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Pankaj Pareek
September 11, 2014 | 6 minute read

OpenText VIM: Invoice Approval

Process and Chart of Authority
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Introduction:
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The document provides the overview of invoice approval process cycle in OpenText VIM for
both PO and Non-PO invoices along with important configuration steps involved. It also
 RSS Feed covers linkage of process types and chart of authority in invoice approval process along with
their configurations.

Invoice Approval Process:

OpenText VIM provides the facility to approve the invoices before they are created in SAP. The
approval system is easily configurable and highly customized with provision of multi-level
approval. Approval process is available for both PO and Non-PO based invoices. Non-PO
invoices support multilevel approval. PO invoices have only one step approval but can be
customized for multilevel approval. Approval can be delayed by sending the invoice to AP
Processor first. Approval process ends when the invoice is approved and posted or deleted
or rejected.

Important roles involved in invoice approval process:

1. Coder: Person responsible for entering accounting data.

2. Requester: Person who has requested the goods or services.
3. Approver: Person responsible for approving the invoices.
4. AP Processor: Member of Accounts Payables team responsible for dealing with
invoices.
NOTE: Above mentioned roles are the basic roles involved in the IAP however one can create
additional roles.

Figure 1: Invoice Approval Process

Approval can be handled at two stages:

1. DP processing stage: Process type needs to be configured accordingly (steps to

configure the process type are written below). Approval workflow can be started by
clicking ‘Submit for Approval’ option.

2. After conversion of DP document into SAP parked invoice: Appropriate parking reason
has to be provided. Create parking reason if required. Based on the parking reason
workflow starts. Approval workflow is triggered by changing the parking reason. Trigger
points can be configured for this by going to /n/opt/spro > Configuration > Non PO
Processing > Invoice Approval Process > Approval Workflow > Additional Configuration
– Web Approval. Below is the screen shot.

Figure 2: Configuration for document parking reason

BLOCKRSN 9 is for PO based invoice and V is for Non-PO based invoice. ‘Start Approval
Immediately’ starts the workflow immediately without delay.

Configure Process type: A process type needs to be created for approval when approval is
required at DP processing stage. Process type can be defined using transaction
/n/opt/vim_8cx1. Below are the important fields:
 Process type number: 5 digit unique number.

Process type: Description of Process type.

Initial Actor: User that gets the work item.

Initial Actor Function: If no initial actor is available then it is picked from the function
module specified here.

Is Exception: If this check box is selected then process type will be not be relevant for
automatic document processing.

Auto Start: If this check box is not checked then Initial Actor manually starts the workflow
else it is automatically started.

Create SR: If this is checked then automatic service request is created.

Country Check: Checks country specific configurations.

Workflow Type: Opentext Approval Workflow or External Workflow can be selected for
this.

Task ID

Binding Function

Max Retry Counter

Retry Time (Minutes)

Mail Config ID

Function Module for Rcvr Email

Function Module to send email

Logical System: Enter the name of the system where the external workflow is supposed to
run.

Figure 3: Process Type

To receive and send email the configurations are done in the process type for respective
function modules.

IAP Process Configuration:

Below are the important steps involved in the invoice approval configuration.

Defining Multi Level Approval: For PO invoices a custom extension is required. If the
approver rejects the invoice then it is send back to previous approver. If the first approver
rejects the invoice then it is send to AP department. The user from AP department has the
option to select the approver if process is started from DP dashboard. Approvers are
maintained in Chart of Authority.

Driving the Approval Flow for DP Invoices: The process starts when invoice gets the
process type for approval or ‘Submit for Approval’ button is clicked. For Non-PO invoices
 the initial approver is usually entered in the indexing screen in the Email ID field. For PO
invoices the approver is the requisitioner.

Driving the Approval Flow for Parked Invoices: The process starts when document is
parked or ‘Submit for Approval’ button is clicked.

Defining Approval Hierarchy and Approval Level: Approval hierarchy can be implemented by
either using OpenText delivered approval hierarchy table or customization as per business
needs. OpenText delivered approval hierarchy table allows defining the approver, coder
and respective hierarchy for them along with approval amount, currency, company code
and plant for which the user is authorized to approve.

Defining the Expense Type: For few expenses (Marketing Expense, Office Supply,
Communication, Utility, etc.) a different path might be required and for this expense types
are configured which allows defining different approval limits for different expense types.
Expense type can be created by going to /n/opt/spro and then to LiveLink VIM –
Configuration > Non PO Processing > Invoice Approval Process > Setup Approval Chain >
Expense Types > Maintain Expense Types. Create the expense type, provide description
and indicate if approval is required for the expense type.

Figure 4: Expense Types

Defining Approval Access Rights: Some of the access rights are: Approve, Coding,
Coding_Display, Coding_Delegation, Override, Look_ahead and Configuration

Configuring the Email Notification: Approvers will receive email notifications if any new
invoice is waiting for their approval for this method Get_Approver_List of business object
type /ORS/INVAP is used to get the approvers and method SENDEMAIL is called to send
the mail. The actual function to create the send request is /PTGWFI/CP_SENDMAIL. The
body of the mail can be easily configured.

Configuring the Certify Message: When approver approves the invoice then a message is
displayed. This can be configured at /n/OPT/SPRO transaction and follow LiveLink VIM -
Configuration > Non PO Processing > Invoice Approval Process > Technical General >
Invoice Approval Configuration. Maintain the text id here that needs to be shown post
approval.
Figure 5: Certify Message Configuration

Configuring General Ledger Fields and Search Help for Web Screen Fields: This can be
done at LiveLink VIM – Configuration > Non PO Processing > Invoice Approval Process >
Financial Processing > Online Coding > GL Titles.

Figure 6: General Ledger Fields and Search Help for Web Screen Fields

Chart of Authority:

Chart of Authority (COA) is required to setup the approval hierarchy for Non-PO invoices. In
case of PO invoices baseline implementation determines the
requester as the first approver and is the only approver unless a customization is done for PO
approver. In COA one can configure the approval hierarchy, the approval limit and coder for the
invoice approval process. T-code to access the COA is /n/opt/vim_7cx1. There are three
views available in COA.

User Details View: It contains the general details for all the users like user id, user’s
manager id, if user is allowed for bulk approval or not, department of user, email address,
telephone number, default coder etc. If the requirement is to allow the approval to go first
to the approver and then to the manager then maintain the manager for the user in this
view without manually entering the user in COA Details View. The data for the user is
automatically populated in COA Details View.
Figure 7: User Details View

COA Details View: In this view the data for approval are maintained like approval amount
up to which approver can approve, currency for which approver is allowed to process
approval, company code and cost center for which approver is authorized etc. Thus it
basically controls the approver limit and scope of approval.

Figure 8: COA Details View

Coder Details View : This is where coders are maintained for the requester. Thus due to
this configuration the system knows from where to pick the coder for a particular
requester. If the ‘Default’ check box is ticked then it means that user is always a coder.
 Figure 9: Coder Details View

The user details contains all the users and the managers to whom invoice will go for approval.
The approval limit is set in COA details and corresponding coder can be determined from
coder details. Thus process type helps to know is approval is required or not and COA helps
to know who will be approving.

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Assigned Tags

FIN (Finance)

chart of authority

invoice approval process

opentext vendor invoice management

process type

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59 Comments

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Manikanta Deepchand Kiran Makarla

September 11, 2014 at 7:52 am

Hi Pankaj,
Thank you for throwing light on invoice approval process in VIM. The document is quite detailed and easy to
understand. It is really helpful.

Regards

Kiran

Like 1 | Share

Pankaj Pareek | Blog Post Author

September 11, 2014 at 8:04 am

Hi Kiran,

Thank you for the encouragement.

Warm Regards

Pankaj Pareek

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Akash Wagh
September 22, 2020 at 2:42 pm

Hi Pankaj,

Thank you so much for sharing this wonderfully knowledge with us.

I have one question in the VIM i'm approval is done successfully but after doc status not
changed like posted also it not showing any error in history tab.

can you suggest me why it happened?

Regards

Akash

Like 0 | Share
 Former Member
September 11, 2014 at 8:33 am

Hi Pankaj,

Thanks for very detailed document.

If the non-PO invoice is approved will it post the invoice automatically or manual posting is needed?

Do you have any idea on multiple back end scenarios ? Whether invoice will be posted in central system as well?

Regards

Raja

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Pankaj Pareek | Blog Post Author

September 12, 2014 at 4:45 am

Hi Raja Ramasamy,

Thank you for feedback on the document.

Once the invoice is approved then it will get posted automatically. The SAP transcation that will be used
for this is provided in the process type (either BDC ID or Background ID) and yes the invoice will be
posted in central system. Can you elaborate multiple back end scenarios so that I get better idea on
your question.

Regards

Pankaj Pareek

Like 0 | Share

Former Member
July 27, 2016 at 5:38 am

HI Pankaj

Thank you for the detail document.

Incase of Non PO, if an approver doesn't have Manager designation, it going for next level
Approval. And the next level approver doesn't have an option to approve. Refer is the only
option available
 Regards

Uday

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Sreekanta Marikeri
September 11, 2014 at 1:32 pm

Very Good document. Thanks for the sharing ...

Like 0 | Share

Pankaj Pareek | Blog Post Author

September 12, 2014 at 4:40 am

HiMariks .,

Thank you for the encouragement and feedback.

Regards

Pankaj Pareek

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Former Member
September 19, 2014 at 9:55 am

Hi,

Mind to show Level Based Approval and configuring on Level Based Approval - Chart of authority Maintenance?
We have a lot confusion in setting up the coder, requester and approval for Non-PO.

Like 0 | Share

Pankaj Pareek | Blog Post Author

September 27, 2014 at 5:51 am

Hi Kah Wai N,

Sorry for delayed response. Please let me know your requirement with an example and accordingly I
will try to help you in configuring for it.
 Regards

Pankaj Pareek

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Former Member
November 3, 2014 at 8:40 am

Hi Pankaj,

I had configured NON-PO approval process using new COA level based approval. In the first level approval (at
coder level) i am getting below error.

"Error in determining the next approver. /ORS/000007_RFC "

Please help me to resolve this...

Regards

Raja

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Pankaj Pareek | Blog Post Author

November 10, 2014 at 4:43 pm

Hi Raja Ramasamy,

Sorry for delayed response. I am working a new project and joined it in middle of development. I found
the same issue. There can be multiple reason for this like in my project the next approver is derived
based cost center and if approver is not maintained for the cost center then it gives error. Alternatively
if the next approver is derived based on company code and no approver is maintained for company
code then it gives error.

Different project has different methods and the approver is accordingly maintained. I can just give you
direction as to where to look. Hope it helps.

Regards

Pankaj Pareek

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 Former Member
November 17, 2014 at 7:07 am

Thanks Pankaj. I found the root cause. Simple approval is working but level based approval is
not working now. I am getting some FI errors like " Balance in local currency FI/CO interface ".
Let me check if there is any bug in the standard program iteself...

Regards

Raja

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Former Member
December 20, 2014 at 4:48 pm

Hello Pankaj

Very nice and helpful document. Many thanks. But I have problems to apply this in VIM 7.

Do I have to maintain managers when I only base my approval process on cost centers and company codes?

And If I want in any position that a rejection of a non PO invoice send the work item to the coder what do I have
to do? Today in rejection case workflow is going to level n-1.

Many thanks in advance.

Like 0 | Share

Pankaj Pareek | Blog Post Author

January 10, 2015 at 1:29 pm

Hi Touria,

Sorry for delayed response. I have been very busy lately. We have similar scenario implemented where
the flow is like this: Indexer --> Coder --> First level approver --> Second level approver (if amount is
more than what first level approver can approve). Any rejection at ant level goes back to person at n-1
level. For this we have implemented a workflow setup. Setting up COA was not helpful.

Regards

Pankaj Pareek

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 Nigel Briggs
February 23, 2015 at 3:59 pm

Hi Pankaj

Your document above is very useful. Please can you give the relevant SAP tables where VIM users are held - I
have found /OPT/APPR_ COA.
This table is the Chart of Authority levels and coder\approver details, but I cannot find any table which contains
the VIM users - ie first name, last name, Opentext User id and SAP user id - just like the user details view in the
COA.

Any ideas?

Thanks in advance.

Like 0 | Share

Pankaj Pareek | Blog Post Author

March 13, 2015 at 4:32 am

Hi Nigel Briggs,

Kindly use table /ORS/USERMAP to see all the details for the user. In order to map a new detail for a
user got to T-Code /n/opt/vim_7cx1 i.e. COA and under User details maintain the data (refer below
screen shot). I recall someone asking me list of important tables in VIM. I will be providing the info
soon.

Like 0 | Share

Former Member
August 22, 2015 at 1:40 pm

Hi Pankaj,

Thank you to share such a good material

Like 0 | Share
 Former Member
August 22, 2015 at 1:51 pm

Good document sharing

Like 0 | Share

Pankaj Pareek | Blog Post Author

August 27, 2015 at 4:01 am

Hi Patralekha,

Thank you for the encouraging words.

Regards

Pankak Pareek

Like 1 | Share

Former Member
September 1, 2015 at 9:47 pm

Hi Pankaj,

Thank you for the great article!!

It helps me a lot to understand how the system work.

I just have a few questions and maybe you are able to answer them.

For OpenText VIM, does the system base on a list of words for the system to read on invoice and to capture the
necessary information?? can the list also be customized?

For the template, are we able to give a general key areas to the system for it to capture the information?
becasue my company's vendors have all kinds of invoice's formats.

Best Regards,

Andrew Lee

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Pankaj Pareek | Blog Post Author

September 7, 2015 at 10:39 am
Hi Andrew,

Thank you for the kind words.

One can apply various methods and different tools to capture the information from scanned image. It
is done mostly using OCR scanner. The data is scanned, read and information is send to populate a
standard XML structure. This XML is then used to populate values in the DP document in OpenText
VIM. You can map different invoice formats if required so that the scanner reads and fetches
information from them correctly. Invoice Capture Center (ICC) is a place where this processing
happens. However, I have came across some other tools and methods also to do this.

Regards

Pankaj Pareek

Like 0 | Share

Former Member
September 8, 2015 at 4:21 pm

Hi Pankaj,

Thank you for your fast response and answers.

What other method have you come across?

Regards,

Andrew Lee

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Pankaj Pareek | Blog Post Author

September 12, 2015 at 4:14 am

Hi Andrew,

Brainware is one that I recall which we used to capture data and feed into OpenText
for DP doc creation.

Regards

Pankaj Pareek

Like 0 | Share
 STEPHANE SIZAIRE
September 18, 2015 at 7:35 am

Hi everybody,

This is terrific :-). Really clear and helpfull.

One subsequent question. Any idea of a way to default an Expense type for a particular Document type ? I
would like to default Expense type DW to our Down Payment.

Thks and rgds

Stephane

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Pankaj Pareek | Blog Post Author

September 30, 2015 at 4:15 am

Hi Stephane,

I am really sorry for a very delay reply. I was on vacation.

Thank you so much for the kind and encouraging words.

Now, expense type (field name EXPENSE_TYPE) is available in Header. It is very much possible that
you can default a value for a document type.

1) In the configuration make this field available. It can be Input or Display only based on your
requirement

2) You can modify the BAPI for it or apply a substitution rule. Reach out to ABAPer for this.

We have done population of default values for few fields. I will check what will be the most efficient way
to do this and get back to you.

Regards

Pankaj Pareek

Like 0 | Share

Former Member
October 2, 2015 at 7:03 am

In pre-process user exit you can put this small logic to populate DW based on document type.

Like 0 | Share
 STEPHANE SIZAIRE
October 2, 2015 at 7:17 am

Dear all,

It seems adding and activating standard process type '333 - determine expense type' to a Down payment doc.
type automatically assigns DW as expense type. The only down side I've noticed with that method is that DW is
only populated after the 'Apply business rule' function is run. So if you simulate rules from indexing screen,
approval step / exception will appear with a green light because DW is still not considered (which is not
correct). But this does not prevent the approval step to occurre at the end. So not 100% reliable but it works.

Looking at the function module behind, this has been added / coded at a wrong step.

Brgds

Stéphane

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Laura Quinteros
April 27, 2016 at 3:50 am

Hi Pankaj,

Thanks for sharing your knowledge around VIM configuration 🙂

I have a specific question: can we hide a button in VIM Workplace?

We'd like to hide button "Image" within My Inbox/Other Inbox on the lower right-hand side pane next to "Line
Items" and "History" buttons (highlighted in red in the screenshot).

Thanks and regards,

Laura

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Pankaj Pareek | Blog Post Author

April 28, 2016 at 3:06 am

Hi Laura,

Hope you are doing good. I am glad that the documents proved to be useful to you.

I checked but I am sorry for I was not able to find any configuration to hide these buttons. I will try to
talk to my friends in OpenText else we might have to raise an incident against OpenText for this.

Thanks and Regards,

Pankaj Pareek

Like 0 | Share

Laura Quinteros
April 28, 2016 at 3:15 am

Hi Pankaj,

I'm doing well thanks. I hope you are doing good too.

Thanks for your quick response. It would be great if you could talk to your friends in OpenText.
Otherwise, as you say, it might be a good idea to raise a ticket with them.

I'm looking forward to hearing from you 🙂

Thanks and regards,

Laura

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Pankaj Pareek | Blog Post Author

April 29, 2016 at 10:53 am

Hi Laura,

I tried very hard to check if any configuration is available to hide "Image" button.
Unfortunately, I found none. We do have a configuration for "Image Display Function"
where one can define the FM used to fetch the ArchiveLink image. It is for PO Parked,
PO Blocked, and Non-PO. However, I am not sure if that will prove to be a workaround
for you.
 Path for Image Display Function:

PO Parked: Vendor Invoice Management > PO Based Invoice Configuration > Parked
Invoice Processing Configuration > Technical Configuration > Image Display > Image
Display Function

PO Blocked: Vendor Invoice Management > PO Based Invoice Configuration > Blocked
Process Configuration > Technical Configuration > Image Display > Image Display
Function

Non-PO: Vendor Invoice Management > Non PO Based Invoice Configuration > Parked
Invoice Processing Configuration > Technical Configuration > Image Display > Image
Display Function Non PO

I did try to reach out to my friend in OpenText but seems he is occupied these days.

I am pretty sure that editing a screen exit might be required for this but it will be better
if we raise an incident with OpenText to get exact details.

Please do share if you get a response on this from them.

Thanks and Regards,

Pankaj Pareek

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Laura Quinteros
May 2, 2016 at 4:52 am

Thank you very much for quick response Pankaj 🙂

We are looking into OpenText config to fix the issue that originated this
question in the first place. If that can't be fixed, then we'll raise a message with
OpenText asking them if there is a screen exit available to hide this button in
the screen.

Thanks and regards,

Laura

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Swaminathan Jambunathan
 June 2, 2016 at 11:26 am

Hi Pankaj,

Thanks for sharing info on VIM. I have seen other write ups as well on VIM and found it very useful. Suggest to
give a link to your various VIM write ups so it helps all SAP Professionals.

Thanks,

Swami

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Former Member
July 6, 2016 at 10:10 pm

Hi

I have requirement to bypass some invoices approval level table, currently after the one approval system
determines the next approval based on the COA table in VIM and now due to some confidentiality of invoices,
approval needs to be escalated from Level-1 approver to directly level 5 approver thus skipping level 2,3, and 4.

We have tried with Reassignment (/ORD/UNREASSINED – Reassignment utility) – Invoice was at L1 –

Approver and instead of approving L1, the L1 approver reassigned (thru /ORD/UNREASSINED) invoice to L-5
Approver. When L5 approved it and then it routed down the ladder to L3, L4 and L5.

Could you please how I can resolve this?

Thanks

Like 0 | Share

Former Member
July 20, 2016 at 8:38 pm

Hi Pankaj,

i have gone thru your document its really informative .

i have one below requirement if possible can you help me?

Regarding -Create/Configure ICC validation client prototype you have any documents how to configure this.
my requirement is need to implement ICC validation client which helps us to eliminate the manual effort to
update missing invoice information in production system (drag and drop option) this would help AP select data
on the invoice and drop it into the respective fields as while processing this invoice

i have googled already but couldn't find anything related.

Like 0 | Share

Pankaj Pareek | Blog Post Author

October 12, 2016 at 5:57 am

Hi all,

Strangely two of my posts content has been replaced by someone else's content post movement of SCN to
SAP community. This one is giving details on netweaver instead of VIM invoice approval.

Also, OpenText VIM: Basic configuration for Document Processing (DP) document types is not reflecting the
right content.

I will try to reach out to mentors on this and report.

In the meanwhile if someone has any questions on this topics then kindly reach out to me

Regards
Pankaj Pareek

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Former Member
October 17, 2016 at 7:25 am

Hi Pankaj

Is it possible to configure two different approval process in COA, I.e balance sheet approval and cost center
based approval .

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Pankaj Pareek | Blog Post Author

February 3, 2017 at 8:00 am
 Hi Shwetha,

Sorry for delayed reply. I have been on a hectic schedule and was not online for quite some months.
Also, I am not getting notification messages over email on the comments been posted in the blog.

Coming to your query. Yes, it is very much possible to achieve that. We are currently having the same
setup and for this we have used a custom solution. We are using workflow based on rules. So for one of
the rules we are setting up Balance sheet approvers. For the cost center approver we are using HR
based workflow. We are mapping cost center to the position in PP01 based on the relationship A250
and then maintaining PRMD for it.

If you are looking for a solution with the standard then it is possible in the VIM 7.5 version. I am not sure
if that can be done without custom solution in previous versions.

Hope that was helpful

Regards

Pankaj Pareek

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Former Member
October 26, 2016 at 1:39 pm

Hi Pankaj/All

I have a question, is there a Table which stores the changes in COA Details, (Changes in GL/Cost Center -
Approver 1 & 2 assignments)

This is an important when there is some one want to trace back the COA assignment history on back date.

Thanks in advance

Regards
MM

Like 0 | Share

Pankaj Pareek | Blog Post Author

February 3, 2017 at 8:00 am

Hi MM,

It is a structure and not a table.

 Regards

Pankaj Pareek

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Pratip Mohanty
November 10, 2016 at 4:54 pm

Hi Pankaj,

Am having a scenario where for a combination of expense type , Profit center and company code the user
assigned in CoA is not able to approve an Invoice for e.g. User B.

USER Counter Currency Amount Expense type company code Profit center
User A 300 EUR 56,00 A1 3XXX 5XXXX117XB
User B 20 EUR 1,00 A1 3XXX 5XXXX117XB
User C 400 EUR 108.000,00 A1 3XXX 5XXXX117XB
User D 600 EUR 9.999.999,0 A1 3XXX 5XXXX117XB

if the same document is used with a different Expense type with all the remaining data same the user is able to
approve the invoice. for e.g. User E
USER Counter Currency Amount Expense type company code Profit center
User A 100 EUR 56,00 B0 3XXX 5XXXX117XB
User E 20 EUR 1,00 B0 3XXX 5XXXX117XB
User C 200 EUR 108.000,00 B0 3XXX 5XXXX117XB
User D 601 EUR 9.999.999,0 B0 3XXX 5XXXX117XB

am getting a error "Invalid Approver"

Like 0 | Share

Pankaj Pareek | Blog Post Author

February 3, 2017 at 8:03 am

Hi Pratip,

Sorry for delayed response. Since I am using a customized solution for this hence I will not be able to
check on this. I will need the check that in your system.

Regards

Pankaj Pareek

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 Anjani Mishra
February 16, 2017 at 4:50 pm

Hi Pankaj,

Amazing document. Thank you for sharing these steps in detail.

I have an issue in my organization where the non-PO invoice is going to the correct approval as per COA. All the
details are maintained in the COA for the approver's ID but still the user is not able to approve the Invoice. The
user has approved non-PO invoices in the past but only this invoice is stuck. Can you please guide?

Thanks,

Anjani

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Pankaj Pareek | Blog Post Author

July 7, 2017 at 2:48 pm

Hi Anjani,

I was moving to a different country and was busy for past few months. Is your issue resolved? If it is
reoccurring then let me know. We can check COA, workflow logs and data to ensure where things are
going south.

Regards

Pankaj Pareek

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Anjani Mishra
February 5, 2018 at 9:58 pm

Hi Pankaj,
 Thanks for replying. Yes, the problem is resolved. Problem was that there were duplicate IDs
maintained for the user in /opt/vim_7cx1 table.

Thanks,

Anjani

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Former Member
February 28, 2017 at 2:30 pm

Hi Pankaj,

Need some help urgently. We are currently upgrading VIM system. We have one requirement to send
Approvals of the PO to different Cost Owners based on the Account Assignment in the PO if there are any
price/quantity differences in the PO and MIRO.

We have developed a function module to determine the right Agent for the Cost Object based on the Account
Assignment type K or F or A.

Now the problem is workflows are triggered for each line item basis. However when approving the agent
selects a Line item and approves it, system is clearing the total invoice rather than only approving the individual
line.

Is it possible to approve & pay as invoice for individual line item in VIM Module? As far as I see we are calling
MRBR transaction for release block.

Please let me know if you need any further details on this.

Regards,

Santosh

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 Former Member
March 16, 2017 at 10:34 am

hi Pankaj,

I have blocked one invoice due to quantity discrepancy.it is with non-prd po. But when I generate invoice
exception it went to some other user who was not in purchase group and not po creator. why this is happened?
what should I do now?

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Former Member
February 16, 2018 at 4:36 am

Hi Pankaj,

Hope you are doing well.

your all comment was so informative. If you have any VIM configuration related document pls send to the below
gmail and it would be more helpful.

Regards,

Kiran

[email protected]

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RAKESH YEDAVALLI
August 24, 2018 at 11:55 am
Any idea how Currency is determined for NPO and PO scenario's. We have scenario where we want the invoices
to be posted in INR but the DP document after Image scanning is showing EUR. The invoice PDF is not
mentioning the document currency.

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Volodymyr Yevtushenko
February 19, 2019 at 3:10 pm

Hello Pankaj,

Thanks for the detailed COA function explanation.

My question is: as I am maintaining the COA table for quite a time, I have been asked multiple times - is it
possible, and if yes - how, to allow a coder (limit = 0.00) or an approver (limit > 0.00) to send an invoice after
taking action not to the next approver (set in the COA), but to another selected person? I guess, it is called
"Override Approver' when it comes to the stage of providing invoice approval in OT?

Will this function become available if, for example, we set A as the next approver for user A (a coder - himself in
Manager ID field?

There is a possibility to create something similar with the requester - coder relations, where a requester can
redirect items to another person (a coder) to provide financial coding for the invoice and then receive it back
just to approve. However, I am not sure whether we have selected next approvers available, instead of the one
set in the field Manager ID?

Thank in advance for your response.

Regards

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Diane Hooper
October 24, 2019 at 9:56 am
Hi Pankaj,

Your articles have been most helpful thank you. Could I please ask a question as I have read conflicting help
regarding this. For invoices that are posted in LIV and have a price/qty variance our workflow sends the DP
document and the user is able to use 'pay as invoiced' button. We would like at this stage for the document to
go for further approval before the payment block is removed. But the COA only seems to apply for parked
documents. Is this scenario possible?

Thank you

Diane Hooper

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satish kumar
November 10, 2019 at 3:06 am

Hi Pankaj,

Thank you for creating detail document for better understanding.

I have one requirement like standard have multiple levels approvels but we have requirement like skip all these
approvels and it will go directly to max level approver .Could you please let us know how to achive this type of
requirement.

Thanks,

Satish.

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CHEE WAI LEONG

April 22, 2020 at 7:14 am

Hi Pankaj,

Why after create DP document using /opt/vim_7ax2 but it will not show up in /opt/vim_wp inbox ? Please give
me some guide and where to check for configuration ?
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Ankit Bhattacharjee
June 4, 2020 at 10:02 pm

Hi,

I have 2 questions.

1. What is the difference between Level based and simple approval(which you have explained here).
2. Currently in my project we dont have approval for PO invoices. I am being given a requirement by a new
project I am joining, to implement approval process for PO based invoices. Can you please help me
understand step by step on what I need to do to enable the approval process for PO and how it works.
And if PO based approval needs to be level based, what needs to be done in COA?

Thanks in advance,

Regards,

Ankit

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Madhu N
September 3, 2020 at 1:52 pm

Hi Pankaj,

Can you post about rejection process overview in opentext.

Thanks,

Thanuja M.

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Nagesh KR
 March 11, 2021 at 1:10 pm

Hi Pankaj,

In the VIM process, DP documents are Posted and Obsolete status but still couple of Approvers are receiving
daily email notification for these documents (Posted and Obsolete). please let me know is there any
configuration is missed.

Thanks in Advance.

Nagesh KR

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Sanjay Kumar
August 24, 2021 at 1:19 pm

Hello

I am looking for the field name on screen and table name where it shows the images are being Accepted or
Rejected.

I would appreciate if you can share the details with screen shots.

Regards Sanjay

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ritwick gupta
September 16, 2021 at 9:31 am

Hello Pankaj,

I have been reading yr blogs on VIM and thanks for posting such valuable content on VIM. I have a client who
has requested for mass upload functionality for uploading invoice line items and header from excel. Creating a
VIM DP document from excel file. Have you written any article on Mass Upload functionality in VIM ? I need
insight into the related configurations and process urgently. Thanks- Ritwick

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