OpenText™ Vendor Invoice Management

for SAP® Solutions

Administration Guide

This guide describes the technical and functional aspects of

administering Vendor Invoice Management.

The components of Vendor Invoice Management include

Foundation, Invoice Solution, and Solutions Beyond Invoice.

VIMZ230401-AGD-EN-03
OpenText™ Vendor Invoice Management for SAP® Solutions
Administration Guide
VIMZ230401-AGD-EN-03
Rev.: 2024-June-04
This documentation has been created for OpenText™ Vendor Invoice Management for SAP® Solutions 23.4 SPS1.
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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accuracy of this publication.
 Table of Contents
1 About Vendor Invoice Management for SAP Solutions ......... 7
1.1 Architectural Overview ....................................................................... 9
1.2 About this document ........................................................................ 10
1.2.1 Target readership ............................................................................ 10
1.2.2 Related documents ......................................................................... 10
1.3 Customer support ........................................................................... 11
1.4 High availability ............................................................................... 12
1.5 Understanding VIM ......................................................................... 12
1.5.1 Delivery model ................................................................................ 12
1.5.2 Workflow scheme ............................................................................ 13
1.5.3 Extensions to VIM ........................................................................... 13

Part 1 Foundation 15

2 One-time administration tasks ............................................... 17

2.1 Configuring authorization settings .................................................... 17
2.2 Batch jobs for Inbound Configuration ................................................ 18
2.3 Event Watcher ................................................................................ 36
2.4 Pre-learning of IES Profiles .............................................................. 36
2.5 Batch job and reports for Analytics ................................................... 46
2.6 Retrieving technical configuration ..................................................... 49
2.7 Migration program to copy existing data from /OPT to /OTX tables
for e-invoicing ................................................................................. 50

3 Regular administration tasks for Foundation ....................... 55

3.1 Cleaning up Foundation ................................................................... 55
3.2 Cleaning up search helps and web IDs ............................................. 55
3.3 Downloading perspectives ............................................................... 56
3.4 License reporting: OpenText License Audit Report ............................ 57
3.5 Administering the Information Extraction Service ............................... 63
3.6 Inbound Administration work center .................................................. 66
3.7 Data archiving ................................................................................. 75
3.8 Handling of learned data enrichments ............................................... 87

4 Transfer of machine learning data of IES .............................. 89

4.1 Creating a snapshot ........................................................................ 91
4.2 Transferring a snapshot ................................................................... 91
4.3 Restoring a snapshot ...................................................................... 94
4.4 Delete a snapshot ........................................................................... 94

5 Regular administration tasks for Business Workflow ......... 97

5.1 Setting up substitutes for workflow processes ................................... 97

VIMZ230401-AGD-EN-03 Administration Guide iii

Table of Contents

5.2 Reassigning work items belonging to another user ............................ 97

5.3 Administering workflows ................................................................ 100

6 Troubleshooting and Monitoring ......................................... 107

6.1 Generating system report .............................................................. 107
6.2 Monitoring activity ......................................................................... 108
6.3 Using logs and traces .................................................................... 108
6.4 Administering workflows ................................................................ 108
6.5 Frequently used SAP workflow administration transactions .............. 114
6.6 SAP client creation ........................................................................ 116
6.7 SAP system/client copy ................................................................. 117
6.8 RFC callback error message .......................................................... 118
6.9 Fiori Task App: detailed error messages ......................................... 118
6.10 Fiori Task App: error messages and log entries ............................... 120
6.11 Issues with the Fiori Launchpad and the Fiori Task App ................... 121
6.12 Document viewing issues .............................................................. 123
6.13 Communicating with Information Extraction Service ......................... 124
6.14 Trace extraction with Information Extraction Service ........................ 128

Part 2 Invoice Solution 135

7 One-time administration tasks ............................................. 137

7.1 VIM batch jobs .............................................................................. 137
7.2 Scheduling batch jobs for data extraction in a CC4S/IC4S scenario .. 147
7.3 Roles ........................................................................................... 148
7.4 Maintaining Chart of Authority ........................................................ 150
7.5 Administering workflows ................................................................ 150
7.6 Using the SAP early watch service ................................................. 151
7.7 Administering the Approval Portal .................................................. 160
7.8 Configuring the Mobile Approval Portal ........................................... 205
7.9 Migration program to copy existing data from /OPT to /OTX tables
for e-invoicing ............................................................................... 209

8 Regular administration tasks for Invoice Solution ............. 211

8.1 Changing the logical system on VIM tables ..................................... 211
8.2 Running year end/month end procedure for parked and DP
documents .................................................................................... 211
8.3 Archiving VIM information .............................................................. 215
8.4 Clean up reports ........................................................................... 222
8.5 Administering Invoice Solution workflows ........................................ 223

9 Troubleshooting and Monitoring ......................................... 231

9.1 Security topics .............................................................................. 231
9.2 Monitoring VIM workflows .............................................................. 234

iv OpenText™ Vendor Invoice Management for SAP® Solutions VIMZ230401-AGD-EN-03

 Table of Contents

9.3 Solving a role error in a workflow .................................................... 238

9.4 Releasing invoice lock for Invoice Approval ..................................... 243
9.5 Logging with change documents for DP documents ......................... 244
9.6 Creating a PDF history log file ........................................................ 245
9.7 Working with the application log ..................................................... 247
9.8 Troubleshooting business rules simulation ...................................... 252
9.9 Troubleshooting SAP NetWeaver BW ............................................. 252
9.10 Troubleshooting Invoice Approval .................................................. 253
9.11 Monitoring and troubleshooting the Approval Portal ......................... 255
9.12 Troubleshooting the Mobile Approval Portal .................................... 287

GLS Glossary 289

VIMZ230401-AGD-EN-03 Administration Guide v

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 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 the business rules pass, 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.

VIMZ230401-AGD-EN-03 Administration Guide 7

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 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.

You 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¸ email 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

8 OpenText™ Vendor Invoice Management for SAP® Solutions VIMZ230401-AGD-EN-03

 1.1. Architectural Overview

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 Architectural Overview

The following figure gives an overview of the basis architecture. It shows how the
core components of VIM are integrated into SAP and which additional OpenText
components like Document Pipeline, Document Storage, Information Extraction
Service and WebViewer are completing the solution.

Beside the components of this graphic, VIM offers additional components such as
SAP NetWeaver Business Warehouse or BW/4Hana for specific solutions which are
not shown in this basis architectural overview.

Figure 1-1: Technical system landscape

VIMZ230401-AGD-EN-03 Administration Guide 9

Chapter 1 About Vendor Invoice Management for SAP Solutions

1.2 About this document

1.2.1 Target readership
This document addresses workflow administrators who are in charge of maintaining
VIM.

1.2.2 Related documents

The product ISO image is available on OpenText My Support: https://
knowledge.opentext.com/knowledge/llisapi.dll?func=ll&objId=14583402

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

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

Release Notes Release Notes describe:

• The software supported by the product

• Requirements
• Restrictions
• Important dependencies
• New features
• Known issues

10 OpenText™ Vendor Invoice Management for SAP® Solutions VIMZ230401-AGD-EN-03

 1.3. Customer support

• Fixed issues
• Documentation extensions

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).

1.3 Customer support

You can contact the OpenText Customer Support team with the contact information
available at http://support.opentext.com.

If you bought the solution from SAP, you can open a message in the SAP Service
Marketplace for your component:

• Invoice:XX-PART-OPT-INV.

Important note for SAP Reseller Customers

For information about all OpenText products resold by SAP (including VIM),
check SAP Marketplace Note 1791874: SAP Products by OpenText - Software
and Support Lifecycle. This note provides detailed information about software
life cycle, access to Support Packages, access to latest documentation, language
packages, and other patches, as well as Support ticket handling.

Remote support is possible through the SAP solution manager with CSS message.
You must open the connection to the system and provide appropriate
authorizations.

To view logs, VIM provides read-only transactions:

• Invoice: /OTX/PF03_WP (VIM Central Workplace) and /OPT/VIM_VA2 (VIM

Analytics).
• Beyond Invoice: /OTX/PF03_WP (VIM Central Workplace) and /OTX/PF02_PROC_
LOG (Process Foundation Log).

For SAP J2EE based components, the Java role SAP_JAVA_SUPPORT is pre-delivered
with NetWeaver and recommended to be used for this purpose. For ABAP based
components, for example the role SAP_RCA_SAT_DISP is shipped via the ABAP add-
on component ST-PI.

VIMZ230401-AGD-EN-03 Administration Guide 11

Chapter 1 About Vendor Invoice Management for SAP Solutions

1.4 High availability

VIM supports the standard SAP high availability concept. For detailed information,
refer to the SAP Help.

1.5 Understanding VIM

1.5.1 Delivery model
As VIM is basically a scenario, its function may best be described as a problem
solution. It enables the flexible configuration of a company's payment workflow. To
this end, VIM is delivered with a so-called Baseline Configuration, a set of pre-defined
configurations that work out of the box. In conjunction with other OpenText
products such as OpenText™ Archive Center it is possible to realize comprehensive
solutions. Core Functions are the technical foundation of VIM: SAP screens, functions,
workflow templates, web pages, etc.

Note: Only end user screens are translated in additional languages other than
English. Customizing screens are provided in English language only.

12 OpenText™ Vendor Invoice Management for SAP® Solutions VIMZ230401-AGD-EN-03

 1.5. Understanding VIM

1.5.2 Workflow scheme

Figure 1-2: Workflow scheme

Each VIM workflow process has the same basic steps:

Validate data
The index data is validated against the SAP database. If validation fails, an
exception is triggered.

Check duplicates
The validated data 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.

1.5.3 Extensions to VIM

You can extend or customize the VIM functionality to meet your requirements. You
should create Custom Development objects in your customer namespace. Plug the
Custom Development objects into the appropriate user exits that OpenText provides
in VIM.

The SAP transport management system will handle the custom development and
configuration changes.

VIMZ230401-AGD-EN-03 Administration Guide 13

Chapter 1 About Vendor Invoice Management for SAP Solutions

For detailed information on technical and functional configuration, refer to OpenText

Vendor Invoice Management for SAP Solutions - Configuration Guide for Invoice Solution
(VIMZ-CGD).

14 OpenText™ Vendor Invoice Management for SAP® Solutions VIMZ230401-AGD-EN-03

 Part 1
Foundation
Part 1 Foundation

Vendor Invoice Management has one-time administrative tasks like scheduling jobs
and regular administrative tasks like the administration of the SAP Workflow
Engine.

Workflow runtime administration covers several transactions that you can use to
monitor and control execution of workflows like the following.

• Customizing workflow runtime

• Error monitoring for work items
• Monitoring work item rules
• Reorganizing work items
• Processing work items as administrator
• Maintaining substitutes

For details how to administrate the SAP Business Workflow runtime, see the SAP
Help.

16 OpenText™ Vendor Invoice Management for SAP® Solutions VIMZ230401-AGD-EN-03

Chapter 2

One-time administration tasks

2.1 Configuring authorization settings

VIM Foundation is delivered with new authorization objects. The SAP authorization
object SAP_ALL must be re-generated to apply the authorizations to this object.

VIM Foundation delivers the following general authorization objects.

Authorization Description Usage

object
J_6NPF_NAV Checks navigation in workplace according to VIM Central
workplace ID. For more information, see Workplace
OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide for Foundation
(VIMZ-CGF).
J_6NPF_WTY Checks work object type with related actions, VIM Central
functions, and nodes. For more information, see Workplace
OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide for Foundation
(VIMZ-CGF).
J_6NPF_PRF Checks the process configuration profile with Processing Screen
profile ID, characteristic attribute, and process
step. For more information, see OpenText Vendor
Invoice Management for SAP Solutions -
Configuration Guide for Foundation (VIMZ-CGF).
J_6NPF_PRJ Checks the authorized project ID. For more Displaying Data in
information, see OpenText Vendor Invoice the Query or
Management for SAP Solutions - Configuration Analytics Reports
Guide for Foundation (VIMZ-CGF).
J_6NPF_ADM Is checked in all administrative reports, Administration
transactions, and programs. For more
information, see OpenText Vendor Invoice
Management for SAP Solutions - Configuration
Guide for Foundation (VIMZ-CGF).
J_6NPF_RFC Is checked in all RFC functions and executable Processing
programs. For more information, see OpenText
Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (VIMZ-CGF).

For further details, see Section 7.1.2.1 “Maintaining version settings” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(VIMZ-CGF) (AUTH_CHECK_DATA method) and Section 8.1.1.1.1 “Authorization

VIMZ230401-AGD-EN-03 Administration Guide 17

Chapter 2 One-time administration tasks

Exit” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide
for Foundation (VIMZ-CGF).

2.2 Batch jobs for Inbound Configuration

Periodic jobs are necessary to set up the inbound processing infrastructure. The
following jobs are used to automate the inbound processing.

• The status based document handler queue is managed with the document
handler job.
• Information Extraction Service in combination with look-up processing requires
download to staging tables.
• Redundant temporary data is deleted with the clean-up processing.
• Document extraction with Information Extraction Service (IES) is handled by the
IES request handler.

2.2.1 Document handler

Configure the /OTX/PF01_P_IDF_TRIGGER program as a job running every minute.
When running the IDF trigger job, the report picks up all items that have been
registered to the framework and that also have finished after the last run. So every
item will go through all steps defined in the customizing.

Note: Provide the authorization for J_6NPF_ADM with J_6NPF_COM = 1

(Component Inbound), to run the /OTX/PF13_P_TRIGGER program. For more
information, see Section 8.4 “Authorization objects” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (VIMZ-CGF).

To configure a batch job for the document handler:

1. Run the /OTX/PF01_P_IDF_TRIGGER program.

2. In the Inbound Processing - Trigger Handler screen, configure the batch job for
the document handler, using the following parameters.

Registration ID
Enter the specific registration ID from the /OTX/PF01_T_1REG table.

Channel
To run the report only for a specific inbound channel, enter the channel.

Classification Profile
To run the report only for specific business scenario, enter the classification
profile.

Module Handler
To run the report only for a specific Handler ID, enter the Handler ID.

18 OpenText™ Vendor Invoice Management for SAP® Solutions VIMZ230401-AGD-EN-03

 2.2. Batch jobs for Inbound Configuration

Document Type
To run the report only for a specific ArchiveLink document type, enter the
document type.

Status
To run the report only for a specific document status, enter the status

Number of items to process per run

To avoid an overflow, enter the number of entries that must be processed
per run.

Test mode
Select this check box to run the report in test mode. Test mode displays
results without any modification on the database.

Result
Select this check box to write the result to the batch job log or to display the
result in dialog processing.

3. Optional To execute the batch job continuously, define a background processing

event and plan a periodic job based on the event (see SAP documentation for
events in background processing).
Usually the report runs only within the minimum interval of one minute of the
periodic job scheduling but it provides additional options for an event based job
scheduling.
The report itself will raise the event at the end of the processing after the delay
is reached.

Notes

• When using event-based job scheduling, the system constantly occupies

one background process of the SAP system.

• Event based scheduling is described in detail for the IES request handler
in “IES request handler” on page 28.

The following parameters are available:

Background processing event

Event which is raised at the end of the report and which is configured
within SM64 transaction . The event is only raised in the background
processing mode.

Background event parameters

Optional parameter which is used to use the event for different cases.

Delay
Delay in seconds after which the event is raised at the end of the report.

VIMZ230401-AGD-EN-03 Administration Guide 19

Chapter 2 One-time administration tasks

Authorizations

If the report is planned with a user with restricted authorization, make sure to
also include authorization objects J_6NPF_RFC and the SAP Standard
Authorizations S_RFC and S_RZL_ADM.

Object S_RFC
Activity 16
Name of RFC object SYST, RFC1, RFC_METADATA, /OTX/
PF11_VALIDATION
Type of RFC object FUGR
Object S_RZL_ADM
Activity 3

2.2.1.1 Parallel runs of the Document handler

You can increase the throughput by processing documents in parallel. For example,
if you have a high inbound document volume or a tight schedule on which
documents arrive.

For parallel runs, use the program /OTX/PF01_P_IDF_TRIGGER_SPLIT, which can be

scheduled.

This program splits inbound documents into batches according to selections and
starts a background job with the document handler, for each batch.

The size of the batches and the number of jobs is defined on the selection screen.

The program selects the inbound documents according to their creation time,
starting with the earliest document.

Parallel runs of the document handler do not support an event based job scheduling.
For more informatin, see continuous job processing in “Document handler”
on page 18.

Tip: Make sure that the parameter values correspond to the document volume,
to prevent delays if more documents are outstanding than accepted for each
run, or process all relevant documents by splitting them into group jobs.

To configure parallel runs for the document handler:

1. Run the /OTX/PF01_P_IDF_TRIGGER_SPLIT program.

2. Configure the parameters of the parallel runs.

Max. documents per job

Limits the batch size for each job. Maximum count 999. If left empty, all
relevant documents are evenly split into the jobs according to the Max.
number of jobs.

20 OpenText™ Vendor Invoice Management for SAP® Solutions VIMZ230401-AGD-EN-03

 2.2. Batch jobs for Inbound Configuration

Max. number of jobs

Mandatory input: Limits the total number of jobs. The maximum count is
99. The number depends on your system capabilities. If Max. documents
per job is empty, the input defines the actual count of jobs not the
maximum.
Job name prefix
Defines the background job names. The system time and a two digit counter
are added to this prefix.

The following parameters are passed to the document handler, with the
registration ID that was used to build the document batches:

• Registration ID
• Channel
• Classification Profile
• Module Handler
• Document Type
• Status
• Test mode

2.2.2 Staging tables for capture integration

Run the download programs, if your system is using a capture integration.

You must fill staging tables:

• if you use the Validation Client (Validation for SAP Solutions) or Fiori Capture
Validation Workplace,
• for any scenario of VIM for SAP Capture,
• for any scenario of Information Extraction Service.

If you use multibackend landscapes, you must run the programs on all related
systems.

The download programs create central data tables that contain all information that is
required for data recognition.

You can download the following SAP ERP databases to central staging tables:

• Vendor database
• Customer database
• Company code database
• Purchase order database

VIMZ230401-AGD-EN-03 Administration Guide 21

Chapter 2 One-time administration tasks

• Number range database

• Plant database

Note: Schedule the download programs as batch jobs. Thus, the job logs
provide information about the status of the job.

For systems that do not have VIM installed or different version of VIM in a multiple
backend scenario, you can import the staging tables and programs through a
transport.

2.2.2.1 Downloading databases from SAP ERP

To download a database from SAP ERP

1. Enter the se38 transaction.

2. Enter a program and click Execute:

Table 2-1: Vendor – Program and tables (Daily update)

Report to fill Corresponding staging tables Look up table

the staging
table with data
from current
system
Report: Vendor source /OTX/PS11_T_VESS /OTX/PS11_T_VESL
/OTX/
PS11_P_VEND Vendor Address /OTX/PS11_T_VEAS /OTX/PS11_T_VEAL
OR Vendor Organization /OTX/PS11_T_VEOR -
Transaction: Vendor Email /OTX/PS11_T_VEMS /OTX/PS11_T_VEML
/OTX/
PS11_STG_VEN Vendor phone /OTX/PS11_T_VEPS /OTX/PS11_T_VEPL
DOR
Vendor bank /OTX/PS11_T_VEBS /OTX/PS11_T_VEBL
Vendor - International /OTX/PS11_T_VETS /OTX/PS11_T_VETL
VAT Registration
Number

Table 2-2: Company code – Program and tables (Update on demand or no

automatic update if the table is filled manually)

Report to fill Corresponding staging tables Look up table

the staging
table with data
from current
system
Report: Company code source /OTX/PS11_T_COSS /OTX/PS11_T_COSL
/OTX/
PS11_P_COMP Company code /OTX/PS11_T_COAS /OTX/PS11_T_COAL
CODE Address

Transaction: Company code Email /OTX/PS11_T_COMS /OTX/PS11_T_COML

22 OpenText™ Vendor Invoice Management for SAP® Solutions VIMZ230401-AGD-EN-03

 2.2. Batch jobs for Inbound Configuration

Report to fill Corresponding staging tables Look up table

the staging
table with data
from current
system
/OTX/ Company code phone /OTX/PS11_T_COPS /OTX/PS11_T_COPL
PS11_STG_CCO
DE Company code bank /OTX/PS11_T_COBS /OTX/PS11_T_COBL
Company code VAT /OTX/PS11_T_COTS /OTX/PS11_T_COTL

Table 2-3: Customer – Program and tables (Daily update)

Report to fill Corresponding staging tables Look up table

the staging
table with data
from current
system
Report: Customer source /OTX/PS11_T_CUSS /OTX/PS11_T_CUSL
/OTX/
PS11_P_CUSTO Customer Address /OTX/PS11_T_CUAS /OTX/PS11_T_CUAL
MER Customer Organization /OTX/PS11_T_CUOR -
Transaction: Customer Email /OTX/PS11_T_CUMS /OTX/PS11_T_CUML
/OTX/
PS11_STG_CUS Customer phone /OTX/PS11_T_CUPS /OTX/PS11_T_CUPL
TMR
Customer bank /OTX/PS11_T_CUBS /OTX/PS11_T_CUBL
Customer VAT /OTX/PS11_T_CUTS /OTX/PS11_T_CUTL

Table 2-4: Plant – Program and tables (Daily update)

Report to fill Corresponding staging tables Look up table

the staging
table with data
from current
system
Report: Plant source /OTX/PS11_T_PLSS /OTX/PS11_T_PLSL
/OTX/
PS11_P_PLANT Plant Address /OTX/PS11_T_PLAS /OTX/PS11_T_PLAL

Transaction: Plant Email /OTX/PS11_T_PLMS /OTX/PS11_T_PLML

/OTX/
Plant phone /OTX/PS11_T_PLPS /OTX/PS11_T_PLPL
PS11_STG_PLA
NT

VIMZ230401-AGD-EN-03 Administration Guide 23

Chapter 2 One-time administration tasks

Table 2-5: Number ranges – Program and tables (Update on demand)

Report to fill the staging table Corresponding staging and look up table
with data from current
system
Report: /OTX/PS00_T_STG4
/OTX/PS11_P_NUMR
Transaction:
/OTX/PS11_STG_NUMR

Table 2-6: Purchase Order – Program and tables (Daily update)

Report to fill the staging Corresponding staging and look up table

table with data from current
system
Report: /OTX/PS11_T_STG5
/OTX/PS11_P_PO
Transaction:
/OTX/PS11_STG_PO

3. Add the selection criteria for vendor, customer, company code, or plant data for
the data transfer.
Most fields are self-explaining. Find some additional explanation for the
following fields:

Processing Mode

• Upload from master – Fills the staging tables from the SAP master data.
• Upload from file – Uploads the selected staging table from an Excel file.
Enter the file path with the file name. You can download a template with
the Download Template icon. Enter the file path with the file name.
• Download to file – Downloads the selected staging table to an Excel file.
Enter the file path with the file name.

Notes

• The header of the upload file must not be changed as the header of
the Excel file determines which staging table needs to be updated.
• A local installation of Microsoft Excel is a must when uploading the
Excel file to SAP.

Collect satellite systems

Get data from all connected systems which are configured within system
landscape of VIM Foundation. For more information, see Section 3.2
“Configuring logical systems” in OpenText Vendor Invoice Management for
SAP Solutions - Configuration Guide for Foundation (VIMZ-CGF).

24 OpenText™ Vendor Invoice Management for SAP® Solutions VIMZ230401-AGD-EN-03

 2.2. Batch jobs for Inbound Configuration

Account group
For vendor database programs, the account groups of vendors.
For customer database programs, the account group of customers.

Update without deletion

Updates the staging table with the result of the report run. If selected, you
can plan several jobs for this report with different selection criteria.
Several jobs also allow you to update the staging table with high volume.
Old entries can still exist in these kind of tables. Use the /OTX/PS00_P_IDF_
STG_CLEANUP report to plan one cleanup the table within your job sequence.

The following fields are relevant for the PO download:

Delta Download
Select this check box to determine that the program reads the table /opt/it_
dl_ts and gets the time stamp of the last program run. The following date
fields will be replaced with the date part of the time stamp:

• Purchase Orders from

• Sched. agreements from

• Goods receipt from

Open only check

Select this check box to ignore all items for which an invoice has already
been received.

Vendor substitution by invoicing party

Select this check box to substitute the vendor that is taken from the
purchase order by the invoicing party that is to be expected on the invoice.

Vendor substitution by alternate payee

Select this check box to substitute the vendor that is taken from the
purchase order by the alternate payee from the vendor data base, which is
to be expected on the invoice.

No delivery data in header table

Select this check box if you do not need the delivery note number and
delivery date in the header table. The runtime of the program improves if
you do not need the delivery data in the header table.

Use Final invoice indicator

Select this check box to check the “Finally invoiced” indicator on the PO
line. A PO line is closed if this indicator is set (by enabling it during invoice
posting).

4. Add the selection criteria for purchase order data for the data transfer.

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Chapter 2 One-time administration tasks

Object name
Set the object for the corresponding number range object. Relevant for the
scenarios is EINKBELEG object.

5. Save your selection criteria as variant and schedule the job with your variant.

Report /OTX/PS11_P_STAGING_CLEANUP allows to clean up the selected or all staging

tables.

The execution of the reports requires an authorization for J_6NPF_ADM object with
“1” value for the J_6NPF_COM field in the local and the remote systems.

Different VIM versions

If you have different VIM versions within your multi-system environment and
you want to connect IES with a central system, you must ensure the following:

• The staging tables and reports must be on the same version when you want
to fill the tables with the related reports from current and satellite systems.
• You must use identical reports and tables on your satellite systems according
to your central system connected to IES.
• With VIM 20.4 / 7.6 SPS6 / 23.4 SPS0, compatibility transports are provided
for the staging tables (see ZIP file of SPS patch: Foundation 20.4 SPS6 >
Additional Components > staging_tables_transport) .

– Install transport QBUK900255 if you have at least one system on VIM 20.4
SPS6 / 7.6 SPS6 / 23.4 SPS0 in your multi-system landscape on all systems
with VIM 20.4 SPS5 / 7.6 SPS5 and lower versions.

2.2.3 Clean up
You can run the /OTX/PF01_P_IDF_CLEANUP program and schedule it in background
to clean up temporary data. This kind of data has been created by the inbound
handler but is not needed afterwards.

Note: To run the /OTX/PF01_P_IDF_CLEANUP program, authorization for J_

6NPF_ADM is needed. For more information, see OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (VIMZ-CGF).

Clean up schedule

OpenText recommends that you schedule the program once per week. The
month count (minimum age of data) depends on the document volume that is
processed. In high-volume document scenarios a low month count is
recommended to keep database disk space consumption as low as possible.

The result and full text tables consume the majority of disk space.

26 OpenText™ Vendor Invoice Management for SAP® Solutions VIMZ230401-AGD-EN-03

 2.2. Batch jobs for Inbound Configuration

To clean up temporary data:

1. Run the /OTX/PF01_P_IDF_CLEANUP program.

2. In the Inbound Processing - Clean-up Tables screen, configure the clean up,
using the following parameters.

XML Files tab

Deletes the XML documents in the archive storage.
Application Logs tab
Deletes the application log related information for the inbound processing.
Agent Table tab
Cleans the /OTX/PF01_T_VALA table for documents that are not waiting to be
validated.
Result Table tab
Cleans the result in /OTX/PF01_T_1EXT and /OTX/PF11_T_DEXT table for
documents that have left the inbound handler. Additionally the /OTX/PF11_
T_FULL full text table is cleaned up.

IES Sessions
Cancels all active extraction sessions. For each cancelled session a request is
sent to IES to also clean up temporary session data in the repository.
Default is to clean up sessions which are active for more than six month.
You can choose a lower value here. Consider that feedback is not accepted
for a document whose extraction session is already cancelled.
IES Table tab
Cleans up all temporary data (sessions, requests) for documents processed
by IES that have left the inbound handler and completed the extraction
session.
IES Pre-Learning tab
Cleans up all temporary data (sessions, requests) and results (extraction
result, feedback data) for documents that were processed within pre-
learning.
Image Table tab
Cleans the /OTX/PF01_T_1IMG table for documents that have left the
inbound handler.
Capture Center tab
Cleans inactive applications in /OTX/PF01_T_CFGV and /OTX/PF01_T_CFGD
tables.
To delete active applications from tables /OTX/PF01_T_CFGV and /OTX/PF01_
T_CFGD, run the /OTX/PF01_P_IDF_CLEANUP_APPL report.
To run the /OTX/PF01_P_IDF_CLEANUP_APPL report, authorization for J_
6NPF_ADM is needed. For more information, see OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (VIMZ-
CGF).

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Chapter 2 One-time administration tasks

Feedback Pool tab

Sets the feedback indicator FEEDB_LEARN for documents in /OTX/PF01_T_
1REG to Obsolete. With this setting, the documents are not used for
feedback any more.
Month count
Indicates the minimum age of the entries to be deleted.
Active
Select this check box to activate cleaning for the selected tab.
If the check box is cleared, the tab is skipped. The green icon disappears
from the tab title.

In the Global settings area, you can select the following check boxes:

• Test run (count only)

• Skip dialogs that skips the dialogs before the deletion
If the program is run in background, Skip dialogs is selected automatically.

Additional options – The Application Logs tab and the Result Table tab
include additional options.
Application Logs includes the Delete IDOC entries as well check box. Select it
to specify that log entries with subobject IDOC are deleted as well.
Result Table includes the following check boxes:

Delete result history as well

Specifies that the result history should be deleted. The result history
contains the corresponding extraction results for the different call points
Extraction and Validation. This data should only be deleted if not needed
anymore for potential analytical evaluations based on the extraction result.

2.2.4 IES request handler

The IES request handler controls the outgoing and incoming communication with
Intelligent Capture for SAP® Solutions and Core Capture for SAP® Solutions.

Because there is asynchronous communication and queuing of requests in place,

some actions must be performed periodically. Report /OTX/PF13_P_TRIGGER executes
these actions.

Required authorizations

Provide the authorization for J_6NPF_ADM with J_6NPF_COM = 1 (Component

Inbound), and J_6NPF_RFC with ACTVT = 02 (activity change) to run the /OTX/
PF13_P_TRIGGER program.

For more information, see Section 8.4 “Authorization objects” in OpenText

Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(VIMZ-CGF).

28 OpenText™ Vendor Invoice Management for SAP® Solutions VIMZ230401-AGD-EN-03

 2.2. Batch jobs for Inbound Configuration

You must configure this report as a periodic event-based background job with a
delay of 10 seconds. The report will raise the event at the end of the processing after
the delay is reached.

Note: When using event-based job scheduling, the system constantly occupies
one background process of the SAP system.

To configure the request handler:

1. TC SM64: Create background processing event ZOT_EVENT_IES_REQ_TRIGGER_

FINISH.

a. Clear the System check box.

b. Click Save.

2. TC SA38: Create a variant for report /OTX/PF13_P_TRIGGER.

a. Do not change values in the General Options section.

Note: The restriction via parameter Connection Id and the option to

display the summary of actions is just used for analysis of error
situations in dialog execution of the report. You should not use these
options In the regular batch execution.
b. In Event Options, enter the following parameters:

• Background processing event – Background processing event you

created in step 1.
• Background event parameters – CLNT<client number>, for example,
CLNT100, if you schedule the report in client 100.
• Delay (in seconds) – 10

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Chapter 2 One-time administration tasks

c. Save the variant and note the variant name (for example, EVENT).

3. TC SM36: Create a background job for report /OTX/PF13_P_TRIGGER.

a. Define the start condition After event and specify the event name and
parameter you used in step 2.
b. Make sure the Periodic job check box is selected, and then save the start
condition.

c. Define step for report /OTX/PF13_P_TRIGGER and specify the report variant
you created in step 2.

The report should be executed with a technical user. For needed

authorizations see Required authorizations on page 28.
Job scheduling should look like this:

30 OpenText™ Vendor Invoice Management for SAP® Solutions VIMZ230401-AGD-EN-03

 2.2. Batch jobs for Inbound Configuration

d. Save the job scheduling.

4. TC SA38: Execute report /OTX/PF13_P_TRIGGER once in background to initiate

processing.

a. Select the variant you created in step 2 and click Program > Execute in
background. Select the appropriate output device and continue.

b. Click Immediate and save.

5. TC SA38: Create a variant for the Event Watcher report /OTX/PF01_P_IDF_

TRIGGER_EVENT.

a. In Event Options, enter the following parameters:

• Job name – Name of job created and scheduled in step 3 (for

example, /OTX/PF13_P_TRIGGER)
• Background processing event – Background processing event you
created in step 1.
• Background event parameters – CLNT<client number>, for example,
CLNT100, if you schedule the report in client 100.

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Chapter 2 One-time administration tasks

b. Save the variant and note the variant name (for example,
EVENT_REQUEST).

6. TC SM36: Create a background job for the Event Watcher report /OTX/PF01_P_
IDF_TRIGGER_EVENT.

a. Define start condition Date/Time or Immediate and specify a time when

the report should be executed for the first time.
b. Make sure the Periodic job check box is selected.
c. Open the Period values screen and specify that the job should run every 30
minutes.
d. Save the start condition.

e. Define step for report /OTX/PF01_P_IDF_TRIGGER_EVENT and specify the

report variant you created in step 5.

32 OpenText™ Vendor Invoice Management for SAP® Solutions VIMZ230401-AGD-EN-03

 2.2. Batch jobs for Inbound Configuration

The report should be executed with a technical user who triggers the
background processing event if the processing loop is interrupted by an
unexpected situation or runtime error.
Job scheduling should look like this:

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Chapter 2 One-time administration tasks

f. Save the job scheduling.

2.2.5 Trigger marked documents for training

This report is applicable for the Invoice scenario where document can be marked for
training within VIM Invoice Index screen. The report applies to IES.

Configure the /OTX/PF11_P_TRIGGER_TRAINING program as a job running once a day.

When running the trigger training job, all for training marked entries in the data
entry ledger will be submitted to training.

To configure a batch job for the document handler:

1. Run the /OTX/PF11_P_TRIGGER_TRAINING program.

2. In the Trigger Training Handler screen, configure the batch job for the
document handler using the following parameters:

Registration ID
Enter the specific registration ID from the /OTX/PF01_T_1REG table.

Channel
To run the report only for a specific inbound channel, enter the channel.

Classification Profile
To run the report only for a specific business scenario, enter the
classification profile.

Document Type
To run the report only for a specific ArchiveLink document type, enter the
document type.

For more information about the configuration of the Training function, see the
following sections:

• “Inbound Documents” on page 67

• “IES Training Documents” on page 71

• Section 5.1.3.2 “Creating a Capture profile” in OpenText Vendor Invoice

Management for SAP Solutions - Configuration Guide for Foundation (VIMZ-CGF)

• Section 5.1.3.9 “Maintaining validation field settings” in OpenText Vendor Invoice

Management for SAP Solutions - Configuration Guide for Foundation (VIMZ-CGF)

• Section 5.1.3.10 “Defining custom fields” in OpenText Vendor Invoice Management

for SAP Solutions - Configuration Guide for Foundation (VIMZ-CGF)

• Section 5.1.3.11 “Defining custom table fields” in OpenText Vendor Invoice

Management for SAP Solutions - Configuration Guide for Foundation (VIMZ-CGF)

34 OpenText™ Vendor Invoice Management for SAP® Solutions VIMZ230401-AGD-EN-03

 2.2. Batch jobs for Inbound Configuration

2.2.6 Email notifications for documents with error status

This report sends out an Email notification for documents in an error state in VIM
Central Workplace in Inbound Administration Workcenter. This helps to avoid
precessing delays.

If no new errors are present in the Inbound Administration, then no email is sent.
Only a message is displayed in the job log.

The Email notification shows the following details.

• The Email subject shows the total number of new errors occurred in the VIM
Central Workplace at the time when the report is run.

• The Email contains the system details to logon to the system to check details
within the workplace transaction.

• The Email consists of one table with status and number of new documents in
error within the current run and another table with status and number of
documents in error in previous run.

• Timestamp of the current run and the previous run.

Additionally, the report updates the database table /OTX/PF01_T_ERRH as a history

table with the count of the error documents based on the status of the document.

Configure the /OTX/PF01_P_IDF_ERROR_NOTIF program as a job running once a day

or weekly, depending on how often the recipients need to be notified.

To configure a batch job:

1. Run the /OTX/PF01_P_IDF_ERROR_NOTIF program.

2. In the Email notification for error documents in Inbound Administration

screen, configure the batch job using the following parameters:

Email Address
Enter the recipients email address..

Document type
To run the report only for a specific ArchiveLink document type, enter the
document type.

Classification Profile
To run the report only for a specific business scenario, enter the
classification profile.

Channel ID
To run the report only for a specific inbound channel, enter the channel.

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2.3 Event Watcher

The document handler and the IES request handler support an event based job
scheduling to execute the job continuously. This job helps to re-trigger the event if
the job has been aborted and to avoid monitoring.

For more information, see:

• “Document handler” on page 18

• “IES request handler” on page 28

If you use the event based job scheduling for the document handler or the IES
request handler then you must configure the Event watcher report as a background
job running every 30 minutes.

To configure the Event Watcher

1. Run the /OTX/PF01_P_IDF_TRIGGER_EVENT program.

2. In the Inbound Processing - Event Watcher for Handler Jobs screen, configure
the batch job, using the following parameters:

Job name
Name of the job which is planned with the event based option

Background processing event

Event which is raised and which is configured within SM64 transaction . The
event is only raised in background processing mode.

Background event parameters

Optional parameter which allows to use the event for different cases

2.4 Pre-learning of IES Profiles

This chapter describes how you reuse validated extraction results from Invoice
Capture Center (ICC) and Business Center Capture (BCC) to train IES profiles. This
feature will be called pre-learning in the following description.

Notes

• A multiple backend system environment is not supported.

• For Core Capture for SAP® Solutions, consider that pre-learning has an
impact on the subscribed document volume.

When using ICC and BCC there is already a validation of extraction results in place.

Depending on the inbound processing engine this extraction result is stored in

different database tables:

36 OpenText™ Vendor Invoice Management for SAP® Solutions VIMZ230401-AGD-EN-03

 2.4. Pre-learning of IES Profiles

/OPT/VIM_1EXT_H
for VIM Incoming Document Handler (IDH)

Note: IDH is not supported on S/4HANA based releases of VIM and is

only supported in SAP ERP.
/OTX/PF01_T_1EXT
for VIM Foundation Inbound Handler

Pre-learning automatically determines which data source is used.

The extraction results and a so called call point are stored in the extraction result
table. The call point defines the source of the result.

The priority of the call point for pre-learning is:

• Priority 1: IX Indexing Validation (Single Click Entry) – only relevant for ICC
• Priority 2: VA Validation (Capture)
• Priority 3: EX Extraction (Capture)

The validated extraction results are transformed into the IES extraction result format
and are used to train an IES profile.

To perform the transformation, the existing ICC/BCC process data mapping is

reused to map the validated extraction result.

The result of the mapping is saved into an intermediate fieldname - value structure
with the process data fieldnames.

Once this fieldname - value structure is available, the IES process data mapping can
be used to convert this intermediate format into the IES compatible format.

To consider fields in pre-learning, you must maintain a process data mapping for
IES and for ICC/BCC. There is no need to use identical extraction field names. But it
is important that the fields are mapped to the same process data field.

2.4.1 Prerequisites for pre-learning

• A process data mapping for IES and BCC/ICC is maintained for fields that you
use for pre-learning. For more information, see “Process data mapping”
on page 38.
You do not need to use identical names for the extraction field. It is just
important that the fields are mapped to the same process data field.
• The document type is assigned to IES profile.
• The IES profile is active.
• Archived documents and extraction result for the determined data source are
available in good quality with validated data.

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2.4.1.1 Process data mapping

Process data mapping is different for Invoice Solution and Solutions Beyond Invoice.

Invoice Solution

To perform data mapping from ICC / BCC Invoice application to the Invoice
process:

1. Run the /OPT/SPRO transaction and navigate to Document Processing

Configuration > General Configuration > Incoming Document Processing >
Maintain Mapping ID.

2. Mark the Mapping ID ICC and double-click Field Mapping in the Dialog
Structure.

3. Verify and adjust field mapping if needed. Make sure that custom fields are
mapped correctly. The mapping is stored in table /OPT/VIM_T109_N.

To perform data mapping from the Invoice process to IES:

1. Run the /OTX/PF00_IMG transaction and navigate to Process Foundation > Data
Model.

2. Mark the Data Model ID PS03_VIMCL and double-click External Data Mapping
in the Dialog Structure.

3. Enter PS03_VIMCL

4. Double-click Level Mapping in the Dialog Structure.

5. Verify and adjust field mapping if needed. Make sure that custom fields are
mapped correctly. The mapping is stored in table /OTX/PF20_T_MAPF.

Solutions Beyond Invoice

To perform data mapping from BCC to the Solutions Beyond Invoice process:

1. Run the /OTX/PF00_IMG transaction and navigate to Process Foundation > Data
Model.

2. Mark the Data Model ID PS<xy> (where <xy> represents the technical ID of the
solution) and double-click External Data Mapping in the Dialog Structure.

3. Enter CAPTURE or CAPT_BCC.

4. Double-click Level Mapping in the Dialog Structure.

5. Verify and adjust field mapping if needed. Make sure that custom fields are
mapped correctly. The mapping is stored in table /OTX/PF20_T_MAPF.

38 OpenText™ Vendor Invoice Management for SAP® Solutions VIMZ230401-AGD-EN-03

 2.4. Pre-learning of IES Profiles

To perform data mapping from the Solutions Beyond Invoice process to IES:

1. Run the /OTX/PF00_IMG transaction and navigate to Process Foundation > Data
Model.

2. Mark the Data Model ID PS<xy> (where <xy> represents the technical ID of the
solution) and double-click External Data Mapping in the Dialog Structure.

3. Enter CAPT_IES.

4. Double-click Level Mapping in the Dialog Structure.

5. Verify and adjust field mapping if needed. Make sure that custom fields are
mapped correctly. The mapping is stored in table /OTX/PF20_T_MAPF.

2.4.2 Process of pre-learning

1. A selection variant is created to define the set of documents which are used for
pre-learning.
2. A background task evaluates the selection parameter of the variant and collects
key values of the relevant documents.
The information is stored in the /OTX/PF32_T_CLMI table.
3. The result set of the selection variant is reviewed, and the selection variant is set
to started status.
4. A periodically scheduled report processes the defined set of documents until all
documents are processed.
Pre-learning selections are processed in sequence starting with the oldest
selection. A new pre-learning selection is just triggered if there is no older pre-
learning selection in status STARTED.

2.4.3 Pre-Learning from ICC (Invoice Solution)

2.4.3.1 Creating a new selection variant for ICC
To create a new selection variant for ICC:

1. Run the /n/OTX/PF03_WP transaction.

2. Switch to IES Administration Work Center.

3. Double-click the Pre-learning of Capture Profiles node.

4. Click the Define Selection for ICC function.

5. On the popup to define the selection criteria, enter following parameters:

Selection Variant
Technical ID of the selection variant. Do not use blank or special characters.

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Chapter 2 One-time administration tasks

ICC Channel
ID of the relevant input channel. The parameter restricts the set of relevant
documents by the CHANNEL_ID field of /OPT/VIM_1HEAD table.
Start Date
Lower date limit for relevant documents. The parameter restricts the set of
relevant documents by the field CHANGE_DATE of the /OPT/VIM_1HEAD table.
End Date
Upper date limit for relevant documents. The parameter restricts the set of
relevant documents by the CHANGE_DATE field of the /OPT/VIM_1HEAD table.
IES DocType
ID of the ArchiveLink document type which is in IES for such kind of
documents. This parameter is used to determine the corresponding IES
profile and to determine the process data field mapping which is needed to
generate the IES extraction result structure for the feedback.

6. Confirm your selection.

A message confirms that the selection variant is defined.

7. If you refresh the screen, the newly created selection variant appears in the list.
At the beginning, the selection variant is in CALCULATE status.
Once the keys of the relevant documents are determined, the status changes to
READY, and the selection variant is ready for processing.

2.4.3.2 Initiating pre-learning of a selection variant for ICC

To initiate pre-learning of a selection variant for ICC:

1. Once a selection variant is defined, review the results.

2. In the IES Administration Work Center, check the result list of the Pre-learning
of Capture Profiles node:

a. Check the selection parameters with their information about the resulting
documents and administrative information.
b. Check the Pending column that shows how many documents are relevant
for pre-learning of the defined selection variant.
c. If you want to perform a detailed review, check the /OTX/PF32_T_CLMI table
which contains the keys of all relevant documents per selection variant.

3. If you want to initiate the pre-learning, select the selection variant, and then
click Start.
The status of the selection variant changes to STARTED.
The periodic scheduled /OTX/PF32_P_IES_CLM_TRIGGER background report
picks up the documents of the selection variant and process them. The counters
for documents that are pending, running, finished or have an error are updated.

40 OpenText™ Vendor Invoice Management for SAP® Solutions VIMZ230401-AGD-EN-03

 2.4. Pre-learning of IES Profiles

For technical reasons an inbound registration ID has to be assigned for

documents which are processed for pre-learning of Capture profiles. This
dummy registration IDs start with the ID 999900000000.
Once all documents are processed the status of the selection variant changes to
FINISHED.

4. Optional If documents run into an error, check the log entries in the detail pane of
the pre-learning of the profiles node.

2.4.4 Pre-Learning from BCC (Solutions Beyond Invoice)

2.4.4.1 Configuring grouping for documents
There are two possibilities to select relevant documents for pre-learning:

1. A simple option is to use a defined number of documents regardless of their

extraction value.
In this case the selection parameter Maximum number of documents is considered.

2. A better learning result can be achieved by grouping documents by their

extraction value and to use only some documents for each defined combination.
In this case up to five documents are considered for each combination. With this
approach there is a very high chance that all document layouts are considered in
the learning. The basic assumption is that documents are grouped in a way that
the grouping represents the various document layouts.
In most cases the grouping is based on a combination of business partners. For
example, sender and receiver of the document.
For the scenarios of Solutions Beyond Invoice (Delivery Note, Sales Order,
Remittance Advice, and Order Confirmation) a grouping is already delivered.
You can reuse this grouping definitions by just assigning your BCC ArchiveLink
document type.

To configure grouping of documents:

1. Run the /n/OTX/PF03_WP transaction.

2. Switch to IES Administration Work Center.

3. Double-click the Pre-learning of Capture Profiles node.

4. Click the Configure Grouping for BCC function.

5. On the Overview screen, in the Dialog Structure, double-click Document Type

Assignment.

6. On the Document Type Assignment Overview screen, define the mapping of

BCC ArchiveLink document type to a grouping ID.

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2.4.4.2 Creating a new selection variant for BCC

To create a new selection variant for BCC:

1. Run the /n/OTX/PF03_WP transaction.

2. Switch to IES Administration Work Center.

3. Double-click the Pre-learning of Capture Profiles node.

4. Click the Define Selection for BCC function.

5. On the popup to define the selection criteria enter following parameters:

Selection Variant
Technical ID of the selection variant. Do not use blank or special characters.
BCC Module Handler
ID of the relevant module handler. The parameter restricts the set of
relevant documents by the HANDLE_ID field of the /OTX/PF01_T_1REG table.
BCC DocType
ID of the relevant ArchiveLink document type. The parameter restricts the
set of relevant documents by the AR_OBJECT field of the /OTX/PF01_T_1REG
table.
Start Date
Lower date limit for relevant documents. The parameter restricts the set of
relevant documents by the field TSP_FINISH of the /OTX/PF01_T_1REG table.
End Date
Upper date limit for relevant documents. The parameter restricts the set of
relevant documents by the TSP_FINISH field of the /OTX/PF01_T_1REG table.
Max. Number Docs
Maximum number of relevant documents. The parameter is just considered
if there is no grouping defined. If no value is specified for this parameter,
the last 1.000 documents are considered.
IES DocType
ID of the ArchiveLink document type which is in IES for such kind of
documents. This parameter is used to determine the corresponding IES
profile and to determine the process data field mapping which is needed to
generate the IES extraction result structure for the feedback.

6. Confirm your selection.

A message confirms that the selection variant is defined.
If there is no grouping assigned to the BCC document type, a message states
that the simple selection of the last x documents is in place.

7. Refresh the screen, to list the newly created selection variant.

At the beginning, the selection variant is in the CALCULATE status.

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 2.4. Pre-learning of IES Profiles

Once the keys of the relevant documents are determined, the status changes
to READY, and the selection variant is ready for processing.

2.4.4.3 Initiating pre-learning of a selection variant for BCC

To initiate pre-learning of a selection variant for BCC:

1. Review the results of your defined selection variant:

In the IES Administration Work Center, check the result list of the Pre-learning
of Capture Profiles node:

a. Check the selection parameters with their information about the resulting
documents and administrative information.
b. Check the Pending column, that shows how many documents are relevant
for pre-learning of the defined selection variant.
c. If you want to perform a detailed review, check the /OTX/PF32_T_CLMI
database table.
The database table contains the keys of all relevant documents per selection
variant.

2. If you want to initiate the pre-learning, select the selection variant, and then
click Start.
The status of the selection variant changes to STARTED.
The periodic scheduled /OTX/PF32_P_IES_CLM_TRIGGER background report
picks the documents of the selection variant and process them. The counters for
documents that are pending, running, finished or have an error are updated.
For technical reasons an inbound registration ID has to be assigned for
documents which are processed for pre-learning of Capture profiles. This
dummy registration IDs start with ID 999900000000.
Once all documents are processed the status of the selection variant changes
to FINISHED.

3. Optional If documents run into an error, check the log entries in the Detail pane
of the Pre-learning of Capture Profiles node.

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2.4.5 Pre-Learning of Business Entity Determination

operators
Scenario version 2 introduces new operators in the OCR engine to optimize the
determination of business entities. The new operators are not taken into account if
you migrate a profile from scenario version 1 to scenario version 2 by copying the
profile and restoring the machine learning data.

OpenText recommends a pre-learning to optimize the business entity determination

(BED) when migrating to the profile with scenario version 2.

To optimize the business entity determination (BED) when migrating to the profile
with scenario version 2 a pre-learning is advisable.

The already processed documents are sent to extraction again, utilizing the target
profile. The feedback is based on the validated extraction results of the source
profile.

In contrast to the other pre-learning approaches, only the extraction fields relevant
for business entity determination are contained in the feedback here. All other
learning data is taken over by restoring snapshots of the source profile.

2.4.5.1 Creating a new selection variant for BED

To create a new selection variant for BED:

1. Run the /n/OTX/PF03_WP transaction.

2. Switch to IES Administration Work Center.

3. Double-click the Pre-learning of Capture Profiles node.

4. Click the Define Selection for BCC function.

5. On the popup to define the selection criteria enter following parameters:

Selection Variant
Technical ID of the selection variant. Do not use blank or special characters.

Source Profile Id
ID of the source profile (using scenario version 1).

Source DocType
ID of the relevant ArchiveLink document type. The parameter restricts the
set of relevant documents by the AR_OBJECT field of the /OTX/PF01_T_1REG
table.

Start Date
Lower date limit for relevant documents. The parameter restricts the set of
relevant documents by the TSP_FINISH field of the OTX/PF01_T_1REG table.

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 2.4. Pre-learning of IES Profiles

End Date
Upper date limit for relevant documents. The parameter restricts the set of
relevant documents by the TSP_FINISH field of the /OTX/PF01_T_1REG table.
Max. Number Docs
Maximum number of relevant documents.
Target Profile Id
ID of the target profile (using scenario version 2).

6. Confirm your selection.

A message confirms that the selection variant is defined.

7. If you refresh the screen, the newly created selection variant appears in the list.
At the beginning, the selection variant is in the CALCULATE status.
Once the keys of the relevant documents are determined, the status changes to
READY, and the selection variant is ready for processing.

2.4.5.2 Initiating pre-learning of a selection variant for BED

To initiate pre-learning of a selection variant for BED:

1. Review the results of your defined selection variant:

In the IES Administration Work Center, check the result list of the Pre-learning
of Capture Profiles node:

a. Check the selection parameters with their information about the resulting
documents and administrative information.
b. Check the Pending column, that shows how many documents are relevant
for pre-learning of the defined selection variant.
c. If you want to perform a detailed review, check the /OTX/PF32_T_CLMI
database table.
The database table contains the keys of all relevant documents per selection
variant.

2. If you want to initiate the pre-learning, select the selection variant, and then
click Start.
The status of the selection variant changes to STARTED.
The periodic scheduled /OTX/PF32_P_IES_CLM_TRIGGER background report
picks the documents of the selection variant and process them. The counters for
documents that are pending, running, finished or have an error are updated.
For technical reasons an inbound registration ID has to be assigned for
documents which are processed for pre-learning of Capture profiles. This
dummy registration IDs start with ID 999900000000.
Once all documents are processed the status of the selection variant changes
to FINISHED.

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3. If documents run into an error, check the log entries in the Detail pane of the
Pre-learning of Capture Profiles node.

2.4.6 Periodic background job

You must schedule a recurring /OTX/PF32_P_IES_CLM_TRIGGER report, to process the
set of documents, that are relevant for pre-learning.

Pre-learning during productive use of IES:

If pre-learning takes place during the productive use of IES, OpenText
recommends to schedule the report for times when IES is not used heavily.
Otherwise the pre-learning can negatively impact the throughput of regular
extraction tasks.
Recurrence
Set the recurrence of the background job to an interval that guarantees that the
documents of the last trigger report are completely processed. You can monitor
the processing status of the documents in the IES Administration Work Center.
For most use cases a recurrence of every two minutes fits for the report.
Maximum number of running docs
The parameter limits the load for IES, processing pre-learning tasks. It defines
how many documents are processed in parallel by IES.
OpenText recommends to set this parameter to 20 documents.
Use a lower value if IES is running out of resources because of the pre-learning
tasks. If IES still has resources, you can also increase the value.
Time limit (sec.)
Defines the maximum processing time for a document in pre-learning. If the
time limit is reached the document is set to error status and a warning message
is written into the application log.

J_6NPF_ADM with J_6NPF_COM = 1 (Inbound) authorization object is needed in order

to execute the trigger report.

2.5 Batch job and reports for Analytics

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 2.5. Batch job and reports for Analytics

2.5.1 Batch jobs for Analytics

Schedule the /OTX/PF08_P_PROCESS_KPIS_UPD program to update analytics data for
running processes.

To run the program, authorization for J_6NPF_ADM is needed.

OpenText recommends that you choose a suitable frequency depending on your

detailed reporting requirements.

Example: If analytical data is only evaluated once a week it is not required to schedule the
program on a daily or even hourly basis.

Note: Running the program for finished processes is usually not required as all
corresponding analytics data is automatically updated whenever a process is
finished.

You must run the program once for finished documents and for running
documents if the analytics feature has not been activated initially and should
be used at a later point of time.

You can also use the program for all documents or a subset of documents to
update new fields which are added to analytics tables at a later time.

OpenText recommends that you schedule the report to run in background for a
large set of documents.

To update the analytics data for running processes:

1. Run the /OTX/PF08_P_PROCESS_KPIS_UPD program.

2. On the Update process analytics data screen use the following parameters:

Profile ID
The ID of the Process Foundation profile for which you want to update
analytics data.
Process Key
Restricts the amount of updated processes, enter a special process ledger
key or process ledger key range. This parameter is only an optional
parameter.
Running
Updates the analytics data only for running processes.

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2.5.2 Reports for Analytics

2.5.2.1 Collecting inbound Analytics data created before BC 16.3 SP4
Run the /OTX/PF08_P_INB_KPIS_UPD report, to collect inbound Analytics data from
the inbound registration table. The data is transferred to /otx/pf08_t_rega
Analytics table.

You must run the report to enable embedded analytics that uses CDS views, which
are delivered for different BC solutions.

To run the program, authorization for J_6NPF_ADM is needed. A multiple systems

landscape needs all systems maintained uniquely on all systems. The logical systems
and RFC destinations must be identical on all systems.

Note: Run the report at least once. This collects the inbound Analytics data for
all solution processes that you created before BC 16.3 SP4.

Data for solution processes that are created from BC 16.3 SP4 are updated
automatically.

To update the inbound data for solutions:

1. Run the /OTX/PF08_P_INB_KPIS_UPD program.

2. On the Collect Inbound Analytics Data for Solution processes screen
configure the following parameters:

Logical system (mandatory)

The Inbound system where the inbound process takes place.
Profile ID (mandatory)
The ID of the process foundation profile for which you update inbound
analytics data.
Process Key
Enter a special process ledger key or process ledger key range.
Delete whole table content
If the checkbox is selected, the content of inbound Analytics is deleted
before updating.

Caution
If the update process fails and you select the checkbox, the
analytics table is empty.

Update result history

If the checkbox is selected, the Inbound Analytics extraction result history
tables are also updated. Only use this option in the rare cases, when the
data transfer of the extraction result history from the inbound system to the
solution processing system failed.

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 2.6. Retrieving technical configuration

The logical system must be retrieved from T000 client table.

2.5.2.2 Cleaning up inbound Analytics data

For some reasons, for example when an Inbound scenario classification is not
maintained with a valid profile ID, unwanted entries are written into analytics
table /OTX/PF08_T_REGA. These entries are not used and cannot be archived. They
must be cleaned up. For this purpose, the /OTX/PF08_P_INB_KPIS_REPAIR report is
delivered. Run it once in productive mode after upgrading from earlier versions to
VIM 20.4 SPS2 or later.

2.5.2.3 Updating the TIMESTAMP_CHANGE field in process ledger table

and analytics table
Important
This step is only relevant for upgrading the VIM version from a version older
than VIM Foundation 20.4 SPS2.

The TIMESTAMP_CHANGE field registers the time point where the SAP document is
changed. This field must be updated for each solution by calling the report /OTX/
PF08_P_TSP_CHANGE_UPD. The report must be run once after importing the service
package. OpenText recommends to schedule the report as batch job for each
solution. The Run Check Mode check box allows the user to have information about
the date volume to be updated. The report can also be run for a subset of documents
by using the Process Key selection field.

2.6 Retrieving technical configuration

It can be necessary to know how to retrieve the component specific technical
configuration settings, for example, if an unexpected crash happens. The Foundation
provides the following tools for that purpose.

• The /OTX/PF00_IMG transaction provides access to the complete configuration

and customizing.
• Foundation Sets of all components can be activated. For more information, see
Section 2.1 “Activating BC sets” in OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide for Foundation (VIMZ-CGF).

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2.7 Migration program to copy existing data

from /OPT to /OTX tables for e-invoicing
From version VIM 23.4 and support packages VIM 20.4 SPS6 and VIM 7.6 SPS6
onwards, the e-invoicing solution is migrated from the Invoice solution to the
Foundation solution. This supports processing of any e-document, for example Sales
Orders, in addition to invoices.

If you are already using the central electronic mapping utility for the Invoice
solution and upgrading to the latest release, a data migration utility is being
provided to migrate the data.

In Electronic Document processing, VIM uses /OTX tables instead of /OPT tables for
e-invoicing solutions. You can run the migration program to achieve the following:

• Reduce manual efforts of copying the existing data from /OPT tables to /OTX
tables of the e-invoicing solution
• Reduce errors in data entry in /OTX tables

Note: The /OPT and /OTX tables mentioned in this section are related to e-
invoicing solutions.

The migration program also provides the following options:

• Modifying the existing entries in /OTX tables

• Overwriting the existing entries in /OTX tables

For more details, see Section 4.9 “Processing electronic documents” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(VIMZ-CGF).

To use the migration program:

1. Run program /OTX/PF14_P_MIGRATE_DATA or run the /OTX/PF14_MIGRATE

transaction.

2. On the selection screen, configure the selection, using the following parameters:

XML Format
Enter the XML format. A search help is provided for this field to select the
proper XML format.

Root Node
Enter the root node. A search help is provided for this field to select the
proper root node.
The data from the source table is filtered based on selection screen
parameters.

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 2.7. Migration program to copy existing data from /OPT to /OTX tables for e-invoicing

• The data is filtered from the source table, based on the root node, if a
root node is entered in the selection screen parameter.
• The data is filtered from the source table, based on the XML format, if an
XML format is entered in the selection screen parameter.

• The data is filtered from the source table, based on the XML format and
the root node, if the combination of XML format and root node is entered
in the selection screen parameter.

On the selection screen, if the root node is entered and that root node field is
not available in the source table, the program fetches the XML format for that
root node. The program then gets all the entries related to that XML format
and updates the target table. This works only when there is an XML format
for the root node.
The same scenario works similarly for the XML format, if the XML format is
entered in the selection screen and the XML format field is not available in
the source table. The root node for the XML format is fetched and all entries
from the source table based on the root node are fetched, only if the root
node is available for that XML format.
Target Table
Enter the table name where you want the data to get copied to or updated.
You can either select All Tables or only the table you want to update. You
can choose from the following parameters:

• All Tables
• /OTX/PF14_T_XMAP
• /OTX/PF14_T_SNAM
• /OTX/PF14_T_RNOD
• /OTX/PF14_T_ECOD
• /OTX/PF14_T_DSEM
• /OTX/PF14_T_DERV
• /OTX/PF14_T_XMAP

The following table contains details of the source table from where the data
gets modified or overwritten into the target table:

Source table Target table

/OPT/XML_MAP /OTX/PF14_T_XMAP
/OPT/XML_SEMANT /OTX/PF14_T_SNAM
/OPT/XML_TRAN_H /OTX/PF14_T_RNOD
/OPT/EDOC_CODES /OTX/PF14_T_ECOD
/OPT/XML_DEP_SEM /OTX/PF14_T_DSEM

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Source table Target table

/OPT/XML_DERIVE /OTX/PF14_T_DERV
/OPT/XML_MAP /OTX/PF14_T_XMAP

Source Table
This parameter is non-editable. If you select an individual table in the
Target Table parameter, this parameter gets updated with the table name
from where the data is copied. For All tables, this parameter remains
empty.

Update Mode – The following option buttons are available to select:

Modify
The existing entries in the /OTX table are updated with /OPT table records,
entries existing in the /OPT table but not in the /OTX table are added/inserted
in the /OTX table.

Overwrite
The entries in the /OTX table are deleted first and then updated with the /
OPT table entries.

Important
If you select this option, baseline entries of /OTX tables are overwritten
with existing /OPT table entries.

All tables except /OTX/PF14_T_XMAP are copied directly to the target table in case
of an update. In case of table /OTX/PF14_T_XMAP, if the target table already has
the data, the program checks during update, whether the record already exists
or not. If yes, the program keeps the entry as it is and creates a new entry with
an incremented version.
While updating the /OTX/PF14_T_XMAP table, consider the following scenarios:

• If there is no data in the target table, a new record will be created with
version 0.

• If the same combination of root node, external field, and semantic name
exists in the target table, non-key fields except semantic name are updated
and version is retained as 0.

• If the same combination of root note and external field exists in the target
table but, for some reason, the semantic name is different in the source table,
a new record is added to the target table with version 1.
As an extension to this scenario, the combination of root node and external
field might be the same but the field type is different. In this case, also a new
record is inserted with version 1.

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 2.7. Migration program to copy existing data from /OPT to /OTX tables for e-invoicing

• If the combination of root node and external field is new, a new record is
created in the target table with version 1 and a sequence number is assigned
with the value of the maximum sequence number incremented by one.

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Chapter 3
Regular administration tasks for Foundation

This part covers administration tasks that must be carried out regularly. These tasks
are not executed on a daily basis by an agent, but must be carried out by a
responsible to keep the business process running.

For Invoice Solution tasks, see “Regular administration tasks for Invoice
Solution“ on page 211.

3.1 Cleaning up Foundation

For information how to clean up temporary data in Foundation, see “Clean up”
on page 26.

3.2 Cleaning up search helps and web IDs

Additional information for search helps are automatically generated at the first time
the search help is used by a field in the display structure or item structure. The
additional information is saved in table /OTX/PF62_T_AIHL. After changing the
display structure or item structure of a work object type, you must delete (clean up)
the additional information.

Web IDs are automatically generated the first time an object is displayed in the Fiori
Task App. To avoid a continuous growth of table /OTX/PF62_T_ID, you must delete
(clean up) older web IDs periodically.

Note: Deleting web IDs includes the deletion of data collections that have been
created for these web IDs.

To clean up search helps and web IDs:

1. Run the /OTX/PF62_ADMIN transaction.

2. In the Web UI Administration screen, perform the clean up, using the
following parameters.
Search helps

Clean Up search helps

To enable cleaning up, select this check box.
Search help ID
Enter the search help ID to be deleted.
Work Object Type
Enter the work object type (range) for which you want to delete search
helps.

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Web ID

Clean Up Web IDs

To enable cleaning up, select this check box.
Only Web IDs older than (days)
Enter number of days.
Work Object Type
Enter the work object type (range) for which you want to delete web IDs.

Data Collections

Clean Up Data Collections

To trigger the deletion of existing data collections, select this check box.
There are no further restrictions available.

Note: The deletion of data collections is included in the deletion of

web IDs. Therefore, it is not necessary to schedule this task as a
regular job.
Include Prepared Data
Select this option to delete data collections used for prepared data. This
option is not selected by default, and it should not be set for regular
planned jobs.

You can schedule the report in the background or run it directly. When the report is
run, authorization object J_6NPF_ADM, field J_6NPF_COM (Component) is checked for
value 4 Web UI. For more information, see Section 8.4 “Authorization objects” in
OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Foundation (VIMZ-CGF).

Tip: Schedule the jobs outside of business hours and run it once a month.

3.3 Downloading perspectives

You might want to compare perspectives in several systems, for example
development or productive. The perspective download functionality enables you to
do this. The downloaded file contains the following perspective data:

• Perspective settings
• Layout definition
• Layout texts
• View settings

To download perspectives:

1. Run the /OTX/PF62_ADMIN transaction.

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 3.4. License reporting: OpenText License Audit Report

2. In the WebUI Administration screen, configure the download, using the

following parameters:

Download Perspective
To enable the download, select this check box.
Perspective ID
Enter the ID of the perspective that you want to download, for example
PF62_PSP_EDIT.

Perspective Type
Enter the perspective type, for example ITEM.

Authorization object J_6NPF_ADM, field J_6NPF_COM (Component) is checked for value

4 Web UI is necessary to execute the report. For more information, see OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(VIMZ-CGF).

3.4 License reporting: OpenText License Audit

Report
License audit as described in this chapter refers to the following products:

• Vendor Invoice Management for SAP Solutions

• Information Extraction Service (IES)

Note: “Information Extraction Service” (“IES”) is used in this

documentation as a common technical term for both of the following
OpenText products:

– OpenText™ Intelligent Capture for SAP® Solutions, formerly known as

IES on premise
– OpenText™ Core Capture for SAP® Solutions, formerly known as IES
cloud

Running the license reporting requires the following authorizations:

• S_USER_GRP
• J_6NPF_RFC

License reporting covers several capture and processing products. OpenText

recommends to fulfill the prerequisites in collaboration with Vendor Invoice
Management for SAP Solutions administrators.

License audit for Vendor Invoice Management for SAP Solutions and IES is based on
SAP System Measurement, using transaction USMM. For more information, see the
SAP documentation (https://support.sap.com/en/my-support/systems-installations/
system-measurement.html).

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Vendor Invoice Management for SAP Solutions and IES are configured to be
included into the SAP system measurement. For details and prerequisites running
the SAP tools, check the SAP documentation, for example about required SAP
authorizations.

For Vendor Invoice Management for SAP Solutions and IES, there is an additional
License Report. You can use it to get a more detailed output by product and to select
the reporting year. For example, it lists the number of invoices triggering a VIM DP
workflow and number of invoices in VIM without any workflow. You should use
this report if a license audit is requested by OpenText and you do not want to
provide the full SAP output of USMM to OpenText.

The report lists monthly values for all configured and not empty products. For
Solutions Beyond Invoice and IES the totals of the involved scenarios are listed.

Starting in January 2018, all Vendor Invoice Management for SAP Solutions and IES
product data are measured under application ID 1160. Except for Core Capture for
SAP® Solutions and Solutions Beyond Invoice without OCR solution, they all have a
unit ID assigned:

Product Unit Number Application ID

Vendor Invoice Management for SAP Solutions 1160 1160
Invoice Capture Center for SAP Solutions 1161 1160
Business Center for SAP Solutions (with OCR) 1162 1160
Business Center for SAP Solutions (without OCR) No number 1160
Intelligent Capture for SAP® Solutions 1164 1160
Core Capture for SAP® Solutions No number 1160

3.4.1 Prerequisites for license measurement

3.4.1.1 Customizing
To configure license reporting:

1. On the central system, run the SM30 transaction, enter view /OTX/PF09_V_SET,
and then click Maintain.

2. For Business Center without Business Center Capture (BCC), enter X in Use
Business Center w/o OCR.

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 3.4. License reporting: OpenText License Audit Report

Note: Only enter X if Business Center w/o OCR is bought directly from
OpenText. If the solution is purchased from SAP, the setting results in
inconsistent license measurements.

3. For Intelligent Capture for SAP® Solutions, enter X in Use IES for invoice
capture.

4. To count all solutions as VIM, enter X in Use VIM for all processing scenarios
row.

3.4.1.2 Scheduling monthly batch job for aggregation

The underlying document data is being updated as documents get processed.
Therefore it is necessary to run a data aggregation report at the start of each month.
Due to performance reasons, it should be carried out in background. The
aggregation must be triggered on all systems that process Vendor Invoice
Management for SAP Solutions/IES data.

The report name is /OTX/PF09_P_AGGR.

It runs without parameters.

At the end of a successful report run, a new entry is logged in table /OTX/PF09_T_
AGLG for each aggregated product (unit).

3.4.1.3 Multiple backend system

In a multiple backend system, the logical system names must be unique for every
client and for every system.

The RFC for System Communication and the RFC for Dialog Communication must
be maintained correctly for each satellite system.

If a multiple backend system for invoice management is configured, it must use

central numbering where VIM DOCIDs are unique.

3.4.1.4 Archiving restricted to old data

If Vendor Invoice Management for SAP Solutions tables are archived periodically,
you must perform the archiving after running the License Report. Ensure to
maintain a time interval that is large enough. For example, archive those entries that
are at least 2 years old. This applies mainly to VIM table /opt/vim_1log and capture
table /otx/pf01_t_1reg.

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3.4.2 Auditing using SAP System Measurement

If you are responsible for licenses, you must run a report once a year, to find out
how many IES extractions have been performed and how many Vendor Invoice
Management for SAP Solutions workflows have been started in the observation
period (1 year). You must send the report to SAP.

For this auditing purpose, you can use SAP System Measurement.

For more information, see the SAP Documentation (https://support.sap.com/en/my-

support/systems-installations/system-measurement.html). IES and Vendor Invoice
Management for SAP Solutions are counted separately.

3.4.3 Using the OpenText License Audit Report

The License Report counts the following documents:

• Counts all IES documents with status Extraction Completed at some point of
time in the selected period.
• Counts all VIM documents with start date in the selected period and status in VIM
workflow or completed.

• Counts all Solutions Beyond Invoice documents with start date in the selected
period.

Background The values in VIM tables /OPT/VIM_HD_DP, /OPT/VIM_HD_NPO, and /OPT/VIM_HD_PO

and different Solutions Beyond Invoice ledger tables are basis for the aggregation.

The Aggregation Report checks if a workflow process (dialog and/or background

steps) exists for the selected entries and puts the aggregated data into aggregation
tables. The License Report retrieves the data from the aggregation tables.

Table entries without VIM related workflow process are listed in the output list of
the report but do not count in the license audit. This situation occurs if customers
configure the system to include invoices in the VIM Analytics report that are posted
outside VIM. Depending on the global VIM settings, these invoices are shown in
VIM Analytics, but no work process is started. For more information, see Section
15.2.2.7 “Linking events for VIM workflows” in OpenText Vendor Invoice Management
for SAP Solutions - Installation Guide (VIMZ-IGD) (entries “VIM Analytics” or “VAN”
in table column Usage comments).

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 3.4. License reporting: OpenText License Audit Report

3.4.3.1 Running the License Report

You must run the License Report on every Vendor Invoice Management for SAP
Solutions/IES system and client in productive use. For large systems, OpenText
recommends that you run the License Report in background.

In a multiple backend system with all satellite system clients in use, you can run the
License Report on the central system with satellite system data collection active.

Run in dialog To run the License Report in dialog, run the /n/OTX/PF09_COUNT transaction. You
can create, save, and use report variants.

Run in You can use the report /OTX/PF09_P_LIC in a background job definition. You can
background create, save, and use report variants.

The line length used in the output log is too high for a common output device that is
using the X_65_80 format. With such a device, you will lose information. Instead,
use an output format with higher line length like X_65_132.

To use the selection screen:

1. To open the selection screen, run the /n/OTX/PF09_COUNT transaction.

2. Configure the selection, using the following parameters:

Enter year
Enter a year. 2018 is the “start year”.
Include systems
To include the satellite systems in the count, select this check box. In Logical
system, enter logical systems.
Important
It is not possible to include clients on satellite systems.

3. After finishing your selection, click to run the License Report.

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3.4.3.2 Understanding License Report results

The result list displays the result of the license analysis. The following data is shown:

Vendor Invoice Management for SAP Solutions/IES

Total number of licensing relevant items per month / yearly total
Totals
Total number of licensing relevant items per scenario
Invoice Management (VIM) details
License count
Total number of licensing relevant items (VIM entries with workflow)
DP proc
Licensing relevant items with Document ID
NonDP proc
Licensing relevant items without Document ID, mainly relevant for older
VIM versions where parked workflows did not create a Document ID.

Tip: License count is the sum of DP proc and NonDP proc.

Simple/other process
Simple VIM / delivery note / order confirmation entries
If there are no numbers for this, the column is not displayed.
w/o Process
VIM entries without process: Not relevant for licensing. This number
represents entries in VIM Analytics, which are not related to an actual VIM
process. That means invoices posted directly in SAP standard, for which no
VIM process is started, but which are shown in VIM Analytics.

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You can print the result list or save it to a file for delivery.

3.5 Administering the Information Extraction Service

The Administration Work Center of Information Extraction Service (IES) offers tools
to monitor and administer capture with IES.

IES Administration Work Center can be used for both, for Intelligent Capture for
SAP Solutions, and for Core Capture for SAP Solutions.

You access the Work Center using VIM Central Workplace with the transaction
code /OTX/PF03_WP.

Each monitoring activity has a dedicated node.

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Note: The IES Administration Work Center does not support remote scenarios.
That means administration and monitoring must be done on the system that is
connected to IES.

Profiles node
Use the node to manage profiles for your Information Extraction Service. You can
filter profiles by scenarios with the respective nodes. For more information, see
Section 5.1.3.17 “Activating and updating a Capture profile” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Foundation (VIMZ-
CGF).

For troubleshooting issues, tracing can be enabled per profile. For more information,
see “Trace management” on page 131

Extraction node
Use this node for administering extraction sessions.

You can filter extraction sessions by status with the respective nodes.

Additionally, a selection screen helps to restrict the results. By default, the newest
sessions are displayed first.

You can cancel one or more sessions with the bulk action Cancel Session.

When a session is cancelled its temporary data is cleaned up and can no longer be
used.

Requests node
The node shows all requests that are sent to your Information Extraction Service.
You can filter requests by status with the respective nodes.

Additionally, you can use a selection screen to restrict the results. By default, the
newest requests are displayed first.

The detail pane displays the request history and relevant application log entries.

Meaning of columns: Request Content Buffered and Capture Code

The following columns need to be explained:

• Request Content Buffered – If the check box is selected for this request, the
multiparts that are to be send to IES are buffered in the database. This is
required to be able to send a retry for the same request. After the request is
processed, the buffered data will be deleted.
• Capture Code – Capture codes are specific error codes that are not relevant
for Intelligent Capture for SAP (IC4S) but only returned by Core Capture
for SAP (CC4S).

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Pre-learning node
Use the node to administrate pre-learning of IES profiles. For more information, see
“Pre-learning of IES Profiles” on page 36.

Snapshots node
The node shows all the snapshots either created on the system or imported from
other systems. The following actions are available:

• Upload a snapshot from the transfer directory

• Download a snapshot to the transfer directory
• Delete a snapshot

For more information about the specific actions, see “Transfer of machine learning
data of IES“ on page 89.

Layouts node
The node shows all known document layouts that are identified during extraction of
the documents. You can use a selection screen to restrict the displayed layouts.

You can reset the machine learning data for a specific document layout by running
Reset Layout action.

Connections node
The node shows all configured connections to the IES servers. The following actions
are available:

• Retrieve system information from IES (bulk action Refresh System Info). The
date and time of last retrieved system information is shown after action is
completed.
• Set trace level for IES (hyperlink in column Trace Level for Intelligent Capture
for SAP Solutions). The date and time of the last change of the trace level is
displayed in a popup to select the desired trace level. The trace level cannot be
changed when there is already a change of the trace level in progress.
The available trace levels are:

– Debugging: You can use it to search for errors. Here, all trace levels are set to
the level finest. This mode produces a large amount of trace data.
– Development: You can use it to search for errors in your own code. Here, the
trace level for all namespaces starting with DOKuStar ** is set to info,
whereas all other levels are set to finest. You get the maximum amount of
trace data for project modules and plug-ins if you use a separate namespace.
– Production: Intended for production systems. It traces all errors, warnings,
and info traces, but does not produce too much trace data.

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For more information about trace levels in IES, see Section 6.3.4 “Trace levels” in
OpenText Intelligent Capture for SAP Solutions - Installation and Administration
Guide (CPIE-AGD).

Trace level and trace file location

When you change the trace level, OpenText recommends to switch it back
to Production as soon as possible, because otherwise large amounts of trace
files will be created.
OpenText also recommends that you change the trace file location in a
registry entry to another drive than C:/ to avoid having no drive space left.
If this happens, some Intelligent Capture for SAP configuration files will be
corrupted.
• Load trace files from IES (bulk action Load Traces available for Intelligent
Capture for SAP Solutions). The date and time of last retrieved traces is shown
after action is completed.
• Delete retrieved trace files from SAP database (bulk action Delete Traces).
• Display system info after retrieving from IES (Info button in column System
Info).
• Download traces to local file system after retrieving from IES (Trace button in
column Trace).

Note: Actions Refresh System Info, Load Traces, and Set Trace Level are not
supported if SAP / VIM Foundation accesses IC4S through a web load
balancer.

Cancel session
You can use the report /OTX/PF13_P_CANCEL_SESSION to cancel a session that is stuck
in a non-final status. Most likely this situation is caused by a runtime error during
processing of a request. In some rare cases this situation cannot be handled
automatically and an administrator must cancel such sessions manually.

3.6 Inbound Administration work center

The Inbound Administration Work center provides the possibility to administrate all
inbound documents within VIM for SAP Foundation. To start the Inbound
Administration work center, click Inbound Administration in the Navigation -
Work Centers.

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3.6.1 Inbound Documents

The Navigation - Nodes provides the following nodes for Inbound Documents.

Waiting
The documents are waiting for special steps to be completed, for example
extraction of OCR data completed or validation of OCR data completed.
Processing
The documents are currently processed by the inbound process.
Processed
Inbound processing of the documents has finished successfully.
Error
The documents have run into an error during inbound processing.
Rejected
The documents have been rejected during inbound processing.

The Work Object Functions provide the following links: Archive Document and
Archive Monitor.

In the header of the Work Object List, the following actions are either with an own
action button or within the bulk action available (besides standard SAP buttons) for
the marked work object(s).

Note: Only Processing shows all action buttons, the other nodes show less or
no buttons.

Change Priority
Click this button to change the priority of the inbound processing of a
document. The priority is taken into account to retrieve documents in the
validation step. It is also considered when the document is processed in the
inbound handler steps. The priority can be set from 1 (highest) to 9 (lowest).

Tip: You can set the priority manually here or in Fiori using the Capture
Validation Workplace. You can also set the priority automatically after
extraction by an implementation of an SAP exit. See also Section 6.12
“Optional – User exits for customizing capture” in OpenText Capture for
SAP Solutions - Best Practices Guide (CPVIM-GIE).
Change Status
Click this button to change the inbound processing status. Using this
functionality, it is possible to jump back or forth and to skip or repeat single
steps within the inbound processing chain. This can be useful when resolving
occurred errors or for testing purposes.
Reject
Click this button to stop inbound processing of documents by rejecting them
using predefined rejection reasons.

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Reset Retry Counters

Click this button to reset the extraction and validation retry counters.
Train Document
Triggers training of documents processed with IES. The document will be sent
into the document handler for training documents to process the document with
the same profile and the assigned ArchiveLink document type for training. For
more information, see Section 4.1 “Customizing basic settings for Inbound
Configuration” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (VIMZ-CGF).
Remove from Training
For documents processed with IES, the status mark for training does not have a
direct impact and Reset Training does not stop processing of triggered training
documents. Mark for training status can be used to identify documents which
should be sent either manually through the “Start Training” action in Inbound
Administration or automatically through a job based on the “Training required”
indicator and the Reset Training action just clears the status.
Display Validation Agent
If an inbound process is in status Ready for Validation, click this button to
display the currently assigned OCR validation agent(s). You can also add
validation agents: The /OTX/PF32_CL_ACTION_ADD_VALAG action class provides
the possibility to add users and /OTX/PF32_CL_ACTION_DISP_VALAG action class
only displays the agents.
Add Validation Agent
If an inbound process is in status Ready for Validation, click this button to add
additional users to the pre-defined group of validation agents for a document.
Submit Handler
Click this button to submit the inbound document handler manually. The
inbound document handler executes the configured steps within the inbound
processing chain. If not triggered manually before, the inbound document
handler is automatically submitted by the system using a certain time interval.
Choose Bulk Action
To perform the same action for several work objects, mark the work objects in
the work objects list. Click Choose Bulk Action or the button for the
emphasized bulk action.

Notes
• According to the customization, the button for the emphasized bulk
action can have assigned different actions. The button might also miss
completely.
• Actions Add Validation Agent, Change Priority, Change Status, Reject,
Reset Retry Counters, Reset Training, and Submit Handler are enabled
for bulk action.

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

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Download IES Extraction Trace

Click this button to download the content which was recorded during the
extraction trace for a document. The following content is exported to a zip file:

• Extraction parameter (xml format)

• Extraction result (xml format)
• Image (image format like pdf or jpg)
• Feedback (xml format)

Note: Content is just recorded and available for download if tracing is

enabled for a profile. For more information, see “Trace extraction with
Information Extraction Service” on page 128.

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

You can use the Detail pane to display additional information about the document
that is currently marked.

Following tabs are available:

Document
Shows the archived image of leading business document.
History
Shows the history of the already passed status of the inbound process.
Log
Shows the application log of the current document.
External Data
Shows external data. If IES is used for extraction, the extraction result is
displayed.
Attachments
Shows further archived attachments of the inbound process.
Extraction Trace
Shows traced request (extraction parameter, extraction result, and feedback) for
each extraction step.

Note: The tab is only visible if the traced information is available for a
document. For more information, see “Trace extraction with Information
Extraction Service” on page 128.
Entity Lookup Trace
Shows the result of determining relevant business entity candidates by
executing a look-up of values recognized by OCR against master data in staging
tables. The candidate source shows why a specific business entity was selected

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as candidate by the look-up. The number of lookup hits states how many entities
were identified by executing the look-up with the defined look-up condition.
The entity relevance is calculated based on the uniqueness of the look-up hits for
a entity.
For details regarding business entity determination, see Section 5.1.3.1
“Customizing the Business Entity determination” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (VIMZ-CGF).

Note: The tab is only visible if the traced information is available for a
document. For more information, see “Trace extraction with Information
Extraction Service” on page 128.
Entity Trace
Shows which entities are involved in the different steps of the business entity
determination. The resulting entities of each step are marked with following
check boxes:

• Entity Learned - entity which was learned by OCR and is linked to the
document layout.
• Entity Lookup - entities which are identified by executing a look-up of SAP
master data (for details, see plug-in Entity Lookup Trace).
• Entity Confirmed by OCR - entities which were evaluated by OCR and are
confirmed as valid candidates with a specific confidence.
• Final Entity Candidate - remaining entities after applying standard and
custom filter logic; these candidates are also shown in the validation step
within the inbound process.
• Entity Determined - entity which was either set as best fitting final candidate
by applying confidence and distance settings or was set through entity key
assignment configuration or was set manually through custom logic. This
entity is also predefined in the validation step within the inbound process.
• Entity Confirmed in Feedback - entity which was provided in the feedback
for OCR.

For details regarding business entity determination, see OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (VIMZ-CGF).

Note: The tab is only visible if the traced information is available for a
document. For more information, see “Trace extraction with Information
Extraction Service” on page 128.

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3.6.2 IES Training Documents

The Navigation - Nodes provides the following nodes for IES Training Documents.

Waiting
The documents are waiting for special steps to be completed, for example
extraction of OCR data completed or validation of OCR data completed.
Processing
The documents are currently processed by the inbound process.
Processed
Inbound processing of the documents has finished successfully.
Error
The documents have run into an error during inbound processing.
Rejected
The documents have been rejected during inbound processing.

The Work Object Functions provide the following links: Archive Document and
Archive Monitor.

In the header of the Work Object List, the following actions are either with an own
action button or within the bulk action available (besides standard SAP buttons) for
the marked work object(s).

Note: Only Processing shows all action buttons, the other nodes show less or
no buttons.

Change Priority
Click this button to change the priority of the inbound processing of a
document. The priority is taken into account to retrieve documents in the
validation step. It is also considered when the document is processed in the
inbound handler steps.
Change Status
Click this button to change the inbound processing status. Using this
functionality, it is possible to jump back or forth and to skip or repeat single
steps within the inbound processing chain. This can be useful when resolving
occurred errors or for testing purposes.
Reject
Click this button to stop inbound processing of documents by rejecting them
using predefined rejection reasons.
Reset Retry Counters
Click this button to reset the extraction and validation retry counters.
Display Validation Agent
If an inbound process is in status Ready for Validation, click this button to
display the currently assigned OCR validation agent(s). You can also add

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validation agents: The /OTX/PF32_CL_ACTION_ADD_VALAG action class provides

the possibility to add users and /OTX/PF32_CL_ACTION_DISP_VALAG action class
only displays the agents.
Add Validation Agent
If an inbound process is in status Ready for Validation, click this button to add
additional users to the pre-defined group of validation agents for a document.
Submit Handler
Click this button to submit the inbound document handler manually. The
inbound document handler executes the configured steps within the inbound
processing chain. If not triggered manually before, the inbound document
handler is automatically submitted by the system using a certain time interval.
Choose Bulk Action
To perform the same action for several work objects, mark the work objects in
the work objects list. Click Choose Bulk Action or the button for the
emphasized bulk action.

Notes

• According to the customization, the button for the emphasized bulk

action can have assigned different actions. The button might also miss
completely.
• Actions Add Validation Agent, Change Priority, Change Status, Reject,
Reset Retry Counters, Reset Training, and Submit Handler are enabled
for bulk action.

A Results message shows you if your actions were successful or if an error has
occurred.
Download IES Extraction Trace
Click this button to download the content which was recorded during the
extraction trace for a document. The following content is exported to a zip file:

• Extraction parameter (xml format)

• Extraction result (xml format)
• Image (image format like pdf or jpg)
• Feedback (xml format)

Note: Content is just recorded and available for download if tracing is

enabled for a profile. For more information, see “Trace extraction with
Information Extraction Service” on page 128.

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

You can use the Detail pane to display additional information about the document
that is currently marked.

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Following tabs are available:

Document
Shows the archived image of leading business document.

History
Shows the history of the already passed status of the inbound process.

Log
Shows the application log of the current document.

External Data
Shows external data. If IES is used for extraction, the extraction result is
displayed.

Attachments
Shows further archived attachments of the inbound process.

Extraction Trace
Shows traced request (extraction parameter, extraction result, and feedback) for
each extraction step.

Note: The tab is only visible if the traced information is available for a
document. For more information, see “Trace extraction with Information
Extraction Service” on page 128.

Entity Lookup Trace

Shows the result of determining relevant business entity candidates by
executing a look-up of values recognized by OCR against master data in staging
tables. The candidate source shows why a specific business entity was selected
as candidate by the look-up. The number of lookup hits states how many entities
were identified by executing the look-up with the defined look-up condition.
The entity relevance is calculated based on the uniqueness of the look-up hits for
a entity.
For details regarding business entity determination see Section 5.1.3.1
“Customizing the Business Entity determination” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (VIMZ-CGF).

Note: The tab is only visible if the traced information is available for a
document. For more information, see “Trace extraction with Information
Extraction Service” on page 128.

Entity Trace
Shows which entities are involved in the different steps of the business entity
determination. The resulting entities of each step are marked with following
check boxes:

• Entity Learned - entity which was learned by OCR and is linked to the
document layout.
• Entity Lookup - entities which are identified by executing a look-up of SAP
master data (for details, see plug-in Entity Lookup Trace).

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• Entity Confirmed by OCR - entities which were evaluated by OCR and are
confirmed as valid candidates with a specific confidence.
• Final Entity Candidate - remaining entities after applying standard and
custom filter logic; these candidates are also shown in the validation step
within the inbound process.
• Entity Determined - entity which was either set as best fitting final candidate
by applying confidence and distance settings or was set through entity key
assignment configuration or was set manually through custom logic. This
entity is also predefined in the validation step within the inbound process.
• Entity Confirmed in Feedback - entity which was provided in the feedback
for OCR.

For details regarding business entity determination, see OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (VIMZ-CGF).

Note: The tab is only visible if the traced information is available for a
document. For more information, see “Trace extraction with Information
Extraction Service” on page 128.

3.6.3 IES Extraction Analytics

IES Extraction Analytics provides a comparison between validation and the IES
extraction results for each document.

You can download the data and use it for further analytical investigation across
different documents. For further information, check the SAP documentation about
the SAP GUI Standard to download the ALV grid information to, for example Excel.

You can use the Detail pane to display additional information about the document
that is currently marked. The additional available tab is Comparison. The
Comparison plug-in provides the possibility to compare the extracted values with
the call point of validation or process finished.

For more information, see Section 7.3.3 “Using the CC4S/IC4S Extraction Analytics
report (SAP GUI)” in OpenText Capture for SAP Solutions - Best Practices Guide
(CPVIM-GIE).

Notes

• Until 20.4 SPS1 release, fields and matches were counted regardless of the
value parameter being empty or filled. From 20.4 SPS2 release, only fields
with a filled value are counted.
• From 20.4 SPS2 release, a comparison plug-in is available for detailed
analysis of the calculated values.

In the header of the Work Object List, the following actions are available either with
their own action buttons or within the bulk action (along with standard SAP
buttons) for the marked work object(s):

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• Train Document: For more information, see “Inbound Documents” on page 67.
• Reset Layout: For more information, see “Administering the Information
Extraction Service” on page 63.

3.7 Data archiving

You can archive finished inbound, process, and analytics data, using the standard
SAP Data Archiving functionality of the SARA transaction.

Important
OpenText recommends archiving data of the VIM tables only, when the data is
not required in everyday tasks and it is not relevant from auditing perspective.
Make absolutely sure that you run license reporting before you archive data.
Otherwise, you might lose data that is needed for license reporting. For more
information, see “Using the OpenText License Audit Report” on page 60.

The data archiving process follows the SAP standard Data Archiving:

To configure SAP standard Data Archiving:

1. Identify the relevant data archiving object.

2. Configure and activate the archive infostructure (optional, if available).

3. Create test and productive variants for the Write and Delete Reports.

4. Run the AOBJ transaction, go to Customizing Settings, and then configure

according to your requirements.

5. Run the SARA transaction.

For more details regarding Data Archiving processing, see the Data Archiving
chapter in the SAP Help.

Note: Regarding the customizing parameters for Maximum Size in MB

and Maximum Number of Data Objects in the customizing transaction AOBJ,
SAP recommends the following:

• According to the data archiving standard, the default setting for the
maximum archive file size should be 100 MB. At any rate, the value has to be
between 50 MB and 700 MB. If the value is too low, you will have too many
files. If the value is too high, you will have problems saving the file, for
example on a CD.
• Furthermore, according to the data archiving standard, do not enter a default
value for the maximum number of data objects in an archive file.

As the VIM Foundation is a basis for several scenarios, the following data archiving
use cases need to be considered:

1. Archiving of Inbound Data only:

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You are using Inbound for document ingestion without using a solution based
on VIM process foundation or you would like to clean-up only Inbound related
database tables without deleting process or analytics data. For more information,
see “Archiving of Inbound Data” on page 76.
2. Archiving of Inbound, Process, and Analytics data for custom solutions:
You have configured a custom solution based on VIM Process Foundation and
need to archive data from the runtime tables. For more information, see
“Archiving of Inbound, Process, and Analytics data for custom solutions”
on page 77.
3. Archiving of Inbound, Process, and Analytics data for Solutions Beyond Invoice:
You are using a Solution Beyond Invoices and need to archive data from the
runtime tables. For more information, see “Archiving of Inbound, Process, and
Analytics data for Solutions Beyond Invoice” on page 80.
4. Archiving of Inbound, Process, and Analytics data for Invoice Solution:
You are using VIM Invoice Solution. For more information, see “Archiving VIM
information” on page 215.
5. Archiving of related SAP data:
As the VIM Foundation is based on SAP standard technology, other standard
SAP archiving objects need to be considered for your scenario. For more
information, see “Archiving of related SAP data” on page 86.

3.7.1 Archiving of Inbound Data

You are using Inbound for document ingestion without using a solution based on
VIM process foundation or you want to clean-up only Inbound related database
tables without deleting process or analytics data.

Note: If you are using an Invoice Solution or a Solutions Beyond Invoice

process, first see “Archiving VIM information” on page 215 and “Archiving of
Inbound, Process, and Analytics data for Solutions Beyond Invoice”
on page 80 when planning the data archiving strategy as the inbound data
will also be archived when archiving the process data. Use this scenario only, if
you really want to solely archive inbound data and keep the process data.

The following Data Archiving Object is available:

Archiving Object /OTX/PF01

Write Report /OTX/PF01_P_IDF_ARC_WRI
Delete Report /OTX/PF01_P_IDF_ARC_DEL
Reload Report /OTX/PF01_P_IDF_ARC_REL
Archive Infostructure /OTX/PF01_AI
ILM object /OTX/PF01

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Following the SAP recommendations, use the Reload functionality only in

exceptional cases and in test systems.

The following tables are considered during archiving:

Inbound Data

• /OTX/PF01_T_1REG
• /OTX/PF01_T_1LOG
• /OTX/PF11_T_DEH
• /OTX/PF11_T_DEHI
• /OTX/PF08_T_DEAI

3.7.2 Archiving of Inbound, Process, and Analytics data for

custom solutions
You have configured a custom solution based on VIM Process Foundation and need
to archive data from the runtime tables.

Because you are using a configured process with custom tables, also custom
Archiving objects need to be configured and custom write and delete reports need to
be implemented. In the VIM Foundation, a template data archiving object and
template reports are available, which you can copy to a custom report and enhance
it according to your requirement.

Prerequisite Component OTBCSL00 is installed in your system.

Template Object
Archiving Object /OTX/PS00
Write Report /OTX/PS00_P_ARC_PRC_WRI
Delete Report /OTX/PS00_P_ARC_PRC_DEL
Reload Report /OTX/PS00_P_ARC_PRC_REL
ILM object /OTX/PS00

To create a custom archiving object:

1. Copy the WRITE and DELETE report to your namespace. Reload is optional
because it is recommended only for testing.

2. Adjust the report to your requirements, for example add selection criteria and
authorizations.

3. In the AOBJ transaction, copy the Archiving object to a custom namespace.

4. Adjust the configuration in AOBJ > Structure Definition so the custom tables are
used instead of the template tables:

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a. Replace tables /OTX/PF02_T_PLH and /OTX/PF02_T_PLI with the custom

tables in the Parent Segment and Segment configuration.
b. Add a custom analytics table if applicable.

For details and hints regarding the implementation, consider the comments given in
the template reports.

In standard custom scenarios, you must copy and adjust only the reports. You do
not need to change the underlying selection and data archiving logic.

For very complex custom scenarios, you can inherit, redefine, and adjust also the
standard selection and data archiving classes, according to your needs.

The template data archiving object is fully functional and can be used to archive data
in the Default project of the VIM Foundation.

Parameters and selection criteria

• Selection process

– Several process related selection options

• Options

– Package Size for Selection: To avoid memory issues, the report selects and
processes the data based on packages defined by this parameter. You can
adjust the value to decrease or increase the memory consumption during an
archiving run, if necessary.
• Processing Options

– Test Mode
– Productive Mode
• Log Options

– Parameters for logging based on SAP Standard Data Archiving

The following tables are considered:

Tables of default scenario

• /OTX/PF02_T_PLH
• /OTX/PF02_T_PLI

Additionally, all solution-independent runtime and analytics tables for the VIM
Foundation are considered for data archiving. All tables related to inbound data are
archived. For more information, see “Archiving of Inbound Data” on page 76.

Solution independent tables for all processes based on the VIM Foundation:

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 3.7. Data archiving

/OTX/PF00_T_CMNT /OTX/PF02_T_PLE /OTX/PF04_T_WFR

/OTX/PF02_T_LOG /OTX/PF02_T_PLEX /OTX/PF04_T_WIR

/OTX/PF02_T_LOGM /OTX/PF04_T_HISM /OTX/PF04_T_XRH

/OTX/PF02_T_LOGT /OTX/PF04_T_HIST /OTX/PF04_T_XRU

/OTX/PF02_T_LOCK /OTX/PF04_T_MODM /OTX/PF11_T_DEH

/OTX/PF02_T_AHAG /OTX/PF04_T_MODR /OTX/PF11_T_DEHI

/OTX/PF02_T_AHSU /OTX/PF04_T_MODS /OTX/PF08_T_DEAI

/OTX/PF02_T_EVS /OTX/PF04_T_PTEA /OTX/PF01_T_1REG

/OTX/PF02_T_IMGD /OTX/PF04_T_PTED /OTX/PF01_T_1LOG

/OTX/PF02_T_IMGF /OTX/PF04_T_PTEL

/OTX/PF02_T_IMGR /OTX/PF04_T_PTEM
Solution independent analytics tables:
/OTX/PF08_T_ACV

/OTX/PF08_T_ACVA

/OTX/PF08_T_CAT

/OTX/PF08_T_DEAP

/OTX/PF08_T_DEAS

/OTX/PF08_T_DEH

/OTX/PF08_T_DEHI

/OTX/PF08_T_HISA

/OTX/PF08_T_MOD

/OTX/PF08_T_PLHA

/OTX/PF08_T_REGA

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3.7.3 Archiving of Inbound, Process, and Analytics data for

Solutions Beyond Invoice
3.7.3.1 Solution specific Data Archiving objects
You are using a Solution Beyond Invoice and need to archive data from the runtime
tables.

All Data Archiving objects are including the archiving of related Inbound data,
therefore it is not necessary to run the inbound archiving described in “Archiving of
Inbound Data” on page 76 separately, if not required.

The following archiving objects for Solutions Beyond Invoice are available, if the
corresponding components (OTVIMO2C or OTVIMP2P) are installed.

Solution Delivery Notes Process Delivery Notes Analytics

Archiving Object /OTX/PS01 /OTX/PS01A
/OTX/ /OTX/
Write Report
PS01_P_ARC_PRC_WRI PS01_P_ARC_ANA_WRI
/OTX/ /OTX/
Delete Report
PS01_P_ARC_PRC_DEL PS01_P_ARC_ANA_DEL
/OTX/ /OTX/
Reload Report
PS01_P_ARC_PRC_REL PS01_P_ARC_ANA_REL
Infostructure /OTX/PS01_AI /OTX/PS01A_AI
ILM object /OTX/PS01 /OTX/PS01A

Solution Sales Order Process Sales Order Analytics

Archiving Object /OTX/PS02 /OTX/PS02A
/OTX/ /OTX/
Write Report
PS02_P_ARC_PRC_WRI PS02_P_ARC_ANA_WRI
/OTX/ /OTX/
Delete Report
PS02_P_ARC_PRC_DEL PS02_P_ARC_ANA_DEL
/OTX/ /OTX/
Reload Report
PS02_P_ARC_PRC_REL PS02_P_ARC_ANA_REL
Infostructure /OTX/PS02_AI /OTX/PS02A_AI
ILM object /OTX/PS02 /OTX/PS02A

Remittance Advice
Solution Remittance Advice Process
Analytics
Archiving Object /OTX/PS07 /OTX/PS07A
/OTX/ /OTX/
Write Report
PS07_P_ARC_PRC_WRI PS07_P_ARC_ANA_WRI

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 3.7. Data archiving

Remittance Advice
Solution Remittance Advice Process
Analytics
/OTX/ /OTX/
Delete Report
PS07_P_ARC_PRC_DEL PS07_P_ARC_ANA_DEL
/OTX/ /OTX/
Reload Report
PS07_P_ARC_PRC_REL PS07_P_ARC_ANA_REL
Infostructure /OTX/PS07_AI /OTX/PS07A_AI
ILM object /OTX/PS07 /OTX/PS07A

Order Confirmation Order Confirmation

Solution
Process Analytics
Archiving Object /OTX/PS09 /OTX/PS09A
/OTX/ /OTX/
Write Report
PS09_P_ARC_PRC_WRI PS09_P_ARC_ANA_WRI
/OTX/ /OTX/
Delete Report
PS09_P_ARC_PRC_DEL PS09_P_ARC_ANA_DEL
/OTX/ /OTX/
Reload Report
PS09_P_ARC_PRC_REL PS09_P_ARC_ANA_REL
Infostructure /OTX/PS09_AI /OTX/PS09A_AI
ILM object /OTX/PS09 /OTX/PS09A

Solution Order Quotation Process Order Quotation Analytics

Archiving Object /OTX/PS10 /OTX/PS10A
/OTX/ /OTX/
Write Report
PS10_P_ARC_PRC_WRI PS10_P_ARC_ANA_WRI
/OTX/ /OTX/
Delete Report
PS10_P_ARC_PRC_DEL PS10_P_ARC_ANA_DEL
/OTX/ /OTX/
Reload Report
PS10_P_ARC_PRC_REL PS10_P_ARC_ANA_REL
Infostructure /OTX/PS10_AI /OTX/PS10A_AI
ILM object /OTX/PS10 /OTX/PS10A

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3.7.3.2 Archiving scenarios

The data archiving objects support the following different scenarios:

1. Archiving Process and Analytics data in one run

• In the Write Report for any Process archiving object, select the Include
Analytics Data check box.
2. Archiving only Process related data and keep data in Analytics tables

• In the Write Report for any Process archiving object, clear the Include
Analytics Data check box.
• The Analytics data is not archived and can be used for analytical use cases
• If the Analytics data is not needed anymore, use the archiving object for
Analytics to also clean this data.

3.7.3.3 Parameters and selection criteria

Selection process

• Several process-related selection options

• Only data in status FINISHED can be selected.
• Only data already registered in the licensing report are processed.

Note: Always run the license reporting (see “Running the License Report”
on page 61) before data archiving. The Write report will check the status of the
licensing report and not process any work items that were not registered yet
and issue error messages. Because the license report only calculates licensing
data based on the end of the last month, work items created in the current
month are not available for data archiving, even if finished.

• Scenario specific selections

– Each Write report offers scenario specific selection criteria.

• Options

– Include Analytics Data: Analytics data can be archived separately, if required

– Package Size for Selection: To avoid memory issues, the report selects and
processes the data based on packages defined by this parameter. The value
can be adjusted to decrease or increase the memory consumption during an
archiving run, if necessary.
• Processing Options

– Test Mode
– Productive Mode

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 3.7. Data archiving

• Log Options

– Parameters for logging based on SAP standard Data Archiving

3.7.3.4 Authorizations
General author- The following authorization objects are checked beyond SAP standard Data
ization checks Archiving authorizations for all archiving objects for Solutions Beyond Invoice:

Object ID Field
J_6NPF_ADM J_6NPF_COM 2
J_6NPF_PRJ J_6NPF_PRJ Project ID of the respective solution
ACTVT Activity 24 (Archive)

Solution Each solution incorporates business data related authorization checks, for example
specific authori- on Company Code Level. The authority objects are checked during selection. The
zation checks
following rules apply:

• If the user does not restrict an authority related Select option, for example Select
option Company Code is empty, the logic will check for an * authorization.
• If the user restricts the select options, for example selects all company codes from
1000 to 1200, each relevant business object will be checked. Authority for each
company code between 1000 and 1200 must be present.
• If at least one authorization is missing, the report will cancel and not process any
items.
• Authority Check for business values is done based on the Display activity.

Missing authorizations can be checked using authority trace or SU53.

3.7.3.5 Tables
The following solution specific tables are considered:

Delivery Notes Process

/OTX/PS01_T_PLH
/OTX/PS01_T_PLI
Delivery Notes Analytics
(If check box Include Analytics Data is selected or handled by archiving object /
OTX/PS01A)

/OTX/PS01_T_PLHA
/OTX/PS01_T_ACVA
/OTX/PS01_T_HISA
/OTX/PS01_T_DEAS
/OTX/PS01_T_DEAF

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Sales Order Process

/OTX/PS02_T_PLH
/OTX/PS02_T_PLI
Sales Order Analytics
(If check box Include Analytics Data is selected or handled by archiving object /
OTX/PS02A)

/OTX/PS02_T_PLHA
/OTX/PS02_T_ACVA
/OTX/PS02_T_HISA
/OTX/PS02_T_DEAS
/OTX/PS02_T_DEAF

Remittance Advice Process

/OTX/PS07_T_PLH
/OTX/PS07_T_PLI
Remittance Advice Analytics
(If check box Include Analytics Data is selected or handled by archiving object /
OTX/PS07A)

/OTX/PS07_T_PLHA
/OTX/PS07_T_ACVA
/OTX/PS07_T_HISA
/OTX/PS07_T_DEAS
/OTX/PS07_T_DEAF

Order Confirmation Process

/OTX/PS09_T_PLH
/OTX/PS09_T_PLI
Order Confirmation Analytics
(If check box Include Analytics Data is selected or handled by archiving object /
OTX/PS09A)

/OTX/PS09_T_PLHA
/OTX/PS09_T_ACVA
/OTX/PS09_T_HISA
/OTX/PS09_T_DEAS
/OTX/PS09_T_DEAF

Quotations Process
/OTX/PS10_T_PLH

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 3.7. Data archiving

/OTX/PS10_T_PLI
Quotations Analytics
(If check box Include Analytics Data is selected or handled by archiving object /
OTX/PS10A)

/OTX/PS10_T_PLHA
/OTX/PS10_T_ACVA
/OTX/PS10_T_HISA
/OTX/PS10_T_DEAS
/OTX/PS10_T_DEAF

Additionally, all solution-independent runtime and analytics tables for the VIM
Foundation are considered for data archiving. All tables related to inbound data are
archived. For more information, see “Archiving of Inbound Data” on page 76.

Solution-independent tables for all processes based on VIM Foundation

/OTX/PF00_T_CMNT /OTX/PF02_T_PLE /OTX/PF04_T_WFR

/OTX/PF02_T_LOG /OTX/PF02_T_PLEX /OTX/PF04_T_WIR

/OTX/PF02_T_LOGM /OTX/PF04_T_HISM /OTX/PF04_T_XRH

/OTX/PF02_T_LOGT /OTX/PF04_T_HIST /OTX/PF04_T_XRU

/OTX/PF02_T_LOCK /OTX/PF04_T_MODM /OTX/PF11_T_DEH

/OTX/PF02_T_AHAG /OTX/PF04_T_MODR /OTX/PF11_T_DEHI

/OTX/PF02_T_AHSU /OTX/PF04_T_MODS /OTX/PF08_T_DEAI

/OTX/PF02_T_EVS /OTX/PF04_T_PTEA /OTX/PF01_T_1REG

/OTX/PF02_T_IMGD /OTX/PF04_T_PTED /OTX/PF01_T_1LOG

/OTX/PF02_T_IMGF /OTX/PF04_T_PTEL

/OTX/PF02_T_IMGR /OTX/PF04_T_PTEM
Solution-independent analytics tables
If check box Include Analytics Data is selected or handled by archiving object for analytics

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/OTX/PF08_T_ACV

/OTX/PF08_T_ACVA

/OTX/PF08_T_CAT

/OTX/PF08_T_DEAP

/OTX/PF08_T_DEAS

/OTX/PF08_T_DEH

/OTX/PF08_T_DEHI

/OTX/PF08_T_HISA

/OTX/PF08_T_MOD

/OTX/PF08_T_PLHA

/OTX/PF08_T_REGA

3.7.4 Archiving of related SAP data

VIM Foundation is using SAP standard technology like SAP Business Workflow and
SAP ArchiveLink. Data in these components needs to be handled separately as it
cannot be included in OpenText Data Archiving reports.

Note: OpenText advises against archiving data in SAP standard tables if the
underlying process is not archived. This scenario is not supported.

Follow the documentation in SAP Help regarding the following SAP standard Data
Archiving objects and check for the latest SAP Notes for the affected components.

To identify relevant objects for these standard objects for Solutions Beyond Invoice
or custom scenarios, use the following hints:

SAP Business Workflow (BC-BMT-WFM)

• The relevant work item IDs are normally stored in the solution header table.
• Another option to collect relevant SAP Business Workflow related instances is
the following (pseudo) select:
SELECT TOP_WI_ID FROM SWW_WI2OBJ WHERE ( TYPE_ID = '/OTX/PF01R' OR
TYPE_ID = '/OTX/PF02' OR )

ArchiveLink (BC-SRV-ARL)

• Link entries are stored in the tables TOA01, TOA02, or TOA03 with business object /
OTX/PF01R or /OTX/PF02.

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 3.8. Handling of learned data enrichments

Application Log (BC-SRV-BAL)

• Select entries for object /OTX/PF00.

The VIM Data Archiving is also not handling the archiving of created business
objects like sales orders, invoices, and so on. See the SAP Help regarding Data
Archiving for the respective SAP module.

3.8 Handling of learned data enrichments

The general handling of learned data enrichments is seamlessly integrated into the
business process and comprises the following aspects:

• Business rule checks to identify mismatches between already learned data

enrichments and currently indexed process ledger field values.
• Process actions to:

– ignore indicated data enrichment mismatches in exceptional cases

– permanently update learned data enrichments from indicated mismatches
– display learned data enrichments to support decision making between the
above options.

For more information, see Section 7.1.5 “Configuring data enrichments” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(VIMZ-CGF).

However, there might be situations beyond the integrated handling of learned data
enrichments where additional administrative actions are required. The following
administrative use cases are covered:

• Manually update or reset learned data enrichments with or without recording

changes in a transport request.
• Transfer learned data enrichments from a test or learning system to a production
system using a transport request.

To use these options, run the following transactions:

Use case Transaction

Maintenance of learned data /OTX/PF04_ADM_DER
enrichments for a selected
enrichment ID, without a transport
request
Maintenance of all learned data /OTX/PF04_ADM_DER_F
enrichments, without a transport
request

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Use case Transaction

Maintenance of learned data /OTX/PF04_ADM_DER_T
enrichments for a selected
enrichment ID with the option to
transfer to a different system
Maintenance of all learned data /OTX/PF04_ADM_DER_TF
enrichments with the option to
transfer to a different system

Note: Learned data enrichments are stored in table /OTX/PF04_T_DER which

has delivery class A - Application table (master and transaction data). Table
entries are therefore transferred using a workbench request.

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Chapter 4
Transfer of machine learning data of IES

This chapter describes how you transfer machine learning (ML) data.

The following use cases are covered:

• Transfer of ML data from a profile to another profile on the same SAP system

– Creating as snapshot of the source profile

– Activating the target profile with the restore snapshot option
• Transfer of ML data for the same profile from one SAP system to another (for
example, from a production to a test system)

– Creating a snapshot of the source profile

– Transferring snapshot data (download on source system and upload on target
system)
– Activating the target profile with the restore snapshot option
• Transfer of ML data from an on-premises repository to the cloud repository

– Copy configuration of source profile

– Create snapshot of source profile (on-premises connection)
– Activate target profile with restore snapshot option (cloud connection)
– Switch linkage of ArchiveLink document type from source profile to target
profile
• Transfer ML data from the cloud repository to an on-premises repository

– Copy configuration of source profile

– Create snapshot of source profile (cloud connection)
– Activate target profile with restore snapshot option (on-premises connection)
– Switch linkage of ArchiveLink document type from source profile to target
profile

Snapshots of ML data for a profile can be created for IES on-premises and public
cloud. Also the restore function of ML data for a profile can be used on-premises or
on public cloud.

A snapshot of a profile consists of:

• Profile meta data (including link to ML data)

• Associated ML data (models and layouts)

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All this data is stored on the leading SAP system. For on-premises and for public
cloud, the ML data is requested using the IES server. There is no direct access of the
repository inside SAP.

Only data that is relevant for machine learning is considered. There is no transfer of
profile customizing.

You must either transport profile customizing through the SAP transport
management system, or take it over manually from the source to the target profile.

An activity allows to copy profile customizing on the same system. For more
information, see Section 5.1.3.3 “Copying a Capture profile” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Foundation (VIMZ-
CGF).

If you want to transfer snapshot from one SAP system to another, you have to use
additional download and upload functions.

The upload and download actions are executed by the SAP application server in a
background task. For each relevant table an own transfer file is created.

The transfer directory is defined via the logical /OTX/PF11_IES_SNAPSHOT_PATH file

path. During the download an index xml file is created (<Source_System>-<Source_
Client>-<Snapshot_Timestamp>-<Profile_Id>-index.xml). The file includes meta
data about the snapshot. By the first 3 components of the file names in the transfer
directory (Source System Id, Source Client, Snapshot Timestamp; separated by
dash) you can identify files that belong to a snapshot.

Caution
Do not change any data in the transfer files.

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 4.1. Creating a snapshot

4.1 Creating a snapshot

Snapshots can be created for profiles in status active. When a snapshot is created, the
current ML data from the on-premises repository or the cloud repository are copied
into the local SAP database.

To create a snapshot:

1. Run the /n/OTX/PF03_WP transaction.

2. Switch to IES Administration Work Center.

3. Double-click Profiles node.

4. Select the profile for the snapshot, and then click the Create snapshot button
in the toolbar.

5. In the confirmation dialog specify a description for the snapshot, and the click
Continue.
The snapshot for the profile is created. You can check its status in the Snapshots
node.

4.2 Transferring a snapshot

A transfer of snapshot data is needed when you want to restore machine learning
data of a profile from another SAP system.

To download or upload snapshots, you need authorization for the /OTX/PF11_SNAP_

TRANS transaction code (S_TCODE authority check object).

All required actions are available in the Snapshots node in IES Administration.

To transfer snapshot data:

1. Download snapshot data in the source system

2. If systems do not share a transfer directory, copy snapshot files from source
transfer directory to target transfer directory.

3. Upload snapshot data in the target system.

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4.2.1 Preparing the transfer directory

Execute transaction code FILE and configure the logical file name /OTX/PF11_IES_
SNAPSHOT_DIR in the source and target SAP system.

To configure the file:

1. Create logical file path definition in your namespace. For example, Z_<Name>.

2. Create operating system-dependent physical path in the logical file path.

Note: The operating system-dependent physical file path must end with a
variable <FILENAME>.

3. Assign logical file path to logical file name /OTX/PF11_IES_SNAPSHOT_DIR.

Notes

• The specified download directory must exist.

• The SAP application server should have sufficient permissions to read and
write files in the specified download directory.
• The application server is not able to create sub-folders.

Tip: If possible, use a central transfer directory which can be used by the
source and the target SAP application server.

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 4.2. Transferring a snapshot

4.2.2 Download a snapshot

To download a snapshot:

1. Run the /n/OTX/PF03_WP transaction.

2. Switch to IES Administration Work Center.

3. Double-click the Snapshots node.

4. Select the snapshot you want to download, and then click the Download button

in the toolbar.

5. In the confirmation dialog verify that the transfer directory is correct, and then
continue with the download.
A success message in the status bar gives details about the initiated download
in background using an automatically created and started batch job.

6. Check in the job log if the download was successful.

4.2.3 Upload a snapshot

To upload a snapshot:

1. Run the /n/OTX/PF03_WP transaction.

2. Switch to IES Administration Work Center.

3. Double-click the Snapshots node.

4. Click on Upload Snapshot function.

5. Specify the relative file name (file name without path) of the index xml file of
the snapshot that you want to upload, and then continue.
The value help for the file name offers a file browser for the files in the transfer
directory.

Tip: It is not possible to specify files in another folder or in a sub-folder of

the transfer directory.
A success message in the status bar gives details about the initiated upload
in background using an automatically created and started batch job.

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4.3 Restoring a snapshot

Restoring of a snapshot is only available for inactive or reset profiles and is an
additional step in the activation of a profile.

Make sure that the profile customizing of the source profile fits to the profile
customizing of target profile. Otherwise not all information of the ML data can be
used.

To restore a snapshot:

1. Run the /n/OTX/PF03_WP transaction.

2. Switch to the IES Administration Work Center.

3. Double-click the Profiles node.

4. Select the profile, for which you want to restore a snapshot.

5. Click the Activate profile button in the Action column of the profile.

6. Select a connection ID and enable the option to restore from a snapshot, and
then click Continue.

7. Select the snapshot you want to restore, and then click Continue.
The list only contains snapshots for the scenario of the selected profile.
The profile is now activated, and the machine learning data of the selected
snapshot is restored.

8. Refresh the screen until the profile is in active status.

In the Detail screen of a profile entry, you see the information about the used
snapshot.
For more information, see Section 5.1.3.17 “Activating and updating a Capture
profile” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Foundation (VIMZ-CGF).

4.4 Delete a snapshot

If you do not need the data of a snapshot any no longer, you can delete a snapshot.
With this action, only the data in the snapshot tables are deleted. Machine learning
data in the repository is not affected from the deletion.

To delete a snapshot:

1. Run the /n/OTX/PF03_WP transaction.

2. Switch to the IES Administration Work Center.

3. Double-click the Snapshots node.

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 4.4. Delete a snapshot

4. Select the snapshot that you want to delete, and then click the Delete button

in the toolbar.

5. In the dialog confirm the deletion.

The snapshot is deleted and is no longer visible in the list.

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Chapter 5
Regular administration tasks for Business
Workflow

5.1 Setting up substitutes for workflow processes

Substitutes can be set up for the SAP inbox and for the Invoice Approval (IAP)
process. If a work item owner is on vacation or leaves the company, the substitute
can “adopt” the work items owned by the substituted user.

• For the SAP inbox substitution, see the SAP Help.

• For the Invoice Approval (IAP) process substitution, see Section 4.1.4.5 “Setting
up a substitute for the IAP process” in OpenText Vendor Invoice Management for
SAP Solutions - Configuration Guide for Invoice Solution (VIMZ-CGD).

5.2 Reassigning work items belonging to another

user
OpenText recommends all workflow users setting up a substitute; see “Setting up
substitutes for workflow processes” on page 97. If a work item owner is on vacation
or leaves the company, the substitute can “adopt” the work items owned by the
substituted user. However, situations might occur when a user has not set up a
substitute and the work items needs immediate attention. As a VIM workflow
administrator, you can reassign such work items to one or more other user(s).

5.2.1 Retrieving open SAP work items of a specific user

You can retrieve open work items belonging to a specific user through the SAP
standard Workload Analysis report. Each work item has a Work Item ID which is a
unique number identifying the work item.

To retrieve open SAP work items of a specific user:

1. To access the Workload Analysis report, run the SWI5 transaction.

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Chapter 5 Regular administration tasks for Business Workflow

2. Enter the following information in the selection screen:

Type
US

ID
SAP user ID of the specific user

Click To be processed by.

3. To run the report, click .

The report shows all SAP work items belonging to the user, regardless of
whether they are VIM work items or not.

4. Click the icon to view the work item IDs.

With the work item IDs, you can assign the work items to a different user; see
“Reassigning open SAP work items to a different user” on page 99.

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 5.2. Reassigning work items belonging to another user

5.2.2 Reassigning open SAP work items to a different user

After you have identified the work item IDs, you can reassign them through the SAP
standard transaction Execute work items without agent check.

To reassign a work item to a different user:

1. To access the Execute work items without agent check screen, run the SWIA
transaction.

2. Enter the work item ID retrieved in “Retrieving open SAP work items of a
specific user” on page 97 and click to execute.
Before you can reassign, you must be an owner of the work item.
3. To own the work item, select it and click the Without check button in the
application tool bar.

4. Click to return to the Execute work items without agent check screen.

5. Click in the application tool bar to display the work item.

6. Click in the application tool bar to forward the work item.

7. Enter the SAP user ID of the receiver of the work item and click to execute.

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At the bottom of the screen, a confirmation message is displayed: Forwarding

carried out.

5.3 Administering workflows

This chapter covers regular workflow administration tasks.

5.3.1 Handling organizational changes

After the initial setup of VIM, you must deal with organizational changes from time
to time. These changes might include the following:

• Users moving from one role to another

• New users joining the company or project
• Users leaving the company or project

For changes in the Invoice solution, see “Handling organizational changes”

on page 223.

The changes can be permanent or temporary and you must react to them to ensure
that the documents are processed in the expected way.

VIM solutions allow you to configure document handling in a flexible way when it
comes to the assignment of processing agents. For most use cases, you can assign a
group of users to process the same document:

• For the inbound validation step, several validators can be assigned.

• For document processing workflows, you can maintain several users in roles.
You can also use SAP organizational structures like work centers. The latter
offers the most convenient way to deal with organizational changes: if an
organizational unit is reused in several roles, only one change to that unit is
necessary.

When the assignment of agents has been done, the changes in the roles’ definitions
do not have an effect on already active work items. If work items are reserved by
agents that are not available anymore, when no SAP workflow agent substitution is
used, there is a risk of delayed processing of documents.

This section provides guidance on preventing the documents from being “lost” by
directing them to successor agents. This section documents solutions available
currently for different use cases. OpenText is working to offer improved tools in the
future, to deal with such problems.

Technical users

• If background jobs are scheduled to run using a particular user and not a
dedicated technical one, the jobs scheduled by the user must be verified and
the user assignment adjusted.

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• Although the inbound user for capture communication is normally created

as dedicated technical user, on rare occasions when a real person account is
used, this needs to be adjusted too.

Role OpenText recommends that you use organizational units like work centers in the
maintenance role assignment. You can adjust organizational units to reflect the changes.

If user type (US) agents are directly used in roles, you must review all roles and
replace the affected user entries accordingly.

Agent changes Work items can be easily forwarded to alternative agents as a fast solution for
documents waiting in the workflow inboxes of unavailable users. You can perform
mass forwarding with standard SAP workflow tools.

For work items reserved by agents, you can use the workflow administration
transaction SWIA. You can filter the dialog tasks by task IDs with the status STARTED.
In the result list, set the filter for user ID(s) (Last agent). In the resulting filtered
work item list, you can use multiple selections of work items with the function
Assign agents to send the work items to successor agents.

For non-reserved work items, you can use the SAP Workflow Workload Analysis
transaction SWI5 with the selection of agent and task IDs to identify affected work
items. You can select the work item IDs to be used as selection criteria in the SWIA
transaction where you can use mass agent assign function as described earlier.

5.3.2 Backup
The configuration of VIM is stored inside SAP S/4HANA, in the OpenText product
tables. A backup of the underlying SAP S/4HANA system ensures the backup of the
appropriate configuration, runtime and persistent data. In addition, system
transports store any configuration changes that are made.

5.3.3 Data archiving

You can archive old data using the SAP archiving objects WORKITEM, BKPF, and others.
Before removing any old data, consider carefully the business requirements about
data availability. Specially, since the business objects in scope of the VIM processes
are financial in nature, local regulations need to be considered in making such
decisions. OpenText generally recommends that such initiatives are performed as a
part of an overall data archiving initiative.

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5.3.4 Analyzing system performance

For analyzing the system performance, use the standard ABAP tool set as the ABAP
based components of VIM reside inside the SAP S/4HANA system.

To analyze the system performance:

1. Run the ST05 transaction.

Alternatively, select the menu option System > Utilities > Performance trace

2. Select the required trace modes and click on the appropriate button under Trace
Requests to start the performance analysis.

5.3.5 Using Solution Manager Diagnostics

After the Solution Manager Diagnostics add-on is installed, you have access to all
the necessary information for performing a root-cause analysis through the Solution
Manager tools. No separate external logs are generated during the use of VIM.

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5.3.6 System availability

The availability of VIM is based on the availability of the underlying SAP S/4HANA
system. It is possible to selectively roll out VIM, based on a set of criteria including
document types, company codes etc. so that VIM is active only in those business
scenarios. For further details, see the rollout criteria sections in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Invoice Solution (VIMZ-
CGD).

5.3.7 Adaptive computing

VIM as an ABAP based component is running on SAP S/4HANA system. Therefore,
any adaptive computing technologies are supported. Users log on to VIM using the
SAP GUI logon screen which supports virtual IP addresses and hostnames. There is
no separate starting mechanism because the process is controlled by the underlying
SAP settings in SAP ArchiveLink® and workflow as well as in the VIM
configuration.

5.3.8 Restarting hanging workflows

In general, all workflows in error status can be restarted after performing an
appropriate configuration or runtime data changes. There are no other
asynchronous interfaces for VIM.

SWPC is the SAP Basis transaction in the SAP Workflow area to restart workflows that
stopped running unexpectedly, for example because of system restart or overload,
or short dumps happening in workflow steps. As VIM is built as a SAP Workflow
solution, SWPC can basically be applied to VIM.

However, OpenText strongly advises that you do not select the Select async
workflow steps check box. The reason for this are the asynchronous work items in
Invoice Approval.

Generally, OpenText cannot guarantee that there are no consequential problems, for
the following reasons:

• SWPC is delivered by SAP, not by OpenText.

• OpenText does not know the VIM configuration and enhancements on the
customer system.
• OpenText has no information if there are other workflows beyond VIM.

OpenText assumes that there is a trained Workflow Administrator on customer side,

who understands what SWPC does and what are the effects of the transaction. Ideally,
test the restart using SWPC with single operations.

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5.3.9 Analyzing work items

To access the work item analysis reports, select the SAP menu option Tools >
Business Workflow > Development > Reporting > Work Item Analysis.

You can also access the reports directly by their transaction codes:

SWI2_FREQ: Work Items Per Task

Analyze work items grouped by date, agent and task.
SWI2_DURA: Work Items By Processing Duration
Analyze work items by duration of their execution.
SWI2_DEAD: Work Items With Monitored Deadlines
Analyze work items by preset deadline.

Note: This is not applicable for VIM process work items.

SWI5: Workload Analysis

Retrieve open work items belonging to a specific user. See “Retrieving open SAP
work items of a specific user” on page 97.

The following list shows all dialog standard tasks that can be used for SAP standard
reports:

TS00275278
DP Document Dashboard
TS00275267
PO Blocked Invoice Dashboard (Header WF)
TS00275265
PO Blocked Invoice Dashboard (Line Level)
TS00275262
PO Parked Invoice Dashboard
TS00275260
Non PO Parked Invoice Dashboard
TS00275253
Invoice awaiting web approval

Note: The web approval work items are always assigned to WF-BATCH
because the actual action is performed by the user on the web approval
page.
According to OSS 1227739, it is no longer possible to forward dialog work
items to a background user. You can apply the correction according to the
OSS note or the corresponding SAP Support Package. In function SWW_WI_
FORWARD, an additional check is applied to retrieve the user type (dialog or
background).

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Solution: Work items that have to be executed by a non SAP user must be
assigned to a dialog user and not to WF-BATCH.
Correction instructions: Create a dummy user of type dialog user in the
SAP S/4HANA system. You do not have to assign specific authorizations
to the user. Then overwrite the existing default entry WF-BATCH for
parameter SAP_PROXY_ID (Product Code IAP) in table /PTGWFI/Z_CONST
with the dummy user, using the SM30 transaction.

For a list of workflow templates for the VIM process, see “Monitoring VIM
workflows” on page 234.

5.3.10 Frequently used SAP workflow tables

The following list shows SAP workflow tables that are frequently used for VIM:

SWWWIHEAD
Work item header table for all types of work items
SWW_CONT
Container contents for work item (non-object referenced)
SWW_CONTOB
Container contents for work item (objects only)
SWIVOBJECT
Join SWW_CONTOB with SWWWIHEAD
SWELOG
Event log table
SWWORGTASK
Agent assignment of work item. The agent assignment information for a
particular work item is deleted once the work item is completed.

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Troubleshooting and Monitoring

For invoice specific troubleshooting and monitoring, see “Troubleshooting and

Monitoring“ on page 231.

6.1 Generating system report

A system report helps in analysis of an issue by collecting and providing the
following data:

• All software components such as, OpenText components, SAP_BASIS,

SAP_ABA, and S4CORE.
• Port information: http, https, or smtp.
• ICM parameters
• Details of the scheduled reports for inbound processing.
• Global IES connection settings.
• IES connections
• Details of the RFC destinations used in IES connections for outgoing
communication.
• Details of the web services used in IES connections for incoming communication.
• SSL application settings used in IES connections. For example, certificate subject
and issuer with list of trusted certificate authorities.
• Assignment of SAP client certificate to a user.
• Last result of a connection test for all IES connections.
• IES profile details
• Assignment of IES profile to ArchiveLink document type.
• Validation settings for ArchiveLink document types assigned to IES profiles.
• Feedback settings for ArchiveLink document types assigned to IES profiles.
• IES extraction details such as, number of extracted documents grouped by
profile, extraction status, and feedback status.

Note: The results of the system report in HTML format should be included in
every customer support ticket.

To generate the system report:

1. Call TC /OTX/PF01_IDF_INFO.

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The output screen of the system report shows the collected system information.
2. To keep results of the system information report, use the HTML export function
available in the menu bar of the result screen (List > Save/Send > File > HTML
format).

6.2 Monitoring activity

VIM uses the SAP Workflow Engine to realize the process setup of the business
processes. You can effectively use the workflow runtime and administration tools to
monitor the activity and resources as the business processes are proceeding. For
activity monitoring purposes, see “Frequently used SAP workflow administration
transactions” on page 114.

6.3 Using logs and traces

VIM uses the SAP Workflow Engine to realize the process setup of the business
processes. Hence, you can activate and use traces to check specific sets of activities
as a part of problem analysis.

SAP workflow logs are written for every activity of the process and therefore are
always available.

In addition to the standard system logs, you can use the SM21 transaction to check
system activities. See “Frequently used SAP workflow administration transactions”
on page 114 for transactions you can use for activity logging and traces.

The solution also writes logs to the standard system log infrastructure:

• For VIM Invoice Solution, see “Working with the application log” on page 247
for details.
• For VIM Foundation, see Section 3.5 “Configuring logging” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Foundation (VIMZ-
CGF) for details.

6.4 Administering workflows

This chapter covers general activities for checking the system status.

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6.4.1 Monitoring alerts

System availability and performance depend on the availability of the underlying
system.

• You can conduct system performance checks using the SAP standard tools. The
SE30 transaction, for example, provides a runtime analysis of projects and
components.
• Resource consumption information can be monitored using the SM50 transaction
and other SAP administration utilities that are part of the SAP Computing Center
Management System (CCMS).
• You can use all the SAP standard logs and other infrastructure like the SM13 and
SM21 transactions for monitoring.

The following sections describe how to use the SAP Standard CCMS functionality
for alert monitoring. For more information, see the SAP Help.

6.4.1.1 Setting up central alert monitoring

VIM is completely embedded inside the system. Hence, you can use the entire
general alert monitoring infrastructure for checking the health of the system and
VIM.

VIM does not need a separate Central Monitoring System (CEN) system. To monitor
VIM, use the existing CEN system that is connected to the system on which VIM is
installed. For configuring the CEN, see the SAP Help.

6.4.1.2 Registering a CCMS agent

VIM is an ABAP Add-On and all the functionality is embedded in the ABAP system.
The standard CCMS agent SAPCCM4X can be used. If the underlying system is already
registered in a CEN, you do not need to register anything. See the SAP Help for
registering a CCMS agent.

6.4.1.3 Monitoring using CCMS templates

Various monitors based on CCMS templates are available for system checking
purposes. You can use the following SAP CCMS Monitor Templates monitor sets:

Notes

• Depending on your system, some of the templates might not be available.

Monitor Usage
Availability: Availability monitoring of selected systems and their application servers
Selected
Systems

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Background Background processing of the systems and their application servers

Processing
Buffers The various SAP buffers, their hit rates, and swap rates
Change & Transports for a system
Transport
System
Communicatio Data transfers (SAPconnect, SAP Gateway, Application Link Enabling,
ns LDAP, RFC)
Data Archiving Monitored data archiving sessions
Database Database (such as table status, performance, backups, data consistency)
Dialog Overview of the dialog system, broken down by performance attributes
Overview
Enqueue Enqueue service. This service allows ABAP applications to lock data so
that only they can use it. The locking of the data avoids parallel changes to
the data, which would lead to data inconsistency.
Entire System Entire system (including detailed information about SAP services)
Operating Operating system data for any application servers and host systems
System
Security Security Audit Log and security-relevant messages in the system log
Spool System Spool system of the system and the individual output servers
Syslog System log broken down by application servers and individual topic areas
System Number of logged-on users and configuration settings of application
Configuration servers

You can copy these monitors and change them. See the SAP Help for more details.

To start a CCMS templates based monitor:

1. Run the RZ20 transaction and select the menu option Extras > Activate
maintenance function.
In the CCMS Monitor Sets screen, expand the SAP CCMS Monitor Templates
menu.

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2. Double-click a monitoring tree element (MTE), for example Background

Processing.

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3. Double click on a line item, for example AbortedJobs, to see details.

4. Return to the SAP CCMS Monitor Templates screen.

Click on a line item, for example Utilisation, and click the Properties button in
the application tool bar.
The Monitoring: Properties and Methods screen displays other settings like
methods used and threshold values set.

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As CCMS is a standard monitoring tool from SAP, VIM does not require
specific values for the property thresholds. SAP basis needs to decide the level
and to set the thresholds for this.

To set threshold values:

a. In the Monitoring: Properties and Methods screen, click .

b. Enter the threshold values and save.

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6.5 Frequently used SAP workflow administration

transactions
There are a couple of SAP workflow administration transactions that you can use to
administer VIM workflows:

SWIA: Execute work items without agent check

To reassign open SAP work items to a different user, run the SWIA transaction.
See the description in “Reassigning open SAP work items to a different user”
on page 99.
SWI1: Selection Report for Work Items
To display all work items (workflow template, dialog task, wait step,
background task) based on a custom selection, run the SWI1 transaction.
See the description in “Monitoring VIM workflows” on page 234.
SWE2: Event Type Linkages
To display or change event type linkages for VIM workflows, run the SWE2
transaction.
See the description in Section 15.2.2.7 “Linking events for VIM workflows” in
OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIMZ-
IGD).
SWEL: Display Event Trace

To display lists of events published during a specific duration:

1. Run the SWEL transaction.

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2. Select the Creation date and Creation time range.

To execute, click .

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3. Select a line item and click to display details.

Amongst others, the Receiver function module and the status of the action
is displayed.

6.6 SAP client creation

When you create a new client in your SAP system after installing VIM Foundation,
you must copy the content of table /OTX/PF62_T_PLDA to the new client. This action
allows you to use the Fiori Task Apps with this new client as backend.

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6.7 SAP system/client copy

After a system/client copy, ensure that the outgoing and incoming connections are
pointing to the correct system: Verify all relevant settings described in Section 5.1.2
“Configure connection” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (VIMZ-CGF).

Intelligent Capture for SAP (IC4S)

• All profiles and settings are copied and the data resides in SAP database.
• ML data is also copied and the data resides in SAP database.
• Separate ML data pools of source and target client
• Copied RFC destination is pointing to OCR server which was connected in
source system.
• Callback host name (Hostname for incoming requests in connection
parameters) is pointing to source SAP system

Core Capture for SAP (CC4S)

• All profiles and settings are copied and the data resides in SAP database.
• ML data is not copied and the data resides in OpenText Cloud Platform
(OCP) repository.
• Source and target client point to same subscription, and therefore, share
same ML data pool which can cause severe issues.

OpenText recommends that you divide ML data pools for CC4S after a client copy.
In the target client ensure the following activities:

• Do not change or reset any profile used in the source client.

• Copy customizing of all profiles that are connected to CC4S.
• Create snapshots of ML data for all profiles connected to CC4S.
• Activate the newly created profiles with restore of the ML data (snapshot).
• Switch the document type assignment to the newly created profiles.
• Do not use the copied profiles in the target client.

An alternative procedure is possible if the target client is intended to use a different

CC4S subscription than the source client. Make sure in the target client using TC
SM59 that the user specified for the token service is the client id of a separate
subscription. You can check the available client ids in the respective subscription
using the Admin Center. The approach cannot be used if only different client ids are
used for the same subscription.

If separate subscriptions are used, you can proceed as follows:

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• You can reset the profile in the target client without deleting the learning data of
the source client. The reset will only remove the link from the target client profile
to the source client learning data.
• After that you can activate the profile again in the target client. That will link the
target client profile with a newly created set of learning data in the other
subscription.
• If you want to continue with the learning data of the source client, you must
create a snapshot in advance in source client and restore it in the target client
during activation of the profile.

6.8 RFC callback error message

If an RFC callback runtime error occurs, for example when executing the VIM
Workplace, refer to the following SAP note: https://launchpad.support.sap.com/#/
notes/1686632.

6.9 Fiori Task App: detailed error messages

The Fiori Task App might stop working due to an unrecoverable error. In this case,
the Fiori Task App shows a general error message. Click Show details to get
detailed information (Support Info) about the following:

• the place where the processing failed

• the view that caused the issue
• the invoked OData entity with parameters

When contacting OpenText Customer Support, provide the Support Info. Click
Download Support Info. The Support Info is mandatory for solving the issue that
occurred in your environment.

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6.9.1 Error messages and how to solve them

The OData Service could be invoked

The Fiori App can be started and the list or item perspective shows data, but as
soon as you click on a link or button an error is raised with the message: “The
OData Service could not be invoked.”
You are not using the default system alias OTBCWUI_BACKEND but a customer
specific system alias.
In this case you also need to change the system alias in the semantic object
navigation parameters:
1. Go to transaction /OTX/PF00_IMG activity
2. Click Web Services>Work Object Type>Work Object Type.
3. Choose the work object type and action.
4. In the subfolder Actions>Semantic Object Navigations>Parameters change
the PF62_SYSTEM parameter to the customer specific system alias.

Error: HTTP request failed - Resource not found for the segment 'Formats’
Starting any app fails with error message “Error: HTTP request failed - Resource
not found for the segment 'Formats’”.
This error occurs when the Odata service class cannot be called. This can be
caused by missing or wrong configured system aliases and RFC connections or
old metadata information that is still cached.
Check the correct assignment of system alias OTBCWUI_BACKEND and the RFC
connection used for this system alias.

Note: If the SAP Fiori FES is set up as an embedded system, it might be

necessary to use the local system alias instead of system alias OTBCWUI_
BACKEND.

Use the transactions /IWFND/CACHE_CLEANUP and /IWBEP/CACHE_CLEANUP to clear

the caches.

Layout <ID> is not available.

The error message occurs after clicking on a link or button. Layouts contain the
structural information for perspectives. Perspectives and layouts for the solution
and framework Apps are always delivered via transports. If this message occurs
one of these transports is missing in your system and the perspective cannot be
loaded.

TypeError: Cannot read property 'body' of undefined

When loading an item perspective or executing an action a technical exception
occurs and the error message appears in the console log or the support info file.
This error message is a hint for an error that occurs with certain versions of SAP_
GWFND component . The implementation of sap note 2864440 ( “Batch-processing
for mdc might return not the complete data”) fixes this issue.

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Document is not displayed on an iPad in Safari browser

If you use the Stream document option, the document is not shown in the Fiori
app in Safari browser on iPads. To display the document, in your Safari browser
set the Request Desktop Website setting to off.

6.10 Fiori Task App: error messages and log entries

In case of an error message in the Fiori Task App, you get a log entry in the /IWFND/
ERROR_LOG transaction on the SAP NetWeaver® Gateway.

The ERROR_INFO field shows error messages raised by the backend system. The
REQUEST_URI field shows the call which caused this error.

Errors in the console log:

When an error occurs in the application then you will not only get a pop-up for
the error messages and detailed information but also an error log. In this case it
is useful to provide information about the last errors in the console log to the
OpenText Customer Support.

To display details of the error:

1. If parts of the URI are hidden due to the secure log level, change the error log
level in the /IWFND/TRACES transaction.

2. Reproduce the error and check the /IWFND/ERROR_LOG transaction again.

The new error log displays all details of the request URI.
The Fiori Task App often uses $batch calls for retrieving data from the service.

3. To display details for these calls, click Request Data.

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4. To test single calls, run the /IWFND/MAINT_SERVICE transaction.

Depending on the error type, additional log entries might be written in the SAP
application log of the backend server.

6.11 Issues with the Fiori Launchpad and the Fiori

Task App
This section gives some general hints for problem analysis. It is helpful to use the
Chrome Browser and its rich developer toolset. You can enable it by pressing F12.
Alternatively, on the menu, click More tools > Developer tools.

• The developer tools are organized in different tabs. To display Log-Output, click
the Console tab.
• On the Network tab, you can record all requests that were sent.

Note: All $batch requests are OData services calls that the Fiori Task App
performs to get the necessary data from the backend.

Additional Information written to the console log by the Fiori Task App:

• Currently used item perspective. The log entry is: Applying perspective
<Perspective ID>.
• Version of UI and OData Service and compatibility. The log entry is: Minor
Service Implementation version: <Minor Version number> PF05_DATA Service is
compatible: UI <Version number> - Service <Version number>
The <Minor Version number> is increased with each release.
The <Major Version number> is unchanged since 16.3.0.
• System alias for OData service requests. The log entry is: Using one OData
backend system: OTBCWUI_BACKEND.

Additional information that can be retrieved using the console log:

If the BC Fiori Task App is running you can retrieve additional information from the
console log by entering following commands and press ENTER:

sap.ui.version
returns the currently used UI5 version
For Business Technology Platform
Check sap.ui.version c with Chrome > F12 (Developer Tools) > Sources
under the corresponding folder:

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sap.ui.Device.system
returns the currently used device type

Information regarding device types:

• Many settings of the BC Fiori Task App are device type specific. In most cases
exists a device type independent setting. If you face the issue that some
information and actions are only available for some users and you already
checked for authorization issues, then it is likely that this occurs due to different
device type settings. Due to the similarity between COMBI and DESKTOP
devices it can be the case that the users are not aware that they are actually using
different device types.

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6.12 Document viewing issues

The following issues can occur in connection with document viewing.

Problem: Sign-in screen is shown when returning to Fiori Task App from
Document View on iPhone or iPad.

Explanation
This happens if the Fiori Task App is launched from the home screen and
inplace document viewing is not configured.

Solutions

• Configure inplace document viewing. For more information, see OpenText

Vendor Invoice Management for SAP Solutions - Configuration Guide for
Foundation (VIMZ-CGF).

• Launch the Fiori Task App as a “normal” browser bookmark.

Problem: Cannot return to Fiori Task App after viewing a document on iPhone
or iPad using Fiori Client App.

Explanation
This happens if no inplace document viewing is configured, and the native iOS
Viewer is opened in a new tab. This viewing mode is not supported inside the
Fiori Client App.

Solution

• Configure inplace document viewing. For more information, see OpenText

Vendor Invoice Management for SAP Solutions - Configuration Guide for
Foundation (VIMZ-CGF).

Problem: Instead of the document, an empty page is displayed.

Explanation
This happens if Fiori Task App (Launchpad) is served with a different protocol
then the configured archive or viewing system. A mixture of HTTP and HTTPS
is not allowed.

Solution

• Configure the same protocol for all involved systems.

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6.13 Communicating with Information Extraction

Service
6.13.1 Intelligent Capture for SAP (on-premises)
You find a detailed description about the communication of SAP and IES in Section
5.1.2.1 “On-Premises: Configuring the connection” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (VIMZ-CGF).

Following a summary of possible connection variants:

1. http communication in both directions

easiest and most simple

• SAP

– TC SM59

○ use http port of IES

– BC connection settings

○ provide http port of SAP system

○ provide host name of SAP system
○ do not enable SSL flag
– TC SICF

○ create Z-services and define technical user

• IES

– SSL options

○ deactivate SSL
2. https communication without client certificate authentication in both directions

• SAP

– TC SM59

○ use https port of IES

– BC connection settings

○ provide https port of SAP system

○ provide host name of SAP system
○ enable SSL flag

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 6.13. Communicating with Information Extraction Service

– TC SICF

○ create Z-services and define technical user

• IES

– SSL options

○ activate SSL
○ Ignore client certificate
3. https communication with client certificate authentication in both directions

• special requirements for SAP client SSL certificate (include full qualified
hostname)
• SAP

– TC SM59

○ use https port of IES

– BC connection settings

○ provide https port of SAP system

○ enable SSL flag
– TC SICF

○ use shipped services /otbcinb/…

– Certificate – User Mapping SM30 VUSEXTDIR

○ map client certificate of IES to SAP user

• IES

– SSL options

○ activate SSL
○ Request client certificate

Frequent problems:

• IES:

– ASP.NET component is not installed on server

– Certificate is not intended for use as client AND server certificate

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– SAP:

○ Path for Repository and Result are not maintained correctly in Connection
Settings (default host is not part of path)
○ Wrong port is configured in RFC destination in SAP (SAP -> IES)

• must be port of IES for web service

○ Wrong port is configured in global connection settings (IES -> SAP)

• must be http port / https port of SAP

6.13.2 Core Capture for SAP (Cloud)

The endpoint URLs for communication with Information Extraction Service (IES)
Cloud Edition are retrieved on demand.

This means that they are requested once from the IES Cloud Edition home document
and they are then buffered in SAP. For all requests to the IES Cloud Edition these
buffered URLs are used.

If a service is not reachable with the buffered URL, the endpoint URLs are
automatically reloaded, and the request is repeated.

Under some circumstances there is a need to the reload of the endpoint URLs
manually. This can be achieved by utilizing report /OTX/PF13_P_CS_RELOAD_URLS.
After selecting the connection Id of the IES Cloud Edition execute the report. The
result screen shows a success message and the reloaded endpoint URLs.

To reload the endpoint URLs manually

1. Enter the se38 transaction .

2. In Program enter the /OTX/PF13_P_CS_RELOAD_URLS report and click the Execute

button.

3. Select the the Connection ID of the IES Cloud Edition and click the Execute
button.
The result screen shows a success message and the reloaded endpoint URLs.

In exceptional cases, the home document which contains the endpoint URLs cannot
be retrieved. To solve that issue, the endpoint URLs can be set manually. This can be
achieved by utilizing report /OTX/PF13_P_CS_RELOAD_URLS.

To reload the endpoint URLs manually:

1. Enter transaction code SE38.

2. In the program, enter the /OTX/PF13_P_CS_RELOAD_URLS report and click

the Execute button.

3. Select the Connection ID of the IES Cloud Edition.

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 6.13. Communicating with Information Extraction Service

4. Select option Set buffered URLs, verify if values for the endpoint URLs are pre-
defined, and then click the Execute button.
The result screen shows a success message and the endpoint URLs.

Frequent problems:

1. Connection test of RFC destination shows: “Certificate is untrusted”.

Make sure that the certificate issue of the Core Capture service certificate was
added to the certificate list of SSL Client (Anonymous). For details refer to
chapter 4 of SAP note 510007 (Setting up SSL on Application Server ABAP).
2. Connection test of RFC destination shows: “TLS handshake failure”.

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Make sure that TLS protocol version is configured as described in chapter 7 of

SAP note 510007 (Setting up SSL on Application Server ABAP).
3. Profile is stuck in ACTIVATING or RESETTING status. Make sure the IES request
handler report is scheduled as described “IES request handler” on page 28.
4. Message: “Error requesting token for <name of RFC destination> (http code 401).”
Make sure that the client id and client secret specified in the RFC destination for
the Core Capture token service is correct.

6.14 Trace extraction with Information Extraction

Service
The extraction with Information Extraction Service (IES) is influenced:

• By extraction parameters which are provided with each extraction request.

• By the machine learning (ML) data in the repository.

To analyze results and behavior of extraction:

• the relevant requests to IES and responses from IES can be traced.
• and periodic snapshots of the ML repository can be created.

These features are referred to as tracing in this guide. A trace session is activated per
profile.

When a trace session is deleted, all its related entries in the tracing tables and
snapshot tables are also deleted.

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Note: Tracing record data consumes additional space in the database.

Therefore, ensure that tracing is turned on only when required, and it is turned
off and deleted once the trace data is no longer required.

6.14.1 Standard request trace

This is the common use case. All requests to and responses from IES for extraction
and feedback are recorded in dedicated SAP tables when tracing is active for a
profile (/OTX/PF13_T_TRQ, /OTX/PF13_T_TRQP, /OTX/PF13_T_TRS, /OTX/PF13_T_
TRSP).

The traces contain:

• images in binary format

• extraction results
• full text of images
• validated extraction results from feedback

Traced requests (extraction parameter, extraction result and feedback) can be

displayed within the Inbound Administration work center with Extraction Trace
plug-in on level of single document. Furthermore, the extraction trace can be
downloaded to the local file system for single documents. For more information, see
“Inbound Administration work center” on page 66.

To analyze Business Entity Determination (available for scenarios with version 2) the
results of the entity candidate determination in SAP are included in the tracing as
well. For displaying the results, the plug-in Entity Lookup Trace and Entity Trace
within Inbound Administration work center can be used. For more information, see
“Inbound Administration work center” on page 66.

6.14.2 Extended request trace with creation of automated

snapshots
This is a special use case to collect request data and record the related change of the
machine learning data for a specified duration.

Note: Start this option only if OpenText support team asks for it.

The data pool containing trace of all documents recorded in the trace session can
then be exported from the customer system. This data pool will be imported into the
OpenText development lab to recreate and fix customer issues.

Additional to the request trace, periodic snapshots of the machine learning

repository are created automatically:

• when tracing is started.

• when tracing is stopped.

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• after a defined number of processed documents (defined by the document

threshold parameter).

Snapshots contain profile definitions and machine learning models. This data is
persisted in dedicated snapshot tables in SAP (/OTX/PF12_T_SPRF, /OTX/PF12_T_
SMOD, /OTX/PF12_T_SLT, /OTX/PF12_T_SLTT).

Note: Automatically created snapshots are not displayed in the Snapshots

node of IES Administration work center.

6.14.3 Preparing the download directory

You can download the trace data for all documents recorded during the trace
session. Therefore, a download directory needs to be configured.

Execute transaction code FILE and configure the logical file name /OTX/PF11_IES_
TRACE_DIR.

To configure the download directory:

1. Create logical file path definition in your namespace. For example, Z_<Name>.

2. Create operating system-dependent physical path in the logical file path.

Note: The operating system-dependent physical file path must end with
variable <FILENAME>

3. Assign logical file path to logical file name /OTX/PF11_IES_TRACE_DIR.

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Notes

• The specified download directory must exist.

• The SAP application server should have sufficient permissions to read and
write files in the specified download directory.
• The application server is not able to create sub-folders.

6.14.4 Trace management

Stand-alone transaction /OTX/PF11_TRACE is no longer required for trace
management. Trace management is integrated into the profile node of IES
Administration work center.

To administer the tracing:

1. Run the /n/OTX/PF03_WP transaction.

2. Switch to IES Administration Work Center.

3. Double-click the Profiles node.

The column Trace shows the status of the trace for a profile
On clicking the status symbol, you can trigger additional actions depending on
the following statuses:

• Status Trace is inactive: Tracing can be started.

• Status Trace is active:

– Trace details are shown in a pop-up dialog.

– Tracing can be stopped.
• Status Trace is finished

– Trace details are shown in a pop-up dialog.

– Tracing can be downloaded.
– Tracing can be deleted.

6.14.4.1 Starting trace

To start a trace:

1. Click the status symbol of an inactive trace.

2. Confirm to start tracing:

• To start standard request trace, select Yes.

• To start extended request trace with creation of automated snapshots of the
machine learning repository, select No.

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3. Only for extended request trace: Specify the value of the parameter Document
threshold.
The parameter defines the number of fully processed documents after which a
snapshot of the machine learning repository is created automatically. A
document is fully processed once the extraction session including feedback is
finished.

Tip: By default, the threshold is set to 1.000 documents. The optimal

threshold value depends on the customer situation and the analysis
requirements. Get in contact with OpenText Customer Support to figure
out the most appropriate threshold value.

After that, all requests related to the profile are recorded.

6.14.4.2 Stopping trace

To stop a trace:

1. Click the status symbol of an active trace.

2. Click button in the pop-up dialog to stop trace.

After that, no more requests are recorded.

6.14.4.3 Downloading trace

To download data for all documents of a trace session:

1. Click the status symbol of a finished trace.

2. Click button in the pop-up dialog to download trace.

3. In the confirmation dialog, verify that the download directory is correct to

continue with the download.
A success message in the status bar provides the detail about the download
initiated in background using an automatically created and started batch job.

4. Check the job log if the download was successful.

The trace data is available in the trace directory after the background job is
finished.
For each trace table, an individual file is created in the download directory. The
name of the trace files have prefix <Source_System>-<Source_Client>-<Trace_
Session_id>.

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6.14.4.4 Deleting trace

To delete a trace:

1. Click the status symbol of a finished trace.

2. Click button in the pop-up dialog to delete trace.

3. Confirm deleting of the trace session.

After that, all recorded data of the trace session is deleted and a new trace
session can be started for this profile.

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 Part 2
Invoice Solution
Chapter 7

One-time administration tasks

This part covers administration tasks that must be carried out only once.

7.1 VIM batch jobs

To ensure that VIM works properly, schedule the batch jobs in this section
appropriately, based on your system requirements.

7.1.1 Scheduling batch jobs for workflows

Program: RM08RELEASE
Description: Releases blocks on MM documents and payment blocks on FI
documents (equivalent to MRBR transaction).
Suggested minimum frequency: Once a day
Parameters: Select Automatic Release check box.

Program: /PTGWFI/R_LIX_CLEANUP_WFS_NEW
Description: Handles actions taken outside of workflow, which can clear a
blocked invoice. This job removes associated redundant work items and
completes workflows.
Suggested minimum frequency: Once a day
Run after RM08RELEASE.
Parameters:

Run-time dates (from/to)

workflow start time

Invoice document
invoice document that you want to clear

Fiscal Year
fiscal year of the document that you want to clear

Program: /PTGWFI/R_PIR_CLEANUP_WFS
Description: Handles actions taken outside of workflow, which can clear a
parked invoice. This job removes associated redundant work items and
completes workflows.
Suggested minimum frequency: Once a day
Run after /PTGWFI/R_LIX_CLEANUP_WFS_NEW has completed.

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Parameters:

Run-time dates (from/to)

workflow start time
Invoice document
invoice document that you want to clear
Fiscal Year
fiscal year of the document that you want to clear

Program: /ORS/000007_LOCK_CLEANUP
Description: Releases invoice locks as set by Web approval workflow.
Suggested minimum frequency: Every 30 min.
Parameters: None
Program: /OPT/VIM_R1A_REMINDER
Description: Sends out VIM reminder emails for overdue items.
Suggested minimum frequency: Once a day
Parameters: Select Background Mode
Table /OPT/T852 defines the number of grace days.
For a comprehensive description, see Section 38 “Using VIM Notifications” in
OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Invoice Solution (VIMZ-CGD).
Program: RSWWERRE
Description: Restarts work items that are in error status.
Suggested minimum frequency: As defined by the workflow configuration
Parameters: None
Program: /OPT/VIM_TRIGGER_HEADER_WF
Description: Triggers the LIV Header Level Workflow.
Suggested minimum frequency: Twice a day or more often, depending on the
requirements
Parameters: None
Program: /OPT/CR_RERUN_RULES_JOB
Description: If the maximum wait time is configured for some DP Process Types
(exceptions), this program will complete the waiting work items for documents
with those DP Process Types. This job will publish the events PSS_Completed
and ProcessCompletedExternally. These events will enable the workflow to
rerun business rules.
Example: In the DP Goods Receipt Missing scenario of the SAP Supplier
Relationship Management (SRM) scenario, if the goods receipt is posted,
rerunning the business rules will resolve the GR Missing exception and continue
with the next process.
If the maximum number of tries is exceeded, the work item will be sent to the
dialog user to be resolved manually.

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For Quantity and Price block scenarios, use the standard MRBR job and the
OpenText workflow clean up job to resolve work items which are in waiting
status.
Suggested minimum frequency: Every 4 hours
Parameters: Use variants for specific groups.

Program: /OPT/DR_BR_WAIT
Description: Reruns the process types that have been set into a wait step. When
the waiting interval has exceeded or the process type has been executed
successfully, the waiting step will be skipped.

Note: You must plan this job only if process types with wait / rerun option
exist.

Suggested minimum frequency: Once a day

Parameters: Select Rerun waiting in background and Write log background
processing.
For a comprehensive description, see Section 40 “Rerunning waiting process
types” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Invoice Solution (VIMZ-CGD).

7.1.2 Scheduling batch jobs for Invoice Life Cycle

The Invoice Life Cycle (ILC) collection report /OPT/VR_ILC_COLLECTION fills the /
OPT/VT_ILC_SRC table. This table contains all log data and running dialog tasks of all
processing steps of VIM documents. The table delivers data for the VIM Invoice
Life Cycle report.

The /OPT/VR_ILC_COLLECTION report must be run in Full Mode once. Afterwards

you must schedule it to run in Delta Mode periodically. The period time depends on
your business needs.

Full Mode In Full Mode, the report collects all log entries of all existing documents and puts
them in a table, which will be used for the ILC report. Running the collection report
in Full Mode is time consuming, therefore OpenText recommends that you run it
only for documents that are relevant for the business process. You can use the
selection field Doc ID to exclude the irrelevant data for the Full Mode. The Full
Mode must be scheduled as a background job. It can take days to be completed
depending on the data volume.

When Full Mode is completed, a timestamp is inserted in the log table /OPT/VT_JOB
as last-run timestamp. This timestamp is reset every time when Full Mode is run.

Delta Mode The update timestamp is also updated for every run of the report in Delta Mode. In
Delta Mode, all documents that are still in process and which have been changed
since the last run are collected. No specific selection is available here.

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Note: Delta Mode is allowed only when Full Mode is already run.

Selection Mode In Selection Mode, the report allows to collect a defined subset of documents. The
last-run timestamp is not updated.

Test Mode When you select this check box, the data is collected according to the selection. All
collected data is displayed in the output screen for checking. In this mode, no data is
saved in the database. The option is not available in Full Mode due to the big
amount of data. Even in Delta Mode, it can take much time to collect all data.

• OpenText recommends that you run the report with Delta Mode once a day, or
more frequently if required.
• The /OPT/VR_ILC_CLEANUP report is delivered for cleaning up all tables that are
filled by the /OPT/VR_ILC_COLLECTION report.

You can run the ILC collection report /OPT/VR_ILC_COLLECTION in Full Mode, Delta
Mode, or Selection Mode:

Full Mode
Run Full Mode only once. OpenText recommends that you run Full Mode in
background.

Run Mode Select the Full Mode check box.

Process Data To select only relevant documents, use the Doc ID selection
field.
Options No options available

Delta Mode
Schedule Delta Mode in background periodically. OpenText recommends that
you schedule the report hourly or daily.

Run Mode Select the Delta Mode check box.

Process Data All data that has changed since the last run is collected.
Options To run the ILC collection report in Test run, select this check
box. This setting displays the collected data in an ALV grid but
it does not save the result to the database.

Selection Mode
Run Selection Mode in dialog for a small subset of documents. The documents
are included in the next delta run if scheduled.

Run Mode Select the Selection Mode check box.

Process Data A range of Company Codes and a range of Doc IDs.

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Options To run the ILC collection report in Test run, select this check
box. This setting displays the collected data in an ALV grid but
it does not save the result to the database.

7.1.3 Scheduling batch jobs for Central Reporting

The underlying document and workflow data of Central Reporting is being updated
as documents get processed. Therefore it is necessary to regularly run the data
extraction reports for Central Reporting. This applies to the following reports:

• Collection Report

• User Master Report

• Text Master Report

• Aggregation Report

Keep in mind that the sequence of the jobs is important. Schedule Collection Report,
User Master Report, and Text Master Report before Aggregation Report.

After you have created variants of the Aggregation Report for the TRANSACT, MASTER,
and USER groups (see Section 30.4 “Creating variants of the Aggregation Report for
each group” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Invoice Solution (VIMZ-CGD)), you can schedule one batch job with several
steps or a dedicated batch job for each variant.

Regarding the order of the other groups for the batch job, the job for the TRANSACT
group should be scheduled after MASTER and USER jobs. In a multiple backend
system, also schedule jobs for the Group IDs that start with OTH*. You have to
consider how often it is necessary to update the respective data and schedule the job
accordingly.

7.1.3.1 Scheduling batch jobs for Central Reporting using job utility tool
After you have created variants for the central reports, you can schedule jobs
automatically using a job utility tool available from 20.4 SPS4. The Maintain Job
Utility node enables Central Reporting job scheduling as follows:

1. Use the Maintain Job Sequence node to maintain the created variants for all
central reports (see Section 30.4 “Creating variants of the Aggregation Report for
each group” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Invoice Solution (VIMZ-CGD)).

2. Once the variants are maintained with the customer-preferred job prefix in the
first column, use the Central Report Job Schedule node to schedule the batch
job.

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7.1.4 Scheduling batch jobs for VIM Invoice Workplace

Program: /OPT/CR_PMC_PRC_DEL_COMPL_SYNC
Description: Synchronizes logically deleted and/or completed processes with
the VIM Invoice Workplace.
Example: If any DP workflows have been started before VIM 7.0, no automatic
synchronization is possible for logically deleted and/or completed workflows.
The reason is that the required technical components are not available within the
corresponding workflow runtime instances.
Suggested minimum frequency: Once a day
Parameters: In general no parameter values are required. However, if there are
issues caused by extremely long report runtimes, the selection parameters of the
report can be utilized to split the overall processing load into several smaller
buckets.
Program: /OPT/CR_PMC_NO_DP_COMPL_SYNC
Description: Synchronizes the completion of VIM processes started by directly
parked or posted SAP documents with the VIM Invoice Workplace.
Example: Any SAP documents (relevant for VIM depending on the rollout
criteria) may have been parked or posted directly from SAP transactions. In this
case, no automatic synchronization is possible as soon as the corresponding VIM
processes have been finished because no DP workflow instance is available at
all.
Suggested minimum frequency: Once a day
Parameters: In general no parameter values are required. However, if there are
issues caused by extremely long report runtimes, the selection parameters of the
report can be utilized to split the overall processing load into several smaller
buckets.
Program: /OPT/CR_PMC_BS_CHECK
Description: Runs the smart selection criteria check using the selected
parameters. You can run the job for special selection criteria only, as well as for
all selection criteria assigned to certain selection criteria types.
If required, you can optimize the overall runtime by separating processes into
several smaller buckets. You can also completely exclude processes that are too
old or not even relevant anymore. Therefore, use the available DOCID selection
range.
Additionally, you can use run parameters to display the check result and to
execute the job in simulation mode.
Suggested minimum frequency:
Initial run: One time activity for all available selection criteria at go live
Regular run: Once a day
Besides the regular suggested frequency, the job needs to be run once (as a one
time activity at go live) for all available selection criteria types. This is necessary

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to initially register all relevant processes, which may have been started before
the feature has been technically available.
Parameters: Selection Criteria Type = T (time based check)
You only must schedule the job for the time based selection criteria type. All
static checks will be executed automatically within each single process instance
during runtime.
Program: /OPT/CR_PMC_BS_CLEANUP
Description: Deletes currently registered smart selection check results or
corresponding customizing settings.
Example: If smart selection criteria or the corresponding check logic have been
changed, you can use this job to cleanup old registrations before re-registering
the new check results again.
Suggested minimum frequency: Only use this job if really required.
Parameters: You can use parameters as required.

7.1.5 Scheduling a batch job for updating the training status

field in the DP indexing screen
Program
/OTX/BC_SYNC_1HEAD_UPDATE

Description
The OCR training status field is not updated in the DP document. This problem
can happen if the OCR is updating the status at the same time as the DP
document is processed in the system. To solve the problem, a new report is
provided to run in the central system when Inbound Configuration is used.
Suggested minimum frequency
Every 2 hours
Parameters
The selection screen provides the following parameters:
Registration ID
Optional: Enter a registration ID.
Backend Related Processing
Select this check box to update the training flag for all satellite system clients
that are in use.
Clear this check box to indicate a single system landscape. This will update
the training flag for the current logical system in which the job is running.

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7.1.6 Scheduling batch job for the KPI Dashboard

Note: The KPI Dashboard is discontinued in VIM 23.4. However, SAP

NetWeaver Business Warehouse (VIM BW) needs some features of the KPI
Dashboard. Some data that is populated by the KPI collection report is
required for VIM BW. For more information, see Section 27.4.1 “Collection job”
in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide
for Invoice Solution (VIMZ-CGD).

To make data available in the KPI target tables, you must set up a periodic job for
collection.

Note: Before running the periodic job, you must complete all customizing
steps for the KPI Dashboard.

7.1.7 Scheduling batch jobs for Supplier Self Service

With the Supplier Self Service component, the new report /OPT/WR_3S_COLLECTION is
introduced. The report is necessary to fill the relevant data in the tables that will be
used in the RFC function modules. Therefore it is mandatory to schedule the report
as a job.

Suggested minimum frequency – OpenText recommends to execute the job once a

day, which results in a daily status of the invoices.

The report provides a Delta Mode that must be used in background processing to
fetch the correct data. For dialog processing, you can set a range of document IDs, a
range for company codes, a range for vendors, or also a time range. The Test Mode
displays all data that can be updated to the different tables.

If you do not provide a specific range for vendors or company codes, the report
fetches all relevant vendors and company codes that are relevant for Supplier Self
Service and configured. For more information, see Section 23.5.2 “Mapping
company codes” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Invoice Solution (VIMZ-CGD) and Section 23.6.2 “Mapping
suppliers” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Invoice Solution (VIMZ-CGD).

To clean up the collection tables of Supplier Self Service, the /OPT/WR_3S_CLEANUP

report is available. The report deletes all entries of tables /OPT/WT_3S, /OPT/WT_3S_
PYMNT, and /OPT/WT_3S_VALUE.

You can also use the report in a multiple backend system. In the VIM Invoice
Configuration (/OPT/SPRO transaction), there is a customizing for the Collection and
Aggregation reports; see Section 30 “Central Reporting infrastructure” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Invoice Solution
(VIMZ-CGD). For the Supplier Service Application, an aggregation reporting group
ID (3S) already exists.

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For a detailed description of the Supplier Self Service customizing, see Section 23
“Supplier Self Service” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Invoice Solution (VIMZ-CGD).

7.1.8 Scheduling batch jobs for the Ariba network

7.1.8.1 Cloud Integration Gateway scenario (component OTVIMARC)
To send invoice status updates back to the Ariba Network, schedule the standard
program ARBCIG_INVOICESTATUS_EXPORT to run periodically.

To process invoice cancellations sent by suppliers, if you are using the SOAP
messages scenario, schedule the program /OPT/VIM_ARBCIG_CANCELLATIONS to run
periodically. When setting up a variant for the program, you can enable cleanup of
old entries in the cancellations staging table (/OPT/VIM_CIGCANC). Decide on the
number of months for processed entries to be kept, for example 12 months, select the
Cleanup check box, and enter the month count accordingly.

7.1.9 Scheduling batch jobs for SAP NetWeaver BW

Note: Unlike the other batch jobs described in this chapter, this is a batch job
that does not run on the system where VIM is installed, but on a BW system
with component OTVIMBW4. For detailed information about SAP NetWeaver
BW, see Section 27 “SAP NetWeaver Business Warehouse content” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Invoice
Solution (VIMZ-CGD).

In the SAP NetWeaver BW context, you can use process chains for the automatic
processing of loading data and updating data targets in reporting. The VIM BW
content provides the meta process chains for BW ILC content.

7.1.9.1 BW content for ILC Dashboard

The BW content for the ILC Dashboard provides the following meta process chains:

Meta Process Chain for Delta Load of ILC Data w/o Corp. Mem. (technical name: /
OPT/VIM_ILC_ALL)
This meta process chain is used to upload master data and transaction data from
the leading OLTP system without storing data records in the Corporate Memory
Layer and to further upload the data to the Reporting Layer; this means to the
InfoCubes.

Meta Process Chain for Delta Load of ILC Data with Corp. Mem. (technical name: /
OPT/VIM_ILC_ALL_02)
This meta process chain is used to upload master data and transaction data from
the leading OLTP system while additionally storing the data records in the
Corporate Memory and to further upload the data to the Reporting Layer; this
means to the InfoCubes.

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You can use report /OPT/VIM_TRIGGER_PC_START_ILC to trigger the scheduled

process chain. You can set up a periodic job for this report to extract VIM data to the
BW on a regular basis.

Alternatively, you can manually trigger the events /OPT/VIM_TRIGGER_ILC_01 or /

OPT/VIM_TRIGGER_ILC_02, using the SM64 transaction. Event /OPT/VIM_TRIGGER_ILC_
01 triggers process chain /OPT/VIM_ILC_ALL. Event /OPT/VIM_TRIGGER_ILC_02
triggers process chain /OPT/VIM_ILC_ALL_02.

Note: Before scheduling and triggering the Meta Process Chain, the delta load
of ILC entries must be initialized using the InfoPackage /OPT/VIM_ILC_TRAN_
INIT.

Suggested minimum frequency – Depends on how often SAP NetWeaver BW data

needs updating, for example once a day. Ensure that the ILC Collection Report is
run and finished on the OLTP system before the BW extraction process is started by
report /OPT/VIM_TRIGGER_PC_START_ILC.

Process options

Delta Load with Corp. Mem.

Triggers process chain /OPT/VIM_ILC_ALL_02, which uploads master data (full
update) and transaction data (delta update) while additionally storing data
records in the Corporate Memory Layer.
Delta Load w/o Corp. Mem.
Triggers process chain /OPT/VIM_ILC_ALL, which uploads master data (full
update) and transaction data (delta update) without storing data records in the
Corporate Memory Layer.

7.1.10 Scheduling batch jobs for VIM Fiori apps cleanup

VIM Fiori apps are using several database tables to store temporary data.
Sometimes, particularly in cases when the process is overtaken by other users in the
same Fiori apps or in SAP GUI, the cleanup of those tables cannot be performed
automatically. To get rid of that data, you must schedule a program to run in the
background periodically. You can also run the same program in dialog mode on
demand.

Program name
/OTX/PS03_FCLEANUP

Selection screen parameter

Test mode checkbox
For background run, make sure the test mode is off in the corresponding
variant.
Suggested minimum frequency
Once a day

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7.1.11 Scheduling batch job for VIM PO item matching cleanup

To check the customizing for PO line determination procedures used:

1. Run the /n/OPT/SPRO transaction and go to OpenText Vendor Invoice

Management Invoice Solution > Document Processing
Configuration > General Configuration > Automated Line Processing > PO
Line Determination > Maintain PO Line Determination Procedures.

2. If, for any PO line determination ID used, the Do not store matching log in
database check box is cleared, schedule the periodic job.

Scheduling the periodic batch job for clean up of PO item matching data

Program
/OPT/VIM_PO_MATCH_CLEANUP

Description
The PO item matching is logged in several tables. Depending on the number of
documents processed and the number of items (invoice, PO) matched, it is
necessary to run a periodic clean up report.
Suggested minimum frequency: Once a week for high volumes or invoices with
many items, otherwise once a month.
Parameters
DP document
Invoice document / range of invoice documents to delete matching log. If the
DP document fields are empty, all matching log data are deleted.
Delete all matching tables / Delete some matching tables
Select the tables you want to delete.
Test Run
For the actual periodic job, clear the Test Run check box.

7.2 Scheduling batch jobs for data extraction in a

CC4S/IC4S scenario
The data extraction programs are only relevant if CC4S/IC4S is integrated with your
VIM installation and you are running VIM in a multiple backend landscape.

Note: CC4S and IC4S are abbreviations for the products OpenText™ Core
Capture for SAP® Solutions and OpenText™ Intelligent Capture for SAP®
Solutions.

The jobs required for the CC4S/IC4S scenario are described in “Staging tables for
capture integration” on page 21. For invoice solution, you need to schedule PO,
vendor, company code, and number range data programs.

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When the invoice solution is used together with CC4S/IC4S in a multiple backend
scenario, the programs to populate the staging tables must be scheduled to run in all
relevant satellite systems and in the central system. In the central system, the option
Collect satellite systems must be activated. The run of the job in the central system
must be scheduled to start only once when all jobs in satellite systems are
guaranteed to have run.

7.3 Roles
The VIM role concept is comprehensively described in Section 4 “Roles” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Invoice Solution
(VIMZ-CGD), which covers the following topics:

• Defining roles
• Defining role templates
• Assigning templates to roles
• Maintaining role determination settings

7.3.1 Maintaining the Fail Safe user key

If role resolution brings no result, the system first checks the Default Key. When the
Default Key is not maintained, the system uses the Fail Safe user key.

Default Key
If the system cannot find any related key, it uses the Default Key user. It is
essential that you maintain the default key user for all roles to avoid that the
workflow results in error when it cannot perform the role resolution correctly.
Fail Safe
Fail Safe applies if the Default Key is not maintained. Other than the Default
Key, it offers the possibility to make the maintained values applicable only in
background.

To maintain the Fail Safe or default user key:

1. Run the /OPT/CP_9CX10 transaction.

Alternatively, click OpenText VIM - Invoice Solution > SAP menu > Roles >
Fail_Safe Role Maintenance.

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2. Maintain the Fail Safe user key types Fail Safe and Default Key for all roles,
using the following parameters:

Notes

• You only need to maintain one type, based on your requirements.

• For self directed roles, do not set the Default Key agent. When changing
the Fail Safe agent, make sure that the default agent is empty. Also, if
you do not select the Use only in background check box (explained
below), the role effectively ceases to be self directed as the maintained
Fail Safe agent will appear in the proposed agent list in dialog mode.

Agent Type
Select the agent type.

Agent Id
Select the agent Id.

Use only in background

Maintain the Fail Safe agent for the self directed role in question and select
the Use only in background check box.
With this check box selected, the role behaves as self directed in dialog. The
users must specify the agents, but if the role must be resolved in
background during the business rules rerun, the new work item is created
for the Fail Safe agent specified in the configuration. Thus, selecting this
check box prevents the workflow from going into error because of missing
agents during background role resolution.

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7.4 Maintaining Chart of Authority

The maintenance of the Chart of Authority is comprehensively described in Section
4.1.4 “Maintaining Chart of Authority” in OpenText Vendor Invoice Management for
SAP Solutions - Configuration Guide for Invoice Solution (VIMZ-CGD).

7.5 Administering workflows

This chapter covers one-time workflow administration tasks.

7.5.1 Configuring VIM

The configuration of VIM is performed through the product specific IMG. It is
documented in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Invoice Solution (VIMZ-CGD).

7.5.2 Linking events for VIM workflows

For a detailed description, see Section 15.2.2.7 “Linking events for VIM workflows”
in OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIMZ-
IGD).

7.5.3 Approve Confirmation background task

When the user clicks Approve on the Approve Confirmation screen after entering
some comments, a background task is started.

Purposes

• Updating of approval tables, for example /OPT/AT_APPR_HIS, and log tables /

OPT/AT_LBA_LOG .

• Supporting when processing large line items and a larger number of levels.

Features

• When the background task is in progress, the user can check the status of the
background task using the SM50 transaction until the background task finishes.
• If the background task fails to update the approval tables, the user who has
approved the invoice gets the following error in their inbox:
Update was cancelled <Date> <User name>

When they open the message in their inbox, they get the following detailed error
message:

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To perform a complete analysis, run the SM13 transaction.

In SM13 you can also reprocess the invoice by repeating the update process.
• When the user clicks Approve, the work item moves into the next approver’s
inbox but the next approver cannot open the invoice if the background task is in
progress. They receive the following error:
Error The DP/Invoice <number> is in background process, please wait.

After the background task is completed, they would be able to open the invoice.

7.6 Using the SAP early watch service

The SAP early watch service checks and analyzes in order to optimize the
performance of SAP solutions. Since VIM resides inside the SAP S/4HANA system,
VIM follows standard early watch practices. Client dependent configuration data of
VIM is not visible in the early watch client and the early watch client is normally
locked against any configuration changes.

However, you can create a role to view the VIM configuration with “display only”
authorization.

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7.6.1 Creating a role for VIM configuration display

To create a role for VIM configuration display:

Note: Depending on the SAP version, the following screens might look
different on your system.

1. Run the PFCG transaction.

2. Enter a new role name and click the Create button.

The Create Roles screen is displayed.

3. Click to save the role and select the Menu tab.

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4. In the Copy menus panel, click the From area menu button.

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5. Enter /OPT/VIM in the Area menu field and click to start the search.

6. Click to execute the search.

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7. Select all check boxes under Area menu and click the Add button at the bottom of
the dialog.
8. In the Change Roles screen, save.
Select the Authorizations tab.

9. Click the Propose Profile Name button .

The Profile name and Profile text fields are filled automatically.

10. To change the authorization data, click the button.

If prompted, save the role.

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The Define Organizational Levels screen is displayed.

11. Enter appropriate values in the From and To field and click the Full
authorization button.

12. Click the button to transfer your settings.

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13. Expand all nodes and assign Display authorization to the needed Activity
fields. To define values for an Activity field, click the icon next to the field.

14. To add Display authorization for all transaction starting with /OPT/, click the
Manually button in the application tool bar.

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15. In the Manual selection of authorizations dialog, enter S_TCODE in the topmost
Authorization object line and click to confirm.
The new authorization object is displayed in the Change role: Authorizations
screen.

16. To open the Maintain Field Values dialog, click the icon next to the
Transaction code field (see highlight).

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17. Enter /OPT/* in the From field and click to save.

18. In the Change role: Authorizations screen, click to save your settings.

19. Click the button in the application tool bar to generate the authorization
profile.

20. Click the icon to return to the Change Roles main screen and open the User
tab.

21. Enter the early watch user or a different user that you want to assign to the
newly created Display VIM configuration role.

22. Save your settings.

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Users assigned to the new role are allowed to view the VIM configuration with
“display only” authorization.

7.7 Administering the Approval Portal

This chapter describes the administration of the OpenText Approval Portal
(Approval Portal). The Approval Portal provides a concise and user-friendly web
interface for approving invoices. The interface is designed to deliver the right
amount of information to the approvers to make a quick decision.

The Approval Portal is designed to work within SAP NetWeaver Application Server
Java (NWAS) or SAP NetWeaver Portal (NWP). The Approval Portal can be
deployed as a standalone application residing on NWAS only or as an application
inside NWP using the AppIntegrator iView.

Notes

• The Approval Portal component is an optional component.

• If you are not using the Approval Portal component, you can skip this
chapter.

• See Section 16.1.3 “System architecture” in OpenText Vendor Invoice

Management for SAP Solutions - Installation Guide (VIMZ-IGD) for architecture
diagrams.

• For a detailed description of “Portal Usage and Administration”, refer to the

SAP NetWeaver documentation.

As the administrator, you need to access the Administration page to perform various
administration activities for the Approval Portal.

For NWAS authentication, navigate to http://$NWAS$:$NWASPORT$/vimportal/

admin.

For Portal authentication, navigate to the Administrator iView created before.

All configurations are saved into the configuration.xml file located in <Approval_
Portal_installdir>/invoiceCfg.

HTTPS support

• Approval Portal supports HTTPS configuration.

• OpenText recommends that a NetWeaver Administrator performs the HTTPS
configuration because it includes certificate generation. Accordingly, the HTTPS
port of your landscape must be used.

• For more details, check with your NetWeaver Administrator.

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7.7.1 Configuring the Approval Portal

The Administration page comprises the following tabs:

• “SAP Connection for JCo3” on page 162

• “Mobile Configuration” on page 168

• “Configuration” on page 168

• “Administration” on page 174

To access the Approval Admin page, log in to the Approval Portal as an

Administrator. You can access the Approval Admin page only using the Internet
Explorer.

The heading of the Approval Admin page shows the Approval Portal version.

The configuration of the SAP Java Connector JCo3 is described in the following
sections.

Choose the following Approval Portal package on My Support:

• for the JCo3 version: im_approval_portal7_5sp<XX>_JCo3.zip .

where <XX> refers to the Support Package number.

Figure 7-1: im_approval_portal7_5sp<XX>_JCo3.zip

To add the JCo RFC destination, follow the description in “SAP Connection for
JCo3” on page 162.

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7.7.1.1 SAP Connection for JCo3

Note: Approval Portal with JCo3 is supported with SAP NetWeaver server
version 7.3 or higher.

On the SAP Connection tab, click Enable JCo3 to start the configuration.

To configure JCo RFC destinations:

1. In the JCo RFC Destination box, enter the <system ID>, for example TW6.

Note: You must enter the system ID also in the destination configuration.
For more information, see “Configuring the RFC destination name on SAP
NetWeaver Administrator” on page 163.

2. Click Add.
The system ID is added to Available JCo Details.

3. To remove an entry from the Available JCo Details, enter the entry, for
example TW6, in the JCo RFC Destination box, and click Delete.

OpenText recommends that you clear the JCo destinations metadata whenever you
do any modifications to the ABAP RFC structure/table entries. This ensures that the
updated metadata is copied to the server’s cache.

To clear the metadata cache:

1. Launch SAP NetWeaver Administrator using the following URL:

http://<hostname>:<port number>/nwa

2. On the Availability and Performance tab, click Resource Monitoring > JCo
Monitoring.

3. On the Metadata Cache tab, mark the required Application Server ID.

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4. On the Functions tab, click Select All, and then click Clear.

5. On the Structures tab, click Select All, and then click Clear.

6. On the Classes tab, click Select All, and then click Clear.

7. After clearing the metadata cache, log in to the Approval Portal as admin and
reinitialize the application.

7.7.1.1.1 Configuring the RFC destination name on SAP NetWeaver Administrator

To configure the RFC destination name:

1. Launch SAP NetWeaver Administrator using the following URL:

http://<hostname>:<port number>/nwa

2. Click the Configuration tab, and then click Destinations.

3. To navigate to the Destination Wizard, click Create in the Destination List.

4. Configure the RFC destination name, using the following parameters.

Hosting System
Enter the available Local NetWeaver Instance

Destination Name
Enter the destination names: VIMPOOL_<XX> and VIMPOOL_<XX>_<YY>
where <XX> refers to the SAP system ID provided in Destination
Configuration, and
<YY> refers to the language code supported by SAP. The language code
should be the same language as provided in the Logon Data section.

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Destination Type
Enter RFC.

5. For every SAP system ID, create the following mandatory destinations:

Default Destination
Destination Name = VIMPOOL_<XX>
where <XX> refers to the SAP system ID provided in Destination
Configuration.
Language Destination
Destination Name = VIMPOOL_<XX>_<YY>
where <XX> refers to the SAP system ID provided in Destination
Configuration, and
<YY> refers to the language code supported by SAP. The language code
should be the same language as provided in the Logon Data section.

Note: For the destination name, observe the naming convention as

specified in this step. The destination name is technically accessed in the
Approval Portal for JCo3 communication. For multiple-language support,
create language destinations as mentioned in this step.

Example 7-1: Destination names for an SAP system ID

For an SAP system ID TW6, the customer supports languages English,
German, and French. The destination names for TW6 should be the
following.

• VIMPOOL_TW6
• VIMPOOL_TW6_EN
• VIMPOOL_TW6_DE
• VIMPOOL_TW6_FR

6. For multi-client support of an SAP system ID, create the following mandatory
destinations:

Default Destination
Destination Name = VIMPOOL_<XX>
where <XX> refers to the SAP system ID provided in Destination
Configuration along with the client.
Language Destination
Destination Name = VIMPOOL_<XX>_<YY>
where <XX> refers to the SAP system ID provided in Destination
Configuration along with the client, and

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<YY> refers to the language code supported by SAP. The language code
should be the same language as provided in the Logon Data section.

Note: For the destination name, observe the naming convention as

specified in this step. The destination name is technically accessed in the
Approval Portal for JCo3 communication. For multiple-language support,
create language destinations as mentioned in this step.

Example 7-2: Destination names for an SAP system ID

For an SAP system ID TW6 with 800 and 400 clients, the customer supports
languages English, German, and French. The destination names for 800
and 400 clients of TW6 should be the following:

• VIMPOOL_TW6800
• VIMPOOL_TW6800_EN
• VIMPOOL_TW6800_DE
• VIMPOOL_TW6800_FR
• VIMPOOL_TW6400
• VIMPOOL_TW6400_EN
• VIMPOOL_TW6400_DE
• VIMPOOL_TW6400_FR

7.7.1.1.2 Creating an RFC destination on SAP NetWeaver Administrator

To create an RFC destination:

1. Configure the destination name

Launch SAP NetWeaver Administrator using the following URL:
http://<hostname>:<port number>/nwa

2. Click the Configuration tab, and then click Destinations.

3. To navigate to the Destination Wizard, click Create in the Destination List.

4. Configure the RFC destination name, using the following parameters.

Hosting System
Enter the available Local NetWeaver Instance
Destination Name
Enter the destination names: VIMPOOL_<XX> and VIMPOOL_<XX>_<YY>
where <XX> refers to the SAP system ID provided in Destination
Configuration, and

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<YY> refers to the language code supported by SAP. The language code
should be the same language as provided in the Logon Data section.
Destination Type
Enter RFC.

5. Click Next.

6. Configure connection and transport security settings

In the Connection and Transport screen, provide the following information.

The necessary settings depend on which host you use.
For target (application) host

Target host
Enter the application host IP or DNS of the SAP S/4HANA system that is
connected to.
System number
Enter the system number of the SAP S/4HANA system that is connected to.
System ID
Enter the SAP SID of the SAP S/4HANA system that is connected to.

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For message server

Message Server
Enter the message host IP or DNS of the SAP S/4HANA system that is
connected to.
Logon Group
Enter the logon group of the SAP S/4HANA system that is connected to.

Click Next.

7. Configure logon data

On the Logon Data screen, configure logon data, using the following
parameters:

Authentication
Enter Technical User.
Language
For the default destination VIMPOOL_<SID>, you can enter any default
language. For a language destination like VIMPOOL_<SID>_<LANGUAGE>, enter
the respective language, for example DE in case of VIMPOOL_TW6_DE.
Client
Enter the client number of the SAP S/4HANA system that is connected to.
User Name
Enter the CPIC user name that is used to connect to SAP S/4HANA.
Password
Enter the CPIC user password that is used to connect to SAP S/4HANA.

Click Next.

8. Configure specific settings

In the Specific Settings screen, configure the Pool Settings, based on your
requirements. This refers to the following parameters:

• Pooled Connection Mode

• Max. Connections
• Pool Size
• Max. Wait Time in ms

Click Finish.

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7.7.1.2 Mobile Configuration

Click the Mobile Configuration tab.

In the Mobile Configuration tab, you configure the Mobile Approval Portal. See
“Configuring the Mobile Approval Portal” on page 205.

7.7.1.3 Configuration
With VIM 7.0 and higher, you configure fields and buttons of the Approval Portal
inside SAP S/4HANA. See Section 10.4.12 “Configuring fields for Invoice Approval”
in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Invoice Solution (VIMZ-CGD).

Click the Configuration tab.

With VIM 7.5 SP3 and higher, the Configuration tab of the Approval Portal is split
into four sections.

• General Configuration
• Security Configuration
• Image Configuration
• UX Configuration

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Configure the following parameters for the Approval Portal:

General Configuration

Profit Segment
Select YES if you want to enable a Profit Segment button in the Processing
Invoice page. See Section 9.9 “Entering accounting information” in OpenText
Vendor Invoice Management for SAP Solutions - User Guide for Invoice Solution
(VIMZ-UGD). For configuration aspects of the profitability segment, see Section
10.10 “Configuring the profitability segment feature” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Invoice Solution (VIMZ-
CGD).
Limitations for the Profit Segment dialog box

• Either the Item Amount or Percentage field must have a value.

• The INVOICE_DOC_ITEM field must be enabled for the Line Item /
Additional Accounting Entry sections.
• INVOICE_DOC_ITEM cannot be blank. It must provide a unique
number that associates the item with the Profit Segment to be saved.
• A new line item must be saved by saving the invoice, before the
corresponding Profit Segment can be saved.
Special Handling
Select Yes if you want to use Special Handling. The Approval Portal will display
the Handling Instruction link on the Basic Data tab.
For more information, see Section 9.6 “Viewing and adding handling
instructions” in OpenText Vendor Invoice Management for SAP Solutions - User
Guide for Invoice Solution (VIMZ-UGD).
Domain (Standalone WAS WebApproval Portal & Mobile Portal)
Enter the authentication domain for users. This is needed if you want to install
the Approval Portal or the Mobile Approval Portal on Unix or Linux. See Section

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16.8 “Supporting installation of the standalone NWAS Portal and Mobile

Approval Portal on Unix or Linux” in OpenText Vendor Invoice Management for
SAP Solutions - Installation Guide (VIMZ-IGD).
Search Help Maximum No. of Hits
Specify the maximum number of hits that are returned from SAP S/4HANA for
the Search Help in the line level, for example G/L Account. The default value is
100.

History Count for SAP System

The Approval Portal provides this setting to improve the performance of the
Approval Portal during History operations.
Enter the number of invoices that are loaded when the user clicks the More
Invoices link in the History. This feature is applicable only for the History, not
for the Inbox and History search criteria.
The default value is 10. If you enter zero or space, the Approval Portal will load
all records of the respective user. That means, you turn off the History Count
feature.
The More Invoices link is not available if one of the following conditions apply:

• The History Count value is higher than the History invoices count
• There are no more invoices in the History.

Request Timeout (in milliseconds)

Configure the timeout of the Approval Portal web requests.

Note: The default value is 300000 milliseconds. OpenText recommends a

minimum timeout of 300000 milliseconds.
Display Warning Message for Unsaved Cost Assignment Data
Select this check box to display a warning message if the user performs changes
and then switches from the Cost Assignment tab to a different tab or work item
without saving.
Limitations

• This feature is only implemented for Non PO invoices.

• The user might revert unsaved data back to the original field values. In this
case, the original data is not tracked. The warning message for saving the
data appears nevertheless.
• The warning message is only displayed when the user tries to switch
between tabs or to a new work item in the inbox from the Cost Assignment
tab.

RFC Logging Level

Using this setting, you can log the input parameters passed to the RFC. You can
also log the output data that is returned by the RFC. In the RFC Logging Level
list, click the appropriate log level.

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• To turn off this feature, click NONE.

• To log all RFC communications, click ALL.
• To select multiple log levels, use the CTRL or SHIFT key when clicking. This
is not available for NONE and ALL.

Choose Fields for Bulk Mode

Starting with VIM 7.5 SP6 (VIM 7.0 SP10), you can customize the fields that are
available to the user for bulk mode. Only administrators can configure bulk
mode fields.
Bulk fields are supported only from the /ORS/INVOICE_HDR structure of the /OPT/
OAP_GET_INVOICE_DETAIL RFC. By default, all important fields from the /ORS/
INVOICE_HDR structure of the /OPT/OAP_GET_INVOICE_DETAIL RFC are added.
To search for fields, type in the Choose Fields for Bulk Mode field and click
Add to add the search result to the Displayed Bulk Mode Fields list. You can
add up to 10 bulk mode fields.
If you want to add new bulk mode fields, which are not available in the Choose
Fields for Bulk Mode list, you must modify all property files with the following
format:
<Technical Name>=<field description>

Example: VENDOR_NAME=Vendor Name

Notes

• For the new bulk field, use the field from the /ORS/INVOICE_HDR
structure of the /OPT/OAP_GET_INVOICE_DETAIL RFC.
• In the Lang_EN.properties file, make sure that the new entries are
present between bulkFieldsStartKey=0 and bulkFieldsEndKey=1.
• Modifying the properties files is also necessary if you want to change the
description of the available bulk fields.
Displayed Bulk Mode Fields
By default, 6 fields are displayed in the Displayed Bulk Mode Fields list.
To change the sort order, use the up and down arrow buttons next to the list.
To remove the selected bulk mode field from the Displayed Bulk Mode Fields
list, click Remove.
To reset the bulk mode fields to the default fields, click Reset.
To have the configured bulk mode fields displayed in all users’ bulk mode
inboxes, save the configuration and reinitialize the application.
Initial Sorting Preference Display
With VIM 16.3.1, this field has been introduced. You can use it to configure the
Initial Sorting preference on the Personalize page in the Approval Portal.
The default value of the field is NO. If you set the value to YES, the Initial Sorting
preference is displayed on the Personalize page in the Approval Portal.

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Security Configuration

Enable CSRF and X-FRAME-OPTIONS

Select this check box to enable the security features implemented to prevent
security vulnerabilities like Cross Site Request Forgery (CSRF) and “Click
Jacking”.
Portal Host(s) List
This is a security feature, only valid for the SAP NetWeaver Portal scenario. This
list represents the AllowList of the SAP NetWeaver Portal (NWP) server with an
AppIntegrator iView linked to the Approval Portal J2EE application.
If the NWP is not in this list and a user tries to access it, the user will get a
message: “Login Error- Authentication Failed”.
AllowList Configuration
Select this check box to enable the AllowList feature.
Add
Enter the DNS or IP of the NWP to be in the AllowList and click Add.
Reinitialize the application to get the new value.
Remove
Select an entry in the Portal Host(s) List and click Remove to remove the
entry from the list. Reinitialize the application to get the new value.

Image Configuration

Image Display Type

Specify how the Archive Server is configured: Select URL or JPEG(TIF). Most of
the systems are configured to use URL.
Attachments File Size (in kb)
You can add attachments to the invoice from the Approval Portal. Enter the
maximum size of files that can be attached. Example: 10240, which means 10
MB.

Note: Maximum allowed value is 10240, which means 10 MB.

Document Types Supported For Attachments

To configure document types for attachments:

1. Enter the file extensions of the document types you want to support for
attachments, separated by comma.
For attachments, the Approval Portal only supports the Microsoft Office
document types doc, docx, xls, xlsx, ppt, pptx as standard document types.

Note: You must customize the specified document types and file
extensions in the SAP/VIM backend customizing accordingly. For
more information, see Section 3.3 “Required customizing for

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additional attachment upload in the Invoice Approval process” in

OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Invoice Solution (VIMZ-CGD).
2. If you want to configure any additional Microsoft Office document types,
perform the following steps:

a. Navigate to <Approval_Portal_installdir>/invoiceCfg and open the

mime.types.properties file.
b. Add an entry for the respective Microsoft Office document type in the
format <file extension> = application/<file extension> at the end
of the file.

Example: If you want to add the msg (Microsoft Outlook message) file
extension, add the entry msg = application/msg.
c. Reinitialize the application, see “Administration” on page 174.

Note: After reinitializing the application, you might still be

unable to upload files of the configured document type. In this
case, restart the Approval Portal application. See “To restart the
Approval Portal application (NetWeaver 6.0 or 7.0):“ on page 197
or “To restart the Approval Portal application (NetWeaver 7.3 and
7.4):“ on page 198.

UX Configuration

Select First Work Item at the Start of Application

Select this check box to automatically load the details of the first invoice when
the Approval Portal starts. This is the default behavior of the Approval Portal.
Clear the check box to configure that the details of the first invoice are not
loaded automatically when the Approval Portal starts.

Note: However, for all other inbox-refreshing scenarios (for example, if

you click the inbox icon), the details of the first invoice are loaded
automatically.
Enable Coding Templates
Starting with VIM 7.5 SP3, the Approval Portal allows coders to download
(export) the line item data of an invoice in Microsoft® Excel® format. Coders can
edit the downloaded coding template and upload it to the invoice again, using
this feature.

Note: The coding templates feature has been tested on Windows.

Select the Enable Coding Templates check box to enable the coding templates
feature. By default, the check box is selected.
With coding templates enabled, the Cost Assignment tab provides the following
additional buttons:

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• Export Coding
• Upload Coding

Limitations

• Using coding templates, a user can upload a maximum of 50 line items. More
than 50 line items are not supported.

User notes

• For an invoice, a user should only upload the coding template that was
downloaded from that invoice.
• The 1st row of the downloaded coding template is hidden. It contains
the column metadata. The 2nd row displays the column titles. To
properly upload the coding template, users should not edit or delete
these two rows. Users should only do the coding from the 3rd row on.
• The coding templates feature is applicable only for coders.
• In the downloaded Excel file, for the newly added line items, the user
should leave the INVOICE_DOC_ITEM field blank. After uploading the
Excel file, this field is automatically populated with the last line item
number. When saving the changes, the INVOICE_DOC_ITEM field is
automatically generated.
• In the downloaded Excel file, for the newly added line items, the user
might fill the INVOICE_DOC_ITEM field with the existing line item number.
During upload of the Excel file, the additional accounting data of the
respective line item is copied to this line item.

Save
Click this button to save the configuration.

7.7.1.4 Administration
The Administration tab allows you to perform Administration tasks on the
application. It also tells you the Version and the Build Date of the application.

Click the Administration tab.

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Reinitialize Application
Click this button to reinitialize the application. This is necessary after you
changed the configuration or if you change the language resource files. See
“Changing language resources” on page 193 for more details.

7.7.2 Configuring Approval Portal for launching on Fiori

Launchpad
You can use the VIM Approve Invoices Fiori app for approval and the VIM Enter
Cost Assignment Advanced Fiori app for coding. There are some features available
in Approval Portal that are not available in these Fiori apps. Approval Portal is
developed using HTML5 and JavaScript technologies. Therefore it is possible to
integrate Approval Portal as a tile in Fiori Launchpad.

Along with Web Approval Portal, you can integrate Mobile Approval Portal as a tile
in Fiori Launchpad.

Fiori Launchpad is an interface to launch SAP Fiori apps and other applications as
tiles on mobile and desktop devices. Each tile represents an application that the user
can open.

You configure Approval Portal as a tile in Fiori Launchpad using the following tools:

• SAP NetWeaver Portal Administrator

• SAP Gateway
• Fiori Launchpad
• Approval Portal Admin Console
• VIM Chart of Authority (COA)

Note: To enable this feature, no code changes are necessary. Configuration is

sufficient.

Existing Approval Portal (new UI) customers running on SAP standalone WAS or
SAP NetWeaver Portal can enable this feature with additional installation of SAP
Gateway Front-End Server. The minimum requirement version is SAP Gateway
Foundation 7.40 (AddOn SAP_GWFND).

For standalone WAS Approval Portal, use single sign on users for Fiori Launchpad
access and create them on the SAP Gateway Front-End Server or the other way
round.

For SAP NetWeaver Portal, portal or ABAP UME users for Approval Portal must
exist on SAP Gateway Front-End Server or the other way round. Additionally, the
same users must be available in the VIM Chart of Authority (COA) (/n/opt/ar_coa
table) in the Windows_ID column instead of the SAP Portal column.

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If you perform a new installation of Approval Portal, see Section 16 “OpenText

Approval Portal installation” in OpenText Vendor Invoice Management for SAP
Solutions - Installation Guide (VIMZ-IGD) and follow the description in this section.

Example 7-3: Sample use case

Approver1 is an SAP user created on SAP Gateway Front-End server for Fiori
Launchpad access.

Approver1 must exist on Portal UME from data source of ABAP UME or
LDAP.

Approver1 must be available in the VIM COA table (/n/opt/ar_coa) as a

mapped user in the Windows_ID column.

Figure 7-2: Approval Portal on Fiori Launchpad landscape

You can integrate Web and Mobile Approval Portal (new UI) on Fiori Launchpad in
one of the following ways:

• Semantic object navigation

• Without semantic object navigation (direct link)

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7.7.2.1 Integrating Approval Portal with semantic object navigation

Semantic object navigation allows you to create VIM Approval Portal Fiori apps
(Web Approval Portal app and Mobile Approval Portal app) on Fiori Launchpad
with tile configuration and target mapping. Semantic object navigation helps you to
access the Web and Mobile Approval Portal app like other VIM Fiori apps built
using SAP UI5 technology. The Web and Mobile Approval Portal app is rendered as
an intent view on Fiori Launchpad. It navigates to Fiori Launchpad home using the
back-navigation.

Note: Signing out from Fiori Launchpad does not sign out the Web and Mobile
Approval Portal session user. For access by a different user, open a new
browser session and launch Fiori Launchpad.

You configure the semantic object navigation in the following areas:

• “SAP Gateway Front-End server” on page 177

• “SAP Fiori Launchpad Designer and Portal” on page 181
• “SAP NetWeaver Portal Administrator” on page 186
• “Approval Portal Admin Console and VIM Chart of Authority” on page 188

7.7.2.1.1 SAP Gateway Front-End server

When creating tiles in Fiori Launchpad, the application must use target mapping of
other SAP Fiori apps. Perform the following procedures:

To create Launchpad role, Launchpad instance and application alias:

1. Sign in to SAP Gateway server with administrator rights and run the LPD_CUST
transaction to create Launchpad role and Launchpad instance. Click New
Launchpad in the application toolbar.
2. In the Enter Values for a new Launchpad dialog box, configure the new
launchpad using the following parameters:

Role
Web Approval Portal app
Enter ZAPPROVAL.
Mobile Approval Portal app
Enter ZMAPPROVAL.

Instance
Enter TRANSACTIONAL.
Description
Enter a meaningful description, for example:
Web Approval Portal app
Enter Approval Portal Launchpad Instance.

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Mobile Approval Portal app

Enter Mobile Approval Portal Launchpad Instance.

Namespace
Enter any custom namespace.
Type of Launchpad
Enter Standalone Launchpad.

3. To navigate to Application creation screen, double-click the new role.

navigates . Click New Application.
On the right side of the screen, the Link Text box, Application Type area, and
Application Parameter areas are displayed.

Figure 7-3: Web Approval Portal app

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Figure 7-4: Mobile Approval Portal app

4. Configure the new application, using the following parameters:

Link Text
Enter description text of the application.
Application Type
Select URL.
URL
Web Approval Portal app
Enter http:<Host>:<Port>/vimportal/wapp.html
Example: http://wtlr3w01.opentext.net:50000/vimportal/wapp.html

Mobile Approval Portal app

Enter http:<Host>:<Port>/vimportal/mapp.html
Example: http://wtlr3w01.opentext.net:50000/vimportal/mapp.html

Note: The application URL that you define here is the same for both
Approval Portal Standalone WAS and NetWeaver Portal scenario.

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5. To enter additional parameters, click Show Advanced (Optional) Parameters.

Figure 7-5: Web Approval Portal app

Figure 7-6: Mobile Approval Portal app

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6. Enter the Application Alias. Leave the rest of the Portal Parameters as default.
If you want to customize parameters, see the SAP Fiori Launchpad
Configuration Guide.

7. Save the configuration.

To create semantic objects:

1. Run the /UI2/SEMOBJ transaction and change to edit mode.

2. Click New Entries to enter the following parameters.

Semantic Object
Web Approval Portal app
Enter ZVIMJAVA.
Mobile Approval Portal app
Enter ZVIMMJAVA.

Semantic Object Name

Web Approval Portal app
Enter ZVIMJAVASEMOBJ.
Mobile Approval Portal app
Enter ZVIMMJAVASEMOBJ.

Semantic Object Description

Enter a meaningful description, for example Standalone WAS Semantic
Object.

3. Save the entries.

7.7.2.1.2 SAP Fiori Launchpad Designer and Portal

This section describes how to create catalogs and tiles in Fiori Launchpad Designer.
The created catalogs are assigned to users with role personalization. Finally,
Launchpad users see the Fiori apps based on their role.

SAP Fiori Launchpad Designer

To create catalog and tiles in Fiori Launchpad Designer:

1. Sign in to Fiori Launchpad Designer with administrator rights using the

following URL:
http://<host>:<port>/sap/bc/ui5_ui5/sap/arsrvc_upb_admn/main.html?
scope=CUST

2. Create catalog
Make sure that you are in the Catalogs section. Click the plus icon in the footer
of the screen.

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In the Create Catalog dialog box, click Standard. Define the new catalog using
the following parameters:

Title
Web Approval Portal app
Enter Approval Portal Standalone WAS
Mobile Approval Portal app
Enter Mobile Approval Portal Standalone WAS.

ID
Web Approval Portal app
Enter ApprovalPortal.
Mobile Approval Portal app
Enter MobileApprovalPortal.

3. Save your settings.

4. Create tile
Click the plus icon on the empty tile and select the App Launcher - static tile.

In the Navigation area, enter the following details:

Title
Web Approval Portal app
Enter OpenText Approval Java Portal.
Mobile Approval Portal app
Enter OpenText Mobile Approval Java Portal.

Subtitle
Standalone WAS Portal

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Use semantic object navigation

Select this check box.
Semantic Object
Web Approval Portal app
Enter ZVIMJAVA.
Mobile Approval Portal app
Enter ZVIMMJAVA.

Action
DISPLAY

5. Save your settings.

6. Using backward navigation, access the home screen.
7. Create target mapping
Click the Target Mapping icon.
In the Approval Portal Standalone WAS screen, in the footer, click Create
Target Mapping.

8. In the Target area, configure the target mapping using the following
parameters:

Semantic Object
Web Approval Portal app
Enter ZVIMJAVA.
Mobile Approval Portal app
Enter ZVIMMJAVA.

Action
Enter DISPLAY.

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Application Type
Select SAP Fiori App using LPD_CUST
Launchpad Role
Web Approval Portal app
Enter ZAPPROVAL.
Mobile Approval Portal app
Enter ZMAPPROVAL.

Launchpad Instance
Enter TRANSACTIONAL.
Application Alias
Web Approval Portal app
Enter VIMJAVA.
Mobile Approval Portal app
Enter VIMMJAVA.

Device Types
Select the Desktop, Tablet, and Phone check boxes.

9. Save your settings.

To create a role and to assign catalog and tiles to the Fiori Launchpad users:

1. Sign in to the SAP Gateway Front-End server. Run the PFCG transaction and
create a Single Role.
2. On the Menu tab, click SAP Fiori Tile Catalog.
3. In the Assign Tile Catalog dialog box, select the Catalog ID that you have
created on Fiori Launchpad Designer.

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4. On the User tab, assign the user to the role.

Note: This is the same user as for signing in to Fiori Launchpad.

SAP Fiori Launchpad Portal

In this step, you sign in to SAP Fiori Launchpad Portal with the user that you
assigned the role to on SAP Gateway Front-End server.

To personalize Fiori apps and to launch the Fiori app:

1. Sign in to SAP Fiori Launchpad Portal with the following URL:

http://<host>:<port>/sap/bc/ui5_ui5/ui2/ushell/shells/abap/
Fiorilaunchpad.html

2. Personalize your Fiori apps to Fiori groups by editing.

a. Click Personalize Home Page at the bottom of the screen.

b. Filter the catalogs using the dropdown list on the home screen.
c. Select the Fiori app created for Web Approval Portal or Mobile Approval
Portal.

3. Launch the Fiori app.

Go back to the home screen and double-click the Fiori app created for Approval
Portal.
An authentication dialog box opens. To avoid this, follow the description in
“SAP NetWeaver Portal Administrator” on page 186.

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Approval Portal is rendered on the same screen.

7.7.2.1.3 SAP NetWeaver Portal Administrator

This section builds a trust relationship between SAP Gateway Front-End Server and
the SAP NetWeaver Portal J2EE engine by import and export of certificates. This
section also describes how to avoid authentication dialog boxes that are opened
when the Web Approval Portal Fiori app or the Mobile Approval Portal Fiori app is
clicked.

To import and export certificates:

1. Sign in to SAP Gateway Front-End Server and run the STRUSTSSO2 transaction.
Click the System PSE folder and then click on the Subject certificate link to
display the complete certificate. To export the certificate, click Export
Certificate.

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2. Sign in to SAP NetWeaver Portal Administrator with administrator privileges

using the following URL:
http://<host>:<port>/nwa

On the Configuration tab, click Trusted Systems.

3. Click Add Trusted System and then click By uploading the certificate
manually.

4. Enter the SystemID of the trusted system and upload the certificate that you
have exported from SAP Gateway Front-End Server. Click Next to complete the
configuration.

5. To avoid unwanted authentication dialog boxes for single-sign-on access,

remove the Authentication Template for the application deployed on the Web
Approval Portal and the Mobile Approval Portal. For more information, see “To
remove the Authentication Template for the application deployed on the
Approval Portal:“ on page 187.

To remove the Authentication Template for the application deployed on the

Approval Portal:

1. Sign in to SAP NetWeaver Portal Administrator. On the Configuration tab,

click Authentication and Single Sign-On.

2. Search for Type Web and Policy Configuration Name *opentext*.

3. On the Authentication Stack tab, in the Used Template list, click the empty
selection.

4. In the Login Modules area, remove the listed Login Module Names.

5. Save your changes.

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7.7.2.1.4 Approval Portal Admin Console and VIM Chart of Authority

To check the Domain setting in the Approval Portal Admin Console and the
Chart of Authority:

1. Open the Approval Portal Admin Console. For more information, see
“Configuration” on page 168.
2. On the Configuration tab, make sure the value of Domain (Standalone WAS
WebApproval Portal & Mobile Portal) is set to OPTURA.
3. Sign in to the SAP S/4HANA system where VIM is installed and run the /OPT/
AR_COA transaction.

4. On the User Details tab, make sure the value in the Windows Domain column
is set to OPTURA.
5. To verify that the configuration was successful, sign in to the Fiori Launchpad
and click the Web Approval Portal Fiori app or the Mobile Approval Portal
Fiori app that you have created.

7.7.2.2 Integrating Approval Portal without semantic object navigation

(Direct Link)
Direct Link allows you to create an Approval Portal Fiori app (Web Approval Portal
app or Mobile Approval Portal app) on Fiori Launchpad with tile configuration and
target mapping. The Approval Portal app with Direct Link renders the Approval
Portal in a new tab.

Note: Signing out from Fiori Launchpad does not sign out the Approval Portal
session user. For access by a different user, open a new browser session and
launch Fiori Launchpad.

You configure Direct Link in the following areas:

• “SAP Fiori Launchpad Designer and Portal” on page 188

• “SAP NetWeaver Portal Administrator” on page 192
• “Approval Portal Admin Console and VIM Chart of Authority” on page 192

7.7.2.2.1 SAP Fiori Launchpad Designer and Portal

This section describes how to create catalogs and tiles in Fiori Launchpad Designer.
The created catalogs are assigned to users with role personalization. Finally,
Launchpad users see the Fiori apps based on their role.

SAP Fiori Launchpad Designer

To create catalog and tiles in Fiori Launchpad Designer:

1. Sign in to Fiori Launchpad Designer with administrator rights using the

following URL:

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http://<host>:<port>/sap/bc/ui5_ui5/sap/arsrvc_upb_admn/main.html?
scope=CUST

2. Create catalog
Make sure that you are in the Catalogs section. Click the plus icon in the footer
of the screen.
In the Create Catalog dialog box, click Standard. Define the new catalog using
the following parameters:

Title

Web Approval Portal app

Enter Approval Portal Standalone WAS

Mobile Approval Portal app

Enter Mobile Approval Portal Standalone WAS

ID

Web Approval Portal app

Enter ApprovalPortal.

Mobile Approval Portal app

Enter MobileApprovalPortal.

3. Save your settings.

4. Create tile
Click the plus icon on the empty tile and select the App Launcher - static tile.

In the Navigation area, enter the following details:

Title

Web Approval Portal app

Enter Approval Portal URL.

Mobile Approval Portal app

Enter Mobile Approval Portal URL.

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Subtitle

Web Approval Portal app

Enter Approval Portal.

Mobile Approval Portal app

Enter Mobile Approval Portal.

Keywords
DISPLAY

Use semantic object navigation

Clear this check box.

Target URL

Web Approval Portal app

http://<host>:<port>/vimportal/wapp.html

Mobile Approval Portal app

http://<host>:<port>/vimportal/mapp.html

5. Save your settings.

To create a role and to assign catalog and tiles to the Fiori Launchpad users:

1. Sign in to the SAP Gateway Front-End server. Run the PFCG transaction and
create a Single Role.

2. On the Menu tab, click SAP Fiori Tile Catalog.

3. In the Assign Tile Catalog dialog box, select the Catalog ID that you have
created on Fiori Launchpad Designer.

4. On the User tab, assign the user to the role.

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Note: This is the same user as for signing in to Fiori Launchpad.

SAP Fiori Launchpad Portal

In this step, you sign in to SAP Fiori Launchpad Portal with the user that you
assigned the role to on SAP Gateway Front-End server.

To personalize Fiori apps and to launch the Fiori app:

1. Sign in to SAP Fiori Launchpad Portal with the following URL:

http://<host>:<port>/sap/bc/ui5_ui5/ui2/ushell/shells/abap/
Fiorilaunchpad.html

2. Personalize your Fiori apps to Fiori groups by editing.

a. Click Personalize Home Page at the bottom of the screen.

b. Filter the catalogs using the dropdown list on the home screen.
c. Select the Fiori app created for Web Approval Portal or Mobile Approval
Portal.
3. Launch the Fiori app.
Go back to the home screen and double-click the Fiori app created for Approval
Portal.
An authentication dialog box opens. To avoid this, follow the description in
“SAP NetWeaver Portal Administrator” on page 186.
Web Approval Portal or Mobile Approval Portal is rendered on the same
screen.

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7.7.2.2.2 SAP NetWeaver Portal Administrator

Follow the description in “SAP NetWeaver Portal Administrator” on page 186.

7.7.2.2.3 Approval Portal Admin Console and VIM Chart of Authority

Follow the description in “Approval Portal Admin Console and VIM Chart of
Authority” on page 188.

Note: The Mobile Approval Portal app, configured as Launchpad tile, supports
the browsers as specified in the VIM Mobile Approval compatibility
specifications. For more information, see the Release Notes.

7.7.3 Configuring search helps with pre-filled values

You can enhance the configurable search helps in the Approval Portal to have pre-
filled values in the Search Help Fields. When the user clicks Search Help in the
Approval Portal, data is prepopulated in the Search Help Fields.

To configure the prepopulation, you must implement a custom function module in

the following Z constant:

Product Code
IAP

Constant
EXIT_SEARCH_HELP_FLT

Constant Value
/ORS/SEARCH_HELP_FIELDS_PREFIL

The interface of the custom function must be the same as the interface of the baseline
function /ORS/SEARCH_HELP_FIELDS_PREFIL:
FUNCTION /ORS/SEARCH_HELP_FIELDS_PREFIL.
*"-----------------------------------------------------------------
*"*"Local Interface:
*" IMPORTING
*" VALUE(SHLPNAME) TYPE SHLPNAME
*" VALUE(INVOICE_HEADER) TYPE /ORS/INVOICE_HDR OPTIONAL
*" VALUE(CURRENT_APPROVER) TYPE /ORS/UMOID OPTIONAL
*" TABLES
*" RETURN STRUCTURE BAPIRET2 OPTIONAL
*" FIELDLIST STRUCTURE /ORS/SEARCHHELP_FIELD_LIST
*" ACCT_DATA STRUCTURE /ORS/INVOICE_ACCT_DATA OPTIONAL
*" EXCEPTIONS
*" NOT_FOUND
*"-----------------------------------------------------------------

ENDFUNCTION.

The custom function is called from the standard RFC function /ORS/GET_SEARCH_
HELP_FIELDS.

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In the TABLES parameter of the sample function module, the FIELDLIST field refers to
the structure /ORS/SEARCHHELP_FIELD_LIST. The fields Value and Display only are
added to this structure.

Value
This field is used to set the default value for the search field.
Display only
This field is an indicator that the search field value cannot be changed by the
user in the Approval Portal.

The custom function should fill these fields with appropriate values according to
your requirements.

Important
Any changes made by the logic in the custom function module to the fields
other than Value and Display only will result in unexpected results or errors.

7.7.4 Configuring multilingual support

Changing language resources and adding additional languages in the Approval
Portal requires some configuration, which is described in this section.

7.7.4.1 Changing language resources

All the texts on the end user screens are changeable for all languages. If there is a
need to change the text to suit your needs, perform the following steps:

To change language resources:

1. Navigate to the <Approval_Portal_installdir>/invoiceCfg and open up the

properties file that you want to edit, for example: Lang_DE.properties

2. Find the text that you want to change.

3. Change the text and save it.
When changing the text in an Editor without localization tool, use a Java
command to convert non-ASCII characters to Unicode representative format
(\u<XXXX>).
The Java command for converting is native2ascii.
Syntax: native2ascii [ inputfile ] [ outputfile ] -encoding encoding_name
For encoding-name, see http://docs.oracle.com/javase/8/docs/technotes/guides/
intl/encoding.doc.html.
Example: Converted German (Lang_DE.properties):
nonpo.invoice.hdr.due.date=F\u00e4lligkeitsdatum for the German word
“Fälligkeitsdatum”.

Java compiler and other Java tools can only process files which contain Latin-1
and/or Unicode-encoded characters (\u<XXXX> notation).

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Example command: Java native2ascii -encoding UTF-8 "ori_utf-8-Lang_DE.

properties" Lang_DE.properties

Tip: You can also use any editor that can save as “Unicode Enabled”, for
example https://marketplace.eclipse.org/content/properties-editor.

4. Reinitialize the application, see “Administration” on page 174.

If you need additional help, contact OpenText Customer Support.

7.7.4.2 Configuring additional languages

The Approval Portal supports the following predefined languages:

• Czech (CZ)
• German (DE)
• English (EN)
• Spanish (ES)
• French (FR)
• Hungarian (HU)
• Italian (IT)
• Japanese (JA)
• Dutch (NL)
• Polish (PL)
• Portuguese (PT)
• Romanian (RO)
• Russian (RU)
• Slowakian (SK)

Note: The Slowakian translation does not include Central Reporting.

• Turkish (TR)
• Chinese (ZH)

This section describes the configuration to add another language than the
predefined. Therefore, you have to perform the following actions:

• Modify the Lang_Support.properties file

• Add a new Lang_<XX>.properties file
• Modify CSS styles
• Modify JavaScript for the Calendar popup

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• Add the new language to the constant LANGUAGE

• Restart the Approval Portal application

To modify the Lang_Support.properties file:

1. Navigate to the installation directory, for example \usr\sap\<instance name>

\SYS\global\opentext\invoiceCfg.

2. Open the Lang_Support.properties file.

3. Add a key-value entry of the new language.

Example: If you want to add Swedish language, add the entry V=SV.

Note: This entry is a SAP language key pair. Check the SAP help for a list
of language key pairs.

4. Save and close the Lang_Support.properties file.

To add a new Lang_<XX>.properties file

1. Navigate to the installation directory.

2. Copy the existing Lang_EN.properties file and rename it to

Lang_<XX>.properties, where <XX> is the two-letter language code.

Example: For Swedish, the new file is named Lang_SV.properties.

3. Store the new file in the installation directory.

4. Open the new Lang_<XX>.properties file and translate the English strings into
the other language.
Convert non-ASCII characters to Unicode representative format, see step 3
on page 193 in “Changing language resources” on page 193.

5. Save and close the Lang_<XX>.properties file.

For Approval Portal 7.5 and higher, there is no need to have a separate CSS
stylesheet for every language, like it was the case in prior versions.

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To modify CSS styles:

1. Navigate to the application deployment folder, for example \usr\sap

\<instance name>\<JC>\j2ee\cluster\server0\apps\com.opentext.vim.
portal\VimPortalWeb\servlet_jsp\vimportal\root\styles; where <JC> is the
system number.
For NetWeaver 7.3 and 7.4 Portal, the folder is the following: \usr\sap
\<instance name>\J<System number>\j2ee\cluster\apps\opentext.com\IM_
APPROVAL_PORTAL7_0\servlet_jsp\vimportal\root\styles.

2. To modify any styles, perform the changes in the global CSS file.

• If the Approval Portal is deployed in SAP NetWeaver Application Server

Java, modify StyleOT.css .
• If the Approval Portal is deployed in SAP NetWeaver Portal, modify
StyleOTNWP.css.

Note: These changes will reflect in all languages.

3. Save your changes.

You must include calendar popup strings in the new language to the localization.
js JavaScript file.

To modify JavaScript for the Calendar popup:

1. Download the ExtJS 4.2 package from Sencha (http://www.sencha.com/

products/extjs) and extract the archive to a local folder.
2. Navigate to the folder locale and open the specific file ext-lang-<xx>.js,
where <xx> is the two-letter language code.
3. Copy the coding parts for the override objects Ext.Date, Ext.picker.Date and
Ext.picker.Month (if existing).

4. Navigate to the application deployment folder, for example \usr\sap

\<instance name>\<JC>\j2ee\cluster\server0\apps\com.opentext.vim.
portal\VimPortalWeb\servlet_jsp\vimportal\root\script; where <JC> is the
system number.
For NetWeaver 7.3 and 7.4 Portal, the folder is the following: \usr\sap
\<instance name>\J<System number>\j2ee\cluster\apps\opentext.com\IM_
APPROVAL_PORTAL7_0\servlet_jsp\vimportal\root\script

5. Open the localization.js file.

6. Insert an else if clause for the new language and paste the specific coding from
the ExtJS locale file.

Note: If the locale file is not existing for the new language, copy the
default coding parts for English language and translate the text into the
new language.

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7. For Swedish, as an example, copy the coding for Ext.Date and Ext.picker.
Date from file ext-lang-sv_SE.js into the new else if clause checking the
parameter langId==’SV’.
See Example 7-4, “Adapting the localization.js file for Swedish” for details.

Example 7-4: Adapting the localization.js file for Swedish

else if(langId == 'SV') {
if (Ext.Date) {
Ext.Date.monthNames = ["januari", "februari", "mars", "april",
"maj",
"juni", "juli", "augusti", "september", "oktober", "november",
"december"];
Ext.Date.dayNames = ["söndag", "måndag", "tisdag", "onsdag",
"torsdag", "fredag", "lördag"];
}
Ext.define("Ext.locale.sv_SE.picker.Date", {
override: "Ext.picker.Date",
todayText: "Idag",
minText: "Detta datum inträffar före det tidigast tillåtna",
maxText: "Detta datum inträffar efter det senast tillåtna",
disabledDaysText: "",
disabledDatesText: "",
nextText: 'Nästa månad (Ctrl + högerpil)',
prevText: 'Föregående månad (Ctrl + vänsterpil)',
monthYearText: 'Välj en månad (Ctrl + uppåtpil/neråtpil för att
ändra årtal)',
todayTip: "{0} (mellanslag)",
format: "Y-m-d",
startDay: 1
});
}
…

8. Save and close the localization.js file.

To add the new language to the constant LANGUAGE:

1. Run the SM30 transaction for table /PTGWFI/Z_CONST.

2. In Product Code IAP, in the Constant LANGUAGE, add the new language to the
Constant Value as a comma-separated single character.

Note: If you do not add the new language here, it will not appear at the
user's preferences.
3. Save your changes.

To restart the Approval Portal application (NetWeaver 6.0 or 7.0):

For a description for NetWeaver 7.3 and 7.4, see “To restart the Approval Portal
application (NetWeaver 7.3 and 7.4):“ on page 198.

To include the new language into the application, you must stop and start the
application from Visual Admin.

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1. In Visual Admin, navigate to Instance > Server > Services > Deploy.
2. Expand servlet_jsp.

3. Select the Approval Portal application.

4. Click Stop Application at the right of the window.

5. When the application is stopped, select it again and click Start Application.

6. Click OK to confirm.

Important
To make the language change effective, the end user must clear the
browser cache.

To restart the Approval Portal application (NetWeaver 7.3 and 7.4):

1. Log in to SAP NetWeaver Administration.

2. Navigate to Operations > Systems, and then click Start & Stop.

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3. Click the Java Applications tab and mark the Approval Portal application.

4. Click Restart to restart the application.

Important
To make the language change effective, the end user must clear the
browser cache.

7.7.5 Configuring attachment support

You can add attachments to the invoice from the Approval Portal; see
“Configuration” on page 168. The original configuration in Visual Admin only
allows you to attach small files. So, you need to perform some configurations to
support bigger attachments. The following example is laid out for a maximum
attachment size of 10 MB.

To configure Visual Admin properties for attachment support (NetWeaver 6.0

or 7.0):

For a description for NetWeaver 7.3 and 7.4, see “To configure attachment support
(NetWeaver 7.3 and 7.4):“ on page 201.

1. Log in to Visual Admin.

2. Navigate to Instance > Server > Services > HTTP Provider.

3. Click the Properties tab.

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4. Set the FileBufferSize value to 10485760.

5. Set the ServletInputStreamTimeout value to 180000.

6. Set the ServletLongDataTransferTimeout value to 120000.

7. Click Update.

8. Navigate to Instance > Dispatcher > Services > HTTP Provider.

9. Click the Properties tab.

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10. Set the ReadBufferSize value to 10485760.

11. Click Update.

Note: You do not need to restart your cluster.

To configure attachment support (NetWeaver 7.3 and 7.4):

Note: By default, no adjustment should be necessary to support large file

attachments. If a file cannot be uploaded for any reason, apply the following
steps.

1. Log in to SAP NetWeaver Administration.

2. Navigate to Configuration > Infrastructure, and then click Java System

Properties.

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3. Make sure Advanced Properties are displayed.

4. Click the Services tab, and mark HTTP Provider.

5. Change the value of FileBufferSize to 10485760.

Note: You do not need to restart your cluster.

7.7.6 Branding
You might need to change the logo of the Approval Portal. This section describes
how to do this.

Notes

• You must perform the same action when you are applying a new patch.
• OpenText recommends backing up the image or the files if you need to
apply a new patch.

The customer specific brand image must have the following size (in pixels) 328x24,
and the name headerbar_vendor_invoice_management.png.

To change the logo:

1. To rename the OpenText brand image headerbar_vendor_invoice_management.

png, navigate to the following directory:

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Before rename:

• SAP NetWeaver Portal 7.0 branding image path:

<Drive>:\usr\sap\<instance>\JC00\j2ee\cluster\server0\apps
\opentext.com\IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\VimPortal
\root\images\headerbar_vendor_invoice_management.png
• SAP NetWeaver Portal 7.3/7.4/7.5 branding image path:
<Drive>:\usr\sap\<instance>\JC00\j2ee\cluster \apps\opentext.com
\IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\vimportal\root\ images
\headerbar_vendor_invoice_management.png

After rename:

• SAP NetWeaver Portal 7.0 branding image path:

<Drive>:\usr\sap\<instance>\JC00\j2ee\cluster\server0\apps
\opentext.com\IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\VimPortal
\root\images\headerbar_vendor_invoice_management_old.png
• SAP NetWeaver Portal 7.3/7.4/7.5 branding image path:
<Drive>:\usr\sap\<instance>\JC00\j2ee\cluster \apps\opentext.com
\IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\vimportal\root\ images
\headerbar_vendor_invoice_management_old.png

2. Copy the customer specific brand image to the following directory:

• SAP NetWeaver Portal 7.0 branding image path:

<Drive>:\usr\sap\<instance>\JC00\j2ee\cluster\server0\apps
\opentext.com\IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\VimPortal
\root\images
• SAP NetWeaver Portal 7.3/7.4/7.5 branding image path:
<Drive>:\usr\sap\<instance>\JC00\j2ee\cluster\apps\opentext.com
\IM_APPROVAL_PORTAL7_0SP3\servlet_jsp\vimportal\root\images

3. Stop and start the application instance. For more information, see “To restart the
Approval Portal application (NetWeaver 6.0 or 7.0):“ on page 197 and “To
restart the Approval Portal application (NetWeaver 7.3 and 7.4):“ on page 198.

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7.7.7 Releasing invoice locks when logging out from

Approval Portal
The configuration in this section supports SAP NetWeaver Portal 7.3, 7.4, and 7.5. It
is applicable for SAP NetWeaver Portal using standard SAP Logoff button for
logout. The configuration describes SAP NetWeaver Portal UME parameters with
the OpenText Approval Portal Redirect URL to release locks from the SAP table /
ORS/INV_LOCK during logout from SAP NetWeaver Portal. When closing the
browser, this configuration does not work, and locks are not released.

Important
OpenText strongly recommends that you validate and test this configuration in
the test system before moving to productive environments.

Notes

• For standalone WAS, no separate configuration is required.

• For SAP NetWeaver Portal, you must perform the following configuration.

To release invoice locks when logging out from Approval Portal:

1. Log on to SAP NetWeaver Portal with a user having the Administrator role.
2. In the application toolbar, click System Administration. Then, in the navigation
panel, click UME Configuration. Click the Open Expert Mode button at the
very right of the window.
The Expert View dialog box opens, showing UME parameters.
3. Search for ume.logoff.redirect as search string. The following parameters are
retrieved. Click the Modify button to enter the parameters:
ume.logoff.redirect.silent = false
ume.logoff.redirect.url = http(s)://<host>:<port>/vimportal/
LogOutServlet?nwpParam=X
<host> is the SAP NetWeaver Portal instance host where Approval Portal is
running
<port> is the SAP NetWeaver Portal instance port where Approval Portal is
running

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4. Click Save to save the configuration. When the configuration parameters are
saved successfully, click Close Expert Mode.
5. Close all browser sessions and clear the browser cache, before testing the
configuration.
6. Launch Approval Portal in SAP NetWeaver Portal.
When invoices are loaded, click the logoff button.
The Redirect URL is called and clears the locks from SAP table /ORS/INV_LOCK
of the specific user. When locks are released, the URL redirects to the SAP
NetWeaver Portal standard logon page.

Troubleshoot- The following steps are applicable if this configuration does not work.
ing steps
1. If the browser tries to login again without a redirect to the SAP NetWeaver
Portal standard log on page, the browser cache is not cleared properly. Restart
the computer where the user is working and try again.
2. When the user logs off from the portal and tries to log on with the same user
and browser session, in some sporadic cases a blank screen is displayed. Log off
and log on again.
3. Repeat the procedure up to step 3 but enter the following changed parameters:
ume.logoff.redirect.silent = true
ume.logoff.redirect.url = http(s)://<host>:<port>/vimportal/
LogOutServlet?nwpParam=Z
<host> is the SAP NetWeaver Portal instance host where Approval Portal is
running
<port> is the SAP NetWeaver Portal instance port where Approval Portal is
running
Save your settings and restart AS Java as mentioned in the SAP standard
documentation.

7.8 Configuring the Mobile Approval Portal

This chapter describes the configuration of the Mobile Approval Portal, an
enhancement to Invoice Approval. Users can approve their invoices, using a mobile
device, for example an iPhone, an iPad, or an Android smartphone. The Mobile
Approval Portal bases on HTML5.

Important
If you have not installed Web Viewer or Brava! View, OpenText recommends,
as a general advice, that you create PDF files from scanning and use the PDF
viewer that is installed on your computer for displaying invoice images.

You configure the OpenText™ Imaging Web Viewer (Web Viewer) settings of the
Mobile Approval Portal in the Approval Admin page, Mobile Configuration tab.
See “Configuring the Web Viewer integration” on page 206.

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7.8.1 Introducing the Mobile Approval Portal interface

The Mobile Approval Portal login URL is http://<host name>:<port number>/
vimportal/mapp.html.

Example: http://server.opentext.local:50000/vimportal/mapp.html

The URL is very similar to the Approval Portal login URL. The Mobile Approval
Pages are loaded based on a browser user-agent.

The Mobile Approval Portal inbox is applicable only for approvers. Coding must be
completed. Delegated and Referred invoices are visible in the inbox.

For details on the end user perspective of the Mobile Approval Portal, see Section 10
“Approving invoices using the Mobile Approval Portal” in OpenText Vendor Invoice
Management for SAP Solutions - User Guide for Invoice Solution (VIMZ-UGD).

7.8.2 Configuring the Web Viewer integration

Mobile Approval Portal users can display invoices using OpenText Imaging Web
Viewer.

Important
If you have not installed Web Viewer or Brava! View, OpenText recommends,
as a general advice, that you create PDF files from scanning and use the PDF
viewer that is installed on your computer for displaying invoice images.

Web Viewer is a web application for displaying and printing documents in Web-
based scenarios and for appending comments to these documents. The documents
may be stored in OpenText Archive Center or other repositories.

On the Mobile Browser without Web Viewer, it is not possible to render TIFF
documents. JPG, PNG and GIF documents are supported to be shown in browser by
default. To support PDF documents, a specific browser-plugin or a separate viewer
app is needed.

However, Web Viewer is able to display TIFF documents on the Mobile Browser on
Mobile Approval Portal.

Web Viewer is installed on a web server. It generates HTML pages containing the
document to be displayed and sends them to the browser. The Web Viewer can be
used by any leading application server configured appropriately.

Web Viewer supports documents from the following products:

• OpenText™ Archiving and Document Access for SAP Solutions

• OpenText™ DocuLink for SAP Solutions

Limitation Web Viewer does not support MS Office documents.

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 7.8. Configuring the Mobile Approval Portal

Notes

• OpenText strongly recommends that you implement Web Viewer to display

images on the Mobile Approval Portal.

• For further information about Web Viewer, see OpenText Imaging Web Viewer
- Installation and Configuration Guide (CLWEBV-IGD), available on My
Support: http://knowledge.opentext.com/knowledge/cs.dll/Open/19644858

You configure the Web Viewer integration in the Approval Admin page, Mobile
Configuration tab. In particular, you must enter the Web Viewer server Host/IP and
Port of the Web Viewer, and enable the display of invoice images on your mobile
device.

To configure Web Viewer for the Mobile Approval Portal:

1. Open the Approval Admin page using the following URL: http://
<host>:<port>/vimportal/admin

2. Enter Administrator credentials:

For standalone NWAS 7.0/7.3/7.4

User with VIMIAdministrator role

For NetWeaver Portal 7.0/7.3/7.4

User with ApprovalPortal Admin role

3. On the Approval Admin page, click the Mobile Configuration tab.

4. Enter the following parameters of the Web Viewer:

• WebViewer Host/IP

• TomcatServer Port
If the Web Viewer server is hosted on a NetWeaver 7.3 or 7.4 instance, enter
the NetWeaver port.

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Note: If the Mobile Approval Portal is accessed outside the firewall

and hosted with Virtual host, the TomcatServer Port parameter is not
required. For the WebViewer Host parameter, enter Virtualhost.

• Document Types require license for WebViewer

Enter document types, for example PDF.
The entered document types will be opened in the native browser plug-in
instead of the Web Viewer. You can enter multiple document types,
separated by commas.

Note: This feature is only applicable for the Mobile Approval Portal.

5. In the View Image Display list, select Yes.

6. Save your settings.

7.8.3 Configuring mobile page fields

You configure fields and buttons of the Mobile Approval Portal inside SAP S/
4HANA. See Section 10.4.12 “Configuring fields for Invoice Approval” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Invoice Solution
(VIMZ-CGD) and Section 10.4.12.4 “Configuring buttons” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Invoice Solution (VIMZ-CGD).

Note: OpenText recommends configuring the following number of fields on

the mobile device:

• 5 to 10 fields on the Mobile Inbox (Invoice List Field)

• 5 to 10 fields on the Mobile Detail Page header (PO Header Fields and Non
PO Header Fields)
• 5 fields only for Cost Assignment (Accounting Assignment Fields) and Line
Item Fields

If you configure more fields, you might run into performance issues on mobile
devices.

7.8.4 Configuring regional settings

You configure regional settings, like language, decimal notation, and date format, on
the Personalization page of the Approval Portal. The other configurations on the
Personalization page are not relevant for the Mobile Approval Portal.

For detailed information on the Personalization page, see Section 9.14

“Personalizing your views of the Approval Portal” in OpenText Vendor Invoice
Management for SAP Solutions - User Guide for Invoice Solution (VIMZ-UGD).

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 7.9. Migration program to copy existing data from /OPT to /OTX tables for e-invoicing

To configure regional settings:

1. Log in to the Approval Portal using one of the following URLs:

For standalone NWAS 7.0/7.3/7.4/7.5

http://<host>:<port>/vimportal

For SAP NetWeaver Portal 7.0/7.3/7.4/7.5

http://<host>:<port>/irj/portal

2. Provide valid credentials for the respective portal.

3. In the Approval Portal, click Personalize. In the Personalization page, scroll to

Region and Language.

4. Select the Default Language, your preferred Decimal Notation, and your
preferred Date Format from the drop-down lists.

5. Save your settings.

7.9 Migration program to copy existing data

from /OPT to /OTX tables for e-invoicing
From version VIM 23.4 and support packages VIM 20.4 SPS6 and VIM 7.6 SPS6
onwards, the e-invoicing solution is migrated from the Invoice solution to the
Foundation solution. This supports processing of any e-document, for example Sales
Orders, in addition to invoices.

For more information, see the Foundation part: “Migration program to copy existing
data from /OPT to /OTX tables for e-invoicing” on page 50.

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Regular administration tasks for Invoice Solution

This part covers administration tasks that must be carried out regularly. These tasks
are not executed on a daily basis by an agent, but must be carried out by a
responsible to keep the business process running.

8.1 Changing the logical system on VIM tables

You might perform a system or client copy, for example, of production system data
into a test system. In this case, many VIM tables retain the original logical system
value. This can break some VIM functions. To replace the logical system name, VIM
provides a program:

Program name
/OPT/VIM_REPLACE_LOGSYS (no transaction code)

Selection screen

• Logical system From and To

• DP document ID
• Test mode check box

To replace the logical system, enter the name of the original logical system in the
From field, and enter the target value in the To field. You can perform the
replacement on specific DP documents by using the DP document selection. The test
mode, which is enabled by default, allows to review the potential replacement
results.

The results log is shown as output.

8.2 Running year end/month end procedure for

parked and DP documents
The processes mentioned in this chapter must be followed when the fiscal year ends.
This is not necessarily at December 31st but it is dependent on the fiscal year
variants that are used.

The processing of the documents differs based on the type of document:

• For DP documents, see “Changing the posting date for a bulk of DP invoices”
on page 213.
• For upgrade customers still using the deprecated NPO and PO parking
workflows, follow the guidelines in the VIM 7.5 documentation.

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Notes

• During processing of the reports/transactions included in this procedure,

normal processing of the parked documents is not possible. So, these reports/
transactions have to run when no user is trying to create or process parked
documents in the system.
• Sufficient testing of the process has to be done in the development or testing
systems to make sure the parked invoices are carried over to the new fiscal
year correctly.

8.2.1 Customer advisory

The OpenText Vendor Invoice Management year end procedures for parked invoice
processing must be followed so that parked invoices can get carried over to the next
fiscal year.

Consider the following year end scenarios:

Standard DP processing without parked documents

Users can change the posting date in the VIM indexing screen for affected work
items.
Changing the fiscal year or fiscal month can result in the need to update the
posting date for many DP documents to move them into the new posting period.
For more information, see “Changing the posting date for a bulk of DP invoices”
on page 213.
Standard DP processing with parked documents
Users can change the posting date in the VIM indexing screen by using the
respective process option to access MIR4 for affected work items.
Do not update the posting date in MIR4 directly, always use the process option in
the VIM indexing screen.
Changing the fiscal year or fiscal month can result in the need to update the
posting date for many DP documents to move them into the new posting period.
For more information, see “Changing the posting date for a bulk of DP invoices”
on page 213.
Processing parked documents in the deprecated NPO parked process or PO
parked processing workflows
Upgrade customers continuing using the deprecated NPO parked process or PO
parked processing workflows need to check the documentation of VIM 7.5 for
information about year end processes. Do not use the report described in
“Changing the posting date for a bulk of DP invoices” on page 213 for these
processes.

OpenText recommends that you run the year end procedures for parked invoice
processing in a test environment before attempting them in your production
environment. This will allow you to resolve any issues that arise with Customer
Support so they don’t impact your fiscal year end activities.

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Fiscal year end procedures for parked invoice processing should only be run in your
production environment after the last posting period in the previous fiscal year is
closed and when no user is trying to create or process parked invoices in the system.

With the introduction of DP-based invoice approvals, DP documents have longer

processing cycles.

8.2.2 Changing the posting date for a bulk of DP invoices

VIM provides the Bulk Change of Posting Date for DP documents program. This
program allows you to perform a bulk change of posting dates of DP invoices to
avoid any issues with closed periods. The program updates DP invoices, except the
following:

• invoices with status Deleted, Obsolete, or Cancelled

Important
OpenText recommends doing tests of the report on a test system. OpenText
also recommends running the report when no users work on the system,
because this can cause unexpected values in the posting date field. There are no
locks for any objects implemented.

To change the posting date for a bulk of DP invoices:

1. Run the /OPT/DP_POST_DT_UPD transaction.

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Settings

New Posting Date

This field is mandatory.
Test mode (display invoices)
This check box is selected by default. The invoices resulted from the search
are only displayed.
There is no VIM functionality available in the test mode but you can add
and change the displayed fields, using the standard SAP layout button.
Exclude empty posting dates
Select this check box only in special cases where the posting date is not
filled and should not be updated.

Document options – All ranges in this area are standard search criteria for DP
invoices.

2. To execute the bulk change, clear the Test mode check box and click .
A dialog box opens, asking for confirmation. In the dialog box, you still can
cancel the whole processing.

3. Confirm the execution.

All selected invoices are updated with the entered posting date and displayed
in a new view.
The bulk change also updates VIM Analytics and writes an entry in the process
logs.

8.2.3 Testing the year end procedure

OpenText highly recommends that you consider the following as you conduct your
testing for the year end procedure:

• Simulate various scenarios.

• Run the programs in the order mentioned.
• Make sure the image links are transferred correctly.
• Make sure the logs and reports show the correct information.
• Make sure the comments are showing up properly.
• The programs can be run in dialog mode to investigate any errors that might be
encountered.
• Keep the log for the program executions so that you will have a record of what
invoices were changed in case something goes wrong.

Depending on what is implemented at your site, you need to come up with a set of
scenarios to be tested.

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 8.3. Archiving VIM information

8.3 Archiving VIM information

You can archive the DP invoices and the reporting data from Central Reporting.
Data archiving removes bulk data from the database. Bulk data is no longer required
in the system but must be retained accessibly. The old data can be written to and
retrieved from some storage system.

Important
OpenText recommends archiving data of the VIM tables only, when the data is
not required in everyday tasks and it is not relevant from auditing perspective.
Make absolutely sure that you run license reporting before you archive data.
Otherwise, you might lose data that is needed for license reporting. For more
information, see “Using the OpenText License Audit Report” on page 60.

Note: You must first archive all DP invoices from all connected SAP S/4HANA
systems before you run the archiving of the reporting data.

To archive DP invoices:

1. Run the standard SAP transaction SARA.

2. Use the archiving object /OPT/DOC to archive the DP invoices.

3. Follow the SAP standard archiving processes for the archive object /OPT/DOC.

Note: Starting with VIM 7.5 SP4, the archiving object /OPT/DOC is
enhanced to delete VIM change documents. This refers to the change
document tables CDHDR and CDPOS, key /OPT/VIM_IDXDAT.

The data from the following tables is archived:

• /OPT/VIM_1HEAD
• /OPT/VIM_1ITEM
• /OPT/VIM_1PROC

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• /OPT/VIM_1WI_AGT
• /OPT/VIM_2HEAD
• /OPT/VIM_CWHTAX
• /OPT/VIM_HD_DP
• /OPT/VIM_HD_PO
• /OPT/VIM_MSG_T
• /OPT/VIM_PO_WIH
• /OPT/VIM_PO_WID
• /OPT/VIM_HD_NPO
• /OPT/VIM_NPO_WIH
• /OPT/VIM_NPO_WID
• /OPT/VIM_TITEM
• /OPT/VIM_WHTAX
• /OPT/VIM_1ATM_H
• /OPT/VIM_1BDCLOG
• /OPT/VIM_1LOG
• /OPT/VIM_1OCRLOG
• /OPT/VIM_1PO_DN
• /OPT/VIM_8HEAD
• /OPT/VIM_8LOG
• /OPT/AT_APPR_HIS
• /OPT/AT_LBA_LOG
• /OPT/CT_LG_EXC
• /OPT/CT_LG_HIST
• /OPT/CT_PMC_RG03
• /ORS/STACK_HDR
• /ORS/STACK_BODY
• /ORS/INV_ADD
• /ORS/INV_DATA
• /ORS/APPR_LOG
• /ORS/PS_ITEM
• /PTGWFI/M_PRKMTR
• /PTGWFI/F_PIRMTR

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 8.3. Archiving VIM information

• /PTGWFI/F_BIRMTR
• /PTGWFI/F_BIRMWI
• /PTGWFI/F_DELINV
• /PTGWFI/F_LIXMWI
• /PTGWFI/F_LIXMTR

Note: The /OPT/VIM_LIC_VD table is not deleted using the standard

archiving because it is relevant for licensing.

To archive reporting data:

Note: You must first archive all DP invoices using the archive object /OPT/DOC
from all connected SAP S/4HANA systems before you run the archiving of the
reporting data.

1. Run the standard SAP transaction SARA.

2. Use the archiving object /OPT/REP to archive the VIM Central Reporting
information.

3. Follow the SAP standard archiving processes for the archive object /OPT/REP.
The data from the following tables is archived:

• /OPT/VT_ATM_SRC
• /OPT/VT_DOC_HEAD
• /OPT/VT_KPI_SRC
• /OPT/VT_KPI_SRCE
• /OPT/VT_WORKITEM
• /OPT/VT_WI_AGENT

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• /OPT/VT_WI_AGNT
• /OPT/VT_WI_ACTN
• /OPT/VT_WI_STEPS
• /OPT/VT_DOC_H
• /OPT/VT_WI
• /OPT/VT_WI_ACTV
• /OPT/VT_WORK

8.3.1 Vendor data cleanup program

The vendor data cleanup program has been created to clean up VIM vendors based
on vendor and company code selection criteria. In the selection screen, you select the
vendors for whom the data is to be cleaned. The vendor cleanup program provides
the following modes:

Test mode
In test mode, the clean up program provides a list of DP documents that were
selected based on the selection criteria.
Execution mode
In actual execution mode, the DP documents are selected and cleaned as well.

There are two categories of tables: customizing tables and transaction tables:

Customizing table
For all tables categorized as customizing table, all entries matching the selection
criteria are deleted from the database table.
Transaction table
For all tables categorized as transaction table, the entries matching the selection
criteria are modified. The list of fields for that specific table is checked and these
fields are cleaned. No entries are deleted from transaction tables.

By default all item data is deleted for a specific DP document if it meets the selection
criteria. The following item data tables are cleaned for the DP documents that meet
the selection criteria:

• /OPT/VIM_1ACCT
• /OPT/VIM_1BLOCKS
• /OPT/VIM_CWHTAX
• /OPT/VIM_WHTAX
• /ORS/PS_ITEM
• /OPT/VIM_1ITEM

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 8.3. Archiving VIM information

• /OPT/VIM_1PO_DN

The program provides built-in checks to ensure that only VIM specific data is
modified or deleted. The program also provides a specific authorization check. The
authorization object is J_6NIM_CA6.

If the SPROGRAM_CHECK_ACTIV Z constant is active, the program also checks for access
to the S_PROGRAM authorization object. For more information, see the entry SPROGRAM_
CHECK_ACTIV in Section 39 “Z constants for product code 002 and 009” in OpenText
Vendor Invoice Management for SAP Solutions - Reference Guide for Invoice Solution
(VIMZ-RGD).

To configure the vendor data cleanup program:

1. In the /OPT/CLNP_TABLST table, maintained with the SM30 transaction, maintain

the table list for the VIM transaction tables.
This table contains the list of tables that are affected by the program. This table
also indicates whether the table is to be processed as a customizing table or a
transaction table, using the indicator field BUS_IND - FLAG.

2. In the /OPT/CLEANUP_CFG table, maintain the list of fields that have to be cleaned
for each transaction table.

To run the vendor data cleanup program:

1. Start the program /OPT/VENDOR_DATA_CLEANUP, using the SE38 transaction.

2. On the selection screen, provide input, either a Vendor or a combination of

Vendor and Company Code.

3. Optional To run the program in test mode, select the Execute in Test mode check
box.

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4. To delete customizing data only, select the Delete Customizing Data check box.
To delete transactional data, select the Clear Transactional Data check box.
To delete both data at the same time, select both check boxes.

5. To delete the transaction data for documents that are open, select the Delete
VIM Data for Open Docs check box.
For open documents, all active workflows are killed.

6. To run the program, click .

After running the program in execution mode, the status is updated to 92 - cleaned
upon vendor block.

Expected output for all customizing tables that are maintained in /OPT/CLNP_
TABLST
All relevant entries based on the selection criteria are deleted.

Expected output for all transaction tables

All relevant entries based on the DOCID and LIFNR fields are modified so that the
vendor specific business data is cleaned (all fields listed in /OPT/CLEANUP_CFG as
business).

For the following tables (item specific data), all entries relevant to the DOCID and
LIFNR fields are deleted:

• /OPT/VIM_1ACCT
• /OPT/VIM_1BLOCKS
• /OPT/VIM_CWHTAX
• /OPT/VIM_WHTAX
• /ORS/PS_ITEM
• /OPT/VIM_1ITEM
• /OPT/VIM_1PO_DN

8.3.2 Adjusting variants of archiving write programs

If using the SAP Information Lifecycle Management (ILM) feature for managing
archiving data, adjust the variants of the programs (/OPT/ARC_DP_WRITE and /OPT/
ARC_REP_WRITE) by clicking Archiving under ILM Actions.

For ILM configuration and more details, see Section 39.4 “Configuring ILM objects
for VIM archiving objects” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Invoice Solution (VIMZ-CGD) and Section 2 “General Data
Protection Regulation (GDPR)” in OpenText Vendor Invoice Management for SAP
Solutions - Scenario Guide for Invoice Solution (VIMZ-CCS).

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 8.3. Archiving VIM information

The ILM action Data destruction is also enabled. You can use it with data archiving
reports for /OPT/DOC and /OPT/REP.

When you implement the SAP note 2787893, the new node for destroying
attachments appears in the customizing.

You can customize the entry /OPT/V1001 for ILM object /OPT/DOC.

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8.4 Clean up reports

8.4.1 Clean up of rerun rules data
To clean up the data from the DT BR wait table (/OPT/DT_BR_WAIT), use the report /
OPT/VIM_DATA_CLEANUP. Run the /OPT/CLEANUP transaction.

This report cleans up the data from table /OPT/DT_BR_WAIT for the selection criteria.
The DP documents that have workflow completed or cancelled or with status
obsolete are considered. You can run these reports once in a while to clean up the
data.

The default value of the Change Date is the current date. All DP documents that
have a last change date (from the /OPT/VIM_1HEAD table) less than or equal to today
are picked up.

Run the report in test mode with the Test Run check box selected. Clear the check
box to run the report in actual mode.

8.4.2 Clean up of inbound data of IES

To clean up inbound data for documents processed from IES, use the report /OPT/
VIM_IES_CLEANUP, transaction /OPT/IES_CLNUP.

For the selection criteria, the report will consider the DP documents with main
workflow task status completed or cancelled and also obsolete documents.

The default value of the Change Date is the current date. All DP documents that
have a last change date (from the /OPT/VIM_1HEAD table) less than or equal to today
are picked up.

Run the report in test mode with the Test Run check box selected. Clear the check
box to run the report in actual mode.

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 8.5. Administering Invoice Solution workflows

Data from the following tables is deleted when the program is run:

• /otx/pf02_t_plex
• /otx/pf02_t_imgd
• /otx/pf02_t_imgf

8.5 Administering Invoice Solution workflows

8.5.1 Handling organizational changes
After the initial setup of VIM, you must deal with organizational changes from time
to time. For organizational changes of the Foundation component, see “Handling
organizational changes” on page 100.

The changes can be permanent or temporary and you must react to them to ensure
that the documents are processed in the expected way.

VIM solutions allow you to configure document handling in a flexible way when it
comes to the assignment of processing agents. For most use cases, you can assign a
group of users to process the same document:

• Invoice Approvals allow the assignment of only one user per step, with the
exception of parallel approvals, where still only one user is responsible for a
group of line items. However, several users can be maintained as responsible for
specific invoice data values, which is taken into account when proposing the next
processors.

If work items are reserved by agents that are not available anymore or in case of
approvals, when no SAP workflow agent substitution is used, there is a risk of
delayed processing of documents.

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Technical users

Although the communication user for the Approval Portal is normally created
as dedicated technical user, on rare occasions when a real person account is
used, this needs to be adjusted too.

Validation When validation agents are affected by organizational changes, the agent
agent assignment must be adjusted in the Foundation customizing.
assignment
For documents waiting in the validation step, additional agents can be assigned in
VIM Central Workplace as successors.

Role OpenText recommends that you use organizational units like work centers in the
maintenance role assignment. You can adjust organizational units to reflect the changes.
for non-
approval
workflows If user type (US) agents are directly used in roles, you must review all roles and
replace the affected user entries accordingly.

In addition, verify whether the affected users are entered as fallback and default
agents and need to be changed.

Agent changes Work items of non-approval workflows like Document Processing, Blocked Invoice
for non- Workflow, or Parked Invoice Workflow (only VIM 7.6) can be easily forwarded to
approval
workflows
alternative agents as a fast solution for documents waiting in the workflow inboxes
of unavailable users. You can perform mass forwarding with standard SAP
workflow tools.

Alternatively, in VIM Invoice Workplace, you can switch the view to the User View
of one specific agent and then select multiple work items to refer them to a successor
agent.

Self-directed roles

A role whose agent is not entered explicitly in advance is called “self-directed”,

typical example being the role INFO_PROVIDER. Such roles are meant to be used
only on dialog steps, with the processing users deciding themselves which
other user can provide additional information. Therefore, standard role
settings are not relevant for documents sent to self-directed roles. The user
must forward the affected documents to successor agents explicitly as
described earlier (transactions SWIA and SWI5). You can also use workflow
substitution.

VIM provides a tool that allows you to rerun role resolution for existing work items.
If SAP organizational units were used in role definitions, the changes done to those
units are reflected in the agent assignment when you run the tool. For more
information, see “Redistribute work items based on roles” on page 228.

Agent changes Do not forward approval work items using SAP workflow tools. You can use SAP
for approvals workflow substitution as a short-term solution when some agents become
unavailable. The substituting agent must be authorized for invoice data, or the
option Substitutes inherit COA must be used in the approval flow settings.

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 8.5. Administering Invoice Solution workflows

If using workflow substitutes is not wanted, reassign invoices to successor

approvers, or recall them. You can perform both tasks by the reassignment utility,
transaction /ORS/UMREASSIGNED, using selection by user(s). In the resulting invoice
list, invoices can be reassigned or recalled one by one.

Approval Portal and Approval Fiori apps offer a function of mass reject of invoices
that a substitute can run. Depending on the approval workflow settings, invoices
can be sent one step back, sent to the respective requester, or sent back into the
Document Processing workflow.

Users can perform single recalls of invoices in VIM Invoice Workplace by using the
Switch View function and opening a specific user’s view.

Changes of the Approval process users are normally not deleted completely but rather the deletion
Chart of flag is set in the COA maintenance. Prior to setting the COA user deletion flag, make
Approvals
(COA)
sure to migrate the user approval authorization entries if needed:

• Default coders for requesters / company codes

• Approvers’ managers
• COA details

For mass changes of COA details, OpenText recommends that you use the /OPT/AR_
COA_MAINT transaction, which allows you to select all COA detail entries for specific
users and use multiple selection and copy operations to create entries for successor
agent(s) with the same account assignment data.

You must verify substitution settings in transaction /ORS/MAIN_SUBS to make sure

that unavailable users are not expected to handle others’ work items.

If approvals are used for PO-based invoices, in standard configuration the requester
is identified either as PO creator, or from the Requisitioner field of the first PO
position. When the requesters determined in this way will not be available anymore,
and it is still possible to receive invoices for the affected purchase orders, you must
use workflow substitution.

Compliance In certain cases, to comply with personal data protection regulations, you must
with personal delete personal data from VIM for users that are not available anymore. VIM
data protection
regulations
provides tools to remove the data without removing the user entries completely,
thus anonymizing the remaining data. For more information, see Section 2 “General
Data Protection Regulation (GDPR)” in OpenText Vendor Invoice Management for SAP
Solutions - Scenario Guide for Invoice Solution (VIMZ-CCS).

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8.5.2 Reassigning Invoice Approval items to a different user

For invoices awaiting approval, you perform the following steps to reassign the
invoice to another approver, using the OpenText Usermap Maintenance Utility.

To reassign an Invoice Approval item to a different user:

1. Run the /ORS/UMREASSIGNED transaction.

Alternatively, click OpenText VIM - Invoice Solution > SAP menu > WF
Administration > Reassignment Utility.

2. Enter search criteria to limit the results.

If you search for a specific User Id, select the Unreserve Invoices check box to
move also invoices that are in process or reserved.
If the Invoice Data is known, enter the Company Code, the Document
Number, and the Fiscal Year for the invoice you want to reassign and click
to execute.
The system retrieves the current approver for this invoice and the rest of the
invoices waiting for his or her approval.

3. In the Invoice Approval - Usermap Maintenance Utility screen, click Usermap

Id > <user name> > Invoice List, to display the list of invoices for the current
approver.

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 8.5. Administering Invoice Solution workflows

Note: To terminate the approval workflow with status Approval Recalled,

click the Recall Invoice button in the application toolbar. The
AP_PROCESSOR receives a work item with exception Approval Required
and status Approval Recalled in VIM Analytics.

4. To show the details of the invoice, click the document number in the navigation
panel on the left-hand side.

5. Click the Reassign button in the application tool bar.

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6. Enter the new owner of the invoice.

Tip: Use the search help to locate the new owner.

7. Click the Reassign button to complete the reassignment.

The invoice is now assigned to the new owner.

8.5.3 Redistribute work items based on roles

You can use the redo role resolution utility to redistribute the work items to users
based on roles. This tool is to be used when one ore more new agents are added or
when there is a change in the agent list after the workflow is triggered.

To run the role resolution utility:

1. Run the transaction /OPT/ROLE_REDO or program /OPT/ROLE_REDO_RESOLUTION.

2. Enter the following information in the screen:

Document ID
Enter the document number ranges.

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 8.5. Administering Invoice Solution workflows

Role
Enter the role.
Agent Type
Enter the type of agent.

Note: These agents must be maintained in the simple mode role

maintenance.
Agent ID
Enter the Agent ID.
Radiobuttons
Select one of the options:

• Non-reserved Workitems: Select only work items that are not reserved.
• Reserved Workitems: Select only work items that are reserved.
• Reserved Non-reserved: Select both types of work items.

3. Start the utility. In case the role resolution was successful, the successfully
reassigned work items are displayed. If an error was encountered while
executing the role resolution utility, an error message is displayed.

Example 8-1: Executing the role resolution utility

• User A has left the organization but has open work items to be processed.
• To redistribute these open work items, run the role resolution utility by
entering Agent ID as A.
• This would retrieve the open work items of User A and redistributes them
to all existing users of the same role.

Note: If a role template is Org Unit based or Work center based, the refreshed
agents appear automatically while refreshing the VAN report, but work items
are not redistributed. Redistribution happens only after executing the utility.

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Chapter 9
Troubleshooting and Monitoring

This part covers administration tasks for troubleshooting and monitoring. VIM
provides some helpful tools to monitor and administer VIM workflows. This part
also describes how to handle frequent abnormal functioning of workflows due to
missing or erroneous configuration in the role resolution or due to an invoice lock
happening during the approval process.

9.1 Security topics

This section provides an overview of security-related topics in VIM. Where
applicable, this section adds links to more detailed descriptions.

9.1.1 Technical security and authentication

Approval Portal
Browser authentication is possible through a single sign on mechanism like
SPNego and SAML. For more information, see Section 16.1.3 “System
architecture” in OpenText Vendor Invoice Management for SAP Solutions -
Installation Guide (VIMZ-IGD).
On the Configuration tab of the Admin console, a dedicated area Security
Configuration is available.
To prevent Click Jacking and Cross Site Request Forgery (CSRF), there is a
corresponding check box available on the Configuration tab of the Admin
console. For Click Jacking, the X-FRAME options have been restricted to same
origin. For more information, see “Configuration” on page 168.

If you deploy the Approval Portal inside of the SAP NetWeaver Portal,
NetWeaver user authentication will take place. For more information, see the
SAP documentation. In this scenario, two views are normally created, one for
approvals and one for administrative tasks like setting up server connections.
Make sure the roles are assigned to proper users.
In all deployment scenarios, SSL-based HTTPs communication is supported if
additional security is required.
Approval Portal, in both J2EE and NetWeaver portal deployment scenarios, runs
VIM application logic of all portal users using the same CPIC SAP user. For
more information, see Section 16.1.1 “Installation prerequisites” in OpenText
Vendor Invoice Management for SAP Solutions - Installation Guide (VIMZ-IGD). To
prevent misuse of dialog transactions, OpenText recommends that you create
this user as a system user and not a dialog user.

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Fiori-based applications for approval, coding, and exception handling

Fiori-based applications use SAP user authentication. The communication with
SAP S/4HANA backends is done with trusted RFC connections, with the
authenticated SAP user.
For more information, see Section 24.2 “User authorization” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Invoice Solution
(VIMZ-CGD).

9.1.2 Data and functional security

General authorization checks
When implementing VIM, OpenText recommends that you restrict the access to
administrative (configuration) transactions and utilities reports through SAP
authority checks like S_TCODE and S_PROGRAM. Ideally, invoice processors should
be restricted, in addition to the authorizations for standard SAP transactions, to
performing workflow items either from the SAP inbox or VIM Invoice
Workplace.
During invoice processing, running SAP transactions from within VIM can be
required. For example, posting of an invoice in dialog mode results into the call
of FB60 or MIRO transactions. The called standard transactions implement their
own authority checks. This is normally part of the project authorization concept,
but you can adjust it in the context of the implementation.
Roles and COA
VIM provides means to direct invoices to specific persons or groups, depending
on the invoice data. VIM roles are used in DP and invoice exceptions workflows.
The responsibility based (COA) setup is used in Invoice Approval. This helps to
ensure that the data gets processed by the right agents, and misuse chances are
minimized. For more information, see Section 4 “Roles” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Invoice Solution
(VIMZ-CGD), especially Section 4.1.4 “Maintaining Chart of Authority” in
OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Invoice Solution (VIMZ-CGD).
Roles typically used for invoice processing are delivered in BC sets and are
normally created during VIM installation. This configuration must be verified
and restricted if needed, depending on your process.

Tip: The standard Refer to... dialog might allow invoice processors to
modify the agent list. This depends on the process option override settings.
Similarly, Invoice Approval has options that can allow to override the next
approver automatically. You must verify the use of these override options
and switch them off if they are unwanted.
COA maintenance authorization checks
The COA maintenance transactions for Invoice Approval allow you to restrict
the data that is displayed and maintained by checking authorization for
company code and user groups (from SAP user master records). In addition,
using the authorization checks by company code allows to maintain COA in

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 9.1. Security topics

parallel, as long as different maintaining users are responsible for different

company codes. For more information, see Section 6.2.2 “COA maintenance” in
OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Invoice Solution (VIMZ-CGD).
VIM Invoice Workplace authorization checks
VIM Invoice Workplace provides the concept of action authority groups. For
more information, see Section 16.5 “Defining action authority groups for the
VIM Invoice Workplace” in OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide for Invoice Solution (VIMZ-CGD).
VIM Invoice Workplace supports several authorization checks that allow you to
restrict different functions. For example, you can restrict the use of other users’
view. When VIM Invoice Workplace is started, an authorization check is
performed. For more information, see Section 16.6 “Configuring scanning in
VIM Invoice Workplace” in OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide for Invoice Solution (VIMZ-CGD).

Note: Running actions in other users’ view may require you to have
additional SAP authorizations. In particular, this refers to the authorization
for the SWIA transaction and potentially for other workflow administration
functions. These checks are imposed by SAP if you are managing work
items of other users.
Reports authorization checks
VIM reports, including VIM Analytics and central reporting, allow you to
restrict the displayed data by checking authorization for company code. For
more information, see Section 6.2.1 “Reporting” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Invoice Solution (VIMZ-
CGD).
Supplier Self Service authorization checks
Users of the SAP NetWeaver Gateway are grouped in roles. You must enhance
the roles with the authorizations contained in the authorization template /
IWFND/RT_GW_USER. For more information, see Section 23.1.3 “Configuring
Gateway users” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Invoice Solution (VIMZ-CGD).

Note: For lists and descriptions of authorization objects that are available for
specific VIM components, see the subsections of Section 6.2 “Available
authorization checks” in OpenText Vendor Invoice Management for SAP Solutions
- Configuration Guide for Invoice Solution (VIMZ-CGD).

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9.2 Monitoring VIM workflows

OpenText recommends monitoring the VIM workflows on a regular basis (daily or
weekly). This helps to quickly detect invoices or processes which are in trouble so
they can be handled timely. Use the standard SAP transaction SWI1 (Selection
Report for Work Items) to monitor the VIM workflows.

For VIM processes, the following workflow templates exist:

WS00275269
Document process workflow (from receiving the scanned invoice info until the
invoice is parked or posted or the document is marked as obsolete or duplicate)
WS00275260
Parked PO invoice workflow (from the time a PO invoice is parked until the
invoice is posted or deleted)
WS00275254
Non PO parked invoice workflow (from the time a Non PO invoice is parked
until the invoice is posted or deleted)
WS00275252
Web approval of parked invoice workflow (from the time an invoice is sent for
web approval action until approval is completed or invoice is fully rejected)
WS00275264
Blocked PO invoice workflow (from the time a PO invoice is blocked for
payment until it is released or cancelled)
WS00275266
Blocked PO invoice header level action workflow (from the time that a blocked
invoice is authorized for header level action until the action is completed or AP
sends back)

To monitor VIM workflows:

1. To access the Selection Report for Work Items, run the SWI1 transaction.

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 9.2. Monitoring VIM workflows

2. Enter the following information in the selection screen:

Type
F (for Workflow, also subworkflow)

Task
Click the multiple selection button to enter all workflows:

• WS00275269
• WS00275260
• WS00275254
• WS00275252
• WS00275264
• WS00275266

Date created
Enter date range.
Time created
Enter time range.

Tip: You can save the selection criteria as a variant. From the menu, click
Goto > Variants > Save as variant.

3. To run the report, click .

All VIM workflows that have been started during the specified interval are
displayed on the Work item selection screen.

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Possible states in the Status column:

STARTED
Workflow is in progress.
COMPLETED
Workflow is completed.
CANCELLED
Workflow has been cancelled.

The Work item text column indicates the type of block (1 = price block, 2 =
quantity block), the type of parked invoice workflow and other workflow item
text.

4. To display further details of a workflow instance, double-click the respective

line.

In the Workflow log screen, click the button in the application tool bar to
display a list with technical details.

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The St (Status) column indicates the status of each individual step of the
workflow:

Ready for processing

In process, but not completed

Completed

Error

Click the icon next to a workflow step to display the agents who own this
work item (or possible or excluded agents).

5. A workflow might be in Error status.

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In the Workflow Log (View with technical details), click the highlighted Error
field to display the error messages generated by the system.

If the error message shows the indicator Error or exception resolving role
<...>, role maintenance is required through the role maintenance transaction.

9.3 Solving a role error in a workflow

In some situations, a workflow results in an error because the agent resolution fails.
SAP S/4HANA cannot determine a valid user ID for a workflow role. This kind of
error is called a role error. This chapter describes the following tasks:

• “Determining a role error in a workflow” on page 238

• “Restarting workflow after fixing a role error” on page 242

9.3.1 Determining a role error in a workflow

The following steps describe how to retrieve workflow instances with a role error.

To determine a role error in a workflow:

1. To access the Selection Report for Work Items, run the SWI1 transaction.

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 9.3. Solving a role error in a workflow

2. Enter the following information in the selection screen:

Type
F (for Workflow, also subworkflow)

Status
ERROR
Task
Click the multiple selection button to enter all workflows:

• WS00275269
• WS00275260
• WS00275254
• WS00275252
• WS00275264
• WS00275266

Date created
Enter date range.
Time created
Enter time range.

Tip: You can save the selection criteria as a variant. From the menu, click
Goto > Variants > Save as variant.

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3. To run the report, click .

All VIM workflows with status Error that have been started during the specified
period are displayed on the Work item selection page.

4. To display details of a workflow instance, double-click the respective line.

In the Workflow log screen, click the button in the application tool bar to
display a list with technical details.

5. In the Workflow Log (View with technical details), click the highlighted Error
field to display the error messages generated by the system.

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A role error is indicated with a message reading Error or exception resolving

role <...>.

6. In the Workflow Log (View with technical details), click the icon next to the
error indicator to view the workflow container.

The element ACTOR or Next Role indicates which role is causing the error. In
the example above, the error role is INFO_PROVIDER.

7. Fix the error, using standard SAP workflow debugging methods.

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9.3.2 Restarting workflow after fixing a role error

After the role error has been corrected, you must restart the respective workflow
instance.

To restart a workflow after fixing an error:

1. To access the Workflow Restart After Error screen, run the SWPR transaction.

2. Enter the following information in the selection screen:

Task ID
Click the multiple selection button ( ) to enter all workflows:

• WS00275269
• WS00275260
• WS00275254
• WS00275252
• WS00275264
• WS00275266

Tip: You can save the selection criteria as a variant. From the menu, click
Goto > Variants > Save as variant.

3. To display all workflows in error status, click .

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 9.4. Releasing invoice lock for Invoice Approval

4. Select the workflow you want to restart and click the Restart workflow button.

If the workflow is restarted successfully, the entry in the Status column changes
from ERROR to STARTED.

9.4 Releasing invoice lock for Invoice Approval

The Invoice Approval process has a web front-end which approvers can log in to
approve invoices. In some cases, if the user closes the web browser window
incorrectly without logging out of an invoice, the invoice can be locked. As a VIM
workflow administrator, you can release a locked invoice.

To release an invoice lock for Invoice Approval:

1. Run the /ORS/RELEASE_LOCK transaction.

2. In the Invoice Lock Clean up program screen, enter the following information:

Invoice Type

• for Non PO invoices: BKPF

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• for PO invoices: RMRP

Invoice Key
Enter the invoice key which is composed as follows:

• for Non PO invoices: <company code> + <invoice number> + <fiscal year>

Example: An invoice with company code 1000, invoice number 1900000036

and fiscal year 2009 results in the invoice key 100019000000362009.

• for PO invoices: <invoice number> + <fiscal year>

Test Only
Select this check box and click to display invoices that are currently
locked.

Tip: If you leave the Invoice Type and Invoice Key fields empty, all
currently locked invoices are displayed.

3. To release the lock, click .

A confirmation message is displayed.

9.5 Logging with change documents for DP

documents
Whenever a DP document is changed, the change is tracked with change documents
that store the information about the change, including the changed values. The
change documents are a general SAP function. You can use them to analyze the
performed changes.

VIM uses the change document object /OPT/VIM_IDXDAT to track the changes. There
are several standard SAP reports that you can use to view the existing change
documents, for example RSSCD100.

Notes

• When you archive and delete VIM data, as described in “Archiving VIM
information” on page 215, the change documents are also archived and
deleted along with the respective DP documents.

• The Chart of Authority (COA) also supports change documents. For more
information, see Section 4.1.4.6 “Logging with change documents” in
OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide
for Invoice Solution (VIMZ-CGD).

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9.6 Creating a PDF history log file

You can use report /OPT/CR_PDF_LOG to create a PDF log file with history
information of the VIM process. For more details to the PDF history log in general,
see Section 32.3 “PDF history log” in OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide for Invoice Solution (VIMZ-CGD).

If configured properly, the PDF history log file can be created automatically at the
end of the VIM process, this means at the end of the DP document workflow.
However, in the following cases, it may be required to create the PDF history log file
manually:

• in case of an error
• in case of old scenarios (direct posting or direct parking)
• for testing purposes

To create a PDF history log file manually:

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

Alternatively, run the SA38 transaction with program /OPT/CR_PDF_LOG.

2. Enter selection criteria and processing options.

Selection Fields
Use these fields to select the DP documents for which a PDF history log
shall be created.

Processing Options
This section comprises the following fields:

Language Key
Select a language key to specify in which language the PDF history log
shall be created.

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If no language key is selected, the language key from the PDF

customizing profile is taken.

Test mode
Select this check box if you want to test the PDF history log in display
mode only. It is neither archived nor linked to the DP document.

Note: For handling reasons, the test mode is supported for a

maximum of 5 DP documents only. Clear this check box if you
want to create the PDF history log, archive it and link it to the DP
document.

3. To create the PDF history log, click on the application toolbar.

Report output

Test mode
When running the report in test mode, you get a dialog box to enter printer
parameters.

Enter the OutputDevice. You can use printer LP01 for test purposes. To view the
PDF history log, use the Print preview button.
In the print preview, you can enter the function code PDF! to create a PDF
document of the PDF history log.

Real mode
When running the report with the Test mode check box cleared, a PDF history
log file is created, archived, and linked to the DP document and its SAP invoice.

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A final protocol informs you about any issues.

9.7 Working with the application log

This section describes how to create and display VIM application log.

Note: Some of the functions described here are standard SAP functions; see
SAP Help for more details.

9.7.1 Creating the application log

The application log is used to store various information mainly on irregularities.

The application log is also used to store any issues during the creation of the PDF
history log. For more information about the PDF history log, see Section 32.3 “PDF
history log” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Invoice Solution (VIMZ-CGD).

To view the application log, run the SLG1 transaction.

Use function module /OPT/VIM_APPLICATION_LOG to store the application log:

FUNCTION /opt/vim_application_log.
*"------------------------------------------------------------
*"*"Local interface:
*" IMPORTING
*" VALUE(OBJECTID) TYPE BALNREXT OPTIONAL
*" VALUE(LOG_POINT) TYPE /OPT/IC_LOGPOINT_DE
*" TABLES
*" MESSAGE TYPE BAL_T_MSG
*" EXCEPTIONS
*" LOG_HEADER_INCONSISTENT
*" LOG_NOT_FOUND
*" MSG_INCONSISTENT
*" LOG_IS_FULL
*" SAVE_NOT_ALLOWED
*" NUMBERING_ERROR
*"------------------------------------------------------------

Input parameters

OBJECTID
The Object ID is the currently processing document number, for example the DP
Document number, IDOC number, Work Item, or Financial Document number.
LOG_POINT
The log point is a unique identifier of the calling application or application area.
Using this value, you can identify the area that is generating the message.
MESSAGE
Actual system message that will be used to store.

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9.7.1.1 Log point

The log point is a unique identifier for application or application area which helps in
finding the area that is generating the message. The log point determines the
program and screen from where the error is generated. Since the system is
maintained using Object and Sub-object, the log point also determines them.

To maintain log points:

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

2. To open, the Details view for a log point, double-click its line.
In case the log level is not maintained at Log Point level, you can maintain it at
Object and Sub-object level.

3. Therefore, run the /n/OPT/VIM_LOG_CFG transaction.

4. To open the Details view, double-click the appropriate line.

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9.7.1.2 Object and SubObject

Every log entry is associated with an object and possibly with one of its sub-objects,
for example the object /OPT/VIM and the sub-object DP. To maintain object and sub-
object, run the SLG0 transaction.

Select the Object Vendor Invoice Management and double-click Sub-objects in the
navigation panel.

9.7.1.3 Log classification

Log messages are classified in the following log levels:

Very important logs

all error messages
Important logs
all error and warning messages
Less important logs
messages of all types

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9.7.2 Displaying log messages

You can view the log messages in a report or use a function module to display the
log.

To view log messages in a report:

1. Run the SLG1 transaction.

2. Supply the following parameters:

• Object
• Sub-object
• External ID: Enter the DP document number or the IDoc number.

3. Time restriction – Specify a date and time range to display the messages
generated in a particular period.

4. Log class – Specify the log class of the messages you want to display.

5. Click to execute your query.

To get the application log using a function module:

1. Use the function module APPL_LOG_DISPLAY to display the application log.

*"----------------------------------------------------------------------
*"*"Lokale Schnittstelle:
*" IMPORTING
*" VALUE(OBJECT) LIKE BALHDR-OBJECT DEFAULT SPACE
*" VALUE(SUBOBJECT) LIKE BALHDR-SUBOBJECT DEFAULT SPACE
*" VALUE(EXTERNAL_NUMBER) LIKE BALHDR-EXTNUMBER DEFAULT SPACE
*" VALUE(OBJECT_ATTRIBUTE) DEFAULT 0
*" VALUE(SUBOBJECT_ATTRIBUTE) DEFAULT 0
*" VALUE(EXTERNAL_NUMBER_ATTRIBUTE) DEFAULT 0
*" VALUE(DATE_FROM) LIKE BALHDR-ALDATE DEFAULT SY-DATUM
*" VALUE(TIME_FROM) LIKE BALHDR-ALTIME DEFAULT '000000'
*" VALUE(DATE_TO) LIKE BALHDR-ALDATE DEFAULT SY-DATUM
*" VALUE(TIME_TO) LIKE BALHDR-ALTIME DEFAULT SY-UZEIT
*" VALUE(TITLE_SELECTION_SCREEN) DEFAULT SPACE
*" VALUE(TITLE_LIST_SCREEN) DEFAULT SPACE
*" VALUE(COLUMN_SELECTION) LIKE BALDISP STRUCTURE BALDISP DEFAULT
*" '11112221122 '
*" VALUE(SUPPRESS_SELECTION_DIALOG) DEFAULT SPACE
*" VALUE(COLUMN_SELECTION_MSG_JUMP) LIKE BALDISP2-MSG_JUMP DEFAULT
*" '1'
*" VALUE(EXTERNAL_NUMBER_DISPLAY_LENGTH) TYPE I DEFAULT 20
*" VALUE(I_S_DISPLAY_PROFILE) TYPE BAL_S_PROF OPTIONAL
*" VALUE(I_VARIANT_REPORT) TYPE SY-REPID DEFAULT SPACE
*" EXPORTING
*" VALUE(NUMBER_OF_PROTOCOLS) LIKE SY-DBCNT
*" EXCEPTIONS
*" NO_AUTHORITY
*"-----------------------------------------------------------------------

2. Enter (at least) the following parameters:

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• OBJECT
• SUBOBJECT
• EXTERNAL_NUMBER
• DATE_FROM
• SUPPRESS_SELECTION_DIALOG: enter X.

9.7.3 Application logging for the CRM system

To view the application log in the CRM system, run the SLG1 transaction in the CRM
system. The object for the VIM CRM component is /OPT/VIM.

Select the Object /OPT/VIM and double-click Sub-objects in the navigation panel.

Note: In the CRM system, custom configuration for application logging is not
available as it is in the ERP system.

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9.8 Troubleshooting business rules simulation

The simulate business rules option in the DP dashboard provides access to all
business rules that have been or will be processed for the corresponding document,
according to the configuration. If the system is configured accordingly, you can also
bypass further rules. For more information, see Section 5.5 “Simulating business
rules” in OpenText Vendor Invoice Management for SAP Solutions - User Guide for
Invoice Solution (VIMZ-UGD).

During simulation, the icon can be displayed, meaning: “Business rule run was
not logged.” The following list shows possible reasons for this behavior.

• VIM administration team changed the business rule (in the document type
configuration) or the business rule framework configuration.
• VIM has been recently upgraded to a new version and the document existed
before.
• Business rule framework contains check types random, conditional, counter
based, rule inactive, periodic, or once.
• User changed the document type of the document.

Note: The icon can disappear if the user performs an activity that triggers
the rules for another run.

9.9 Troubleshooting SAP NetWeaver BW

This chapter describes troubleshooting for the SAP NetWeaver BW component of
VIM. For a detailed description of the SAP NetWeaver BW component, see Section
27 “SAP NetWeaver Business Warehouse content” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Invoice Solution (VIMZ-CGD).

9.9.1 Changing KPI customizing

You can change the KPI customizing, for example the amount class ranges or the
mapping of vendors to vendor groups. This can influence the evaluation of VIM
data in BW. VIM documents already loaded to BW keep their characteristic values
whereas the meaning of this value may have changed.

Example 9-1: Changes in amount class

Amount class 2 stands for invoices with medium amounts. The range for
amount class 2 is changed from 1,000 to 10,000 Euro to 10,000 to 100,000 Euro.
The VIM invoice 4711 has a gross amount of 5,000 Euro. Before the customizing
change, the VIM invoice was treated as a medium amount invoice (amount
class 2).

After the customizing change, the VIM invoice is treated as a small amount
invoice (amount class 3). The VIM invoice is already loaded to an InfoCube
with amount class 2 (medium amount). This may be what is wanted because

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this VIM invoice was a medium amount invoice at the point of time when it
was loaded into the BW system. But it could also be confusing as amount class
2 (medium amounts) now stands for invoices from 10,000 to 100,000 Euro
whereas the invoice has a gross amount of 5,000 Euro.

Solution If you want to reclassify old invoices according to the most current KPI customizing
settings, you must recalculate the characteristics of these invoices.

One way to reclassify old invoices is to reload the affected invoices. In this case, start
the KPI collection report with an appropriate range for the process start date without
the Delta mode processing option. Then start reloading the VIM invoices into the
BW.

9.10 Troubleshooting Invoice Approval

This section lists some common issues that can occur in the context of Invoice
Approval. See symptoms, reasons, and solutions. For general information about
configuring Invoice Approval, see Section 10 “Invoice Approval” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Invoice Solution (VIMZ-
CGD).

Symptom: Approval workflow does not start (for DP and parked invoices)

Reason
The most common reason is missing or wrong configuration of the COA. When
starting the approvals, VIM must be able to find the first approver (coder or
requester). If this is not possible, the workflow does not start.
Solution
Check if the coder determination is set to another value than Use requester. In
this case, verify in the COA maintenance whether the coder list is maintained
accordingly, for example, if coders are provided for the company code used in
the invoice. If necessary, configure the COA.
In case of DP documents, the DP workflow creates a dialog work item. Using the
process option Start approval workflow, start the approval process with this
work item. The /ORS/000007_SUBMIT_INV program can help if there is no dialog
DP work item but the DP workflow is waiting for the approval workflow to
finish.

Note: For the /ORS/000007_SUBMIT_INV program, you must provide the

object type (BKPF, RMRP, DPNPO or DPPO) and the object key.

Symptom: The next approver cannot be found

Reason
The COA is not properly maintained. Under certain circumstances, the COA
structure becomes very complicated. This can happen if you use many records

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per level, depending on different cost elements. You can use multiple cost
elements per COA line, which can be switched on in configuration. You can also
use asterisks in place of cost element values. In these cases, you might miss some
combinations of cost elements.
Solution
Verify the COA data, paying attention to the use of asterisks and different flags
set for the AFS ID that corresponds to the invoice data.

Symptom: Approval workflow does not start for posted SAP documents

Solution
Configure the event linkage /ORS/INVAP POSTED to be active and the processing
set to Event queue.
In addition, verify the general posted approval settings in VIM customizing, and
whether the posted SAP document is actually blocked for payment.

Symptom: In case of approval referrals, the “Refer” task is not assigned to

anyone

Solution
Verify that the referral task is set to general in the PFTC transaction. If you have
upgraded from a very old VIM version, the task may be not set to general.

Symptom: When referring an invoice with the Wait for feedback check box set,
the invoice is not moved into the resubmission folder

Reason
This can happen if authorizations are missing.
Solution
Verify that all approvers working in SAP GUI are given the authorization S_WF_
WI, activity 12 (resubmit). For Approval Portal and Mobile Approval Portal, the
CPIC user must have this authorization.

Symptom: Invoice is not automatically posted after the final approval

Solution
Check if a special handling instruction (entered by a coder) exists for the invoice.
Invoices with special handling are excluded from automatic posting by VIM
design.

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 9.11. Monitoring and troubleshooting the Approval Portal

Symptom: You open an invoice from SAP inbox and get a message: “You are
not setup to approve this invoice. Do you want to send it back to the following
original approver?”

Reason
This may happen if the invoice is assigned to another approver, and you are not
that approver’s substitute. However, the invoice is forwarded into your inbox,
for example, using the SWIA transaction.

Solution
Confirm the message to send the invoice to the actual approver because you are
not authorized for that invoice.

Note: If sending back does not work, you can use the Replace or Forward
functions of the SAP inbox.

9.11 Monitoring and troubleshooting the Approval

Portal
This chapter describes monitoring and troubleshooting of the OpenText Approval
Portal (Approval Portal). For information about configuring and administering the
Approval Portal, see “Administering the Approval Portal” on page 160.

9.11.1 Working with log and trace files

For troubleshooting, the Approval Portal provides log files and trace files.

9.11.1.1 Log files

Approval Portal provides default log for troubleshooting. You can set the log level
to suit your needs or to help identify issues you are experiencing. Mainly Info and
Error log levels are used in the application; the default level is Info.

You can change the size and number of the Approval Portal log files. See “To change
the size and number of log files:“ on page 256.

To change the log level:

1. Log in to Visual Admin.

2. Navigate to Instance > Server > Services > Log Configurator.

3. On the right panel, select the Runtimes > Categories tab.

4. Select the VIMIAP application under the Applications tab.

You see a Severity drop down list on the right hand side.

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5. Select the Severity level you need, click Save and select one of the following
options, according to your needs:

• Apply to current node only

• Apply to all “server nodes”

For more details, also consult the SAP NetWeaver Application Server Java
Administration Guide.

Log level Info is used to log the initial Servlet loading information and when an
RFC is called.

Log level Error is used to log in the exception blocks.

Logs are created under \applications\com\opentext\vim\portal in the log

directory in the SAP NetWeaver Application Server Java (NWAS), for example
E:\usr\sap\T38\JC01\j2ee\cluster\server0\log\applications\com\opentext\
vim\portal.

The name of the log will be VimlapLog<Logindex>.log. These logs will contain all
application's Info log level. Up to 10 files will be created and will be reused.

To change the size and number of log files:

1. Log in to Visual Admin.

2. Navigate to Instance > Server > Services > Log Configurator.

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3. Click the To advanced mode button.

4. In the Log Controllers area, click VIMIAP.

5. Click the right destination, and click Edit.

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6. Change the following parameters:

Note: See SAP Help for more details.

Limit
for log file size
Count
for number of log files

9.11.1.2 Trace files

If Debug or All is set for the severity, the additional RFC trace files will also be
created under \applications\com\opentext\vim\portal in the log directory in the
NWAS, for example: E:\usr\sap\T38\JC01\j2ee\cluster\server0\log\
applications\com\opentext\vim\portal. The name of the trace will be
VimIapTrace<Logindex>.trc. Up to 10 files will be created and will be reused.

These trace files include the import, export parameters of functions, and the RFC the
application is calling. These trace files are useful to troubleshoot any error when
connecting and retrieving data from SAP S/4HANA. Make sure that you turn the
level back to Info or Error in the production environment.

To determine that NWAS writes the trace files to the location specified above instead
of defaultTrace.trc, you must perform the following setting.

For NetWeaver 7.3 and 7.4, this is configured in the J2EE Config Tool. For details
about the J2EE Config Tool, see Section 16.3.2 “Preparing the installation” in
OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIMZ-
IGD).

By default, ForceSingleTraceFile will be YES. Then, the trace is written only to

\logs\defaultTrace.trc.

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Change this setting to NO. Then NWAS will produce multiple trc files.

9.11.1.3 Log configuration for vimIapTraceLogindex.trc

This configuration allows you to configure the log severity. If you do not perform
the following steps, the severity will always be set to All.

To configure vimIapTrace<Logindex>.trc for logging:

1. Log in to SAP Visual Administrator with Administrator credentials.

2. Go to Services > Log Configurator.

3. Click the To advanced mode tab in the right frame.

4. Expand the ROOT LOCATION node under the Locations tab.

5. Expand the com node until you see LogUtil.

6. Click the LogUtil node.

In the Destinations field, the destination trace path is displayed.

7. Select the destination trace path and click Edit.

Note: Do not select any other destinations.

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The Destinations tab is displayed with the default Severity All.

8. Select the required severity level from the Severity drop-down list.

9. Click Save and then Apply to current node only.

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9.11.2 Working with logging and tracing (NetWeaver 7.3 and

7.4)
NetWeaver 7.3 and 7.4 no longer supports the log-configuration.xml file that is
built-in to the application. NetWeaver 7.3 and 7.4 requires manual implementation
to support additional logging and tracing. By default, the severity level is set to Info.

Logging (Categories)
Categories contain log information for the system administrator. You can use
them to check the system status.

Tracing (Locations)
Locations contain trace information that is intended for the developer. You can
use them to check the program flow and to detect program errors.

If you want the application to write different Logging and Tracing, you first must
disable ForceSingleTraceFile in the Log Manager. So, the application can
implement its own logic.

To disable ForceSingleTraceFile:

1. Login to the J2EE Config Tool.

2. Navigate to cluster > data > instance > managers > LogManager.

3. Click ForceSingleTraceFile.

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4. Set the Custom Value to No and save.

Note: You might need to restart the cluster.

9.11.2.1 Logging (Categories)

To create an approval portal entry in the applications category:

1. Login to the J2EE Config Tool.

2. Navigate to cluster > data > instance > log configuration > categories > Root
Category > Applications.

3. Click New. In the New Log Controller dialog box, enter /Appliccations/
VIMIAP and click OK.

A new application entry VIMIAP is created.

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To change the severity level:

1. Login to the J2EE Config Tool.

2. Navigate to cluster > data > instance > log configuration > categories > Root
Category > Applications > VIMIAP.

3. Change the Severity and save.

Destination If you do not want the application to write to the default application.log file, you
have to manually create the destination.

To create destinations:

1. As a prerequisite, create a folder named VIMIAP in the following location:

<Instance directory>/usr/sap/<instance name>/J<instance number>/j2ee/
cluster/server/log

Example: D:\usr\sap\W73\J00\j2ee\cluster\server0\log

Note: All generated Log and Trace files will be generated in this folder.

2. Login to the J2EE Config Tool.

3. Navigate to cluster > data > instance > log configuration > destinations.

4. Click the applications_log destination.

5. Click New.

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6. Enter a name, for example VIMIAP.

7. Click OK and save.

The created destination is displayed.

8. Click the created destination and change the Pattern value to the following: ./
log/VIMIAP/VIMIAP_${NODE_INDEX}.log

The following step is optional. If you want to change the default severity level,
you must perform this step; otherwise, you can skip it.

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Note: The default severity level is Info.

9. Navigate to cluster > data > instance > log configuration > categories > Root
Category > Applications > VIMIAP.

10. Click Add and select the destination you just created.

11. Click OK and save.

Note: You might get prompted to restart the cluster.

9.11.2.2 Tracing (Locations)

To create a destination for Trace files:

1. Login to the J2EE Config Tool.

2. Navigate to cluster > data > instance > log configuration > destinations

3. Click the applications_log destination.

4. Click New.

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5. Enter a name, for example VIMIAPTrace and click OK.

The created destination is displayed.

6. Click the created destination and change the Pattern value to the following: ./
log/VIMIAP/VIMIAPTrace_${NODE_INDEX}.trc

The following procedure is optional. If you want to change the default severity level,
you must perform this step; otherwise, you can skip it.

Note: The default severity level is Info.

To change the severity level:

1. Login to the J2EE Config Tool.

2. Navigate to cluster > data > instance > log configuration > locations > Root
Location > com > opentext > vim > portal > util > LogUtil.

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3. Change the severity and save.

Destination If you do not want the application to write to the default application.log file, you
have to manually create the destination.

To change destinations:

1. Login to the J2EE Config Tool.

2. Navigate to cluster > data > instance > log configuration > destinations.

3. Click any destination.

4. Click New.

5. Enter a name, for example VIMIAPTrace.

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6. Click OK and save.

7. Navigate to cluster > data > instance > log configuration > locations > Root
Location > com > opentext > vim > portal > util > LogUtil.

8. Click Add and select the destination you just created.

9. Click OK and save.

Note: You might get prompted to restart the cluster.

9.11.3 Monitoring and measuring performance

Approval Portal provides default monitoring capability using the Generic Request
and Message Generator (GRMG). Standard Introscope Instrumentation is
implemented for performance measuring. Application start and shutdown, Invoice
List display, and all SAP JCo communicating classes and methods are monitored.
Regarding Introscope Instrumentation and PBD file, contact the SAP Supportability
Team or OpenText Customer Support for more details.

To configure Visual Administrator for GRMG:

See also the SAP Help for more details.

1. Log in to Visual Administrator with Administrator privileges and navigate to

Server > Services > Monitoring > GRMG Customizing.

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2. Click on the sap.com/com.sap.engine.heartbeat component.

The default GRMG Customizing scenario with default values is displayed in the
right panel.

The default scenstarturl for the scenario should be http://

<NWAS>:<NWASPORT>/GRMGHeartBeat/EntryPoint.

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For example http://OPWAST38.optura.local:50100/GRMGHeartBeat/

EntryPoint

3. Configure HTTP:

Property name
url

Property value
http://<NWAS>:<NWASHOST>/vimportal<Support Package>/GRMGServlet

For example: http://opwast38:50100/vimportalSP3/GRMGServlet

4. Configure the Java Connector (JCo). You also must monitor the JCo connection
from Approval Portal to SAP S/4HANA.

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While configuring a single JCo component, give the name as JCo1. If you need
to configure multiple SAP S/4HANA backend systems, increment the index
suffix to JCo, like JCo3.
In the application, the list of components is read with the component name from
scenario. As the JCo component can be repeated multiple times, add an index
number to identify the specific component.

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5. Navigate to the JCo component and click Add.

6. Enter values, see screenshot above.

Note: It is not necessary to enter a value for the Component type field.

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7. Navigate to properties and click Add.

Enter the JCo component properties, like you did for the component in step 6
on page 272. This is the same information already entered in the SAP
Connection tab of the Administration page.

Enter the following properties parameters for the Application Host.

propname: client
propvalue: the SAP S/4HANA Client

propname: username
propvalue: the CPIC user ID

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propname: password
propvalue: the CPIC user password

propname: language
propvalue: the language

propname: apphost
propvalue: the application host

propname: sysnumber
propvalue: the system number

Example 9-2: Properties parameters for the Application Host

propname: client
propvalue: 800

propname: username
propvalue: otapportal

propname: password
propvalue: xxxxxx

propname: language
propvalue: EN

propname: apphost
propvalue: 10.2.192.49

propname: sysnumber
propvalue: 00

Enter the following properties parameters for the Message host:

propname: client
propvalue: the SAP S/4HANA Client

propname: username
propvalue: the CPIC user ID

propname: password
propvalue: the CPIC user password

propname: language
propvalue: the language

propname: mhost
propvalue: the message host

propname: r3name
propvalue: the R/3 name

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propname: group
propvalue: the group

Example 9-3: Properties parameters for the Message host

propname: client
propvalue: 800

propname: username
propvalue: otapportal

propname: password
propvalue: xxxxxx

propname: language
propvalue: EN

propname: mhost
propvalue: 10.2.192.49

propname: r3name
propvalue: T38

propname: group
propvalue: 00

Monitoring with the GRMG scenario in SMD

See the SAP Help for more details.

For NetWeaver 7.3 and 7.4, follow the steps in the SAP NetWeaver Administration
Guide, section “Monitoring Portal Availability”. If you need more assistance, contact
OpenText Customer Support.

9.11.4 Managing backup and restore

There is no database, so only the files located in <Approval_Portal_installdir>,
such as invoiceCfg, need to be backed up. The configuration.xml file stores the
configuration data, and also some language resources files (.properties files). Even
without backup, these files can be redeployed from the delivery and reconfigured in
a short amount of time.

In addition to the configuration.xml and the language resources files, also perform
an online backup of the log and trace files; this is necessary if any troubleshooting is
needed. Follow your corporate standard on how often you should back up logs and
for how old.

Also backup a copy of the .sca or .sda file. If restoring is needed, do the following:

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To perform a restore:

1. Replace the backup version configuration.xml and language resource files to

the <Approval_Portal_installdir> location.

2. Redeploy the backup or the original delivery of the .sca or the .sda file. See
OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIMZ-
IGD).

9.11.5 Restoring the application

If an unexpected crash occurs, perform the following actions:

• Check in the Visual Admin if the application has been restarted and is running.
• Login to the Administration page of the Approval Portal to see if all the
configurations are still correct.
• Ask the end user to try to access the application to see if everything is working.

If a restore is needed, see “Managing backup and restore” on page 275 for
information how to restore.

9.11.6 Performing periodic tasks

There are no periodic tasks needed except doing the backup of log and trace files.
See “Managing backup and restore” on page 275 for details.

9.11.7 Technical configuration data

There is no technical configuration data. All the configurations are done through the
Administration page and are stored in configuration.xml.

9.11.8 High availability and load balancing concept

Approval Portal supports standard SAP NetWeaver Application Server Java high
availability and load balancing.

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9.11.9 Restart and monitoring of asynchronous interfaces

concept
Standard SAP NetWeaver Application Server Java monitoring and Introscope
instrumentation is implemented.

9.11.10 Starting and stopping Approval Portal

If there is a need to start or stop the Approval Portal, it can be started and stopped
from Visual Administrator. Standard starting and stopping application in Visual
Administrator applies.

9.11.11 Performance improvements

The following improvements regarding performance of the Approval Portal have
been implemented:

• With VIM 7.5 SP4 and later, the initial load time of the Approval Portal is
improved by reducing the Read Preference RFC calls.
• JS Minified version is available from the VIM 7.5 SP3 JCo3 version for good
performance.

Note: Use latest browsers like Microsoft® Internet Explorer® 11 or Google

Chrome™. These browsers have a good cache mechanism to improve the
performance.

9.11.12 Troubleshooting
The following issues can occur on the Approval Portal. See symptoms and solutions.

Issue #1: The user received an exception message

Symptom
The end user receives a message: “Exception: Please consult with your
administrator”
Solution
Review the logs and check for relevant information. Send the NWAS server
trace and the VIM trace to OpenText.

Issue #2: Not able to update the configuration

Symptom
You are not able to save the Configuration information to the configuration.
xml file

Solution
Make sure the <Approval_Portal_installdir>/invoiceCfg folder has write
permission.

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Issue #3: The invoice image is not working

Symptom
The user is not able to view the image and the SAP S/4HANA side is configured
correctly.
Solution
Make sure the Image Display Type in the Configuration section of the
Administration page is configured correctly.

Issue #4: Some of the texts in other languages display in English only

Symptom
Some of the texts in other languages display in English only when user selects
other languages.
Solution
The language properties file for that language might not have the translation;
this might be due to the release date of the build. Change accordingly or contact
OpenText Customer Support to obtain the latest language properties files.

9.11.12.1 Where to find logs?

Where can you find all logs that are needed for analyzing the issue? What log is for
what situation? Approval Portal provides access to different types of application and
customized logs. SAP ABAP logs might also be relevant.

9.11.12.1.1 Application logs

Approval Portal logs the information about Protocols, Security and other actions
performed on the application that are described in the following.

Protocol logs (http logs)

Http response log information is available in the following path. Pick the latest
files.
<drive>:\usr\sap\<SAP instance>\JC00\j2ee\cluster\server0\log\system\
httpaccess
where <drive> is the SAP NetWeaver Portal instance having Approval Portal.
Capture the following files: responses.XX.trc (for NetWeaver Server 7.0),
responses_XX.X (for NetWeaver Server 7.3)

Security logs
Security related log information is available in the following path. Pick the latest
files.
<drive>:\usr\sap\<SAP instance>\JC00\j2ee\cluster\server0\log\system
where <drive> is the SAP NetWeaver Portal instance having Approval Portal.
Capture the following files: security.XX.log (for NetWeaver Server 7.0),
security_XX.X (for NetWeaver Server 7.3)

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Application logs
Application log information is available in the following path. Pick the latest
files.
<drive>:\usr\sap\<SAP instance>\J00\j2ee\cluster\server0\log
where <drive> is the SAP NetWeaver Portal instance having Approval Portal.
Capture the following files: In NetWeaver 7.0, capture applications.XX.log
and defaultTrace.XX.trc files. In NetWeaver 7.3, capture applications_XX.X
and defaultTrace_XX.X.

Note: This is the default log location for both standalone WAS and
NetWeaver landscapes.

9.11.12.1.2 Customized logs

See “Working with log and trace files” on page 255 for NetWeaver 7.0 and “Working
with logging and tracing (NetWeaver 7.3 and 7.4)” on page 261 about the
customization of logs. Here, the log location will be defined at the time of
configuration.

9.11.12.1.3 SAP ABAP logs

For information about SAP ABAP logs, see “Using logs and traces” on page 108.

9.11.12.2 Preparing a remote debugging session

For a remote debugging session, prepare the following information.

1. SAP NetWeaver Portal administrator access to Content Administration for

accessing iViews. For example: http://<host>:<port>/irj/portal
2. SAP NetWeaver Portal administrator access to View or Modify Configuration
settings. For example: http://<host>:<port>/nwa
3. SAP NetWeaver Portal administrator privileges to access the SAP NetWeaver
Portal instance where Approval Portal is deployed. This access is required to
view the troubleshooting logs available under server directories and OpenText
Configuration files.
4. Deployed Approval Portal Support Package information:
a. Deployed Approval Portal Support Package and its version.
b. Build date of the deployed Support Package.
c. Configurations about the Admin Console page
d. Compatibility with SAP backend system connected to Approval Portal
e. Approval Portal does not have any automated process of capturing customer
specific Correction Instruction (CI) applied on any Support Package. Keep
track of this information and forward it before a remote session.

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The following screenshot helps in identifying the deployed Approval Portal version
and build information.

When the Approval Portal version is deployed on standalone landscapes, do not

forget to specify the Windows domain, which is configured in the COA table.

Example 9-4: Windows domain

In the COA table, if OPTURA is configured as the Windows domain, make sure
the OPTURA domain is also configured in the Configuration tab of the Admin
console. See the following screenshots of the COA table and the Admin
console.

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Access to debugging editor

• The SAP User or the Communication User should have Dialog user access to
debug the function modules in the Function Builder screen (SE37 transaction).
• OpenText recommends that you set an External breakpoint at the beginning and
end of the function before debugging is started.

Note: Do not forget to delete the breakpoint(s) that you have set for
debugging.

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9.11.12.3 Is debugging of the Java portal possible?

No, debugging of Java code is not possible in Productive Client Environments.

9.11.12.4 JavaScript errors

JavaScript error reporting is a bit different in Internet Explorer 9 and 10 compared to
previous Internet Explorer browsers. By default, the status bar is not visible.
Depending on your settings, this might be the only place that would indicate if there
is an error on the page.

• You can turn on the status bar through the menu: press ALT on the keyboard to
show the menu bar and then navigate to View > Toolbars > Status bar.
• Another approach to show the status bar is to right-click the title/tab area and
select Status bar from the context menu.

In your Advanced settings, you might have cleared the Display a notification about
every script error option. In this case, even if you have the status bar visible, you
will not know there was an error. The only hint of a JavaScript error would be if the
page did not respond properly (something did not load for example).

If you double-click anywhere on the status bar, if there was a JavaScript error on the
page, the error log will open.

9.11.12.4.1 Viewing JavaScript errors from the developer tools

The status bar is no longer reliable for viewing if there was a JavaScript error on the
page. However, there is another approach available for viewing JavaScript errors.

In the developer tools (press F12 as shortcut key), the Console tab shows all
JavaScript errors on the page since the Developer Tools window has been opened.

The trick with the Console tab of the developer tools is that the error log only starts
logging errors after the developer tools window is opened.

To see the error in the Console tab, you must repeat the action that triggered the
error in the first place.

The following is a screenshot of the Console tab with a JavaScript error logged.

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The Console tab of the developer tools (F12) will also give you a list of all JavaScript
errors that happened on the page.

To provide information for troubleshooting JavaScript or Client Side issues:

1. Before accessing the Approval Portal in the browser, click F12 developer tools
on the Tools menu.

2. Click the Network tab, and then click Start capturing.

3. Save the Network traffic in XML and send it to OpenText Customer Support for
further investigation.

9.11.12.5 Invoice image troubleshooting

You might encounter the following error message while trying to view the invoice
image on Approval Portal. In this case, use the following troubleshooting techniques
to resolve the invoice image problem(s).

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9.11.12.5.1 Authorization issues with CPIC

When SAP GUI perfectly displays the invoice image and when only Approval Portal
shows the error message when viewing the image, cross-check that the necessary
authorizations are granted for the logged-in user in viewing the images.

Check the SU53 transaction for the CPIC user ID when this error is shown.

9.11.12.5.2 Image RFC does not return URL

Run the RFC /ORS/000007_IMAGE_DISP_URL and verify whether the IMAGE_URL is

returned from RFC or not.

9.11.12.5.3 Web Viewer configuration for Web and Mobile

If you are using Web Viewer to access the invoice image, cross-check the settings
that are configured in the Mobile Configuration tab of the Admin console of
Approval Portal.

It is important to check if Web Viewer is up and running where the Web Viewer is
installed.

To ensure that Web Viewer is up and running, invoke the following URL. It should
display the Web Viewer is up home page: http://<Configured ip:port>/
WebViewer/.

For more information, see “Configuring the Web Viewer integration” on page 206.

9.11.12.5.4 Supported documents on browser

The configurations above might be in place and you still encounter issues in viewing
the images. In this case, check if the invoice image file type is supported by the
respective browser.

9.11.12.5.5 Pop-up blocker

Approval Portal is supported on different browsers. Therefore, perform the

following settings when accessing images on the respective browser type.

Google Chrome
To manually allow pop-ups from a site:

1. At the end of the address bar, click the pop-up blocker icon .

2. Click the link for the pop-up window that you want to see.

3. To always see pop-ups for the site, select Always show pop-ups from [site].
The site will be added to the exceptions list, which you can manage in the
Content Settings dialog.

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Internet Explorer
To manually allow pop-ups from a site:

1. Open the Tools menu, and point to Pop-up Blocker.

2. Click Turn Off Pop-up Blocker.

Mozilla Firefox
To manually allow pop-ups from a site:

1. Click the menu button and click Options.

2. In the Options dialog box, open the Content panel.

3. Clear the Block pop-up windows check box.

Mac OS Safari
To manually allow pop-ups from a site:

1. Select the settings gear, then click Preferences. Mac users click Safari >
Preferences.

2. Click Security at the top of the window.

3. Clear the check box Block pop-up windows.

9.11.12.6 Issue with repeated authentication

In SAP NetWeaver Portal 7.3 and higher versions, Approval Portal might again
prompt for authentication even after a successful login into SAP NetWeaver Portal.

To resolve the repeated authentication issue:

1. Log in to the SAP NetWeaver Portal as an administrator using the following

link:
http://<host>:<port>/nwa

2. Access the Configuration tab.

3. Click Authentication and Single Sign-On.

4. To filter the components, enter opentext in the Policy Configuration Name

column and Web in the Type column.

5. Select the Approval Portal application instance and click the Edit button.

6. On the Authentication Stack tab, change the Used Template value to ticket.
Then, click the Save button.

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9.12 Troubleshooting the Mobile Approval Portal

This chapter gives some troubleshooting hints for the Mobile Approval Portal. For a
description of the configuration of the Mobile Approval Portal, see “Configuring the
Mobile Approval Portal” on page 205.

To avoid errors when using the Mobile Approval Portal, perform the following
configurations.

JavaScript In the browser settings of the mobile device, enable JavaScript before launching the
Mobile Approval Portal.

If JavaScript is not enabled, AJAX calls to the server are interrupted and there is no
response on the Mobile Inbox.

Login user To change the Login user, clear Browser cache, cookies and form data.
change
Logging You cannot view or extract logging information on mobile devices themselves.
information Instead, you must open the Mobile Approval Portal URL on the Chrome desktop
browser. Developer Tools are part of Chrome. They offer various information and
useful features. To open the Developer Tools, click Wrench Menu > Tools >
Developer Tools.

Inside the Developer Tools, you can view detailed logging information on the
Console tab. You can view network traffic on the Network tab. To extract
information, copy specific text parts out of the Console tab.

For more information, see the Google Developer Tools documentation: https://
developers.google.com/web/tools/chrome-devtools/

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Glossary
AAK

See: SAP Add-On Assembly Kit (AAK)

After Image
Technical option to realize an delta upload from the source systems into the SAP
NetWeaver BW system. A data record loaded as After Image provides the status
of the record after it has been changed, or after data has been added.

Aging Report
Part of the Central Reporting infrastructure. The Aging Report reports about the
aging of documents and work items in the current system.

Application Component Hierarchy

Hierarchy of folders to structure DataSources in SAP NetWeaver BW.

Approval chart of authority (COA)

The Approval chart of authority (COA) determines first approver and next
approver for an invoice by combinations of Company Code (specific or range),
Expense Type (marketing expense, utility), Cost Objects (G/L account, Cost
Center), and HR objects (Position, Job code).

Approval Portal
VIM web interface for approving invoices.

Archive system
Computer system that enables storage, management and retrieval of archived
data and documents

ArchiveLink document types

Document types that need to be customized for ArchiveLink

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

Authorization profiles
The SAP administrator assigns authorizations to the users that determine which
actions a user can perform in the SAP system. These authorizations are stored in
Authorization profiles.

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Automation Report
Tool that provides data about automated and manual processing steps of VIM
documents

BAdI

See: Business Add-Ins (BAdI)

BAPI®
SAP programming interface: Business Application Programming Interface

Baseline
Set of functionality with pre-defined configuration and the starting point to
implement VIM

BasisCube

See: InfoCube

BDC ID
Business Data Communication ID. The BDC ID is used by the system to process
an SAP transaction to create an SAP Document in user context.

Block
Situation where an invoice has a price or quantity variance that prevents invoice
from posting

BSP

See: Business Server Page (BSP)

BTE

See: Business Transaction Event (BTE)

Business Add-Ins (BAdI)

Business Add-Ins (BAdI) is an SAP enhancement technique based on ABAP
objects. BAdI can be inserted into the SAP system to accommodate user
requirements too specific to be included in the standard delivery.

Business rules
Rules that describe the operations, definitions and constraints that apply to an
organization

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Business Server Page (BSP)

SAP term: An HTML-coded user interface of an Internet application of
Application Server ABAP.

Business Transaction Event (BTE)

Event used for extending a Non PO invoice functionality to call a custom program

Central Audit Report

Part of the Central Reporting infrastructure. The Central Audit Report is a
slimmed VIM Analytics (VAN). The main difference to VAN is that the Central
Audit Report serves as a single point of access in a multiple backend scenario.

Central Reporting
Reporting infrastructure that provides several reports that enable you to measure
certain properties of VIM documents and their work items, in order to optimize
working with VIM. Central Reporting comprises the following individual reports:
Aging Report, Central Audit Report, Exception Analysis Report, Key Process Analytics
Report, Productivity Report, and Summary Report.

Characteristic
Type of InfoObject in SAP NetWeaver BW that represents descriptions of fields,
such as Vendor ID, Invoice Number, Unit of Measure, and Posting Date.

COA

See: Approval chart of authority (COA)

Coding
Coding allocates an invoice to G/L account and cost object if required.

Dashboard
User interface that organizes and presents information in a way that is easy to
read. Users can also perform actions from the dashboard.

Data Transfer Process (DTP)

Object in SAP NetWeaver BW to transfer data from source objects to target objects

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.

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DataSource
Set of fields in SAP NetWeaver BW that provide the data for a business unit for
data transfer to the SAP NetWeaver BW system; technically, it contains an extract
structure and an extraction function module.

DataStore Object (DSO)

Storage location for consolidated and cleansed data in SAP NetWeaver BW

DocuLink
OpenText™ DocuLink for SAP Solutions enables the archiving, management and
retrieval of SAP CRM or SAP S/4HANA documents from within the SAP
infrastructure.

Document Processing (DP)

VIM component that captures invoice metadata including line items for PO and
performs preconfigured business rules

Document type
Type of document such as PO, Non PO, OCR, Non OCR

DP

See: Document Processing (DP)

DSO

See: DataStore Object (DSO)

DTP

See: Data Transfer Process (DTP)

EDI

See: Electronic Data Interchange (EDI)

Electronic Data Interchange (EDI)

Method for transferring data between different application systems in the form of
messages. SAP applications support EDI with messages sent in an SAP
Intermediate Document (IDoc) format. VIM supports the creation of vendor
invoices through the EDI/IDoc interface.

Event Type Linkage

Error handling method. Event Type Linkage determines what the application
should do in case an error could not be handled.

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Exception Analysis Report

Part of the Central Reporting infrastructure. The Exception Analysis Report
reports all work items with exceptions, grouped by exception, company code or
vendor.

Exception
Action that is not part of normal operations or standards

FI

See: Financial Accounting (FI)

Financial Accounting (FI)

SAP module for the Finance and Accounting department

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.

IAP

See: Invoice Approval (IAP)

IDoc

See: Intermediate Document (IDoc)

IE

See: Invoice Exception (IE)

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

Indexing
Process of entering or storing data into the system

InfoArea
Folder in SAP NetWeaver BW to organize InfoCubes, DataStore Objects, InfoObjects,
and InfoObject Catalogs

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InfoCube
Self-contained dataset in SAP NetWeaver BW, for example, of a business-oriented
area; an InfoCube is a quantity of relational tables arranged according to the
enhanced star schema: A large fact table in the middle surrounded by several
dimension tables

InfoObject Catalog
Folder structure in SAP NetWeaver BW to organize InfoObjects

InfoObject
Smallest information unit in SAP NetWeaver BW. Key figures and Characteristics
are collectively called InfoObjects.

InfoPackages
Object in SAP NetWeaver BW that specifies when and how to load data from a
given source system to the SAP NetWeaver BW system

InfoProvider
Object in SAP NetWeaver BW for which queries can be created or executed.
InfoProviders are the objects or views that are relevant for reporting.

Intermediate Document (IDoc)

Standard SAP message document format for the EDI interface.

Invoice Approval (IAP)

VIM component that enables users to perform coding, approving and rejecting
invoices

Invoice characteristic
A value specific to each invoice (for example country) that allows flexible
processing in VIM. An invoice characteristic is determined during runtime and
depends on the corresponding index data of the document.

Invoice coder
Person who enters the accounting info on invoices to allocate the cost

Invoice Exception (IE)

VIM component that handles the exceptions that arise after an SAP invoice is
created

Invoice requester
Person who requested goods and services for Non PO invoices

Key Figure
Type of InfoObject in SAP NetWeaver BW that represents numeric values or
quantities, such as Number of Invoices and Gross Invoice Amount.

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Key Process Analytics Report

Part of the Central Reporting infrastructure. The Key Process Analytics Report
reports about a variety of key figures regarding the VIM process: It shows the
accumulated amounts of all documents in the DP workflow, in parked state and
in posted state.

LIV

See: Logistic invoice (LIV)

Logistic invoice (LIV)

purchase order invoice

Materials Management (MM)

Materials management module of the SAP S/4HANA software package. Materials
management is used for procurement and inventory management.

MM

See: Materials Management (MM)

Mobile Approval Portal

VIM component for approving invoices on mobile devices.

MultiProvider
Object in SAP NetWeaver BW that is based on InfoCube(s), DataStore Object(s),
and/or InfoObject(s). A MultiProvider is used as a layer for the creation of end user
queries; the MultiProvider itself does not contain any data; rather, data resides in
the BasisCubes.

Namespace
Name range reserved by SAP for customer objects and SAP objects to make sure
that objects are not overwritten by SAP objects during the import of corrections or
an upgrade

Non purchase order (Non PO)

Order that is not based on a PO

Non purchase order (Non PO) invoice

Invoice based on a Non purchase order (Non PO)

Number range
Array of numbers that can be used for an object in the SAP S/4HANA system

OCR

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See: Optical character recognition (OCR)

Optical character recognition (OCR)

Mechanical or electronic translation of images of handwritten, typewritten or
printed text (usually captured by a scanner) into machine-editable text

Park
Situation where an invoice is not posted and is waiting for further processing

Parked invoice document

Temporary document that the AP processor can change and post. SAP assigned
document number becomes real number when posted.

Persistent Staging Area (PSA)

Data staging area in SAP NetWeaver BW. It allows to check data in an
intermediate location before the data is sent to its destinations in SAP NetWeaver
BW.

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.

PO

See: Purchase order (PO)

Posted invoice document

Invoice that has already been posted in SAP S/4HANA. Only free-form text fields
can be changed. Related documents such as POs or good receipts may be created
or changed to effect the invoice. If the document is not needed, it must be
cancelled ( PO invoice) or reversed ( non-PO invoice).

Price variance
Situation where the price on the invoice is different from the price in the purchase
order

Process Chain
Sequence of processes in SAP NetWeaver BW that are scheduled to wait in the
background for an event; used to automate, visualize and monitor the processes.

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

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

Process options
Processing options for the user in the dashboard, such as Referral, Authorization,
and Actions

Process type
Process type for a document. The process type determines the initial actor and
various collaboration options available to the various actors during the process
flow.

Productivity Report
Part of the Central Reporting infrastructure. The Productivity Report reports
about the productivity of users/roles and the activities of users/roles.

PSA

See: Persistent Staging Area (PSA)

Purchase order (PO) invoice

Invoice based on a Purchase order (PO)

Purchase order (PO)

SAP module. PO indicates a document sent from a buyer to a seller. The purpose
of the document is to order the delivery of goods or services.

Quantity variance
Situation where the quantity on the invoice is different from the quantity in the
purchase order

Roles
Set of predefined roles for the SAP user

SAP Add-On Assembly Kit (AAK)

Standardized delivery procedure for software

SAP Customer Relationship Management (SAP CRM)

SAP application that provides software for ticket systems, for example in the
Accounts Payable department.

SAP NetWeaver Business Warehouse (SAP NetWeaver BW)

SAP application that allows to integrate, transform, and consolidate relevant
business information from productive SAP applications and external data
sources.

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SAP Supplier Relationship Management (SAP SRM)

SAP application that automates, simplifies, and accelerates procure-to-pay
processes for goods and services.

Scan operator
Person who scans the invoices into images (may not have a SAP ID)

Summary Report
Part of the Central Reporting infrastructure. The Summary Report provides a
summary of all documents processed through VIM.

Technical catalog
SAP term: Repository for creating role-specific business catalogs

Transformation (TRF)
Object in SAP NetWeaver BW to connect source objects to data targets; it allows
to consolidate, cleanse and integrate data

TRF

See: Transformation (TRF)

VAN

See: VIM Analytics (VAN)

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 Analytics (VAN)

VIM component that gives users a clear data report on their invoices in progress.
VIM Analytics allows to track the documents routed through SAP workflows via
VIM.

VIM 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.

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VIM Invoice Workplace

Tool for VIM super users, which allows users to display lists of their work items
that meet a selection they have entered before. Users also can display work items
of other users and of their team as a whole.

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.

Workflow
SAP Business Workflows can be used to define business processes that are not yet
mapped in the SAP S/4HANA system.

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