OpenText Vendor Invoice management

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Introduction:

OpenText Vendor Invoice Management for SAP Solutions (VIM) is an ABAP add-on

solution to SAP ECC and SAP S/4HANA.

VIM automates the processing of incoming documents into SAP.

Document-centric business processes like the processing of incoming invoices from

vendors or incoming sales orders from customers are typical use cases for VIM.

After capture, data is enriched and validated against predefined business rules.

If no business rules fail, the document is posted in SAP without human intervention.

Although a straight through, no-touch process is the ultimate objective, VIM also

supports the fast and efficient handling and resolution of exceptions.

Exceptions are routed via workflow to the relevant user or user group based on the

role assigned to the exception.

For managers VIM offers a comprehensive suite of operational and analytical

reports. In addition, VIM offers the tools to identify common exceptions that should

be addressed to achieve even higher levels of automation.

VIM includes the following solutions:

• Invoice Solution

• Procure to Pay Solutions

– Order Confirmation

– Delivery Note

– Quotation

• Order to Cash Solutions

– Sales Order

– Remittance Advice
Architectural Overview:

Workflow scheme
Each VIM workflow process has the same basic steps:

Validate metadata

The metadata or index data are validated against the SAP database. If validation

fails, an exception is triggered.

Check duplicates

The validated metadata is used to check whether the new invoice has been

entered already. If the new invoice is suspected to be a duplicate of any existing

invoice, an exception is triggered.

Apply business rules

Invoice pre-processing: Business rules are applied to detect additional

exceptions before posting.

Post for payment

The invoice is posted and released for payment.

Activating BC sets:

To activate BC sets:

1. Sign in in English and run the SCPR20 transaction.

2. In the Business Configuration Set screen, activate the following BC sets:

• /OTX/PF00_BASE_006 for the OpenText Process Base.

• /OTX/PS00_BASE_006 for the OpenText VIM Solution Base

• /OTX/PFRM_ECM_004 for OpenText VIM Extended ECM Integration

Configuring general settings:

The general settings are used to configure global parameters.

To configure general settings:

1. Run the /n/OTX/PF00_IMG transaction.

2. Click OpenText Business Center for SAP Solutions > General Settings >

General Settings.

3. In the General Settings Overview screen, configure the following global

parameters.

Configuring languages

To configure languages for the translation service:

1. Run the /n/OTX/PF00_IMG transaction.

2. Click OpenText Business Center for SAP Solutions > General Settings >

Translation Service > Languages

Configuring ArchiveLink:

Early Archiving scenario:

Incoming paper invoices are scanned and archived, using the Early Archiving scenario. The Early
Archiving scenario describes a process in which a scanned document is archived before the details of
the underlying business transaction are entered into the SAP S/4HANA system

Transaction code: OAD5

In the OAC2 transaction, create the following ArchiveLink document types with document class PDF
to process the incoming invoice

To link the Archive Document Type and the VIM Business Object:

1. Run the OAC3 transaction.

2. In the Links for Content Repositories Overview screen, click New Entries.

3. Enter the following parameters:

 Object Type- Enter /OPT/V1001, BUS2081, BKPK

 Document type- Enter /OPT/ICC
 Link Status- Enter X
 Storage system- Enter the Content Repository ID.
 Link- Enter TOA01.
To configure additional attachments:

1. Configure ArchiveLink global document types:

a. Go to the OAC2 transaction.

b. Create document types for all document classes, for example PDF, DOCX,

and so on, that should be available for upload.

2. Configure ArchiveLink links for content repositories:

a. Go to the OAC3 transaction.

b. Assign your document types to object types /OTX/PF02 and BUS2081.

Roles

Roles refer to the grouping of various business users according to their business activity. Vendor
Invoice Management (VIM) has a comprehensive framework for realizing various requirements in
the area of role definition. You can define roles as granular as needed.

Defining roles

The first step in creating a role is to define the role. Roles in VIM base on product

codes that are defined in VIM. The following product codes are available:

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

To maintain roles:

1. Run the /OPT/CP_9CX5 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management > SAP

menu> Roles > Role Maintenance.

2. Maintain the role data, using the following parameters:

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.

To maintain role templates:

1. Run the /opt/cp_9cx2 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management > SAP menu> Roles > Template
Maintenance.

2. In the Product Role Templates Configuration Overview screen, double-click Template Definition in
the navigation pane.

3. Maintain templates using the following parameters:

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:

Function Module Based: If you select Function Module Based, the agents for the role are determined
using a function module.

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.

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 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.

To assign role templates to roles:

1. Run the /opt/cp_9cx2 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management > SAP menu> Roles > Template
Maintenance.

2. In the Product Role Templates Configuration Overview screen, maintain the Product Role
Templates.
To maintain the role determination settings:

1. Run the /opt/cp_9cx4 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management > SAP menu > Roles > Simple Mode
Role Maintenance.

2. Maintain the role determination settings, according to the template type.

Maintaining Chart of Authority

VIM provides the following method for Invoice Approval:

Level-based approval: This method is considered only for Non PO document types. For PO document
types, a one-step approval is provided by default.

You can access the COA maintenance using transaction code /OPT/AR_COA.

Alternatively run the /n/OPT/VIM transaction and navigate to OpenText Vendor Invoice
Management > SAP menu > Roles > Level Based Approval Flow > Level Based Approval - Chart of
Authority Maintenance.

Setting up a substitute for the IAP process

To set up a substitute for the IAP process:

1. Run the /ORS/MAIN_SUBS transaction.

Alternatively, in the COA’s User Details View, select a user’s line and click the Substitute button. If
you use this option, continue with.

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.

8. In the User Substitutes Management Utility screen, click to save the changes. When the substitute
accesses the approval page, they will be able to view and approve invoices for the substituted user

Defining rollout criteria for parking and blocking processes

Event linkages

To define the standard event linkage as active:

1. To access the Event Type Linkages screen, run the SWETYPV transaction
2. Make sure the Linkage Activated check box is selected.
Authorization checks – Reporting
General configuration
Document registration: Configure a Business Centre Inbound registration number range
(object /OTX/PF01).
On VIM side, enable the Business Centre Inbound processing for some scenarios using Z constant
BC_INBOUND.

Early archiving: Assign the Business Centre Inbound registration workflow WS00297300 for
the OCR and manual indexing processing. Use Business Centre registration object type
/OTX/PF01REG for all required ArchiveLink settings.
Inbound Idoc: Assign the Business Centre Inbound registration function module /OTX/PF01_
UTIL_IDOC_INPUT for all required IDoc settings.

Incoming mail: Assign the Business Centre Inbound registration mail handler class /OTX/PF01_
CL_REGISTER_MAIL to your recipient mail address.

Document Pipeline: For example, assign the delivered exit function to your scenario.

Document handler – modules

• PS03_ARIBA – Processing of documents with ARIBA integration (used in custom registration)

• PS03_CAPTU – Processing of documents with OCR integration (used in early archiving registration /
incoming mail registration)

• PS03_IDOC – Processing of incoming IDocs (used in inbound Deregistration)

Configuring the IES integration for VIM classic mode

The delivery of the Business centre-based VIM solution includes the necessary basic customizing.
This complements the basic Business centre customizing related to IES. After the activation of the BC
sets provided by OpenText, you must perform customizing that is specific for your project and
system. This section briefly outlines the standard customizing delivered with BC sets and shows the
specific customizing that you need to perform additionally. The following settings are provided with
the BC sets. Do not change them: • Definitions of VIM and Business Center inbound channels
VIM_IES.

 Business Center inbound module handler PS03_IES

 Business Center process profiles PS03_VIM_PROFILE
 Business Center process data model PS03_VIMCL
To configure the IES integration:
1. Customize ArchiveLink:
a. Create a new archiving document type in ArchiveLink customizing. The
b. document type /OPT/VIMC is used in the following example screenshots.
c. b. Create links for the created archiving document type for the objects /OPT/
d. V1001 and /OTX/PF01R.
e. c. Assign the created archiving document type to the Business Center
f. inbound workflow (object type /OTX/PF01R and task WS00297300).
g. d. Maintain the ArchiveLink pre-setting’s for the new archiving document type.

2. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Business Center for SAP
Solutions > Inbound Configuration > Document handler > Registration > Early Archiving.
3. On the Registration - Early Archiving Overview screen, assign the standard channel VIM_IES,
the handler PS03_IES and the classification PS03_VIM_INVC to the new archiving document
type:

4. Create a new IES extraction profile

The new extraction profile links the archiving document type with the rest of IES customizing
like standard data mapping, and so on.

a. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Business Center

for SAP Solutions > Inbound Configuration > Capture > Information Extraction
Service > Profile maintenance.
b. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Business Center
for SAP Solutions > Inbound Configuration > Capture > Information Extraction
Service > Profile maintenance.

5. Link the archiving document type with the extraction profile:

a. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Business Center
for SAP Solutions > Inbound Configuration > Capture > Information Extraction
Service > Profile maintenance.
b. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Business Center
for SAP Solutions > Inbound Configuration > Capture > Information Extraction
Service > Profile maintenance.
 c. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Business Center
for SAP Solutions > Inbound Configuration > Capture > Information Extraction
Service > Profile maintenance.

This concludes the transportable customizing settings.

6. Activate the created extraction profile in the system that will be actually integrated with the
IES service.
a. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Business Center
for SAP Solutions > Inbound Configuration > Capture > Information Extraction
Service > Profile activation.
b. On the Profile Management screen, click the activation button in the Action column.

Maintaining country specific tax rates

To help IES to identify tax information, all relevant tax rates (depending on the company code, and
so on) are sent to IES during the extraction. For special tax scenarios, when tax can have several
components, additional customizing is required. Currently, IES supports such scenarios for Canada
and India.

The possible tax rates are not read from the SAP FI module (transaction FTXP) but must be
maintained in the table /OTX/PS00_TAXR:
Maintaining channels
A channel uniquely identifies the source of an incoming invoice to the VIM system across the
landscape. Channels drive the System Determination Procedure in a multiple backend system and
drive the set of mapping to be performed.

To maintain the incoming channels:

1. Run the /n/OPT/SPRO transaction and navigate to the menu path Vendor Invoice
Management > Document Processing Configuration > General Configuration > Incoming
Document Processing > Maintain Channels.
The Channel Setup Overview shows a list of all existing Channel IDs

2. Make sure that all relevant VIM import channels are included in the table.

Creating a channel
Make sure that the channel ID in VIM is identical with the channel ID in the Business Center Inbound
Configuration. This is necessary for a successful mapping.

To create a channel:

1. In the Channel Setup Overview screen, click New Entries.

 2. Configure the new channel, using the following parameters:
a. Channel Type: Select the channel type from the list.
b. Short Description, Text: Enter the channel description. It is language dependent.
c. Mapping ID: Enter the Mapping ID.
d. 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 Default
Company Code Look up system determination can be used in a multiple system
scenario.
e. Ignore Mapping Error: Errors might occur during the mapping stage when data from
a particular channel is sent to the SAP S/4HANA system. Select this check box to
determine that these errors are ignored for the channel and that the VIM workflow
is started. Clear the check box to determine that, in case of a mapping error,
processing stops, and the VIM workflow is not started.
f. Process ID: Enter the process ID.

Maintaining the VIM field mapping

To configure the VIM field mapping:

1. Run the /n/OPT/VIM_MAPV transaction.

Alternatively, run the /n/OPT/SPRO transaction and navigate to the menu path Vendor
Invoice Management > Document Processing Configuration > General Configuration >
Incoming Document Processing > Maintain Mapping ID

Document Processing process configuration

Document Processing (DP) in Vendor Invoice Management (VIM) is primarily used to preprocess data
before creating SAP business documents. The DP process can be used as a filter to validate,
eliminate potential errors and/or duplicates in the vendor invoice documents.

Configuring DP document types

The DP document type configuration in VIM baseline comprises the following document types:

NPO_S4: Processing of invoice without purchase order. VIM provides a set of business rules to do
basic data checks and compliance checks before the invoice is sent into approval. When all business
rules are resolved, the invoice can be posted in dialog or in background.

PO_S4: Processing of invoice with purchase order. VIM provides a set of business rules to do basic
data checks and compliance checks. Invoices for purchase orders without goods receipt or service
sheets are sent into approval. When all business rules are resolved, the invoice can be posted in
dialog or in background.

DWN_75: for Down Payment processing

Creating a new DP document type
1. Run the /OPT/VIM_1CX1 transaction.

Alternatively, navigate to Vendor Invoice Management > Document Processing Configuration >
Document Type Configuration > Maintain Document Types.

Defining process types

To define process types:

1. Run the /OPT/VIM_1CX1 transaction.

Alternatively, navigate to Vendor Invoice Management > Document Processing
Configuration > Document Type Configuration > Maintain Document Types.
Defining the process type determination sequence
1. Run the /OPT/VIM_1CX1 transaction.
Alternatively, navigate to Vendor Invoice Management > Document Processing
Configuration > Document Type Configuration > Maintain Document Types.
Defining sequence steps
1. In the Proc. Type. Det. Sequence Overview screen, select a step and doubleclick
Sequence Steps.

Configuring index screen options

1. Run the /OPT/VIM_1CX1 transaction.

Alternatively, navigate to Vendor Invoice Management > Document Processing

Configuration > Document Type Configuration > Maintain Document Types.
 Configuring the index header
1. Run the /OPT/VIM_1CX1 transaction.

Alternatively, navigate to Vendor Invoice Management > Document Processing Configuration >
Document Type Configuration > Maintain Document Types.

Configuring the index item fields

1. Navigate to Vendor Invoice Management > Document Processing Configuration > Document
Type Configuration > Maintain Document Types.
2. Navigate to Vendor Invoice Management > Document Processing Configuration > Document
Type Configuration > Maintain Document Types.
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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