OpenText™ Vendor Invoice Management

for SAP® Solutions

User Guide for Solutions Beyond

Invoice

This guide describes the typical end user tasks of the Solutions
Beyond Invoice component of Vendor Invoice Management.

BOCP200402-UGD-EN-04
OpenText™ Vendor Invoice Management for SAP® Solutions
User Guide for Solutions Beyond Invoice
BOCP200402-UGD-EN-04
Rev.: 2023-Jan-10
This documentation has been created for OpenText™ Vendor Invoice Management for SAP® Solutions 20.4 SPS2.
It is also valid for subsequent software releases unless OpenText has made newer documentation available with the product,
on an OpenText website, or by any other means.

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 Table of Contents
1 About Vendor Invoice Management for SAP Solutions ......... 5
1.1 About this document .......................................................................... 7

2 VIM Central Workplace ............................................................ 11

2.1 Navigating the VIM Central Workplace ............................................. 12
2.2 Searching for work objects ............................................................... 13
2.3 Performing actions using the Work Object List .................................. 13
2.4 Displaying details ............................................................................ 14
2.5 Working with Capture Validation Work Center ................................... 14

3 Processing Screen: Executing process steps ...................... 15

3.1 Performing actions using the Action Pane ......................................... 16
3.2 Displaying the process step state using the Info Pane ....................... 16
3.3 Displaying business data using the Tab Strip .................................... 16
3.4 Displaying details ............................................................................ 17

4 Fiori Task App: Executing process steps from a mobile

or web device ........................................................................... 19
4.1 Using the workplace ........................................................................ 20
4.2 Using the inbox ............................................................................... 22
4.3 Working on process steps ................................................................ 23
4.4 Using the Fiori Capture Validation Workplace ................................... 31

GLS Glossary 33

BOCP200402-UGD-EN-04 User Guide for Solutions Beyond Invoice iii

Chapter 1

About Vendor Invoice Management for SAP

Solutions

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

Each solution consists of a best practice implementation for a specific document

scenario. It includes preconfigured mapping rules, enrichment rules, business rules,
user roles and user actions. Learning-based enrichments features embedded easy to
configure machine learning that automates input based on previous user input.

BOCP200402-UGD-EN-04 User Guide for Solutions Beyond Invoice 5

Chapter 1 About Vendor Invoice Management for SAP Solutions

Since VIM resides inside SAP, enrichments and business rules have direct access to
SAP master and transactional data, which avoids complex interfaces and the
replication and duplication of data.

Each solution offers a Workplace used by end-users and managers to manage and
monitor outstanding and completed work items. Each solution includes a
preconfigured set of analytical measures tailored for the specific document scenario.
Solutions can be enhanced to support company-specific business requirements.

VIM Solutions use features offered by its powerful feature rich Foundation.

The VIM Foundation consists of the following components:

• Inbound
• Process
• Workplace
• Analytics

VIM also supports custom solutions where a preconfigured solution is not available
for a specific, less common business process.

VIM offers a simple and intuitive user interface for end-users, managers and
administrators.

Users can choose between the classic SAP GUI or the modern SAP Fiori interface.

SAP Fiori offers a responsive web-based user interface that supports desktop and
mobile devices.

VIM supports various input channels including scan, fax¸ e-mail and web services.

It also supports various input formats, including paper, PDF, TIFF, IDoc and XML.

VIM requires an ArchiveLink-compliant SAP-certified content repository for the

storage of incoming documents. OpenText recommends OpenText Archiving and

6 OpenText™ Vendor Invoice Management for SAP® Solutions BOCP200402-UGD-EN-04

 1.1. About this document

Document Access for SAP Solutions or OpenText Core Archive for SAP Solutions for
the storage of documents.

VIM integrates seamlessly via its Inbound component with OpenText Intelligent
Capture for SAP Solutions and OpenText Core Capture for SAP Solutions, which
uses advanced machine learning algorithms to extract metadata from imaged-based
documents like PDF and TIFF.

VIM also offers integration with OpenText Extended ECM for SAP Solutions and
OpenText Document Presentment for SAP Solutions.

1.1 About this document

Vendor Invoice Management for SAP Solutions can be configured to specific
customer needs and to address customer specific business scenarios. The processing
steps and the business context will vary depending on the system configuration at
customer site. Hence the detailed end user guide needs to be developed at customer
site, specific to the processes that are relevant and to the system configuration.

This document describes the various user interfaces of Vendor Invoice Management
for SAP Solutions that are available to various process participants. Specific
functionality might be slightly different in the customer system and is dependent on
the system configuration. If some specific scenarios are not relevant to your system,
skip the corresponding sections.

This document introduces the overall architecture of VIM and describes details of
the various access points and user interface screens. Some of the transactions and
screens are part of the standard SAP S/4HANA system but the content that is
displayed is specific to VIM processing.

The various work items that the user encounters during the processing are displayed
in process specific dashboards. Dashboards are OpenText user interface screens.
Process and invoice specific information and options are displayed as configured in
the system.

1.1.1 Target readership

This user guide addresses end users who work with Vendor Invoice Management
(VIM) and provides detailed information about the procedures and options available
when working with the Foundation and VIM Beyond Invoice. As a prerequisite,
users should be familiar with working in SAP S/4HANA.

BOCP200402-UGD-EN-04 User Guide for Solutions Beyond Invoice 7

Chapter 1 About Vendor Invoice Management for SAP Solutions

1.1.2 Further information sources

Product docu- The following documentation is available for Vendor Invoice Management on
mentation OpenText My Support (https://knowledge.opentext.com/knowledge/cs.dll/Open/
10151494):

• OpenText Vendor Invoice Management for SAP Solutions - User Guide for Invoice
Solution (VIM200404-UGD)
• OpenText Vendor Invoice Management for SAP Solutions - Installation Guide
(VIM200404-IGD)
• OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Invoice Solution (VIM200404-CGD)
• OpenText Vendor Invoice Management for SAP Solutions - Administration Guide
(VIM200404-AGD)
• OpenText Vendor Invoice Management for SAP Solutions - Reference Guide for Invoice
Solution (VIM200404-RGD)
• OpenText Vendor Invoice Management for SAP Solutions - Scenario Guide for Invoice
Solution (VIM200404-CCS)
• OpenText Vendor Invoice Management for SAP Solutions - Security Guide
(VIM200404-GSM)
• OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Foundation (VIM200404-CGF)
• OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Solutions Beyond Invoice (BOCP200402-CCS)
• OpenText Vendor Invoice Management for SAP Solutions - User Guide for Solutions
Beyond Invoice (BOCP200402-UGD)

For the particular solutions, guides are available on OpenText My Support.

Documentation for the Solution for Incoming Sales Orders and Solution for
Incoming Quotations is available in OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide for Solutions Beyond Invoice (BOCP200402-CCS).

Release Notes Release Notes describe:

• The software supported by the product

• Requirements
• Restrictions
• Important dependencies
• New features
• Known issues
• Fixed issues
• Documentation extensions

8 OpenText™ Vendor Invoice Management for SAP® Solutions BOCP200402-UGD-EN-04

 1.1. About this document

The Release Notes are updated continuously . The latest version of the Release Notes
is available on OpenText My Support (https://knowledge.opentext.com/knowledge/
cs.dll/Open/10151494).

BOCP200402-UGD-EN-04 User Guide for Solutions Beyond Invoice 9

Chapter 2

VIM Central Workplace

Note: The description of the VIM Central Workplace uses the Incoming Orders
work center as an example.

To open the VIM Central Workplace, run the /n/OTX/PF03_WP transaction.

VIM Central Workplace is your starting point. It comprises the following areas:

1
Application toolbar

2
Navigation - Work Centers

3
Navigation - Nodes

4
Work Object Functions

5
Selection Pane

6
Work Object List

BOCP200402-UGD-EN-04 User Guide for Solutions Beyond Invoice 11

Chapter 2 VIM Central Workplace

7
Detail Pane

Layout You can adapt the layout of VIM Central Workplace to your needs.

To change the layout of VIM Central Workplace:

1. To find all commands to change the layout, open the Settings menu.

2. Try out which settings fit best for you.

The following commands are also available in the application toolbar:

• Hide Navigation Pane / Show Navigation Pane

• Hide Detail Pane / Show Detail Pane
• Hide Selection Pane / Show Selection Pane

Your changes to the layout are saved and will be resumed when you start VIM
Central Workplace the next time.

Notes

• Hide Selection Pane / Show Selection Pane is remembered at node

level while all other settings are remembered for the whole transaction.
• The Settings menu and the application toolbar also contain the Refresh
command. It updates VIM Central Workplace with the most recent
information.

2.1 Navigating the VIM Central Workplace

The Navigation Pane comprises the following areas:

Navigation - Work Centers

All available work centers (for example Incoming Orders) are displayed as
buttons. Click the work center that you want to work with.
You can use the Inbound Administration work center to monitor incoming
processes according to the incoming channel.
Depending on the selected work center, Navigation - Nodes and Work Object
Functions might look different.
Navigation - Nodes
This area shows a tree structure of the processes that are available for you with
the current work center.
Depending on the work center, an Object list might be displayed. Click an object
in the list to display the corresponding navigation nodes or object types.
To display processes in the Work Object List, double-click the corresponding
node.

12 OpenText™ Vendor Invoice Management for SAP® Solutions BOCP200402-UGD-EN-04

 2.2. Searching for work objects

Work Object Functions

This area provides a list with links to relevant SAP transactions. The displayed
links depend on the selected node. Click a link to access the underlying SAP
transaction.

2.2 Searching for work objects

To search and display work objects using the Selection Pane:

1. If the Selection Pane is not displayed already, click Show Selection Pane.

2. In the Selection Pane fields, enter search criteria.

3. To start the search, click Apply.

The Work Object List displays the work objects that match your search criteria.
Selection Active is appended to the heading of the list.
The search criteria fields in the Selection Pane become unavailable.

4. To change the search criteria, click Edit, perform your changes, and click Apply
to display the search results.

5. To empty the Selection Pane, for example for a new search, click Reset.

2.3 Performing actions using the Work Object List

The columns that are displayed in the Work Object List differ according to the
selected work center and navigation node.

The Work Object List provides some standard actions like defining the maximum
number of hits, filtering and sorting the displayed data. Depending on the selected
node, additional actions like executing the work object or opening the Processing
Screen might be available.

Important
When you finish processing a work object, use the buttons provided, for
example Cancel or Save.

While the standard actions are always displayed as toolbar buttons, the additional
actions can be displayed as toolbar buttons or icons/hyperlinks in the list view.

You can mark several work objects in the work objects list and perform the same
action for each of the marked work objects. For this purpose, click Choose Bulk
Action or the button for the emphasized bulk action.

Note: According to the customization, the button for the emphasized bulk
action can have assigned different actions. The button might also miss
completely.

BOCP200402-UGD-EN-04 User Guide for Solutions Beyond Invoice 13

Chapter 2 VIM Central Workplace

A Results message shows you if your actions were successful or if an error has
occurred.

2.4 Displaying details

You can use the Detail Pane to display additional information about the work object
that is currently marked in the Work Object List. The particular detail tabs that are
displayed depend on the selected node. Possible tabs in the Detail Pane are, for
example, the document’s image, the history of the work object, or the current work
object agents.

2.5 Working with Capture Validation Work Center

How to use the Validation Client, see OpenText Capture Validation for SAP Solutions -
User Guide (CPIE-UGD).

14 OpenText™ Vendor Invoice Management for SAP® Solutions BOCP200402-UGD-EN-04

Chapter 3

Processing Screen: Executing process steps

From the VIM Central Workplace, you open the Processing Screen by executing
process steps of a work object in the Work Object List.

Note: Executing process steps using the Processing Screen may only be
available for work objects related to business-process-based scenarios. Any
static non-process-based work object will probably not offer this functionality.

The Processing Screen comprises the following areas.

1
Application toolbar

2
Action Pane

3
Info Pane

4
Tab Strip Area with corresponding business data

5
Detail Pane

Layout You can adapt the layout of the Processing Screen to your needs.

BOCP200402-UGD-EN-04 User Guide for Solutions Beyond Invoice 15

Chapter 3 Processing Screen: Executing process steps

To change the layout of the Processing Screen:

1. To find all commands to change the layout, open the Settings menu.

2. Try out which settings fit best for you.

The following commands are also available in the application toolbar:

• Hide Info Pane / Show Info Pane

• Hide Action Pane / Show Action Pane

• Hide Detail Pane / Show Detail Pane

Your changes to the layout are saved and will be resumed when you start VIM
Central Workplace the next time.

3.1 Performing actions using the Action Pane

The Action Pane provides buttons for each action you can perform in the Processing
Screen. Possible actions are, for example, referring the work object to another role or
user, sending an inquiry, simulating rules, or sending a mail with the current work
object. To forward the work object to the next process step, click the Submit button.

Important
When you finish processing a work object, use the buttons provided, for
example Cancel or Save.

3.2 Displaying the process step state using the Info

Pane
The Info Pane shows the current process step state by displaying the corresponding
business rule check results and connected return messages.

The process step status is indicated by traffic lights, with red light meaning failure,
and green light meaning success for each involved business rule.

Messages are underlined, click them to display details.

3.3 Displaying business data using the Tab Strip

The Tab Strip shows the actual business data of the work object, header data in the
Basic Data tab, line item data in the Line Items tab.

Depending on the current process step and its configuration, you may be allowed to
edit values in the tabs. When you have finished editing, save the changes or
continue the process with Submit.

16 OpenText™ Vendor Invoice Management for SAP® Solutions BOCP200402-UGD-EN-04

 3.4. Displaying details

3.4 Displaying details

You can use the Detail Pane to display additional information about the work object.
The particular detail tabs that are displayed depend on the configuration of the
underlying business process. Possible tabs in the Detail Pane are, for example, the
document’s image, the history of the work object, or comments.

BOCP200402-UGD-EN-04 User Guide for Solutions Beyond Invoice 17

Chapter 4
Fiori Task App: Executing process steps from a
mobile or web device

The Home (Landing) page of the mobile and web version of SAP lists different
tiles that open Solutions Beyond Invoice processes.

Your administrator individually configures which processes are linked with a tile.
The tiles depend on your tasks and role in the company.

If you cannot access a Solutions Beyond Invoice process, contact your administrator
for access to the correct Home page (Fiori launchpad) for your tasks.

The following Solutions Beyond Invoice tiles are available for different processes:

Note: The tiles Capture Validation Workplace and Store Documents are
contained in the Vendor Invoice Management Foundation launchpad content
but not in any solution launchpad content.

Capture Validation Workplace (only available on desktop)

The Capture Validation Workplace tile opens a list view of all your documents
for validation. For more information, see “Using the Fiori Capture Validation
Workplace” on page 31.
Workplace tiles (only available on desktop)
The Workplace tiles open a list view of all your processes. For more information,
see “Using the workplace” on page 20. The following tiles are available:

• Quotation Workplace
• Sales Order Workplace
• Order Confirmations Workplace
• Remittance Advices Workplace

Process tiles
The Process tiles open a process view with inbox area. You can select items in
the inbox and work in the Content area. The following workplace tiles are
available:

• Tiles where you need to process items:

– Process Order Confirmations

– Process Quotations
– Process Remittance Advices

BOCP200402-UGD-EN-04 User Guide for Solutions Beyond Invoice 19

Chapter 4 Fiori Task App: Executing process steps from a mobile or web device

– Process Sales Orders

Store Documents
A tile that opens an upload area where you can upload a document to start a
certain process

4.1 Using the workplace

The workplace lists all processes in a table structure on a single page.

The columns of the table provide details that allow you to filter and search for
specific processes. Thus, you get an overview of all process steps based on the
editors or by data like priority, vendor or other criteria.

Different tabs list specific processes:

Personal
The tab displays all processes that you reserved to personally work on them. All
processes where you enter data are automatically reserved and listed on the
personal tab.
Team
The tab displays all processes that your team has to work on. It also lists already
reserved items that are additionally displayed in the Personal tab of the
corresponding user.
Outstanding
The tab displays all active processes.
Created
The tab displays all finalized processes that created a business object.
Obsolete
The tab displays all processes that are manually set to obsolete.
My Processed
The tab displays all processes which are processed by the current user.

To download the data as Microsoft® Excel® file:

• Click the Download button.

To sort the full screen list:

1. Click the Sort button.

2. In the Sort by dialog box, click the parameter that you want to use for sorting.
3. Select Ascending or Descending order.

Note: Setting ascending or descending order does not influence the

default sort order.

20 OpenText™ Vendor Invoice Management for SAP® Solutions BOCP200402-UGD-EN-04

 4.1. Using the workplace

4. To start sorting, click OK.

4.1.1 Reserving process steps

Process steps where you add data are automatically reserved for you. Additionally
you can select process steps, that you plan to work on.

Reserved process steps stay available on the Team tab and can be taken by any other
user to work on. A reservation only marks process steps as already assigned and
moves the process step to your inbox for easy access.

To reserve process steps:

• In the Workplace, click the Reserve button.

To give back process steps:

• In the Workplace, click the Replace button.

4.1.2 Executing steps using the workplace

The workplace provides direct access to a processing interface, to start working on
the selected step.

To execute steps

1. Click the Process key link.

The process view opens and allows to work on the selected process. For more
information, see “Working on process steps” on page 23.

2. Optional To return to the list of process steps, click the Back button.

4.1.3 Adapting the workplace columns

The workplace provides the available data of the process steps in columns of the
table. You can hide or show these table columns.

To adapt the workplace settings

1. Click the Settings button

2. Click on Columns.

3. Activate the check boxes of the columns that you want to see on your
workplace.

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Chapter 4 Fiori Task App: Executing process steps from a mobile or web device

Note: If you want to save the workplace column layout that you define, you
can use variant management. For more information, see the SAP general
documentation.

4.1.4 Filtering workplace steps

The listed process steps can be reduced by filtering.

To apply a preset filter:

1. Click one of the preset filters buttons, for example Company Code.
2. In the dialog box that opens, select one or more check boxes for filtering details.
3. To apply the preset filter, click OK.

To add a filter to the full screen list:

1. Click Add Filter button.

2. Search or select the filter criteria.
3. In the dialog box that opens, select one or more check boxes for filtering details.
4. To apply the filter, click OK.

To reset the filter, click the Reset Filter button.

4.2 Using the inbox

An inbox is displayed in the left area of your screen, if you access process steps,
using a Process tile:

The Inbox lists all process steps that are currently assigned to you. To add further
process steps to your inbox, switch to the Workplace. For more information, see
“Reserving process steps” on page 21.

You can search for inbox items. For more information, see “Searching for process
steps” on page 25.

To execute a process step:

1. In the Inbox area, click the process.

2. The process displays and can be edited.

To filter the Inbox:

1. In the footer, click the Filter button.

2. Search or select the filter criteria.
3. In the dialog box that opens, select one or more check boxes for filtering details.

22 OpenText™ Vendor Invoice Management for SAP® Solutions BOCP200402-UGD-EN-04

 4.3. Working on process steps

4. To apply the filter, click OK.

To sort the Inbox:

1. Click the Sort button.

2. In the Sort by dialog box, click the parameter that you want to use for sorting.

3. Select Ascending or Descending order.

Note: Setting ascending or descending order does not influence the

default sort order.

4. Click OK.

To perform a bulk action:

1. To switch to the bulk action mode, click the Bulk action button.

2. In the Inbox, select the items for performing a bulk action.

3. Click the action.

In the ? <Action> (for example ? Approve) dialog box, a list is displayed showing
the items that have been processed successfully or that could not be processed.

Note: If the first item is locked or cannot be processed, this list is not
displayed but you get a message for the first item only.

Click Continue.

4. In the next ? <Action> dialog box, enter a comment, and then click <Action>.

5. To switch off the bulk action mode, click .

4.3 Working on process steps

You can access process steps from the Workplace or from your inbox.

• If you access the process step from your inbox, the inbox stays available on the
left side of the screen and you can switch to the next process step without
reloading the page.
• If you access the process from the process list, you have to switch back to the list,
to access the next process step. For more information, see “Executing steps using
the workplace” on page 21.

The following graphic shows the structure of the process step pages:

BOCP200402-UGD-EN-04 User Guide for Solutions Beyond Invoice 23

Chapter 4 Fiori Task App: Executing process steps from a mobile or web device

1 -Inbox area
The Inbox shows all processes that are currently assigned to you.

Tip: The inbox is not displayed if you open a process step from the
workplace.
2 -Header area / 3 - Detail area
The Header area provides Inplace Actions and additional information. Inplace
actions do not complete and close the current view.
Direct links in the Header area move the focus to the selected topic in the detail
area.
The Detail Area displays the underlying business data of an item in a certain
process step.
Header Data area (2) and Detail area (3) make up the Content area. The Content
area can consist of both areas, only the Header Data area, or only the Detail area.
3 -Document Area
Displays the item that you are processing.
4 -Action Area
Provides actions that complete or close the current view.
Depending on your assignment to the process step, you can perform one or
more actions in the Action Area. You can, for example, confirm or decline a
process step, or reply to an inquiry. After clicking the action button, enter an
optional or required comment, and submit your action.
You can edit Basic Data and Line Items if allowed in the current process step.
You can perform one or more actions in the Action Area like on the main page.

The following features are available in the Header data area:

• “Checking the input of the current process” on page 25

24 OpenText™ Vendor Invoice Management for SAP® Solutions BOCP200402-UGD-EN-04

 4.3. Working on process steps

• “Forwarding process step information” on page 27

• “Saving changes” on page 27
• “Simulating multiple process steps” on page 26
• A button that forwards to display the supplier or customer data. The application
that is opened is SAP standard functionality. Check the SAP documentation for
further information.

To pin the header data area:

• Click the Pin header on press button, to keep the header data area available
while scrolling the detail area.

4.3.1 Searching for process steps

A search is provided in the Header area of the workplace and in your inbox.

To search:

1. Click the Search in button, and then select the parameter that contains your
search criteria.

Tip: By default, the first search parameter is preselected.

2. Enter criteria in the Search field.

Note: Enter the search terms case-sensitive.

3. Click RETURN or click the Search button.

4. Optional If you need to update your search result, click the Refresh button.
The table is updated with the newest information.

4.3.2 Checking the input of the current process

You can run a check for the available data of the current process. The feature is only
available if you have change rights.

To check the input of the current process

1. In the Header area, click the Check button.

In the footer at the bottom of the page, Show field Rules and Business
Rule Messages button informs about problems.
Input fields with wrong input are highlighted in the Details area.

BOCP200402-UGD-EN-04 User Guide for Solutions Beyond Invoice 25

Chapter 4 Fiori Task App: Executing process steps from a mobile or web device

2. Optional If you need further information about the problems, click the
Show field Rules and Business Rule Messages button.
Information about the problem displays. If there are multiple messages, click
the message to open individual information about the listed problem.

3. Optional To fix problems, enter information in the highlighted input fields and
click check again.

4.3.3 Simulating multiple process steps

A simulation lets you test the available data against the business rules that are
defined for the different process steps. In contrast to a check, a simulation does not
only check the current process step but all available process steps.

To simulate rules for an item:

1. In the Header data area, click the Simulate Rules button.

A Simulate Rules page displays different checks that are defined for the item.
The following status show the result of the check.

Error: Checks that run into problems. The Messages column provides
further information about the error.

If the rule allows to bypass the check, an Bypass/Activate button is

displayed.

Warning: Checks that are bypassed. You can restart the test by clinking

the Bypass/Activate button.

Success.

2. Optional To open detailed information about a problem, click the link in the
Messages column.
If available, further information is displayed.

3. Optional To bypass a single check, click the Bypass/Activate button, for the
check.
The feedback of all checks is updated and can change due to bypassing a check.

4. To return to the details page, click the Back button.

26 OpenText™ Vendor Invoice Management for SAP® Solutions BOCP200402-UGD-EN-04

 4.3. Working on process steps

4.3.4 Forwarding process step information

You can send emails with information about the current process and attach
connected documents.

To send mails from a process

1. In the Header area, click the Send mail button.

2. Enter the recipient, the text of your email and decide if the document is
attached.

3. Click Send mail.

4.3.5 Saving changes

To save changes

1. Edit the process data in the detail area.

2. Click the Save button in the header area.

4.3.6 Adding comments

You can add comments to a process step.

To add a comment

1. In the Header area, click the Add Comment button.

2. Enter your comment and click the Add comment button.

Your comment is shown in the History area of the process step.

4.3.7 Working with line items

To work with line items

1. In the Header area, click the Line Items link.

The Details area jumps to the Line Items.

2. Optional Use the following functions for Line Items:

Add
Adds a new line item.

Toggle between different views of the line items table. One click: rearrange
mode is active. Another click: back to normal edit mode.

BOCP200402-UGD-EN-04 User Guide for Solutions Beyond Invoice 27

Chapter 4 Fiori Task App: Executing process steps from a mobile or web device

Download the line items table as a Microsoft® Excel® file to your computer.
By hiding columns, you can restrict the downloaded columns.
The Download function is also available for the node list view.

Open the Filter By dialog box where you can select the displayed columns.
To view all columns, select the Select All check box.

3. To save your changes, click the Save button in the Header area.

4.3.8 Displaying data using the Detail Area

The Detail Area displays the underlying business data of an item in a certain process
step. Depending on the selected tab, the Detail Area displays the following
information:

Info tab
Header and line item details

History
Information and comments for previously executed steps

Documents
Relevant documents

On the Info tab, you can switch the display between Basic Data and Line Items. You
can edit the particular fields unless they appear dimmed.

Advanced line In the Line Items view, the advanced line items table is available, showing line item
items details of the current work item, for example Quantity or Currency, and their
respective values. Mandatory fields are marked with an asterisk.

Below the line item data, you can specify how many lines of data are displayed.
These options become active as soon as the maximum number of line items has been
reached and paging of line items takes place.

The advanced line items table provides some action buttons above the table:

Add
Add a row.

Toggle between different views of the line items table. One click: rearrange
mode is active. Another click: back to normal edit mode.

28 OpenText™ Vendor Invoice Management for SAP® Solutions BOCP200402-UGD-EN-04

 4.3. Working on process steps

Download the line items table as a Microsoft® Excel® file to your computer. By
hiding columns, you can restrict the downloaded columns.
The Download function is also available for the node list view.

Open the Filter By dialog box where you can filter your view by, for example,
specific columns.
To view the line items without any filter, select the Select All check box.
Click OK to apply your filter.

At the end of a line, click the action button to open the context menu with the
following possible actions:

Note: There can be custom actions depending on the solutions, for example
semantic navigation to a business object.

Add
Add a row.

Copy
Copy the active row.

Delete
Delete the active row.

Up
Move the active row up.

Down
Move the active row down.

On the Documents tab, click the link to open the archived document. To close the
document, click the left-arrow button at the very top of the page.

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Chapter 4 Fiori Task App: Executing process steps from a mobile or web device

4.3.9 Finalizing process steps

To submit a process step:

1. Open the process step.

2. In the Action area, click the Submit button.

3. Add a comment, and then click the Submit button.

The process step is removed from the inbox. You can find the process step in
your processed items.
The system starts to create the businness objects. If it is not possible due to
errors, the process step is handed back to the inbox.

4.3.10 Discarding process steps

To set process steps to obsolete

1. Open the process step.

2. In the Action area, click the Refer button.

4.3.11 Assigning process steps

You can forward steps to other teams or users.

To refer process steps

1. Open the process step.

2. In the Action area, click More actions > Refer.

3. Select the Role that should work on the process step.

The corresponding users are listed.
4. Select the users that should work on the process step.

5. Optional Add a comment.

6. Click the Refer button.

30 OpenText™ Vendor Invoice Management for SAP® Solutions BOCP200402-UGD-EN-04

 4.4. Using the Fiori Capture Validation Workplace

4.3.12 Requesting work on a process steps

The Inquire action forwards the process step to another.

To inquire process steps:

1. Open the process step.

2. In the Action area, click More actions> Inquire.

3. Select the user who should work on the process step.

4. Add a comment.

5. Click the Inquire button.

4.4 Using the Fiori Capture Validation Workplace

To access the Capture Validation Workplace, click the Capture Validation
Workplace tile on the Launchpad.

To work with the Capture Validation Workplace, see Section 5 “Working with the
Capture Validation Workplace” in OpenText Capture Validation for SAP Solutions -
User Guide (CPIE-UGD) on OpenText My Support (https://knowledge.opentext.com/
knowledge/llisapi.dll/Open/75962089).

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Glossary
ArchiveLink
Service integrated in the SAP NetWeaver Application Server ABAP for linking
archived documents and the application documents entered in the SAP ERP
system.

Business Center Capture (BCC)

OpenText Business Center Capture for SAP Solutions. Optical character
recognition (OCR) component of Business Center.

Business Center
OpenText Business Center for SAP Solutions. A former standalone OpenText
product that is now part of Vendor Invoice Management.

Data View (View)

Dynamic part of a perspective. A set of views is shown in the template at specific
locations at runtime. For each perspective, you can define which view appears at
which location in its template. You can insert each view only once in each
perspective.

Fiori Task App

Light-weight web application following the design principles of SAP Fiori. It
provides an inbox showing the items that have been assigned to the logged-in
user. The user then is able to complete items by performing dedicated actions,
entering comments, and editing the data.

Inbound Configuration
Connection to various inbound channels, for example scanned paper documents,
fax, email, or IDoc, and the corresponding configuration.

Perspective
Web Services element that defines which item related data is displayed in the
Fiori Task App and where. A perspective defines the content and visual
appearance of items for a specific area of the screen in the Fiori Task App. The
Fiori Task App displays only one perspective at the same time.

Process Configuration
Easy and technically simplified configuration of complex business scenario
aspects. Process Configuration covers profile configuration, profile assignment,
and authorizations.

Process Foundation
Flexible framework to configure and run processes. It utilizes generic workflow
definitions, which are processed by the SAP Business Workflow engine.

BOCP200402-UGD-EN-04 User Guide for Solutions Beyond Invoice 33

Glossary

Vendor Invoice Management (VIM)

Packaged business solution that solves a business problem – paying correct
amount to vendors on-time and with the lowest cost. VIM delivers not technology
but best-practice business processes. VIM provides values to customers in process
efficiency, visibility and compliance. VIM is tightly integrated with Business
Center. For example, VIM uses the Business Center Inbound Configuration
mandatorily and provides a couple of Fiori apps that are based on Business
Center.

VIM Beyond Invoice Solution

Preconfigured business scenario that ensures a fast implementation phase. The
following solutions are available: Solution for Incoming Sales Orders, Solution for
Incoming Quotations, Solution for Incoming Delivery Notes, Solution for
Incoming Order Confirmations, Solution for Incoming Remittance Advices,
Monitor for Purchase Orders and Purchase Requisitions.

VIM Central Workplace

Central tool to process work objects. It provides an inbox with personal and
shared work item lists to the user. It also provides access to different business
objects and status information for all objects in process. The user can switch
between work centers and navigate in a process-dependent tree.

VIM Foundation
Central VIM unit that serves to import, capture, dispatch, process, and consume
business objects. It comprises Inbound Configuration, Process Foundation, Process
Configuration, VIM Central Workplace, and Fiori Task App.

Web Services
Underlying technical concept of the Fiori Task App interface. You configure the
complete content of the Fiori Task App either by customizing or by implementing
an interface for the Web Services.

Work object type

Processing object in the VIM Central Workplace. It can represent a process object,
a SAP business object, or information from any SAP tables.

34 OpenText™ Vendor Invoice Management for SAP® Solutions BOCP200402-UGD-EN-04