have

been scanned and read by the system
The invoices receive a so called DP document
number (no posting document yet)
Based on pre defined criteria the invoices are
send to the inbox of the employees that need to
take action. This is work flow functionality
Start Document Processing

Regular SAP User will find there actions when
they log on to SAP
It is possible to receive the actions in your
regular mailbox
32
4C. Login to SAP VIM for Document Processing
Forauthorization you need Heiport access and SAP light access to

be requested via regular processes
Logon to the SAP QH1 environment.

Fill in: Client: 700
Username: As provided
Password: As provided

Please change your password if required
and press ENTER.
33
Content

B. OCR
34
4D. Processing and Posting of NPO

Start processing of NPO Invoices
Posting of NPO Invoices
Exception Flows for NPO Invoices
i. Vendor Maintenance ( Not Active )
ii. Invalid Vendor Number
iii. Suspect Duplicate Invoice
iv. Approval of Non PO Invoices
v. Process Non PO invoice
35
Non PO
4D.Standard Process for Non-PO Invoice invoice
1.Document processing 2. Post Invoice

SAP
IM
Scan AP processor
invoice OCR Non PO approver VIM analytics AP processor
Make manual Approval of

adjustments Non PO Post the
invoice invoice
36
Non PO
4D. Document Processing of Non PO invoices (1) invoice
Log into sap VIAM using: /N/OPT/VIM transaction code.

Select the /O/OPT/VIM_ ANALYTICS VIM ANALYTICS transaction
code to select the NPO invoices
Select a document you want to process
37
Non PO
Clickon the dashboard button =

The system opens a window where you can have different option
You can open the DP* document
You can see the image already scanned and stored in the
archive link server
*
* Please remark: The DP

document number is a
special number not to be
confused with the SAP doc
number for a posted
document
38
Non PO
Toview comments in the dashboard you need to select the

respective DP document in for example VIM_ANALYTICS and select
the option dashboard.
39
Non PO
4D. Posting of Non PO invoices in SAP invoice
Youcan post the non PO invoice by using the button Post Non-PO
Invoice. The system will bring you to the FB60 transaction to
perform the posting.
40
Non PO
4D. Posting of Non PO invoices invoice
Non Purchase Order related Invoices are posted in ECC

Manual checking and posting (after business approval) Post Invoice
Transaction Code: FB60
Whats New for Non PO related invoices?

Approval is based on an authorization matrix for the amounts
The system derives the approver
Non approved invoices cannot be posted
In the future the possibility will be to make use of auto posting
41
Non PO
4D. Non PO Invoices Exception Flows invoice
Available exception flows for

non PO invoices
Document Invoice
i.Vendor Maintenance (not
Scan OCR processing posting
active)
invoice ii.Invalid Vendor Number
SAP
iii.Suspect Duplicate invoice IM
iv.Approval of Non PO invoices
v.Process Non PO invoice
42
Non PO
4D. Why do we want to have exception flows? invoice
To ensure that invoice in case of issues or errors will be send to the

correct person
It helps us in addition to identify the types of issues or errors we
have in the invoice management process
The approval flow for non PO invoices (nr. IV) is not

really an exception flow, but the standard flow for all
non PO related invoices
43
Non PO
4D. Processing and Posting of Non PO invoice

Start processing of Non PO Invoices
Posting of Non PO Invoices
Exception Flows for NPO Invoices
i. Vendor Maintenance (not active)
iv. Approval of Non PO Invoices
v. Process Non PO invoice
44
Non PO
i. Vendor Maintenance (Not Active) invoice
Definition + Criteria to trigger

This exception is triggered is triggered based on bank account (e.g.
address, etc.). (Please remark that this trigger is switched off for Russia
and Romania
Invoice should not trigger a address change automatically
This process is similar as for Non PO invoices
Roles involved in this exception flow

Vendor Master Vendor Master
Maintainer Maintainer
Purchasing Finance
45
Non PO
i. Vendor Maintenance (Not Active) invoice
Document
The process flow processing

SAP
IM
Vendor Master 2a. Maintain

Maintainer YES vendor Continue
5 Confirm
Purchasing Group-IT processing
BPM change the invoice
Workplace (marval)
1.
Determine
Common
vendor
type
3. Maintain
NO Finance NO
vendor by
Vendor data
local MD
maintenanc required
team
e required
YES
Vendor Workplace 4. Maintain

Master Continue
vendor by 5 Confirm
Maintainer processing
Finance
local MD change the invoice
team
Vendor
maintenanc
e required
46
Non PO
ii. Invalid Vendor Number invoice

This exception is triggered when the vendor number coming from the
OCR step is not an existing number in SAP.
For the non PO invoices this can be used to introduce new vendors
New Vendors will be created in ECC and are automatically replicated

with SAP Invoice Management

Purchasing Finance
47
Non PO
ii. Invalid Vendor Number invoice
Document
The process flow processing

SAP
IM

5 Confirm
Workplace (marval)
1.
Determine
Common
vendor
type
3.
Vendor NO Maintain Finance NO
maintenanc vendor by data
e required local MD required
team
YES
Vendor
Master
Maintainer
Workplace
Finance 4. Maintain
Continue
vendor by 5 Confirm
processing
team
Vendor
maintenanc
e required
48
Non PO
ii. Changing of Vendor number invoice
Vendor name is not updated if a vendor number is changed. In

case you change a vendor number you also need to delete the
vendor name. This will retrigger SAP to retrieve the correct vendor
name belonging to the new Vendor number.
Sheet Additional Details. In field Vendor number contains
number of vendor, and the same vendor should be shown in sheet
Invoice summary in field Vendor. But now in the field we can
see name of Heineken Breweries LLC, not name of vendor which
was indicated in field Vendor number.
49
Non PO
iii. Suspected duplicate invoices invoice

Based on the Vendor number or invoice number the system will check
if the invoice is already in the system
When it suspects a duplicate, a work item will be send to AP processor
to check if this is true.
In case of duplicate the invoice will be returned to vendor. The
duplicate invoice will be marked as duplicate invoice in SAP IM.
Duplicate check will take place based on the following fields:
Vendor number
Vendor invoice number
AP Processor
50
Non PO
iii. Suspected duplicate invoices invoice
Document
processing
SAP
The process flow

IM
YES
AP Processor 2. Return End of
VIM analytics
to Vendor process
1. Analyse
the Duplicat
duplicate e
invoice
NO Continue
3. Accept
Suspected processing
the invoice the invoice
duplicate
invoice
51
Non PO
iv. Approval of Non PO invoices invoice

All Non PO invoices will directly go to the cost center owner. Cost
center owner can be determined based on the cost center mentioned
on the invoice. After entering the coding the invoice will be sent to the
approver
Release strategy should be part of the SAP Invoice mngt solution
In step 7 it is not allowed to change the cost center
AP Processor Non PO Approver
52
Non PO
iv. Approval of Non PO invoices invoice
Document
processing
SAP
IM
The process flow
2. Return End of
to Vendor process
AP Processor
No
VIM analytics
Yes
1. 3. Send 7. Verify
Approver Post
Analyse to the G/L
* found? Invoice
invoice Approver account
No
Non PO Approver Workplace Invoice
4.
for
Analyse
budget No
invoice
owner?
6. Invoice
5. Code
Approval above
Yes the
of the approva
invoice
invoice l limit
Yes
Send to next approver
* Approver can be determined by the system (recognized

from the invoice) or coding of cost center can be added
manually
Non PO
iv. Approval of Non PO invoices in SAP IM (1) invoice
Document 382 is placed in the Approval Required (NPO) workflow,

because the account and cost center is not filled in Index Data.
Execute the document.
54
Non PO
Go to the Index Data tab.
55
Non PO
Scroll down to the Item Details of the document.
56
Non PO
Item 1 has no G/L account or Cost Center filled.
57
Non PO
Select the field and enter the G/L account, and Cost Center.
58
Non PO
Save the Document.
59
Non PO
Go to the dashboard tab to rerun the Business Rules.
60
Non PO
Rerun the Business Rules for the document.
61
Non PO
Document 382 is now visible in the Approval Header (NPO)

Workflow. Execute the document, check the entered account
information and press Approve.
62
Non PO
Optionallyan approve confirmation comment can be entered.

Press Continue to go further.
63
Non PO
TheInvoice is approved and removed from the Approval Header

(NPO) Workflow.
64
Non PO
v. Process Non PO invoice invoice

This
workflow is triggered for all Non PO invoices that are approved and
need to be posted. (autoposting could be switched on per opco)
AP Processor Non PO Approver
65
Non PO
v. Process Non PO invoice invoice
Document
processing
SAP
IM
VIM analytics
AP Processor 1.
Analyse Is it No
2. Return End of
solvable
the to vendor process
invoice ?
Yes
Process
NON PO
invoice Can AP Yes 6. Post End of
solve it invoice process
No
No
4. Send
info to AP
Non PO Approver Workplace
3.
Invoice
Analyse
correct?
Invoice
Yes 5. Send
info to AP
66
Content

B. OCR
67
4E. Processing and Posting of PO PO invoice

Start processing of PO Invoices
Posting of PO Invoices
Exception Flows for PO Invoices
i. Vendor Maintenance (Not active)
iv. Unable to determine PO Line
v. Purchase Order not released
vi. Process PO invoice
vii. Approval for Framework Orders
viii. Missing Goods receipt
ix. Invalid Tax Information

x. Vendor Mismatch
68
4E. Standard Process for PO Invoice PO invoice
1.Document processing 2. Post Invoice

SAP
IM
Scan AP processor
invoice OCR VIM analytics AP processor
Can Make
manual Post the
adjustments invoice
69
4E. Document Processing of PO invoice (1) PO invoice
Log into sap VIAM using: /N/OPT/VIM transaction code.

Select the /O/OPT/VIM_ ANALYTICS VIM ANALYTICS transaction
code to to select the PO invoices
Select a document you want to process = ensure that the
document is an invoice with PO.
70
4E. Document Processing of PO invoices (2) PO invoice
Clickon the dashboard button =

The system opens a window where you can have different option
You can open the DP document
You can see the image already scanned and stored in the
archive link server
You can see the related PO
71
Toview comments in the dashboard you need to select the

respective DP document in for example VIM_ANALYTICS and select
the option dashboard.
72
Afterall relevant check performed, you can go to the next step =

process the invoice
On your sap menu, enter transaction code = /N/OPT/VIM_ICC
Integrated cockpit
73
The system opens a window with all documents in the system with
specific folders related to either PO related invoices or non PO related
invoices. Please note that based upon your profile you might not see
all folders (example if you are a cost center approver, you might not
see Vendor maintenance folder etc)
Also based upon OCR validation results, the system will automatically
re direct invoices in the corresponding folder for processing.
For PO invoices, there are a few options where to find the scanned
document:
After selecting the correct
folder related to your profile
Select the folder Process PO
invoices, then the system
display on the right side the
document to be processed
74
4E. Posting of PO invoices PO invoice
PO related invoices are posted in ECC

Transaction Code MIRO
Quantity and Price difference are identified during posting (as currently is done)
Post Invoice
Whats New for Purchase Order related Invoices?

A work flow for the price and quantity differences
Ability to track and trace where invoices with q and p difference are hanging and
since when
In the future the possibility will be to make use of auto posting
75
4E. Posting of PO invoices in SAP ECC (1) PO invoice
Ineach workflow folder you will find the DP documents which were
created after the invoices were scanned. The example here up is
for the POs which can be invoiced.
Executing you will have the following buttons to decide if you want
to post the invoice.
76
Dashboard Tab
You will find the main tasks to be performed by AP processors only
Change doc type = in case the document type is wrong
Post PO Invoice = to start the posting process into sap ECC 6.0
using MIRO transaction
Apply business rule = after every changes, click this button to
trigger approval flow if needed
Refer = before posting the invoices you can refer the document
to the buyer for additional information
77
Index Data Tab

In this tab you can check all document details prior to final posting.
At this moment you need to check that all information are accurate
and if not, make the necessary changes.
Once you are ready for invoice posting, click on the dashboard tab
again and then select the Post PO invoice button
After clicking on process invoices, the system brings you to your
sap system using MIRO transaction code
Just follow all the screens and complete manually the invoices
details for final posting
78
4E. The exceptions flows for PO invoices PO invoice
Available exception flows for PO

invoices
i.Vendor Maintenance (not active)
ii.Invalid Vendor Number
iii.Suspect Duplicate invoice
iv.Unable to determine PO Line Document Invoice Available

Scan v.Purchase Order not released
processing posting exception
OCR vi.Process PO invoice
invoice vii.Approval of Framework orders

SAP
flows for PO
Invalid tax info
viii.
ix.Vendor Mismatch
IM invoices
Price
difference
Quantity
differences
79
4E. Why do we want to have exception flows? PO invoice
To ensure that invoice in case of issues or errors will be send to the

correct person
For Purchase Order related there are 2 types of Workflows
1. Workflows to complete the document for Posting
2. Workflows to solve Quantity and Price Differences during

Posting
It helps us in addition to identify the types of issues or errors we
have in the invoice management process
80
4E. Processing and Posting of PO PO invoice

Start processing of PO Invoices
Posting of PO Invoices
Exception Flows for PO Invoices
i. Vendor Maintenance (Not active)
iv. Unable to determine PO Line
v. Purchase Order not released
vi. Process PO invoice
vii. Approval for Framework Orders
viii. Invalid Tax Information
ix. Vendor Mismatch
81
i. Vendor Maintenance (not active) PO invoice

This exception is triggered when the vendor master record needs to be
updated according to the new information (e.g., new remit-to address,
etc.).
Invoice should not trigger a address change automatically
This process is similar as for Non-PO invoices

Purchasing Finance
82
i. Vendor Maintenance (Not Present at the Moment)
PO invoice
Document
processing
The process flow SAP
IM

5 Confirm
Workplace (marval)
1.
Determine
Common
vendor
type
3. Maintain
NO Finance NO
vendor by
Vendor data
local MD
maintenanc required
team
e required
YES
Vendor Workplace 4. Maintain

Master Continue
vendor by 5 Confirm
Maintainer processing
Finance
team
Vendor
maintenanc
e required
83
ii. Invalid Vendor Number PO invoice

This exception is triggered when the vendor number coming from the
OCR step is not an existing number in SAP.
New Vendors will be created in ECC and are automatically replicated
with SAP Invoice Management
This process is similar for Non-PO invoices

Purchasing Finance
84
ii. Invalid Vendor Number PO invoice
Document
processing
The process flow SAP
IM

5 Confirm
Workplace (marval)
1.
Determine
Common
vendor
type
3.
Vendor NO Maintain Finance NO
maintenanc vendor by data
e required local MD required
team
YES
Vendor Master
Maintainer
Finance Workplace
4. Maintain
Continue
vendor by 5 Confirm
processing
team
Vendor
maintenanc
e required
85
ii. Changing of Vendor number PO invoice
Vendor name is not updated if a vendor number is changed. In

case you change a vendor number you also need to delete the
vendor name. This will retrigger SAP to retrieve the correct vendor
name belonging to the new Vendor number.
Sheet Additional Details. In field Vendor number contains
number of vendor, and the same vendor should be shown in sheet
Invoice summary in field Vendor. But now in the field we can
see name of Heineken Breweries LLC, not name of vendor which
was indicated in field Vendor number.
86
iii. Suspected duplicate invoices PO invoice

Based on the Vendor number and invoice number the system will check
if the invoice is already in the system
When it suspects a duplicate, a work item will be send to AP processor
to check if this is true.
In case of duplicate the invoice will be returned to vendor. The
duplicate invoice will be marked as duplicate invoice in SAP IM.
Duplicate check will take place based on the following fields:
Vendor number
Vendor invoice number
This process is similar for non-PO invoices
AP Processor
87
iii. Suspected duplicate invoices PO invoice
Document
processing
SAP
IM
The process flow
YES
AP Processor 2. Return End of
VIM analytics
to Vendor process
1. Analyse
the Duplicat
duplicate e
invoice
NO Continue
3. Accept
Suspected processing
the invoice the invoice
duplicate
invoice
88
iv. Unable to determine the PO line PO invoice

The system tries to identify PO Lines based on Heineken Material codes
and Unit Prices,
The Purchase Document creator will receive a work flow item when the
system was not capable in the OCR to identify the PO Line.
If the Purchase document creator cant be determined (e.g. this person
left the company), the workflow will be sent to the Failsafe
(Responsible on Global level). In this case the Failsafe and AP processor
need to communicate on who within the OpCo to become responsible
for the relating PO.
Purchase
document creator
89
iv. Unable to determine the PO line PO invoice
Document
processing
SAP
IM
The process flow

2. Link
Yes Continuati
invoice
on of
Purchase line to PO process
document line
creator Return
invoice to
Workplace 4. Return End of
vendor
1. Line to Vendor process
Analyse availabl
Ask for
invoice e in PO
new
Requisition
3.
No Determin
e Change
existing PO
resolution
90
iv. Unable to determine the PO line in SAP IM (1)PO invoice
Document 375 is placed in the Unable to determine PO line no. To

change the document press the execute button.
91
Go to the Index Data tab.
92
Scroll down to see the Item Details of the document.
93
Item
1and 2 is, as you can see, not recognized correctly, so it must
be manually changed in Item Details.
94
Open in a new SAP session the Purchase order in ME23n
95
Now manually
ensure that the right
PO line numbers are
entered in the Index
data and then save.
96
iv. Unable to determine the PO line in SAP IM (13)
PO invoice
Rerun Business Rules to trigger the item to the next Workflow.
97
v. Purchase Order is not released PO invoice

When based on the invoice, a not released PO is found, the buyer will
receive a work item to release the PO
The Buyer or Purchase document creator is found by the system based
on the Purchasing group
This flow is only applicable for Purchase Orders with document type NB

Purchase
Buyer document creator AP Processor
98
v. Purchase Order is not released PO invoice
Document
processing
SAP
IM
2. Continue
Release processing
the PO the invoice
Buyer
Workplace
1.
Analyse XOR
the PO
PO not
released
Purchase
document 3.
creator Change
Workplace
PO
4. Cancel
PO
VIM analytics
AP Processor
5. Return End of
to vendor process
99
vi. Process PO Invoice PO invoice

This workflow is triggered for all PO invoices that need to be posted.
Potentially autoposting can be switched on per opco.
In case of PO to the invoice can go to the purchase document creator.

Purchase
AP Processor document creator
100
vi. Process PO Invoice PO invoice
Document
processing
SAP
IM
VIM analytics
AP Processor 1.
Analyse Is it No
2. Return End of
the solvable process
to vendor
invoice ?
Process Yes
PO
invoice Yes
Can AP 6. Post End of
solve it invoice process
No
Purchase No
4. Send
document info to AP
creator
Workplace
3.
Invoice
Analyse
correct?
Invoice
Yes 5. Send
info to AP
101
vii. Approval of Framework orders PO invoice

There is a separate work flow for Framework Orders as there is no
goods receipt for Framework Orders.
This workflow is triggered when a PO number on the invoices is
recognized as a Framework order.
All invoices related to Framework orders will be treated as Non PO,
using the NPO Approval Matrix
The selection of the approver of framework orders will be based on the
cost center from the PO.
AP Processor Approver of
framework orders
102
vii. Approval of Framework orders PO invoice
Document
processing
SAP
IM
AP Processor VIM analytics
4. Return End of
to vendor process
3. Send End of
info to AP Process
No
Approver of Workplace
framework
orders 1. Analyse Invoice
invoice correct? No
2. Invoice
Approval above
Yes of the approval
invoice limit
Yes
103
Special attention points PO invoice
Incase a user decides to remove the PO number from the index

data - then this users also needs to checks and change the
Document type (switching from PO to Non PO) as well
The same principle applies if a PO number has been added to
checks and change the Document type (from Non PO to PO)
104
vii. Approval of Framework orders
105
Comments can be added during the approve confirmation step.
2nd PO approval required (If applicable)
106
vii. Approval of Framework orders SAP IM VI
107
PO processing can be performed.
108
In this scenario the OpCo did receive the invoice but the goods
were not yet received in SAP. You need to perform the goods
receipt before you can execute the MIRO in SAP.
The confirmation required (missing GR) is triggered because for 1
of the items the goods receipt (or service entry sheet) is not yet
performed in the system.
109
viii. Missing Goods Receipt PO invoice
Document
processing
SAP
IM
AP Processor VIM analytics
5. Return End of
to vendor process
3. Send End of
info to AP Process
No
Approver of Workplace
Missing GR
1. Analyse Invoice
invoice correct?
Yes
2. GR is No
missing
4. Invoice
Approval above
of the approval
invoice limit
3. Post the
GR Yes
110
Inthe Integrated invoice cockpit you will find the DP document in

the flow Confirmation required.
111
Enter the DP document and process the Goods receipt. MIGO

transaction will start and you can post the goods receipt.
112
The material document is posted.
113
ix. Invalid tax info PO invoice
In this scenario the tax code in the invoice document is not present. (if
the tax code is in the PO line item data , SAP will copy it from there, if
the percentage in the item details matches with the percentage of the
tax code derived from the PO line item) .
Resolution:
1) Update the PO line item with the right tax code and re apply the
business rules to copy the data to the DP document.
2) Update the DP document with the right data (header and item)
Purchase
document AP Processor
creator
114
ix. Invalid Tax Information Workflow PO invoice
115
ix. Invalid Tax Information Workflow PO invoice
Document
processing
SAP
IM
116
x. Vendor Mismatch PO invoice

In this scenario the OpCo has received the invoice and in ICC a different vendor
compared to the vendor of the purchase order header is found. If this is the case
then this execption flow will be triggered.
Resolution:
Invoice and PO are both correct, but during the validation an incorrect vendor is
depicted, Change the vendor in the document in Invoice management
Vendor is correct, but is not in the PO header, as the vendor is maintained in the
details of the PO condition(s) as the vendor for the freight cost Refer to AP.
Vendor is correct and is the invoice presented by party. Vendor can be added as
invoice presented by party in the PO.

Purchase
document
creator
AP Processor
117
Non PO
x. Vendor Mismatch Workflow invoice
118
Non PO
ix. Vendor Mismatch Workflow invoice
Document
processing
SAP
IM
119
Non PO
ix. Vendor Mismatch Workflow invoice
Document
processing
If the vendor is incorrect, Go to index data and enter the correct SAP
IM
vendor number (and delete the vendor name), and save.
Return to the dashboard and re run the bsuiness rules
120
Content

B. OCR
121
4F. The exceptions flows for posted PO invoices PO invoice
Document Post Available

Scan processing Invoice exception flows
OCR
invoice SAP for PO invoices
IM Price difference
Quantity
differences
Thequantity and price difference worklfows are per invoice item. If an

invoice item is blocked for price and quantity difference then 2
workflows will be active (1 for each)
122
4F. PO Invoice with Price difference PO invoice

The Purchase Order related invoice is posted with a Price difference,
therefore the invoice is blocked
The buyer will receive a work item when there is a price difference
that exceeds the tolerances set in the system. He or she has to solve
the issue.
The price difference is the difference between the unit price in the
Purchase Order versus the unit price on the invoice.

Purchase document
AP Processor Buyer creator
123
4F. PO Invoice with Price difference PO invoice
Invoice
posting
The process flow
AP Processor
5. Request End of
credit note process
Accept 2. Accept
difference price
Buyer No difference &
Accept inform AP
Yes
Price 1. Analyse Invoice price or
difference data correct update
End of
PO
3. Check if process
it is a Contract
Update contract or
price PO 4b. Update
price in
Contract
Purchase
document Contract
creator
4a. Update
PO
124
4F. Processing PO Invoice with price differences PO invoice
In the cockpit the relevant persons can see the purchase order
price, Goods Receipt price and invoice price.
The Buyer has to make the analysis, see also the flow on the slide
before and take the actions in ECC.
125
4F Processing PO Invoice with Quantity difference
PO invoice

The Purchase Order related invoice is posted with a Quantity
difference, therefore the invoice is blocked
The receiver of the goods will get a work item when there is a
quantity difference for the invoice.
When a PO based invoice is posted, the total quantity on the invoice
line is checked against the quantity received but not yet invoiced. If
there is a discrepancy over the configured tolerance, the invoice is
blocked for payment. SAP applies a Quantity block at the line item
level and an R payment block at the header level when a quantity
variance exists.
Receiver = user id that
Roles performed
involved in the
thislast Goods receipt
exception flow (MIGO)
AP Processor Receiver
126
PO invoice
Invoice
posting
AP Processor
4.
Request End of
for credit process
note
Yes
2. Send
info to AP
1.
Receiver Quantity G/R
Analyse
difference correct
G/R Update the
quantity
5.
End of
No 3. Release process
Determine Change workflow
resolution existing PO
Purchase
document
creator
127
4F Processing PO Invoice with Quantity PO invoice
difference
The receiver can take the following actions, see process slide:
128
Document 387 is Blocked for Quantity Reasons. Press the Refer to

PO Invoice Buyer button, to refer the document to the Buyer.
129
Enter comments, and press Save.
130
The list of buyers will

be shown, click on
continue.
131
The buyer will get an workflow with these options:
132
4F. Process PO Invoice header workflow
When all item workflows are finalized then the header workflow is
send to AP and AP can decide on the next action:
133
4F. Process PO Invoice header workflow
AP can see in detail who has given which input:
Based on this (and any comments from the receiver and buyer, AP
can decide to send the workitem back (via Send Back button) to
the buyer or receiver or to cancel the invoice (via Cancel Invoice
button) or to release the invoice manually via the pay as invoice
button.
134
4F. Process PO Invoices MRBR job PO invoice
If an invoice has been blocked during invoice verification, transaction MRBR must
be used to manage the blocks on that invoice.
It is recommended that wherever possible the PO price and GRs be corrected.
The next run of the automatic release of blocked invoices (via MRBR) would then
release these invoices once the reason for the blocks is no longer valid. In reality
there is no automatic invoice release for payment, as such.
If you have an invoice that was blocked because there were quantity differences
and then the missing quantity is posted, the invoice will not be automatically
released for payment.
MRBR job must be scheduled with the flag Release automatically set on, and this
will then release all invoices where the blocking reason is no longer relevant. This
will perform the same way as an automatic release, but will only release when
the job has run. Ideally, this should be at least once a day.
The MRBR job needs to be created and activated per OpCo. The OpCo can also
decide the time that the job needs to be executed on the background.
MRBR can only automatically release invoices for which the GR based IR tick is
NOT set in the PO item.
135
Content

B. OCR
136
5. Monitoring
There are several types of Monitoring:

1. Monitoring of the Invoice Management Process itself
A. Exception Analysis Report
B. ICC Administration Tool (OCR)
C. Vim Analytics
2. Check the status of an individual Invoice or vendor
137
5A. How the create an Exception Analysis report
To analyse the status of the invoices in progress an exception

analysis report can be executed (transaction /OPT/VIM_EXCP1)
Start screen (for you own opco ensure that you enter the correct
company code)
AP Processor
138
5A. The Exception Analysis report
This results in an exception analysis report

You can increase the data that you would like to see (e.g. invoices)
by adding additional columns
AP Processor
139
5B. ICC Administration tool (OCR)
ICC tool can only be used by Sap VIM administrator to check

pending document in OCR.
It gives information on status document.
This role is created per OpCo
For security reason this transaction will only be

granted to Administrator user and not to all users
140
5B.ICC Administration tool maintenance
Select transaction code /OPT/VIM_7AXB-ICC Admin Tool
By clicking on the transaction, the system will open this window

with parameters selections:
141
Ensure that you select the archive document type that belongs to
your opco (use possible entries to select the right one): the
document type starts with ZICC_ and then the company code.
142
Ensure that all documents that are in 1 of these statusses are

taken care off (document may not be in these statusses for to
long):
1. Validation Retry limit reached
2. Extraction Retry limit reached
3. OCR Validation Rejected
For each document determine what to do:

Mark it obsolete (via the discard image button)
Reset the status (valid for OCR Validation Rejected)
Reset the counter (valid for Retry limit reached)
143
Select the document, and use 1 of the buttons to perform the

required action:
144
Content

B. OCR
145
A. User administration; creation of users and assignment of roles

B. Chart of Authority Matrix maintenance; approval levels
146
6A. User administration

All users that have a role in invoice management need to get
access to SAP Invoice Management.
This is in addition to their current SAP user id for ECC
In SAP invoice management different roles are available that
depending on the role of the user have to be assigned by your
OpCo
Based on their roles users have to be defined in the workflows
Authorization for user maintenance needs to be arranged as well

SAP IM
Maintainer and
user Admin
147
6A. User maintenance: role assignment
Log into your production system HCSC

Enter this Transaction code = /N/OPT/VIM
Then press Enter key in the keyboard
After pressing enter, the system opens a new window with this full
menu:
148
To maintain user roles, click on main Roles Node black arrow on

the left to expand the full menu
And select = Simple Mode Role Maintenance transaction =
/N/OPT/CP_9CX4
Double click, then the system displays are available roles
149
On the right side you can see all sap VIM roles available, on the
left side all users already registered in the roles
If you do not click on change button all cells are inactive.
To add a user in a specific click on = change button
Select the correct role by placing the mouse on it, and then the
cells on your right will be active for change to add users.
150
6B. Chart of Authority Matrix (1)
The Chart Authority matrix enables you to maintain Invoices

approval users based on business requirements. The Authority
matrix will be used for:
Approval of non PO invoices
Approval of invoices related to a framework order (blanket

order), before invoice posting
Your local approval Authority matrix will be set in the system using
these principles:
Cost center
Internal order
WBS element
GL Account
Invoice amount limit
Ensure to have relevant approvers set in the system to avoid

approval workflow issues
151
6B. Maintain Chart of Authority matrix (2)
Select the main Role Nod in the sap IM menu

Select Invoice approval node
Click on transaction = /OPT/VIM_7X1 Chart of authority

maintenance
Double click on the transaction

The system opens this window where you can check which
approvers are already in the system
152
6B. Maintain chart of Authority matrix (3)
To add new approvers, click on change button to enable active cells
153
6B. Maintain chart of Authority matrix (4)
This tab is very essential, here you maintain each specific

approver based upon your local authorization matrix.
154
Portal
For the portal - the UWL on the portal is a copy of the SAP sbwp
transaction (this is the standard SAP inbox) in SAP and has less
details (e.g. no grouping) compared to the invoice cockpit. The
execution of a task is 100% the same.
For authorization you need Heiport access and SAP light access to
be requested via regular processes
155

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Invoice Management Training

Amsterdam|March 2012 HEINEKEN International

1. Objectives and Scope

Incoming Invoice Posted Invoice

Is the invoice for us? Can we pay it on time?

Notin scope: Self Billing, no Travel and

1. Objectives and Scope

Scan Document Invoice

Scan Document Invoice

Scan Document Invoice

Scan Document Invoice

Processing an invoice with a Purchase Order

Scan OCR SAP

Scan OCR SAP

1. Objectives and Scope

SAP Invoice Management works with own roles, in parallel to the

There will be new roles and responsibilities because activities are

The roles have been pre defined as part of the Template.

1. Objectives and Scope

Scan and OCR Document Invoice

Scanning Involved Roles

Ensure to use appropriate separator to split invoices.

Remember that one invoice (even with multiple pages) should

Define internal procedures

2. Mark the paper invoices when they have been scanned?

3. Storage of the paper invoices?

4. How to prevent double scanning

Pre-work Scanning Archiving

Scan and OCR Document Invoice

Loading Involved Roles

Use this Transaction code: OAWD :

To upload your scanned

2. Drag & Drop

1. Objectives and Scope

Scan OCR Document Invoice

OCR Involved Roles

Select Open application and select your company

The system will open the scanned invoices

Check filled in fields and compare with the invoice

Submit invoice when all fields are correct

1. Objectives and Scope

Scan OCR Document Invoice

Document Processing is about ensuring the Document

The system stores all the invoices that have

Start Document Processing

Forauthorization you need Heiport access and SAP light access to

Logon to the SAP QH1 environment.

1. Objectives and Scope

D. Processing and posting of NPO invoices

1.Document processing 2. Post Invoice

Make manual Approval of

Log into sap VIAM using: /N/OPT/VIM transaction code.

Clickon the dashboard button =

You can open the DP* document

* Please remark: The DP

Toview comments in the dashboard you need to select the

Non Purchase Order related Invoices are posted in ECC

Whats New for Non PO related invoices?

The system derives the approver

Non approved invoices cannot be posted

In the future the possibility will be to make use of auto posting

Available exception flows for

iv.Approval of Non PO invoices