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Vendor Invoice Management

(VIM) for SAP Solutions 5.2


Bootcamp

Learning Services course 250


December 2009

Impressum

Learning Services course material


Revision 5.2c
Author: Learning Services
Date: December 2009

Copyright

2009 Open Text Software GmbH


All rights reserved, including those regarding reproduction, copying or other use or
communication of the contents of this document or parts thereof. No part of this
publication may be reproduced, transmitted to third parties, processed using electronic
retrieval systems, copied, distributed or used for public demonstration in any form without
the written consent of IXOS SOFTWARE AG. We reserve the right to update or modify
the contents. Any and all information that appears within illustrations of screenshots is
provided coincidentally to better demonstrate the functioning of the software. IXOS AG
hereby declares that this information reflects no statistics of nor has any validity for any
existing company.
2009 by Open Text Corporation. The copyright to these materials and any
accompanying software is owned, without reservation, by Open Text. These materials
and any accompanying software may not be copied in whole or part without the express,
written permission of Open Text. The information in this document is subject to change
without notice. All rights reserved. Printed in Canada.
Open Text Corporation is the owner of the trademarks Open Text, Great Minds Working
Together, and Livelink, among others. This list is not exhaustive. All other products or
company names are used for identification purposes only, and are trademarks of their
respective owners.

Trademarks

SAP, R/3, SAPmail, SAPoffice, SAPscript, SAP Business Workflow, SAP ArchiveLink:
SAP AG
UNIX: Unis Systems Laboratories, Inc.
OSF, Motif, OSF/Motif: Open Software Foundation, Inc.
X Window System: Massachusetts Institute of Technology
PostScript: Adobe Systems, Inc.
FrameMaker: Frame Technology Corporation
ORACLE: ORACLE Corporation, Kalifornien USA
Microsoft, WINDOWS, EXCEL, NT: Microsoft Corporation
Intel, Intel Inside: Intel Corporation
Other product names have been used only to identify those products and may be
trademarks of their respective owners.

Table of Contents
1

Overview
Course Prerequisites ..................................................................................................................... 1-02
Agenda Day 1 ............................................................................................................................. 1-03
Agenda Day 2 ............................................................................................................................. 1-04
Agenda Day 3 ............................................................................................................................. 1-05
Agenda Day 4 ............................................................................................................................. 1-06
Agenda Day 5 ............................................................................................................................. 1-07
Course Objectives ......................................................................................................................... 1-08

Open Text Vendor Invoice Management for SAP Solutions


Agenda........................................................................................................................................... 2-02
The Need to Optimize the Cycle.................................................................................................... 2-03
Does this scenario look familiar? ................................................................................................... 2-04
Typical barriers to efficient Accounts Payable (AP) operations..................................................... 2-05
What it takes to optimize the AP invoicing process ....................................................................... 2-06
Open Text Vendor Invoice Management....................................................................................... 2-07
Manual Invoice Processing is inefficient and poses serious risk to your business operations ..... 2-08
Benefits of fully optimized and automated AP process ................................................................. 2-09
Overcoming barriers in the financial supply chain becomes a competitive differentiator.............. 2-10
Transparent invoice reconciliation becomes a competitive differentiator ...................................... 2-11
Invoice Management is the Most Commonly Shared Finance Process ........................................ 2-12
Value Proposition of Open Text Vendor Invoice Management for SAP Solutions ........................ 2-13
Differentiators of Open Text Vendor Invoice Management ........................................................... 2-14
What your organization gains from Open Text Vendor Invoice Management............................... 2-15
What your Finance Shared Services Organization gains from Open Text Vendor Invoice
Management............................................................................................................................. 2-16
Open Text Vendor Invoice Management Automated paper-to-post invoice management ........... 2-17
Open Text Vendor Invoice Management Architecture................................................................... 2-18
Benefits you gain throughout the entire invoice management process......................................... 2-19
Document processing function ...................................................................................................... 2-20
Exception processing function ....................................................................................................... 2-21
Invoice approval and accounting ................................................................................................... 2-22
Analytics function ........................................................................................................................... 2-23
Support large and/or distributed organizations with transparent routing ....................................... 2-24
Achieving Results with Open Text and SAP.................................................................................. 2-25
Selected customers using Open Text Vendor Invoice Management ............................................ 2-26
Customer return on investment ..................................................................................................... 2-27
Sample ROI ................................................................................................................................... 2-28
Summary........................................................................................................................................ 2-29
The bottom line .............................................................................................................................. 2-30

Vendor Invoice Management (VIM) Overview


Chapter Guide................................................................................................................................ 3-02
AP Business Process Flow without VIM ........................................................................................ 3-03
Accounts Payable Challenges ....................................................................................................... 3-04
Handling Invoice Problems: Different Viewpoints.......................................................................... 3-05
Chapter Guide................................................................................................................................ 3-06
What is VIM or SAP IM? ................................................................................................................ 3-07

Table of Contents

0-3

Delivery Model ............................................................................................................................... 3-08


Core Components.......................................................................................................................... 3-09
Architecture.................................................................................................................................... 3-10
History and look forward ................................................................................................................ 3-11
Chapter Guide................................................................................................................................ 3-12
Process Overview Scan to Payment .......................................................................................... 3-13
AP Business Process Flow............................................................................................................ 3-14
Scan to Payment Demo with manual indexing and with ICC (OCR / IDR) ................................... 3-15
Demo Scenario Non PO Invoice: Short description....................................................................... 3-16
Demo Scenario Non PO Invoice.................................................................................................... 3-17
Mail room Sort incoming mails.................................................................................................... 3-18
Demo Scenario Non PO Invoice: Scan station.............................................................................. 3-19
Invoice Scanning Step ................................................................................................................... 3-20
Start archiving invoices by using TCode: OAWD .......................................................................... 3-21
Demo Scenario Non PO Invoice: ICC Extraction and Validation .................................................. 3-22
ICC Document Extraction (background task) ................................................................................ 3-23
ICC Validation ................................................................................................................................ 3-24
Correcting Documents with Single Click Entry .............................................................................. 3-25
Demo Scenario Non PO Invoice: Manual Indexing ....................................................................... 3-26
Manual Indexing Step TCode: SBWP ........................................................................................... 3-27
View to Indexer Dashboard ........................................................................................................... 3-28
Index Screen and Image................................................................................................................ 3-29
Filled Index Screen
Submit ....................................................................................................... 3-30
Baseline Duplicate Check after Submit ......................................................................................... 3-31
Indexer Dashbord in case of Duplicate.......................................................................................... 3-32
Demo Scenario Non PO Invoice: Duplication Check .................................................................... 3-33
Duplicate Analysts Inbox............................................................................................................... 3-34
Duplicate Analysts Index screen Suspected Duplicate ............................................................. 3-35
Duplicate Analyst makes a decision .............................................................................................. 3-36
Demo Scenario Non PO Invoice Invalid Vendor VAT Number................................................... 3-37
Tax Experts Inbox ......................................................................................................................... 3-38
Tax Experts Inbox Index Screen - Invalid Vendor VAT Number
Process Type: 220............... 3-39
Tax Expert maintain Tax Information............................................................................................. 3-40
Tax Experts Dash board Screen - Invalid Vendor VAT Number .................................................. 3-41
Demo Scenario Non PO Invoice: SAP Document Creation Failure .............................................. 3-42
AP Processors Inbox .................................................................................................................... 3-43
AP Processors Index Screen
Exception: "Missing Invoice Date" ............................................ 3-44
Enter "Missing Invoice Date" from Invoice..................................................................................... 3-45
Re-apply Business Rules............................................................................................................... 3-46
Document returned to AP Processors Inbox ................................................................................ 3-47
AP Processors Index Screen
other Exception: "Missing Date of Supply"................................ 3-48
Demo Scenario Non PO Invoice: Approval Required.................................................................... 3-49
Requester and Approver................................................................................................................ 3-50
SAP GUI Approval Screen............................................................................................................. 3-51
Enter accounting information ......................................................................................................... 3-52
Add Comments .............................................................................................................................. 3-53
Demo Scenario Non PO: Approval Step ....................................................................................... 3-54
Show Invoice TCode: FB03 ........................................................................................................... 3-55
Demo Scenario Non PO Invoice: Invoice Posted .......................................................................... 3-56

0-4

250

VIM 5.2 Installation and Upgrade Overview


Objective ........................................................................................................................................ 4-02
Types of VIM Add-on Packages .................................................................................................... 4-03
Supported VIM / SAP IM versions ................................................................................................. 4-04
Objective ........................................................................................................................................ 4-05
VIM 5.2 Installation ........................................................................................................................ 4-06
VIM / SAP IM Installation Procedure ............................................................................................. 4-07
Pre Requisite ECC 6.0................................................................................................................... 4-08
Pre Requisite ECC 5.0................................................................................................................... 4-09
Pre Requisite SAP 4.7 ................................................................................................................... 4-10
Pre Requisite SAP 4.6C ................................................................................................................ 4-11
Installation Basis package ............................................................................................................. 4-12
Installation Procedure .................................................................................................................... 4-13
Verification (1)................................................................................................................................ 4-14
Verification (2)................................................................................................................................ 4-15
Post Installation Steps ................................................................................................................... 4-16
Transaction /OPT/VIM_1CX19 after Installation .......................................................................... 4-17
Transaction /OPT/VIM_1CX19 after finishing post installation process ...................................... 4-18
Installation Procedure Upgrading SAP (1).................................................................................. 4-19
Installation Procedure Upgrading SAP (2).................................................................................. 4-20
Upgrading VIM ............................................................................................................................... 4-21
Installation of Support Packages ................................................................................................... 4-22
Installation of Hot Fixes ................................................................................................................. 4-23
Exercise: Installation Check........................................................................................................... 4-24

Implementation Methodology
Topics ............................................................................................................................................ 5-02
Forward Motion Implementation Methodology ............................................................................ 5-03
Project Initiation Phase .................................................................................................................. 5-04
Blueprint Phase.............................................................................................................................. 5-05
Development Phase ...................................................................................................................... 5-06
Integration Test Phase................................................................................................................... 5-07
Launch Phase ................................................................................................................................ 5-08
VIM Swimlane Workshops............................................................................................................. 5-09
VIM Swimlane Example................................................................................................................. 5-10
SAP IM Project Structure............................................................................................................... 5-11

Architecture and Infrastructure


Topics ............................................................................................................................................ 6-02
High Level System Landscape VIM 5.2...................................................................................... 6-03
Technical Foundation .................................................................................................................... 6-04
User Interface ................................................................................................................................ 6-05
User Interface DP Dashboard..................................................................................................... 6-06
User Interface VIM Dashboard: Parked Document .................................................................... 6-07
User Interface VIM Dashboard: Blocked PO Invoice ................................................................. 6-08
User Interface VIM Dashboard: Invoice Approval ...................................................................... 6-09
Exercise: Dashboards.................................................................................................................... 6-10
SAP Workflow Basics .................................................................................................................... 6-11
Exception Handling Workflow Process Overview.......................................................................... 6-12
Invoice Approval Workflow Overview ............................................................................................ 6-13
Role Resolution Components ........................................................................................................ 6-14

Table of Contents

0-5

Customization Infrastructure.......................................................................................................... 6-15


Customization Infrastructure.......................................................................................................... 6-16
Reporting ....................................................................................................................................... 6-17

Livelink for SAP Solutions Components


Chapter guide ................................................................................................................................ 7-02
Typical configuration of Livelink for SAP Solution ......................................................................... 7-03
Chapter guide ................................................................................................................................ 7-04
Leading application (1) .................................................................................................................. 7-05
Leading application (2) .................................................................................................................. 7-06
Chapter guide ................................................................................................................................ 7-07
Archive Server ............................................................................................................................... 7-08
Storage technologies used by Archive Server............................................................................... 7-09
Archive Server Components.......................................................................................................... 7-10
Chapter guide ................................................................................................................................ 7-11
Document archiving and viewing ................................................................................................... 7-12
Document flow in the Archive Server - Synopsis........................................................................... 7-13
Document archival ......................................................................................................................... 7-14
Providing a document for read access .......................................................................................... 7-15
Chapter guide ................................................................................................................................ 7-16
Administration and monitoring tools for the Archive Server .......................................................... 7-17
Archive Server WebMonitor........................................................................................................... 7-18
Archive Server Administration Client ............................................................................................. 7-19
Document Pipeline Info.................................................................................................................. 7-20
Chapter guide ................................................................................................................................ 7-21
Logical archive setup steps ........................................................................................................... 7-22
Definition: logical archives ............................................................................................................. 7-23
Inner structure of a logical archive................................................................................................. 7-24
Create a logical archive ................................................................................................................. 7-25
Create a Pool (e. g. single file FS)................................................................................................. 7-26
Set security options ....................................................................................................................... 7-27
Exercise: Display logical archive on Archive Server...................................................................... 7-28
Chapter guide ................................................................................................................................ 7-29
Scanning client............................................................................................................................... 7-30
Scanner.......................................................................................................................................... 7-31
Enterprise Scan ............................................................................................................................. 7-32
Chapter guide ................................................................................................................................ 7-33
Retrieval clients.............................................................................................................................. 7-34
Archive Windows Viewer ............................................................................................................... 7-35
Archive Java Viewer Applet ........................................................................................................... 7-36
Archive Web Viewer ...................................................................................................................... 7-37
Chapter guide ................................................................................................................................ 7-38
Scalable system architecture protects your investment ............................................................ 7-39
enterprise-wide.......................................................................................................................... 7-40

SAP Archivelink Overview and Customizing for VIM


Chapter Guide................................................................................................................................ 8-02
ArchiveLink: The SAP Interface to Archiving Systems.................................................................. 8-03
Features of SAP ArchiveLink......................................................................................................... 8-04
Chapter Guide................................................................................................................................ 8-05
ArchiveLink elements in the SAP basis ......................................................................................... 8-06

0-6

250

Some SAP tables for ArchiveLink.................................................................................................. 8-07


ArchiveLink Function Modules....................................................................................................... 8-08
Chapter Guide................................................................................................................................ 8-09
Link Tables: Associations of SAP objects and Archived Documents ............................................ 8-10
Link table structure ........................................................................................................................ 8-11
Multiple link tables ......................................................................................................................... 8-12
Chapter Guide................................................................................................................................ 8-13
Document retrieval (1): From business context............................................................................. 8-14
Document retrieval (2): From business context: VIM GOS ........................................................... 8-15
Document retrieval (3): Document-oriented .................................................................................. 8-16
Document retrieval (4): Administrative .......................................................................................... 8-17
ArchiveLink Monitor ....................................................................................................................... 8-18
The entry screen into ArchiveLink customizing ............................................................................. 8-19
Chapter Guide................................................................................................................................ 8-20
Layers of ArchiveLink customizing ................................................................................................ 8-21
Initial customizing steps ................................................................................................................. 8-22
Deactivate print list management in DMS ..................................................................................... 8-23
Install Open Texts ArchiveLink protocols IX_OLEU*, IX_HTTP*.................................................. 8-24
Chapter Guide................................................................................................................................ 8-25
Communication setup steps .......................................................................................................... 8-26
Communication interfaces between SAP and Archive Server (via HTTP) .................................... 8-27
Spool directory: Purpose and size ................................................................................................. 8-28
Spool directory (2): Possible subdivisions ..................................................................................... 8-29
Chapter Guide................................................................................................................................ 8-30
Definition: Logical archive.............................................................................................................. 8-31
Reasons for multiple logical archives ............................................................................................ 8-32
Restrictions for logical archives for SAP........................................................................................ 8-33
Create logical archive: HTTP settings ........................................................................................... 8-34
Logical archive, HTTPS settings.................................................................................................... 8-35
On OpenText side: General logical archive setup ......................................................................... 8-36
Exercise: Create logical archive .................................................................................................... 8-37
Chapter Guide................................................................................................................................ 8-38
Basic customizing attributes .......................................................................................................... 8-39
Object type..................................................................................................................................... 8-40
Document class ............................................................................................................................. 8-41
Document type............................................................................................................................... 8-42
Basic customizing steps ................................................................................................................ 8-43
Display/ maintain document type definition ................................................................................... 8-44
Display/ maintain document type link to logical archive ................................................................ 8-45
Basic customizing attributes: References and dependencies ....................................................... 8-46
Chapter Guide................................................................................................................................ 8-47
Archiving with workflow: Customizing............................................................................................ 8-48
Workflow-specific attributes for a VIM Archivelink document type ................................................ 8-49
Set up workflow document type using the customizing wizard (1) ................................................ 8-50
Set up workflow document type using the customizing wizard (2) ................................................ 8-51
Set up workflow document type using the customizing wizard (3) ................................................ 8-52
Exercise: Customize document archiving with workflow ............................................................... 8-53
Workflow archiving attributes: References and dependencies...................................................... 8-54
Display/maintain presettings.......................................................................................................... 8-55
Personal view configuration for archiving presettings ................................................................... 8-56
Types of workflow agents for document archiving......................................................................... 8-57

Table of Contents

0-7

Agent assignment to workflow task ............................................................................................... 8-58

Role Resolution
Topics ............................................................................................................................................ 9-02
Role Resolution Overview ............................................................................................................. 9-03
VIM Roles ...................................................................................................................................... 9-04
Role Structure ................................................................................................................................ 9-05
Role Definition................................................................................................................................ 9-06
Role Description Maintenance....................................................................................................... 9-07
Role Template Definition ............................................................................................................... 9-08
Role Template Types..................................................................................................................... 9-09
Key Determination Example .......................................................................................................... 9-10
Maintaining Role Templates using Key Determination.................................................................. 9-11
Step 1: Display / maintain Template Definition.............................................................................. 9-12
Template Definition /OPT/CP_9CX2 .......................................................................................... 9-13
Step 2: Display / maintain Template Fields for the Template Definition........................................ 9-14
Template Fields
/OPT/CP_9CX2 .............................................................................................. 9-15
Step 3: Display / maintain details of each Template Field............................................................. 9-16
Template Field Details /OPT/CP_9CX2 ..................................................................................... 9-17
Product Code to Business Object table......................................................................................... 9-18
Step 4: Display / maintain assignment of Template Definition to a Role....................................... 9-19
Assign Template to Role
/OPT/CP_9CX2 ................................................................................ 9-20
Role Structure: Key Configuration Fields ...................................................................................... 9-21
Role Structure: Key Field Correlation ............................................................................................ 9-22
Simple Mode Role Maintenance.................................................................................................... 9-23
Fail_Safe Role Maintenance.......................................................................................................... 9-24
How works the Key determination ................................................................................................. 9-25
Role Resolution Flow..................................................................................................................... 9-26
Exercise: What template can we use for role determination? ....................................................... 9-27
Role Resolution Review: What template can we use for role determination? ........................... 9-28
Exercise: Template Identification................................................................................................... 9-29
Exercise: Assigning Organizational objects to Roles .................................................................... 9-30
Exercise: Create new Roles and Assign them .............................................................................. 9-31

10

Role Resolution Alternate Method


Role Resolution............................................................................................................................ 10-02
Role Configuration (1).................................................................................................................. 10-03
Role Configuration (2).................................................................................................................. 10-04
Organizational Configuration ....................................................................................................... 10-05
Organizational Configuration: Modifying Entries ......................................................................... 10-06
Organizational Configuration: Creating New Entry...................................................................... 10-07
Organizational Configuration: Key Determination Roles ............................................................. 10-08
Organizational Configuration: Key Determination Objects .......................................................... 10-09
Organizational Configuration: Object Attribute ............................................................................ 10-10

11

Creation of Organizational Units and Work center


Chapter guide .............................................................................................................................. 11-02
Start creation transaction TA: PPOCW and valid time range for Organization ........................... 11-03
Type in new name and Hide Object Manager ............................................................................. 11-04
Right mouse key on new organization and Create new Position ............................................ 11-05
Type in Position name and description........................................................................................ 11-06
Assign position holder
search user ..................................................................................... 11-07

0-8

250

select them and delimit vacancy.................................................................................................. 11-08


Chapter guide .............................................................................................................................. 11-09
Start Create Strukture with TA: PPSC ......................................................................................... 11-10
Select Object Type and Evaluation Path and Create the Structure ............................................ 11-11
Choose relationship to the holder
search User ....................................................................... 11-12
select and assign them ................................................................................................................ 11-13
For changes on Work Center use TA: PPSM.............................................................................. 11-14

12

Document Processing (DP) Configuration


Document Processing (DP) ......................................................................................................... 12-02
Chapter Guide.............................................................................................................................. 12-03
Document Processing (DP) Basic Concepts ............................................................................... 12-04
Overview of DP Customizing Steps............................................................................................. 12-05
Chapter Guide.............................................................................................................................. 12-06
DP Document Type Definition ..................................................................................................... 12-07
DP Document Type Maintenance Screen (1)........................................................................... 12-08
DP Document Type Maintenance Screen (2)........................................................................... 12-09
DP Document Type Maintenance Screen (3)........................................................................... 12-10
DP Document Type Maintenance Screen (4)........................................................................... 12-11
DP Document Type Maintenance Items (1) ............................................................................. 12-12
DP Document Type Maintenance Items (2) ............................................................................. 12-13
Chapter Guide.............................................................................................................................. 12-14
Process Type ............................................................................................................................... 12-15
Process Type Maintenance ...................................................................................................... 12-16
Process Type Definition (1) ......................................................................................................... 12-17
Process Type Definition (2) (Advance Topic) .............................................................................. 12-18
User Process Options for Process Type (1) ................................................................................ 12-19
User Process Options for Process Type (2) ................................................................................ 12-20
Process Type Maintenance Items ............................................................................................ 12-21
Chapter Guide.............................................................................................................................. 12-22
Process (Dashboard) Options ..................................................................................................... 12-23
Process (Dashboard) Options Maintenance View.................................................................... 12-24
Process (Dashboard) Options Maintenance Items...................................................................... 12-25
Display BDC Configuration (1)..................................................................................................... 12-26
Display BDC Configuration (2)..................................................................................................... 12-27
Chapter Guide.............................................................................................................................. 12-28
Index Screen Options .................................................................................................................. 12-29
Index Screen Options default settings ......................................................................................... 12-30
Index Screen Options changed to Disable Obsolete and Rescan .............................................. 12-31
Index Screen Options changed to Enable Simulate and Enable Bypas ..................................... 12-32
Country Specific Screen configuration ........................................................................................ 12-33
Missing field descriptions and Line Item Details after copy or creation of DP document types .. 12-34
Index Screen Header Field Configuration ................................................................................... 12-35
Index Screen Item Field Configuration ........................................................................................ 12-36
Views of field descriptions and Line Item Details after sucessefull customizing ......................... 12-37
Country Specific Configuration .................................................................................................... 12-38
Country Specific Attributes .......................................................................................................... 12-39
Country Specific Attributes .......................................................................................................... 12-40
Country Specific Process Types.................................................................................................. 12-41
Country Specific Process Types.................................................................................................. 12-42
Chapter Guide.............................................................................................................................. 12-43

Table of Contents

0-9

Business Rules ............................................................................................................................ 12-44


Business Rules Check Type: Table Field................................................................................. 12-45
Business Rules other Check Types.......................................................................................... 12-46
Business Rules Bypass / Simulate Feature.............................................................................. 12-47
Business Rules Maintenance Items ......................................................................................... 12-48
Document Processing (DP) Customization Tip ........................................................................... 12-49
Document Processes................................................................................................................... 12-50
Maintain connection between Document Types, Process Types and Business Rules............... 12-51
Maintain additional fields ............................................................................................................. 12-52
Exercise: Copy and modify DP Document Types........................................................................ 12-53
Chapter Guide.............................................................................................................................. 12-54
Duplicate Check........................................................................................................................... 12-55
Duplicate Check Maintenance ..................................................................................................... 12-56
Duplicate Check Group Maintenance Items ............................................................................. 12-57
Duplicate Check Group Advanced Maintenance...................................................................... 12-58
Chapter Guide.............................................................................................................................. 12-59
Rescan / Obsolete Reasons ........................................................................................................ 12-60
Display / Hide Rescan and Obsolete Reasons............................................................................ 12-61
Maintain Scan Locations and Document Priorities ...................................................................... 12-62
Maintain Dynamic Columns - Overview....................................................................................... 12-63
Maintain Dynamic Columns - Details........................................................................................... 12-64
Exercise: Duplicate Check and Reason Codes........................................................................... 12-65
Chapter Guide.............................................................................................................................. 12-66
Advanced Customization Items (1).............................................................................................. 12-67
Advanced Customization Items (2).............................................................................................. 12-68

13

OCR and Invoice Capture Center (ICC)


Chapter Guide.............................................................................................................................. 13-02
Capture Indexes from Image: Two Ways .................................................................................... 13-03
Chapter Guide.............................................................................................................................. 13-04
Invoice Capture Center at a glance ............................................................................................. 13-05
Invoice Capture Center at a glance (2)........................................................................................ 13-06
Chapter Guide.............................................................................................................................. 13-07
Details on ICC.............................................................................................................................. 13-08
Open Text VIM Automated paper-to-post invoice management ................................................. 13-09
Architecture& Infrastructure: High Level Architecture.................................................................. 13-10
Architecture & Infrastructure: ICC-VIM Integration ...................................................................... 13-11
ICC Monitoring ............................................................................................................................. 13-12
Architecture&infrastructure: SAP/VIM Integration ...................................................................... 13-13
Infrastructure: ICC Hardware configuration ................................................................................. 13-14
Architecture.................................................................................................................................. 13-15
Data flow steps in sequence........................................................................................................ 13-16
Status Flow .................................................................................................................................. 13-17
Infrastructure: ICC VIM Data Flow............................................................................................ 13-18
Infrastructure: ICC Download Flow.............................................................................................. 13-19
Infrastructure: ICC Configuration Flow ........................................................................................ 13-20
Infrastructure: VIM ICC Document Type Concept ....................................................................... 13-21
Recognition: Division of work ICC - VIM...................................................................................... 13-22
Long term effect of different Approaches .................................................................................... 13-23
Invoice Knowledge Base ............................................................................................................. 13-24
Localization and Country Support................................................................................................ 13-25

0-10

250

Recognition Configuration: Multiple Country Application for EU ................................................. 13-26


Recognition Configuration: Multiple Country Applications for SSC ............................................. 13-27
Typical Invoice Data Extraction ................................................................................................... 13-28
Recognition Process .................................................................................................................... 13-29
Recognition: Company Code Detection ...................................................................................... 13-30
Use of Company Code in ICC ..................................................................................................... 13-31
Invoice data sample (Vendor)...................................................................................................... 13-32
Recognition: Vendor Detection ................................................................................................... 13-33
Invoice data sample (Amount(s))................................................................................................. 13-34
Invoice data sample (invoice data, - number).............................................................................. 13-35
Invoice data sample (Purchase order number) ........................................................................... 13-36
Invoice data sample (Line items) ................................................................................................. 13-37
Recognition: Invoice Line Items................................................................................................... 13-38
Recognition: Invoice Line Items................................................................................................... 13-39
Recognition: Invoice Line items ICC Parameters ..................................................................... 13-40
Recognition Invoice Line Item Mapping....................................................................................... 13-41
Recognition: Invoice Line Item Result Data................................................................................. 13-42
Recognition - Training with ART (1) ............................................................................................ 13-43
Recognition - Training with ART (2) ............................................................................................ 13-44
Recognition - Training who takes profit? .................................................................................. 13-45
Miscellanous ................................................................................................................................ 13-46
Extensions: New Field (1)............................................................................................................ 13-47
Extensions: New Field (2)............................................................................................................ 13-48
Miscellanous: Document Separation Best Practise..................................................................... 13-49
SAP ICC out of the box customizing steps (1) ............................................................................ 13-50
SAP ICC out of the box customizing steps (2) ............................................................................ 13-51
ICC Configuration entry point ...................................................................................................... 13-52
Maintain Parameters for Archive Doctype (OCR)........................................................................ 13-53
Maintain Retry count and Time Limit for OCR Extraction & Validation ....................................... 13-54
Validation Determination Procedure (OCR) ................................................................................ 13-55
Set Up Validation Determination Condition ................................................................................. 13-56
Set Up Validation Determination Fields ....................................................................................... 13-57
Link Archive Document Type to Validation Group....................................................................... 13-58
Advanced Configuration .............................................................................................................. 13-59
Default values for Advanced Configuration ................................................................................. 13-60
Maintain Channel ID constants.................................................................................................... 13-61
Maintain Constants for Validate on Mapping errors .................................................................... 13-62
Maintain Validator Role................................................................................................................ 13-63
Maintain Workflow Template Constants ...................................................................................... 13-64
Maintain Preprocess Exit constants ............................................................................................ 13-65
Multi Backend scenario................................................................................................................ 13-66
ICC Batch Jobs ............................................................................................................................ 13-67
ICC Download programs ............................................................................................................. 13-68
Non-ICC Integration ..................................................................................................................... 13-69
Non OCR Scenario ...................................................................................................................... 13-70
VIM Integration with non ICC OCR/ E-Invoice Scenario (Swimlane) .......................................... 13-71
VIM Integration with non ICC OCR / E-Invoice Scenario ............................................................ 13-72
EDI Integration Scenario.............................................................................................................. 13-73
E-Invoicing Process Flow Picture ................................................................................................ 13-74
E-Invoicing Process Flow ............................................................................................................ 13-75
Admin Tool................................................................................................................................... 13-76

Table of Contents

0-11

Admin Tool: Selection and Report Screen .................................................................................. 13-77


OCR Test Tool ............................................................................................................................. 13-78
OCR Test Tool Screen ................................................................................................................ 13-79
Application log.............................................................................................................................. 13-80
External System Data (OCR/ IDoc) ............................................................................................. 13-81
Maintain Mapping Fields - Overview............................................................................................ 13-82
Maintain Mapping Fields Single Field Example........................................................................ 13-83
Maintain Document Type Procedure Definition ........................................................................... 13-84
Maintain Document Type Procedure Definition: Step Details View............................................. 13-85
Maintain PO Line Determination Procedure ................................................................................ 13-86

14

PO Invoice Exception Processing


Topics .......................................................................................................................................... 14-02
SAP PO Invoice Processing: Three Way Match.......................................................................... 14-03
PO Invoice Process Flow Without OCR ...................................................................................... 14-04
PO Invoice Process Flow With OCR ........................................................................................... 14-05
OCR Considerations: PO Invoice Key Information...................................................................... 14-06
Indexing Considerations: PO Invoice .......................................................................................... 14-07
Check for Duplicate: PO Invoice.................................................................................................. 14-08
Business Rules ............................................................................................................................ 14-09
SAP Document Creation.............................................................................................................. 14-10
Exception Handling Process: PO Invoice .................................................................................... 14-11
Exception Handling Methods ....................................................................................................... 14-12
Swimlane Example PO Invoice Exception................................................................................ 14-13
PO Invoice Exception Process Flow............................................................................................ 14-14
SAP Documents........................................................................................................................... 14-15
Baseline Exception Handling ....................................................................................................... 14-16
Baseline Exception Handling: Blocked Workflows ...................................................................... 14-17
Baseline Exception Handling: Reason Codes ............................................................................. 14-18
Baseline Exception Handling: Reason Codes ............................................................................. 14-19
PO Invoice Exception Roles ........................................................................................................ 14-20
Maintenance Item Parking Reasons......................................................................................... 14-21
Maintenance Item Block Reasons ............................................................................................ 14-22
Maintenance Item Block Reasons: Details ............................................................................... 14-23
Maintenance Item Rollout Criteria (Parked) ............................................................................. 14-24
Maintenance Item Rollout Criteria (Blocked) ............................................................................ 14-25
Maintenance Item Process (Dashboard) Options (Parked/Blocked)........................................ 14-26
Customization Item: Dashboard Options (Parked/Blocked) ........................................................ 14-27
Maintenance Item User Process (Dashboard) Options (Parked/Blocked) ............................... 14-28
Maintenance Item Delay Logic (Parked/Blocked)..................................................................... 14-29
Maintenance Item Dynamic Columns (Parked/Blocked) .......................................................... 14-30
Maintenance Item Workitem Text (Parked/Blocked) ................................................................ 14-31
Maintenance Item Image Display (Parked/Blocked) ................................................................ 14-32
Advanced Customization Items ................................................................................................... 14-33
Exercise: Parking Reasons and Process Options ....................................................................... 14-34

15

Non PO Invoice Exception Processing


Topics: Non-PO Invoice Exception Handling............................................................................... 15-02
SAP Non-PO Invoice Processing ................................................................................................ 15-03
Non-PO Invoice Process Flow..................................................................................................... 15-04
OCR Considerations: Non-PO Invoice ........................................................................................ 15-05

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Indexing Considerations: Non-PO Without OCR......................................................................... 15-06


Duplicate Check: Non-PO............................................................................................................ 15-07
Swimlane Example Non-PO Invoice Exception........................................................................ 15-08
Non PO Invoice Exception Process Flow .................................................................................... 15-09
SAP Documents........................................................................................................................... 15-10
Baseline Exception Handling ....................................................................................................... 15-11
Baseline Exception Handling: Reason Codes ............................................................................. 15-12
Baseline Exception Handling: Reason Codes ............................................................................. 15-13
Non PO Invoice Exception Roles................................................................................................. 15-14
Maintenance Item Parking Reasons......................................................................................... 15-15
(empty title) .................................................................................................................................. 15-16
Maintenance Item Rollout Criteria (Parked) ............................................................................. 15-17
Maintenance Item Process (Dashboard) Options (Parked)...................................................... 15-18
Customization Item: Dashboard Options (Parked/Blocked) ........................................................ 15-19
Maintenance Item User Process (Dashboard) Options (Parked) ............................................. 15-20
Maintenance Item Delay Logic (Parked) .................................................................................. 15-21
Maintenance Item Dynamic Columns (Parked) ........................................................................ 15-22
Maintenance Item Workitem Text (Parked) .............................................................................. 15-23
Maintenance Item Image Display (Parked) .............................................................................. 15-24
Advanced Customization Items ................................................................................................... 15-25
Exercise: Parking Reasons and Process Options ....................................................................... 15-26
Exercise: Parking Reasons and Process Options ....................................................................... 15-27

16

Invoice Approvals
Chapter Topics............................................................................................................................. 16-02
Overview ...................................................................................................................................... 16-03
Non-PO Invoice Approval Process .............................................................................................. 16-04
Invoice Approval Swimlane.......................................................................................................... 16-05
VIM Invoice Approval Roles......................................................................................................... 16-06
User Interface: VIM Dashboard Invoice Approval .................................................................... 16-07
Accessing the Invoice Approval SAPGUI interface ..................................................................... 16-08
Invoice Approval SAPGUI Entry Screen................................................................................... 16-09
Invoice Approval SAPGUI Coding ............................................................................................ 16-10
Invoice Approval SAPGUI Delegation ...................................................................................... 16-11
Invoice Approval SAPGUI Approve .......................................................................................... 16-12
Invoice Approval SAPGUI Reject ............................................................................................. 16-13
Invoice Approval Email ................................................................................................................ 16-14
Chart of Authority (COA).............................................................................................................. 16-15
Chart of Authority: Example......................................................................................................... 16-16
Chart of Authority Maintenance (1).............................................................................................. 16-17
User details - Required fields....................................................................................................... 16-18
Chart of Authority Maintenance (2).............................................................................................. 16-19
Chart of Authority Maintenance (3).............................................................................................. 16-20
Maintain Coder Details View........................................................................................................ 16-21
Maintain Coder Details View Constant Values ......................................................................... 16-22
Customization Item: Selecting Approval Matrix Fields ................................................................ 16-23
Configuring approver persona attributes ..................................................................................... 16-24
View to Configuration table for Coder & Approver options .......................................................... 16-25
Values of Configuration table for Coder & Approver options....................................................... 16-26
Exercise: Chart of Authority Maintenance ................................................................................... 16-27
Chart of Authority: Delegation (1) ................................................................................................ 16-28

Table of Contents

0-13

Chart of Authority: Delegation (2) ................................................................................................ 16-29


Enter Account Assignment (Coding) ........................................................................................... 16-30
Maintenance Item Auto Post..................................................................................................... 16-31
Customization Item: Credit Memo Document Type..................................................................... 16-32
Customization Item: Online Coding (advanced) .......................................................................... 16-33
Customization Item: Missing Coding Message............................................................................ 16-34
Maintenance Item Currency and Language ............................................................................. 16-35
Customization Item: Dynamic Columns....................................................................................... 16-36
Customization Item: Workitem Text (Parked).............................................................................. 16-37
Advanced Customization Items ................................................................................................... 16-38
Invoice Web Approvals Overview ................................................................................................ 16-39
Invoice Web Approvals Workflow Overview ................................................................................ 16-40
Invoice Web Approvals - Secure Logon ...................................................................................... 16-41
Invoice Web Approvals SAP Portal (1) ..................................................................................... 16-42
Invoice Web Approvals SAP Portal (2) ..................................................................................... 16-43
Invoice Web Approvals SAP Portal (3) ..................................................................................... 16-44
Invoice Web Approvals SAP Portal (4) ..................................................................................... 16-45
Approver Delegation .................................................................................................................... 16-46
Patches Web Approval ............................................................................................................. 16-47
Diagnostic and Utility Tools ......................................................................................................... 16-48
Reassign and Recall Utility: /ORS/UMREASSIGNED................................................................. 16-49
Substitution Utility: /ORS/MAIN_SUBS ....................................................................................... 16-50
Exercise: Approvals ..................................................................................................................... 16-51

17

VIM Reports
Chapter Guide.............................................................................................................................. 17-02
Topics VIM Analytics (VAN)......................................................................................................... 17-03
Overview ...................................................................................................................................... 17-04
Questions answered by VAN....................................................................................................... 17-05
VAN Information Reported........................................................................................................... 17-06
VAN Report Views ....................................................................................................................... 17-07
VAN Report Fields: Document View............................................................................................ 17-08
VAN Report Fields: Workflow View ............................................................................................. 17-09
VAN Main Selection Screen ........................................................................................................ 17-10
VAN Configurable Selection Screen............................................................................................ 17-11
Report Results Screen................................................................................................................. 17-12
Header Section ............................................................................................................................ 17-13
ALV Grids..................................................................................................................................... 17-14
Report Results Screen (continued) .......................................................................................... 17-15
VAN Report Data Collection ........................................................................................................ 17-16
VAN Data Synchronization .......................................................................................................... 17-17
VAN Report Customization Items ............................................................................................. 17-18
Exercise: VIM Analytics Report ................................................................................................... 17-19
Chapter Guide.............................................................................................................................. 17-20
VIM Reminders Report ................................................................................................................ 17-21
VIM Reminders Report: Selection screen ................................................................................... 17-22
VIM Reminders Report. Search result screen ............................................................................. 17-23
Customization Items .................................................................................................................... 17-24
Chapter Guide.............................................................................................................................. 17-25
VIM Liability Report...................................................................................................................... 17-26
VIM Liability Report: Selection screen options ............................................................................ 17-27

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VIM Liability Report: Selection screen ......................................................................................... 17-28


VIM Liability Report: Search result screen .................................................................................. 17-29
Exercise: VIM Analytics Reports.................................................................................................. 17-30

18

Administrative Tasks
Topics: General SAP Workflow Administration ........................................................................... 18-02
VIM Administration Areas ............................................................................................................ 18-03
VIM Scheduled Jobs (1) .............................................................................................................. 18-04
VIM Scheduled Jobs (2) .............................................................................................................. 18-05
Month End and Year End Reports .............................................................................................. 18-06
Month End Report Non-PO Documents ................................................................................... 18-07
Month End Report PO Documents ........................................................................................... 18-08
Year End Run Log ....................................................................................................................... 18-09
Versioning and Patches............................................................................................................... 18-10
VIM Workflows ............................................................................................................................. 18-11
VIM Event Linkages ..................................................................................................................... 18-12
Key VIM Namespaces ................................................................................................................. 18-13
Key VIM ABAP Tables ................................................................................................................. 18-14
Routine WF Related Tasks (1) .................................................................................................... 18-15
Routine WF Related Tasks (2) .................................................................................................... 18-16
Workflow Tasks............................................................................................................................ 18-17

19

Troubleshooting
Topics .......................................................................................................................................... 19-02
Role Resolution............................................................................................................................ 19-03
Role Resolution (2) ...................................................................................................................... 19-04
Role Flow Issue ........................................................................................................................... 19-05
Authorization Issues .................................................................................................................... 19-06
Invoice Approval Issues ............................................................................................................... 19-07
Workflows not Starting................................................................................................................. 19-08
Communication during document archiving ................................................................................ 19-09
Communication during document download and display (HTTP) ............................................... 19-10
Problems in Enterprise Scan (1).................................................................................................. 19-11
Problems in Enterprise Scan (2).................................................................................................. 19-12
When an archived document cannot be displayed...................................................................... 19-13
Relevant log files for Archive Server Operations......................................................................... 19-14
Access to log file via perl script.................................................................................................... 19-15
Open Text Support ...................................................................................................................... 19-16

Appendix A

Glossary: VIM - Terms and Definitions

Appendix B

Appendix: VIM - Baseline Roles

Appendix C

Appendix: VIM - Baseline Exceptions 5.2.0

Appendix D

Appendix: VIM - Baseline Authorization

Appendix E

Appendix: VIM Baseline Swimlanes 5.2

Incoming Invoice Process (ICC) .......................................................................................E-03


Incoming Invoice Process (Non OCR) ..............................................................................E-04
Incoming Invoice Process (Non ICC OCR).......................................................................E-05
PO Invoice Processing......................................................................................................E-06

Table of Contents

0-15

PO Invoice Exceptions ......................................................................................................E-07


PO Invoice Exception: Indexing Screen ...........................................................................E-08
P0
DP PO and Non PO Invoice Exception: Rescan Required .........................................E-09
P1
DP PO Invoice Exception: Invalid PO# (DP101), Invalid Vendor# (DP102), Invalid
UOM (DP103), Invalid Currency (DP104) .............................................................................E-10
P2
DP PO Invoice Exception: Suspected Duplicate Invoice (DP105) ..............................E-11
P3
PO Invoice Exception: Tax Audit Required (DP158)...................................................E-12
P4
PO Invoice Exception: Vendor Audit Required (DP151); Invalid Company
Address (DP132) ...................................................................................................................E-13
P5
PO Invoice Exception: PO Credit Memo (DP160).......................................................E-14
P6
DP PO Invoice Exception: Vendor Maintenance Required (DP152); Vendor
Mismatch (DP153) .................................................................................................................E-15
P7
PO Invoice Exception: PO is not Released or Incomplete (DP106); Unable to
match PO lines (DP107); Unable to Determine PO Line Number (DP109) ..........................E-16
P8
PO Invoice Exception: Currency Mismatch (DP155); UOM Mismatch (DP156);
Freight on Invoice (DP157)....................................................................................................E-17
P9
PO Invoice Exception: Process Services Invoice (DP154) .........................................E-18
P10
DP PO Invoice Exception: Invalid Requisitioner (DP159) .........................................E-19
P11
PO Invoice Exception: Approval Required (DP150)..................................................E-20
P12
PO Invoice Exception: Invalid Vendor VAT# (DP120); Invalid Tax Info (DP126);
Invalid Recipient VAT# (DP128), Invalid SIRET# (DP131); Missing/Invalid Tax exempt
(DP135); Missing Import Special text (DP136)......................................................................E-21
P13
PO Invoice Exception: Incomplete Credit Memo Info (DP121); Missing Item Unit
Price (DP124); Missing Item Qty. (DP123); Missing Invoice Date (DP125); Missing Date
of Supply (DP127); Vendor Addr. Mismatch (DP122); Payment Term Mismatch
(DP130); ISR# Mismatch (DP129); Vendor Invoice Reference missing (DP133);
Payment Method Match (DP134); Missing Item Description (DP137); Missing
Mandatory Information (DP138) ............................................................................................E-22
P14
PO Invoice Exception: Process PO Invoice (Unable to Auto Post) (DP108) ............E-23
P15
PO Invoice Exception: Blocked Invoice for Price Discrepancies (IE1) Page 1 ......E-24
P15
DP PO Invoice Exception: Blocked Invoice for Price Discrepancies (IE1) Page
2.............................................................................................................................................E-25
P15
PO Price Block SRM Based (Extended Classic)....................................................E-26
P15
PO Price Discrepancy SRM Based (Classic) .........................................................E-27
P16
PO Invoice Exception: Blocked Invoice for Quantity Discrepancies (IE2) Page
1.............................................................................................................................................E-28
P16
PO Invoice Exception: Blocked Invoice for Quantity Discrepancies (IE2) Page
2.............................................................................................................................................E-29
P16
PO Quantity Block SRM Based (Extended Classic) ..............................................E-30
P16
PO Quantity Block SRM Based (Classic)...............................................................E-31
P17
GR Missing (Header Level) SRM Based ( Classic & Extended Classic ) ..............E-32
Non PO Invoice Processing ..............................................................................................E-33
Non PO Invoice Exceptions ..............................................................................................E-34
Non PO Invoice Processing: Indexing Screen..................................................................E-35
P20
DP Non PO Invoice Exception: Invalid Vendor# (DP201); Invalid Currency
(DP202); Invalid Requester ID (DP203) ................................................................................E-36
P21
Non PO Invoice Exception: Suspected Duplicate Invoice (DP204) ..........................E-37
P22
Non PO Invoice Exception: Tax Audit Required (DP254) .........................................E-38
P23
Non PO Invoice Exception: Vendor Audit Required (DP253); Invalid Company
Address (DP232) ...................................................................................................................E-39
P24
Non PO Invoice Exception: Vendor Maintenance Required (DP252) .......................E-40

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P25
DP Non PO Invoice Exception: Invalid Vendor VAT# (DP220); Invalid Tax Info
(DP224); Invalid Recipient VAT# (DP225); Invalid SIRET# (DP229); Missing/ Invalid
Tax Exempt Test (DP230); Missing Import Special Text (DP236) ........................................E-41
P26
Non PO Invoice Exception: Incompl. Credit Memo Info (DP221); Missing Invoice
Date (DP223); ISR Number Mismatch (DP226); Vendor Addr. Mismatch (DP222);
Payment Terms Mismatch (DP227); Missing Data of Supply (DP228); Vendor Invoice
Reference Missing (DP233); Payment Mismatch (DP234); Missing Item Description
(DP237); Missing Mandatory Information (DP238) ...............................................................E-42
P27
Non PO Invoice Exception: Approval Required (IE250)............................................E-43
P28
Non PO Invoice Exception: Non PO Credit Memo (DP206); Unable to Determine
Company Code (DP205) .......................................................................................................E-44
P29
Non PO Invoice Exception: Process Non-PO Invoice (Unable to Auto Park or
Auto Post) (DP200 and DP207); Pre-Approved (DP251) .....................................................E-45
Document Processing Dashboard Index Screen...........................................................E-46
Document Processing Dashboard Dashboard Screen ..................................................E-47
PO Blocked Invoice Dashboard ........................................................................................E-48
Non PO Approve Invoice Dashboard................................................................................E-49
Web Non PO Approve Invoice Dashboard .......................................................................E-50

Table of Contents

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1 Overview

Slide 1
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Overview

1-1

Course Prerequisites
Basic knowledge of SAP Financials (Accounts Payable)
SAP Document Parking and Posting

Basic knowledge of SAP Procurement (Purchase Orders)


Basic knowledge of SAP Archivelink
Image linking and retrieval

ABAP Objects knowledge


Transactions, Programming, Tables

SAP Workflow knowledge

Overview Slide 2
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1-2

250

Agenda Day 1
SAP Invoice Management by OpenText
Vendor Invoice Management (VIM) Overview
VIM in a NPO invoice based scenario

Overview Slide 3
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

If you do not have functional experience working with VIM or have not attended the VIM Functional
Overview, please see the Appendix for general information about VIM and Accounts Payable
processes.

Overview

1-3

Agenda Day 2
Implementation Methodology
Installation Overview
Architecture and Infrastructure ArchiveLink Overview
Livelink Enterprise Archive Overview
Role Resolution (template based)

Overview Slide 4
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

1-4

250

Agenda Day 3
Role Resolution (template based)
Role Resolution (alternative method)
Document Processing

Overview Slide 5
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Overview

1-5

Agenda Day 4
PO Invoice Exception
No-PO Invoice Exception
Invoice Approvals

Overview Slide 6
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

1-6

250

Agenda Day 5
VIM Reports
Routine Administrative Tasks
Troubleshooting

Overview Slide 7
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Overview

1-7

Course Objectives
By the end of this course, you should be able to:
Describe the VIM technical components as they apply to business
process flows
Use documentation to install the complete VIM Solution package
Use documentation to conduct basic customer customization tasks
Use documentation to complete routine operational and maintenance
tasks
Use documentation to help troubleshoot workflow problems

Overview Slide 8
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

1-8

250

2 Open Text Vendor Invoice


Management for SAP Solutions
Invoice reconciliation done efficiently

Slide 1
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Open Text Vendor Invoice Management for SAP Solutions

2-1

Agenda
The Need to Optimize the Cycle
Value Proposition of Open Text Vendor Invoice Management for SAP
Solutions
Strategic Arguments
Features and Functions

Achieving Results with Open Text and SAP


Summary

Open Text Vendor Invoice Management for SAP Solutions Slide 2


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

2-2

250

The Need to Optimize the Cycle

Slide 3
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Open Text Vendor Invoice Management for SAP Solutions

2-3

Does this scenario look familiar?


CEO
CFO

Our cost of capital and


material costs are too high.

My cost of accounts payables is


not state-of-the-art and neither is
our cost of goods purchased.

Financial Analyst
Use of cash discounts is
low, cost of capital is rising.

Purchaser

Is this organization prepared to:

We could lower the cost of goods


if we could make systematic use
of cash discounts.

Increase process efficiency


Reduce finance operating costs
Make use of cash discounts
Accounts Payables
We spend more than 50% of our
time responding to calls and
emails from suppliers requesting
state of invoice or complaining
about late payment.

Accounting
We cannot say which invoices we have received
across different departments and we have no
control over the time-to-payment.

Supplier
Doing business with that
company is difficult as they
are unable to tell when they
pay their invoices.
Open Text Vendor Invoice Management for SAP Solutions Slide 4
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

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250

Typical barriers to efficient


Accounts Payable (AP) operations

Fragmented and
inefficient

Poor vendor relations


Excessive cost per invoice
Difficulty in preparing
accruals

Result:

Paper-based and laborintensive


Lack of standardization

High Cost of
Finance Operations
Inadequate AP
process control
(compliance risk)

Bad Vendor Relations

Limited visibility of liabilities


No insight into process
bottlenecks

Fragmented stand-alone
systems
No workflow or data
management
No integration with
General Ledger (GL) or
Accounts Receivable
(AR) systems

Open Text Vendor Invoice Management for SAP Solutions Slide 5


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Open Text Vendor Invoice Management for SAP Solutions

2-5

What it takes to optimize


the AP invoicing process

Consistent payment behavior


across countries and
organizations
Systematic, collaborative
approach to collections and
disputes

Global visibility into


liabilities

Standardization and
greater automation

Result:
Efficient Operations
Reduced Costs
Improved Vendor
Relations

Streamline manual, paperbased processes


Workflows that minimize
reconciliation time
Integrated systems and
processes

Open Text Vendor Invoice Management for SAP Solutions Slide 6


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

2-6

250

Open Text Vendor Invoice Management


Issue addressed

Open Text Vendor Invoice


Management

Value achieved

Compliance - Inadequate Accounts


Payable Process Control

Implement system-driven process based on preconfigured business rules

Extensive reporting available on the process.


Complete audit trail available

Excessive Cost-per-Invoice

Optimized process solution ensures leverage of


cash discounts, eliminates data entry errors and
duplicate invoices

Reduction in AP cost, structured usage


of cash discounts, significant staff redeployment

Limited Visibility of Liabilities

Status of all invoices received is visible through


one screen

Improved ability to plan cash demand. Invoices


are processed accurately and promptly, so that
they are always paid
per the cash management design

Difficulty in Preparing Accruals

Centralized, controlled invoice processing


assures that invoice accruals are determined
effortlessly through liability reporting

Shorter closing cycles

Poor Vendor Relations

Invoices are processed accurately and promptly


vendor payments are triggered on time

Vast amount of cost caused by status requests


and complaints from vendors is eliminated.
Procurement can negotiate improved pricing and
payment terms. Credit ratings improve through ontime payment

Open Text Vendor Invoice Management for SAP Solutions Slide 7


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Open Text Vendor Invoice Management for SAP Solutions

2-7

Manual Invoice Processing is inefficient and poses


serious risk to your business operations
Manually managing invoices processes drains both internal and vendor
resources:
Time-consuming historical research
Belabored vendor communications
Documentation and other requests for additional information from multiple
parties
Manual routing
Labor-intensive monitoring and updates on unpaid invoice status
Scalability through headcount

The result:
Inefficient, labor-intensive processes associated with the receipt-to-pay
process
Inability to optimize cash-flow and vendor relationships
Inability to improve overall business transparency for more accurate financial
reporting
Lack of overall process control introduces compliance risk
Open Text Vendor Invoice Management for SAP Solutions Slide 8
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

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250

Benefits of fully optimized and


automated AP process
Pay problem invoices on time

Improve AP process

Streamline and automate communication within the organization


Push responsibility to appropriate individuals
Reduce cost per invoice and grow volumes without adding people

Reduce cost

Support consolidated shared service AP processing center


Capture early-pay discounts and eliminate duplicate invoice
payments
Implement paperless processing
Eliminate data entry and rework due to keying errors

Become more efficient

Instill consistent worldwide standardized processes and training


Move from doing busy work to analytical work reduce errors
Automate follow-up and escalation
View total liabilities accurately

Increase decision
making ability

Access process status immediately


Improve accrual and cash flow decisions
Utilize metrics for root-cause analysis
Assist with Sarbanes-Oxley / internal controls compliance
Open Text Vendor Invoice Management for SAP Solutions Slide 9
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Open Text Vendor Invoice Management for SAP Solutions

2-9

Overcoming barriers in the financial supply chain


becomes a competitive differentiator
Financial Institutions
Customers

Suppliers

Sources of Cash
Credit2Cash

Managing Cash

Uses of Cash

Treasury

Invoice2Pay

Financial Supply Chain


Physical Supply Chain

Leading organizations will use the Financial Value Chain to improve the
efficiency of the Finance function and to optimize working capital.
John E. Van Decker
Gartner, 2006

Open Text Vendor Invoice Management for SAP Solutions Slide 10


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Key Message: Were looking at the cash cycle holistically and with integration to our core
accounting systems
No Material flow without Value Flow

- Without integration you lose or have a delayed correlation

Companies invest heavily in Logistics optimization but it also pays off to optimize the Financial
Flow
We couple these two as tightly as possible in real time and on top help to optimize the FVC with
the listed solutions
The listed solutions from Financial Supply Chain Management are excellent upselling opportunities
into the ERP installed base

2-10

250

Transparent invoice reconciliation


becomes a competitive differentiator

Helps to overcome
IT Barriers
Invoice
Reconciliation
SAP Biller Direct

SAP Bank Communication


Management

Process Barriers
Organizational Barriers

Receive
Invoices

Resolve
Exceptions

Approve
Invoices

Settle &
Pay

Insight & Control Barriers

Reconcile

Open Text Vendor Invoice Management allows customers to:


Improve on measurable KPIs like discount leverage, cost of capital, cost per invoice
and bank transaction fees
Streamline internal and external communication regarding invoices
Establish closer cooperation with suppliers
Open Text Vendor Invoice Management for SAP Solutions Slide 11
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Open Text Vendor Invoice Management for SAP Solutions

2-11

Invoice Management is the Most Commonly Shared


Finance Process
Projected finance processes covered by
Shared Service Operations within 2-3 years
86%

Accounts payable

80%

Accounts receivable

+3

73%

+5

General accounting

73%

+7

Cost accounting

73%

Travel & expense

68%

Collections

44%
75%

Automatic matching &


payment allocation tools

65%

Workflow

67%
64%

Imaging / Scanning

67%
68%
67%

ERP

50%

+7

58%

Intranet

+4

38%
58%

Intercompany re-conciliation
tools

+5

Cash management

83%

Continuous improvement /
quality program

+4
+5

73%

Fixed assets

AP / Invoice Management is the most commonly


shared or outsourced Finance process

29%

64%
52%

Frieght payment

52%

+4

44%
50%

OCR

+2

33%
50%

KPI Dashboard and Service


Level Management tool

50%

Credit management

58%

e-Invoicing

+0

External reporting

29%

+3

Tax filing and reporting

Internet

48%
+4

Customer billing
Other entry

43%
+0
27%

Data warehouse

50%
18%
50%
38%

World-Class

Peer Group

Data analysis & reporting


tools

50%
38%

Peer Group

(multiple answers possible)

Source: Hackett Finance SSC Study

Source: Hackett Finance SSC report 2005

Open Text Vendor Invoice Management for SAP Solutions Slide 12


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

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250

Value Proposition of Open Text


Vendor Invoice Management for
SAP Solutions
Strategic Arguments
Functions and Features

Slide 13
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Open Text Vendor Invoice Management for SAP Solutions

2-13

Differentiators of
Open Text Vendor Invoice Management
The only solution sold by SAP and tightly integrated with SAP products:
Harmonized look-and-feel familiar to your SAP users, thereby reducing
training efforts
Reduced cost of operation proven technology available from SAP, instead
of technology clutter
No integration risk this not available from any other vendor
Low maintenance risk customer support, service packs and upgrades are
available from Open Text or SAP
Reduced vendor obsolescence risk product sold by SAP, which has a
proven track record that reduces risk of vendor obsolescence

Grows along with your business needs:


Supports multiple back ends (SAP, non-SAP) achieving invoice transparency
across the corporation
Supports multiple languages and in-country rules and regulations regarding
invoice handling
Scalable to the highest invoice volumes
Future proof will work with future SAP Enhancement Packs and ERP
releases
Open Text Vendor Invoice Management for SAP Solutions Slide 14
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What your organization gains from


Open Text Vendor Invoice Management
Simplify and optimize the entire invoice management process:
Create workforce efficiencies through an automated, streamlined process
with or without the added benefits of Shared Services
Improve working capital management through better visibility to cash
requirements
Cut costs through process automation and control
Reduce costly manual errors
Optimize cash discount utilization

Improve business processes while reducing compliance risks:


Enable more accurate financial reporting through complete visibility
Segregate duties through workflow control invoice processor and all
process constituents
Monitor across all steps of the invoice process comprehensively
Provide complete audit trail from receipt through settlement

Open Text Vendor Invoice Management for SAP Solutions Slide 15


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Open Text Vendor Invoice Management for SAP Solutions

2-15

What your Finance Shared Services Organization gains


from Open Text Vendor Invoice Management
Cost
Cost of errors drastically reduced
Costly focus and follow-up on numerous
status calls and complaints from suppliers
avoided
Need to install more instances when
adding countries avoided through localization

Risk
One place to monitor all invoices
Platform for central service delivery, enabling selective process
harmonization
Transparent routing of invoices to process constituents across the
corporation

Quality
Processing capacity grows with volume, without need to grow headcount
proportionally
Consistent service provision adhering to KPIs and SLAs
Open Text Vendor Invoice Management for SAP Solutions Slide 16
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Open Text Vendor Invoice Management


Automated paper-to-post invoice management
Inbox
(incoming
mail / fax)

PREPARE

Scanning
Archiving

Invoice
Interpretation

TRANSFORM

Interpretation
UMWANDLUNG

Collaboration &
Monitoring

Invoice
Verification

Prfung und
VERIFY AND
Vervollstndigung
COMPLETE

Trigger workflows

Invoice
Completion

EXCEPTION
HANDLING

Comment

APPROVE

Payment

PAY

Post invoices

Transform

Automated reconciliation and posting

Open Text
Archiving for
SAP Solutions*

Open Text
Invoice
Capture Center

Open Text Vendor Invoice Management

ERP (FI/AP)

* or another SAP ArchiveLink-certified repository, not part of Open Text Vendor Invoice Management
Open Text Vendor Invoice Management for SAP Solutions Slide 17
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Open Text Vendor Invoice Management for SAP Solutions

2-17

Open Text Vendor Invoice Management


Architecture
EDI

Crossgate
SAP

Post

SAP

FAX

Paper

Document
Scan
e.g.
Open Text
Archiving for
SAP Solutions
Enterprise
Scan

Post

Post
Non-SAP

Document Archive
e.g. Open Text Archiving for SAP Solutions
Archive & Storage Services

Open Text Vendor Invoice Management for SAP Solutions Slide 18


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Benefits you gain throughout the entire invoice


management process
Familiar SAP Look and Feel
Full Access to Familiar SAP Function and
graphics (somewhat related to above) provide

Standard SAP tools are included for sort, filter, print, email, export
Complete history of all processed invoices
Summary overview of invoices, including the number of and value of
invoices
Audit history with comments
At-at-glance reporting
Approval history at a glance

One-Click Access To

Approve or reject data


Prior approvals
Locate necessary supporting documentation, including invoice image,
purchase order, goods receipt, SAP invoice, comments and complete
history

User Friendly GUI/screens/dialog


boxes make it easy to

Process data
Analyze data
Comment on data
Validate data

Role-based routing

Accurate team review, resolution and approval

Automated routing

Efficient processing

Open Text Vendor Invoice Management for SAP Solutions Slide 19


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Familiar SAP transaction look-and-feel


Increased efficiency of context transactions through pre-populated standard transactions
Leverage of SAP standard transactions for item-level information
One set of authorizations and role definitions the unique set defined in SAP
One workflow technology SAP Business Workflow, no separate engine necessary
35 best practices for exception handling built-in, based on flexible rules framework
Support of large and/or distributed organizations (shared service centers, global corporate
operations)
Transparent involvement of approvers via SAP GUI or SAP NetWeaver Portal
Automated invoice reconciliation, minimal touch, few clicks suffice to complete reconciliation, up to
complete background posting
High-efficiency reconciliation process work on exceptions not on transactions

Open Text Vendor Invoice Management for SAP Solutions

2-19

Document processing function


Features
Automated or manual data
capture of invoice metadata
Early and automated duplicate
detection
Configurable input for non-SAP
invoice data fields such as
priority setting
Enforcement of mandatory
data input
Application of 35 configurable
business rules
Configurable SAP workflow
collaboration to ensure
documented input from all
process participants

Open Text Vendor Invoice Management for SAP Solutions Slide 20


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

This component provides for the capture, validation and application of invoice header and line item
metadata all from inside of the SAP application. It provides for immediate posting of invoices that
do not require human intervention. It also provides for immediate detection of metadata issues that
prevent an invoice from being posted in the SAP application without human intervention.
Features

2-20

Electronic or manual capture of invoice metadata

Configurable input for non-SAP invoice data fields such as priority setting

Immediate data validation

Enforcement of mandatory data input

Application of 35 configurable business rules

User friendly screen provides process data, invoice metadata, comments, and access to
invoice image

Configurable SAP Workflow collaboration to ensure documented input from all process
participants

250

Exception processing function


Features
Immediate routing to 16
configurable business roles for
resolution
Dashboard with configurable best
practice resolution exception
handling options
Documented collaboration
utilizing SAP workflow to ensure
input for all process participants

Open Text Vendor Invoice Management for SAP Solutions Slide 21


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

This component provides for routing of invoice exceptions to the right person, with the right
information at the right time. Users are presented the problem, supporting documentation and
resolution options in a dashboard where they quickly assess the problem and either resolve or
route for further involvement.
Features

Immediate routing to 16 configurable roles for resolution

User-centric resolution dashboard with one click access to necessary supporting


documentation including invoice image, purchase order, goods receipt, SAP invoice,
comments and complete history

Dashboard provides configurable best practice resolution options related to transaction data
for purchase order or goods receipt as well as financial options of short pay, cancel or pay
as invoiced

Dashboard for non-purchase order invoices provides ability to input account assignment
without requiring security authorization for FI documents

Invoice approval is driven by configurable delegation of authority matrix regardless of where


this information is stored within the corporation

Documented Collaboration utilizing SAP Workflow to ensure input of all process participants

Open Text Vendor Invoice Management for SAP Solutions

2-21

Invoice approval and accounting


Features
Easy delegation to enter
accounting
Immediate routing for coding and
approval
Immediate coding validation
Invoice approval driven by
configurable delegation of
authority matrix, regardless of
where this information is stored
within the corporation
Documented collaboration
utilizing SAP workflow to ensure
input of all process participants

Open Text Vendor Invoice Management for SAP Solutions Slide 22


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Analytics function
Features
Analyze using over 54 criteria
Your choice of currency reporting
Information can be limited to
open items, resolved items or all
items
Information can be reviewed
based on a workflow process
view or from a document view
The individual items can be
displayed in a document currency
and report currency
Cycle time and current process
participant are available

Open Text Vendor Invoice Management for SAP Solutions Slide 23


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

This component enables real time access to process information. This information is utilized not
only to ensure invoices are being processed in a timely manner, it also provides the KPIs
necessary for continual process improvement. The analytics are accessible directly from within the
SAP application.
Features:

54 selection fields are provide as criteria to enable configurable variant reports

Information can be limited to open item, resolved items or all items

Information can be reviewed based on a workflow process view or from a document view

Purchase order and non purchase order information can be view separately or together

Credit note information can be view with invoices or separately

Information can be flagged to include only valid process invoices or those that were
removed from the process

The individual items can be displayed in document currency and automatically converted to
a common report currency of your choice

One click direct access to invoice image, purchase orders, and SAP invoices are provided

Process information related to cycle time and current process participant are available

SAP graphics are included to provide at a glance reporting

Summary overview of invoices being processed are included showing both the number of
and value of invoices

Standard SAP information manipulation tools are included for sort, filter, print, email, export

Liability are summarized by several criteria including account assignment to facilitate timely
and accurate accruals

Open Text Vendor Invoice Management for SAP Solutions

2-23

Support large and/or distributed


organizations with transparent routing

Invoice received in
London, UK
Shared Service Center
AP clerk in Russia

Is scanned
Workflow in SSC in
Russia started

Routes to buyer in US
Routes to approver in Argentina
1

Buyer in US
solves exception
2

Approver in
Argentina gives OK

Open Text Vendor Invoice Management for SAP Solutions Slide 24


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Achieving Results with Open Text


and SAP

Slide 25
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Open Text Vendor Invoice Management for SAP Solutions

2-25

Selected customers using


Open Text Vendor Invoice Management

Open Text Vendor Invoice Management for SAP Solutions Slide 26


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Customer return on investment


Typical customer realizes >50% cost-per invoice decrease and return-on-investment
in <12 months through:
25%-50% FTE
(20-50%)
(<75%)
Reduce

Headcount redeployment
Lower cost per invoice reconciled
Lower cost of errors
Duplicate invoice processing

Improved vendor relations


50-75% less
Less follow-up effort
Realize
Lowe cost

Vendor hotline traffic


On vendor status requests and complaints
Increased cash discounts
Through better pricing and terms

Tighter controls
Reduce

Non-PO invoices

Reduce

Maverick buying

Support

SOX compliance

Open Text Vendor Invoice Management for SAP Solutions Slide 27


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Customer example compiled from typical cases in the industry

Open Text Vendor Invoice Management for SAP Solutions

2-27

Sample ROI
Invoice reconciliation cost structure
$10,000,000,000
$3,000,000,000
2,000,000

Annual sales (worldwide manufacturing company)


Total invoice value
Invoices / year

12,000

Invoices / AP clerk / year

70% / 30%

MM invoices / FI invoices

2%

Invoices require vendor status calls, 10 minutes each, 3.2 FTE

3%

Invoices have errors (double payments, wrong payment) 15 minutes each, 7.2 FTE

$5,000,000
10%

Labor cost per year (fully loaded FTE = $30,000 / year)


Share of invoices for which an avg. of 3% cash discount applies

Savings
$2,000,000
$108,000
$4,500,000
$48,000

40% lower cost / reconciled labor


50% error reduction
Cash discount savings for additional 5% of invoices
50% reduced vendor status calls

Investment
$TBD

Software licenses (add ongoing below)

$TBD

Deployment

$TBD

Administration and maintenance


Open Text Vendor Invoice Management for SAP Solutions Slide 28
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Summary

Slide 29
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Open Text Vendor Invoice Management for SAP Solutions

2-29

The bottom line

Invoice automation powers financial transformation


Automates labor-intensive invoice reception and reconciliation
Frees line operations from finance administration work

The ability to control and anticipate


Comprehensive overview of all invoices across the corporation
Increased control of time-to-payment
Allows for better cash usage based on comprehensive insight

State-of-the-art shared services delivery platform


SAP architecture enables leveraging economies-of-scale
SAP automation improves efficiency in administrative processes

Open Text Vendor Invoice Management for SAP Solutions Slide 30


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3 Vendor Invoice Management


(VIM) Overview

Slide 1
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Vendor Invoice Management (VIM) Overview

3-1

Chapter Guide
Accounts payable challenges (without VIM)
What is VIM or SAP IM?
Process overview and demo scan to payment

Vendor Invoice Management (VIM) Overview Slide 2


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250

AP Business Process Flow without VIM


EDI

Vendor

remittance
advance 01001

FAX

01001
10101

FAX

MAIL

10101

MAIL

MAIL
check

contact via
invoice

Mail Room

Receive &
distribute
document

reject
EDI

phone, mail, fax

pay

01001
10101

FAX
MAIL

Accounting

Invoice

Department

indexing

CO
PY

Coder

EDI

Park

FAX
MAIL

invoice
FAX

Post and
release
invoice

FAX
MAIL

invoice

approve

approve

Approve

CO
PY

reject

CO
PY

Approvers

MAIL

Verify
MAIL

01001
10101

FAX

FAX

invoice

MAIL

1. Many people in different departments are involved in processing a single invoice.


2. Must distribute documents to all involved persons.
3. Documents are copied and stored several times in most organizations.
Vendor Invoice Management (VIM) Overview Slide 3
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The reality shows, that each of the document sets for invoice verification may be copied in each
step. Therefore, there is a risk that people do not have the up-to-date copy of the invoice.
Correspondence between the involved parties must be captured and tracked manually.
This is a typical process for manual invoice verification. Many departments may be involved. When
the departments are in different cities, countries, and time zones, communication becomes very
challenging.
The mail room receives the Incoming paper invoices and sends them Accounts Payable. Other
receivers will forward Invoices to A/P as well.
A/P parks the invoice in SAP. A parked invoice or document is a temporary document. It is not
included in the General Ledger A/P liability account but does display in vendor account detail.
Since parked documents are not easy to manage, A/P may send the invoice to the approver prior
to parking. In either case, A/P informs the originator (by email, inter-office mail, phone call, sticky
note..) to verify and approve the invoice. A/P may send a copy of the invoice to the originator.
The originator or separate approver approves or rejects the invoice and notifies A/P of the
decision. The originator may keep a copy of the invoice.
If the invoice is rejected, A/P must process the parked document: delete it or request additional
information from the vendor. If waiting for vendor information, A/P must track the parked document.
If the invoice is approved, A/P makes any requested changes and posts the invoice.
Various users may keep copies of invoices and information requests throughout the process.

Vendor Invoice Management (VIM) Overview

3-3

Accounts Payable Challenges


Large amount of manual activity for
Approvals
Exception processing

Duplicate payments/postings and lost invoices


Scalability
Variations in workloads due to cyclical volume increases

Audit and compliance concerns


Low visibility of volumes, throughput, bottlenecks
Cycle times too long
Want to move from busy work to analytical work

Vendor Invoice Management (VIM) Overview Slide 4


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250

Handling Invoice Problems: Different Viewpoints


Managements View
High A/P cost per transaction
Need better reports to improve problem invoice process
Regularly miss discounts
Duplicate invoice processing occurs

Buyers View
Not core job
Resolving invoice issues not high priority
Not automated or value-add process

Accounts Payables View


Takes too much time - manual, labor-intensive
A/P blamed for late payments, lost invoices
No time for root-cause analysis to reduce problems
Storing massive amounts of paper inefficient and costly

Approvers View
Manual approvals take too much time
Paper invoices are lost or misplaced

Vendor Invoice Management (VIM) Overview Slide 5


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Vendor Invoice Management (VIM) Overview

3-5

Chapter Guide
Accounts payable challenges (without VIM)
What is VIM or SAP IM?
Process overview and demo scan to payment

Vendor Invoice Management (VIM) Overview Slide 6


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250

What is VIM or SAP IM?


Open Text ECM Vendor Invoice Management for SAP Solutions
Also branded as: SAP Invoice Management by OpenText

VIM is a packaged business solution


Preconfigured county specific support for: United States, United Kingdom,
Germany, Switzerland, Austria, France, Netherlands, Belgium, Denmark,
Finland, Sweden, Norway, Spain, Japan and Italy
Supported Languages: English, German, French, Spanish, Portuguese,
Italian, Dutch and Kanji (Kanji supported with ECC 6.0 only)

VIM is SAP Centric

VIM?
NOTE: VIM version 5.2 SP1 will be discussed
in this training session

Vendor Invoice Management (VIM) Overview Slide 7


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Open Text ECM Vendor Invoice Management for SAP Solutions


VIM is a Packaged Business Solution

Solves a business problem paying correct amount to vendors on-time and with the lowest
cost

Delivers best-practice business processes

Provides value to customer in process efficiency, visibility and compliance.

VIM is SAP Centric

Add-on to your SAP system

Majority of the functions and processes run inside of your SAP system

Uses SAP technology: ABAP, Enterprise Portal, Workflow

Integrates with standard SAP functions: Invoice Verification, Financial Processing, etc.

Vendor Invoice Management (VIM) Overview

3-7

Delivery Model

Pre-defined
configuration
Core VIM
Functions
Technical
VIM
foundation
Vendor Invoice Management (VIM) Overview Slide 8
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

How do we deliver VIM to you? There are two aspects: Core functions and baseline functionality.
Core Functions are the technical components that include SAP screens, functions, workflow
templates, transactions, tables, web pages etc.
Baseline functionality is pre-defined configuration and the starting point to implement VIM.
Baseline:

Reports the progress and processing history of invoices from scan to payment based on
best practices

Handles pre-defined exceptions

Offers limited option variations to make installation realistic and efficient


Includes delivered programming modules to support the configuration of role
resolution function modules, transactions, download programs

Includes an installation wizard to install the baseline configuration and programs

Provides limited options for


Exceptions handled in VIM (cannot alter process options in baseline)
Role resolution implementations

You configure VIM to meet your specific business requirements. However, because VIM was
designed based on best practices with the experience gleaned from multiple client installations,
you can use many of the processes out of the box which reduces the implementation time and
cost.
Core Functions and Baseline Configuration are delivered on a single CD.

3-8

250

Core Components

VIM Analytics
Image
Scan
OCR

Invoice Approval
Document
Processing
Exceptions Handling

Electronic
Invoice

Content Repository
VIM components

Invoice entry options

Storage component
Vendor Invoice Management (VIM) Overview Slide 9
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The main VIM Product Components are:


1) Document Processing (DP Workflow)
2) Exception Handling (PO Parked Invoice Workflow, PO Blocked Invoice Workflow, Non-PO
Parked Invoice Workflow)
3) Invoice Approvals (PO and Non-PO Invoices)
4) VIM Analytics (Report)

Vendor Invoice Management (VIM) Overview

3-9

Architecture

Document
Processing
Workflow

VIM
Functions
Residing
in SAP
ERP

Role Resolution
and User
mapping
SAP
Functions
VIM
uses

MM
PO, Contract
& Requisition

Open Text
Data
Archiving &
Document
Access

Scan

Exception
Handling
Workflows

Dashboards

VIM
Functions
Residing
on Portal

Approval
Workflow

Configuration
Infrastructure

MM
Invoice
Verification

LEA

Admin
Tools

FI
Financial
Posting

Viewer

Approval
iViews

Reports

HR
Org
Structure

Doculink

Vendor Invoice Management (VIM) Overview Slide 10


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

SAP is the foundation for VIM


VIM uses SAP

Workflow

Screens

Tables

Transactions

VIM uses Open Text custom

3-10

Tables

Transactions

Programs

User roles

250

History and look forward


Open Text acquires IXOS in October 2003
Leading imaging and archiving solutions for SAP

Open Text acquires Optura in February 2005


Leading accounts payable workflow solutions for SAP
VIM joins the Livelink ECM product family
VIM is the cornerstone of the Open Text SAP solutions for Accounts
Payable

Open Text acquires Captaris in November 2008


Leading optical character recognition (OCR), document interpretation, fax
server and electronic document delivery

Vendor Invoice Management (VIM) Overview Slide 11


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Vendor Invoice Management (VIM) Overview

3-11

Chapter Guide
Accounts payable challenges (without VIM)
What is VIM or SAP IM?
Process overview and demo scan to payment

Vendor Invoice Management (VIM) Overview Slide 12


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250

Process Overview Scan to Payment


Capture
Index or
Metadata

Capture
Image

Scan Paper
Invoices, or
Import
Electronic
Images

Create SAP
Document

Capture
Metadata
(OCR)
Optional

Archive Image
to LEA

Validate

Check for

Metadata

Duplicate

Exception
Handling

Exception
Handling

Post SAP
Document

Apply
Business
Rules

Exception
Handling

Post for
Payment

Exception
Handling

Open Text Document Archiving


VIM Functions
Open Text ICC or Third party
Vendor Invoice Management (VIM) Overview Slide 13
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Basic Invoice Processing


1. Digitize paper invoices by scanning
2. Capture metadata or index by
Manual indexing
OCR process
3. Validate metadata against SAP master data
4. Check for duplicate invoices
5. Apply business rules to detect exceptions
Example: check for invoices that require approval
6. Post and Release invoice for payment

Vendor Invoice Management (VIM) Overview

3-13

AP Business Process Flow

Yes
No
Confirm Duplicate
(DUPLICATE ANALYZER)

Electronic
Invoices

Proceed

Optional

Mail Room

Pre-sort and Prep


for Scanning

Invoice Scanned
(SCANNER)

No

Proceed

Create SAP Document


(AP PROCESSOR)

OCR Engine

Pay to

Rescan
Invoice Indexed
(INDEXER)

Background
Duplicate Check
Logic

Proceed

SAP Document
Posted or
Parked

Invoice Image
(Linked)

Vendor Invoice Management (VIM) Overview Slide 14


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250

Scan to Payment Demo with manual indexing and


with ICC (OCR / IDR)

VIM Demo Business Scenario

Vendor Invoice Management (VIM) Overview Slide 15


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Vendor Invoice Management (VIM) Overview

3-15

Demo Scenario Non PO Invoice: Short description


Invoice without corresponding PO
Process:
Sort documents in the mail room
Scan documents
Archive documents
OCR documents: capture metadata, validate metadata, release to SAP
Duplicate check
Invalid tax code
Missing invoice data
Coding / Accounting
Invoice approval
Document posted

Vendor Invoice Management (VIM) Overview Slide 16


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250

Demo Scenario Non PO Invoice

Scan user
Indexer/
Validation
Duplication
Check
Tax Expert

Start

End
AP
Processor
Requestor

Approver

Incoming
invoice

Scanning
/OCR

Indexing
Validation

Duplication
Check

Maintain
Tax

Accounting/
Coding

Requesting

Approving

Document
posted

Vendor Invoice Management (VIM) Overview Slide 17


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Vendor Invoice Management (VIM) Overview

3-17

Mail room Sort incoming mails


Company Code, POs, Non POs,

Vendor Invoice Management (VIM) Overview Slide 18


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250

Demo Scenario Non PO Invoice: Scan station

Scan user
Indexer/
Validation
Duplication
Check
Tax Expert

Start

End
AP
Processor
Requestor

Approver

Incoming
invoice

Scanning
/OCR

Indexing
Validation

Duplication
Check

Maintain
Tax

Accounting/
Coding

Requesting

Approving

Document
posted

Vendor Invoice Management (VIM) Overview Slide 19


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Vendor Invoice Management (VIM) Overview

3-19

Invoice Scanning Step

Vendor Invoice Management (VIM) Overview Slide 20


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250

Start archiving invoices by using TCode: OAWD

SAP Early Archive


Transaction:
OAWD

Vendor Invoice Management (VIM) Overview Slide 21


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Vendor Invoice Management (VIM) Overview

3-21

Demo Scenario Non PO Invoice: ICC Extraction and


Validation

Scan user
Validation
Duplication
Check
Tax Expert

Start

End
AP
Processor
Requestor

Approver

Incoming
invoice

Scanning
/OCR

Indexing
Validation

Duplication
Check

Maintain
Tax

Accounting/
Coding

Requesting

Approving

Document
posted

Vendor Invoice Management (VIM) Overview Slide 22


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250

ICC Document Extraction (background task)

Vendor Invoice Management (VIM) Overview Slide 23


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Vendor Invoice Management (VIM) Overview

3-23

ICC Validation

Requester
email address
is missing!

Vendor Invoice Management (VIM) Overview Slide 24


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250

Correcting Documents with Single Click Entry

Vendor Invoice Management (VIM) Overview Slide 25


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Vendor Invoice Management (VIM) Overview

3-25

Demo Scenario Non PO Invoice: Manual Indexing

Scan user
Indexer
Duplication
Check
Tax Expert

Start

End
AP
Processor
Requestor

Approver

Incoming
invoice

Scanning
/OCR

Indexing
Validation

Duplication
Check

Maintain
Tax

Accounting/
Coding

Requesting

Approving

Document
posted

Vendor Invoice Management (VIM) Overview Slide 26


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250

Manual Indexing Step TCode: SBWP

Indexer Inbox
Vendor Invoice Management (VIM) Overview Slide 27
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Vendor Invoice Management (VIM) Overview

3-27

View to Indexer Dashboard

Vendor Invoice Management (VIM) Overview Slide 28


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250

Index Screen and Image

MN-10077
1000
REQUESTERA@OPENTEXT.COM

Vendor Invoice Management (VIM) Overview Slide 29


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Vendor Invoice Management (VIM) Overview

3-29

Filled Index Screen

Submit

Vendor Invoice Management (VIM) Overview Slide 30


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Baseline Duplicate Check after Submit


If INDEXER submit the invoice, VIM check the invoice for Duplicates
If VIM find out a Duplicates, it generate the following message:

If INDEXER press
In case INDEXER press
TAX EXPERT

the role owner can correct the data


the invoice is rerouted to the

Vendor Invoice Management (VIM) Overview Slide 31


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Vendor Invoice Management (VIM) Overview

3-31

Indexer Dashbord in case of Duplicate

Vendor Invoice Management (VIM) Overview Slide 32


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Demo Scenario Non PO Invoice: Duplication Check

Scan user
Indexer/
Validation
Duplication
Check
Tax Expert

Start

End
AP
Processor
Requestor

Approver

Incoming
invoice

Scanning
/OCR

Indexing
Validation

Duplication
Check

Maintain
Tax

Accounting/
Coding

Requesting

Approving

Document
posted

Vendor Invoice Management (VIM) Overview Slide 33


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Vendor Invoice Management (VIM) Overview

3-33

Duplicate Analysts Inbox


Duplicate Analyst responsible for identifying the duplicate invoices
Role owner can see in the WF Inbox, the WF task with description:
"Check Duplicates for Document "

Vendor Invoice Management (VIM) Overview Slide 34


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Duplicate Analysts Index screen


Suspected Duplicate
Duplicate Index Records shown on bottom of Index screen
Process Type: "204 Suspected Duplicate (NPO)

Vendor Invoice Management (VIM) Overview Slide 35


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Vendor Invoice Management (VIM) Overview

3-35

Duplicate Analyst makes a decision

Vendor Invoice Management (VIM) Overview Slide 36


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Demo Scenario Non PO Invoice Invalid Vendor


VAT Number

Scan user
Indexer/
Validation
Duplication
Check
Tax Expert

Start

End
AP
Processor
Requestor

Approver

Incoming
invoice

Scanning
/OCR

Indexing
Validation

Duplication
Check

Maintain
Tax

Accounting/
Coding

Requesting

Approving

Document
posted

Vendor Invoice Management (VIM) Overview Slide 37


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Vendor Invoice Management (VIM) Overview

3-37

Tax Experts Inbox


advises on invoices that needs tax audit; normally tax department
personnel.

Vendor Invoice Management (VIM) Overview Slide 38


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Tax Experts Inbox Index Screen - Invalid Vendor


VAT Number
Process Type: 220

Tax Information of Index Data Screen shown on next screen


Vendor Invoice Management (VIM) Overview Slide 39
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Vendor Invoice Management (VIM) Overview

3-39

Tax Expert maintain Tax Information

Vendor Invoice Management (VIM) Overview Slide 40


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Tax Experts Dash board Screen - Invalid Vendor


VAT Number

Vendor Invoice Management (VIM) Overview Slide 41


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Vendor Invoice Management (VIM) Overview

3-41

Demo Scenario Non PO Invoice: SAP Document


Creation Failure

Scan user
Indexer/
Validation
Duplication
Check
Tax Expert

Start

End
AP
Processor
Requestor

Approver

Incoming
invoice

Scanning
/OCR

Indexing
Validation

Duplication
Check

Maintain
Tax

Accounting/
Coding

Requesting

Approving

Document
posted

Vendor Invoice Management (VIM) Overview Slide 42


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AP Processors Inbox
Accounts Payable personnel
Creation of SAP Document failed as a result of different exceptions, like
Missing Invoice Dates,
Approval Required
Invalid Vendor Number

AP Processor Inbox
Vendor Invoice Management (VIM) Overview Slide 43
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Vendor Invoice Management (VIM) Overview

3-43

AP Processors Index Screen


"Missing Invoice Date"

Exception:

Vendor Invoice Management (VIM) Overview Slide 44


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Enter "Missing Invoice Date" from Invoice

23.01.2009

Vendor Invoice Management (VIM) Overview Slide 45


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3-45

Re-apply Business Rules

Vendor Invoice Management (VIM) Overview Slide 46


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Document returned to AP Processors Inbox

Vendor Invoice Management (VIM) Overview Slide 47


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Vendor Invoice Management (VIM) Overview

3-47

AP Processors Index Screen


"Missing Date of Supply"

other Exception:

Type in Supply Date from Invoice

Vendor Invoice Management (VIM) Overview Slide 48


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Demo Scenario Non PO Invoice:


Approval Required

Scan user
Indexer/
Validation
Duplication
Check
Tax Expert

Start

End
AP
Processor
Requestor

Approver

Incoming
invoice

Scanning
/OCR

Indexing
Validation

Duplication
Check

Maintain
Tax

Accounting/
Coding

Requesting

Approving

Document
posted

Vendor Invoice Management (VIM) Overview Slide 49


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Vendor Invoice Management (VIM) Overview

3-49

Requester and Approver


Requester check the invoice for requested goods and services and
makes the first approval
If necessary one or more Approver have to approve the invoice
In the WF inbox the task "Approve Invoice" is shown

Vendor Invoice Management (VIM) Overview Slide 50


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SAP GUI Approval Screen

For Web Approval possible see Chapter "Invoice Approval"


Vendor Invoice Management (VIM) Overview Slide 51
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Vendor Invoice Management (VIM) Overview

3-51

Enter accounting information

Vendor Invoice Management (VIM) Overview Slide 52


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Add Comments

Vendor Invoice Management (VIM) Overview Slide 53


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Vendor Invoice Management (VIM) Overview

3-53

Demo Scenario Non PO: Approval Step

Scan user
Indexer/
Validation
Duplication
Check
Tax Expert

Start

End
AP
Processor
Requestor

Approver

Incoming
invoice

Scanning
/OCR

Indexing
Validation

Duplication
Check

Maintain
Tax

Accounting/
Coding

Requesting

Approving

Document
posted

Vendor Invoice Management (VIM) Overview Slide 54


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Show Invoice TCode: FB03

Vendor Invoice Management (VIM) Overview Slide 55


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Vendor Invoice Management (VIM) Overview

3-55

Demo Scenario Non PO Invoice: Invoice Posted

Scan user
Indexer/
Validation
Duplication
Check
Tax Expert

Start

End
AP
Processor
Requestor

Approver

Incoming
invoice

Scanning
/OCR

Indexing
Validation

Duplication
Check

Maintain
Tax

Accounting/
Coding

Requesting

Approving

Document
posted

Vendor Invoice Management (VIM) Overview Slide 56


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4 VIM 5.2 Installation and Upgrade


Overview

Slide 1
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VIM 5.2 Installation and Upgrade Overview

4-1

Objective
VIM packages
Installation Aspects for VIM 5.2

VIM 5.2 Installation and Upgrade Overview Slide 2


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Types of VIM Add-on Packages


Installation Package
Used for Installing new instance of VIM

Exchange Package
Used for upgrading SAP version , VIM version will be same

Upgrade Package
Used for Upgrading VIM from pervious version VIM 5.1.5 and 5.1.6

Support Package
Used for feature enhancements and bug fixes

Hot Fix
Used for urgent issue fixes and will be included in later support package.

VIM 5.2 Installation and Upgrade Overview Slide 3


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VIM 5.2 Installation and Upgrade Overview

4-3

Supported VIM / SAP IM versions


SAP ECC 6.0 EhP4
SAP ECC 6.0 EhP3
SAP ECC 6.0 EhP2
SAP ECC 6.0
SAP ECC 5.0
SAP R/3 4.7
SAP R/3 4.6C

VIM 5.2 Installation and Upgrade Overview Slide 4


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250

Objective
VIM packages
Installation Aspects for VIM 5.2

VIM 5.2 Installation and Upgrade Overview Slide 5


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VIM 5.2 Installation and Upgrade Overview

4-5

VIM 5.2 Installation


Install the 5.2 core package through Transaction SAINT
Install 5.2 SP1 Package through Transaction SPAM
Follow the post installation activities for 5.2 as mentioned in Install guide
(Section from 3.2 to 3.2.15)
Follow the post installation activities for 5.2 SP1 as mentioned in SP1
Release notes (Section from 3.3 to 3.3.1.2)

Note: Always install SP1 before doing any configuration changes

VIM 5.2 Installation and Upgrade Overview Slide 6


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VIM / SAP IM Installation Procedure


Installation Preparation
1. Check SWU3 transaction and make sure WF settings and RFC destination
is active
2. Check SPAM Level ( Support Package Manager)
3. Check for the following components and their patch level
SAP_ABA ABAP Component
SAP_APPL Application Component
SAP_BASIS Basis Component

4. Apply required OSS Notes


5. Copy installation files from CD, extract and move to SAP Application server
6. Obtain password provided in Installation guide
SPAM Level, Patch levels, OSS Notes and file name will change based on
SAP Version, Please check installation guide for details

Installation
Post Installation Activities
Installation Verification
VIM 5.2 Installation and Upgrade Overview Slide 7
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VIM 5.2 Installation and Upgrade Overview

4-7

Pre Requisite ECC 6.0


SPAM and Patch Levels for ECC 6.0
SAP Version/
Component

ECC 6.0

ECC 6.0 EhP2

ECC 6.0 EhP3

ECC 6.0 EhP4

SPAM

35

35

35

35

SAP_ABA

700 Patch 9
SAPKA70009

700 Patch 9
SAPKA70009

700 Patch 9
SAPKA70009

700 Patch 9
SAPKA70009

SAP_APPL

600 Patch 6
SAPKH60006

SAP_BASIS
700

700 Patch 10
SAPKA700010

700 Patch 10
SAPKA700010

700 Patch 10
SAPKA700010

700 Patch 10
SAPKA700010

OSS Notes
1. OSS note 1082597: Not enough business functions activated in SFW5; this is used
for Switch Frame Work for activating the PO Based Invoice parking infrastructure.
2. OSS note 822380: Problems w/ add-on inst/upgrade to SAP NW 7.0s AS ABAP
3. OSS note 938147: OAWD: Object does not exist (OA 233)
4. OSS note 1143354: Open Text Vendor Invoice Management Solutions

VIM 5.2 Installation and Upgrade Overview Slide 8


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250

Pre Requisite ECC 5.0


SPAM and Patch Levels for ECC 5.0
SAP Version/
Component

ECC 5.0

SPAM

28

SAP_ABA

640 Patch 22
SAPKA64022

SAP_APPL

640 Patch 22
SAPKH64022

SAP_BASIS
640

640 Patch 22
SAPKB64022

OSS Notes
1. OSS note 938147: OAWD: Object does not exist (OA 233)
2. OSS note 1143354: Open Text Vendor Invoice Management Solutions

VIM 5.2 Installation and Upgrade Overview Slide 9


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VIM 5.2 Installation and Upgrade Overview

4-9

Pre Requisite SAP 4.7


SPAM and Patch Levels for SAP 4.7
SAP Version/
Component

ECC 4.7

SPAM

29

SAP_ABA

620 Patch 64
SAPKA62064

SAP_APPL

470 Patch 30
SAPKH47030

SAP_BASIS
620

620 Patch 64
SAPKB62064

OSS Notes
1. OSS note 938147: OAWD: Object does not exist (OA 233)
2. OSS note 1143354: Open Text Vendor Invoice Management Solutions

VIM 5.2 Installation and Upgrade Overview Slide 10


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Pre Requisite SAP 4.6C


SPAM and Patch Levels for SAP 4.6C
SAP Version/
Component

SAP 4.6C

SAP 4.6D

SPAM

47

47

SAP_ABA

46C Patch 53
SAPKA46C53

SAP_APPL

46C Patch 53
SAPKH46C53

46C Patch 53
SAPKH46C53

SAP_BASIS
46C, 46D

46C Patch 53
SAPKB46C53

46D Patch 6
SAPKB46D06

OSS Notes
1. OSS note 938147: OAWD: Object does not exist (OA 233)
2. OSS note 1143354: Open Text Vendor Invoice Management Solutions

VIM 5.2 Installation and Upgrade Overview Slide 11


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VIM 5.2 Installation and Upgrade Overview

4-11

Installation Basis package


1. Copy the respective SAPCAR file (*.SAR) from the product CD to the target
SAP application server in the /usr/sap/trans folder (this is the parent folder
of the DIR_EPS_ROOT folder).
SAP Version

File

Source path

Target path

SAP ECC 6.0

OTEXVIM_520_700.SAR

INST_ERP_700/DATA/

/usr/sap/trans/EPS

SAP ECC 5.0

OTEXVIM_520_640.SAR

INST_ERP_640/DATA/

/usr/sap/trans/EPS

SAP R/3 4.7

OTEXVIM_520_620.SAR

INST_ERP_620/DATA/

/usr/sap/trans/EPS

SAP R/3 4.6C

OTEXVIM_520_46C.SAR INST_ERP_46C/DATA/

/usr/sap/trans/EPS

2. Extract the SAPCAR file to the /usr/sap/trans/EPS/in folder with the


following command: SAPCAR -xvf <name of SAPCAR file>.
The resulting PAT file will be extracted to the EPS/in folder relative to the path
of the SAPCAR file.
3. Carry out the import of the package as described in the respective SAP
documentation.
VIM 5.2 Installation and Upgrade Overview Slide 12
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Installation Procedure
Use client 000 for VIM Add-on component installation
Use Transaction SAINT for VIM installation
Password for VIM Installation is EF337E20A8 , This is required during
installation.
This activity is performed by BASIS Person

VIM 5.2 Installation and Upgrade Overview Slide 13


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4-13

Verification (1)
From SAP menu, open System > Status

VIM 5.2 Installation and Upgrade Overview Slide 14


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Verification (2)
Click the

button

You should see the OTEXVIM add-on with release number 520_xxx and
level 001 (with xxx as SAP Basis component version)

VIM 5.2 Installation and Upgrade Overview Slide 15


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VIM 5.2 Installation and Upgrade Overview

4-15

Post Installation Steps


Run Installation check program Transaction /OPT/VIM_1CX19 in
target client and perform the actions which are indicated in red color.
Usually the following Post Installation Activities are performed
1. Activate the BC Sets
2. Number Ranges needs to be maintained
3. Make sure all VIM dialog tasks are general tasks
4. Refresh workflow runtime buffer
5. Configure object services
6. Generating and activating VIM parking APIs
7. Generating business objects

Please follow installation guide for more details

VIM 5.2 Installation and Upgrade Overview Slide 16


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Transaction /OPT/VIM_1CX19 after Installation

VIM 5.2 Installation and Upgrade Overview Slide 17


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VIM 5.2 Installation and Upgrade Overview

4-17

Transaction /OPT/VIM_1CX19 after finishing post


installation process

VIM 5.2 Installation and Upgrade Overview Slide 18


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250

Installation Procedure Upgrading SAP (1)


The Open Text Vendor Invoice Management package is protected with a
specific password. During upgrade, this password is requested by the
SAP Add-On Installation Tool (SAINT). The password for SAP upgrade
is EF337E26BF .
Follow the pre-requisites mentioned in installation guide
Dont perform client copy, it will overwrite customizing data
During SAP Upgrade, exchange package will be requested
After the upgrade, perform the installation verifying activities as
mentioned in install guide
Test the entire VIM process like for a new VIM installation.

VIM 5.2 Installation and Upgrade Overview Slide 19


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VIM 5.2 Installation and Upgrade Overview

4-19

Installation Procedure Upgrading SAP (2)


1.

Copy the respective SAPCAR file (*.SAR) from the product CD to the target SAP
application server in the /usr/sap/trans folder (this is the parent folder of the
DIR_EPS_ROOT folder).

Upgrade to ECC 6.0


from SAP version:

File

Source path

Target path

SAP ECC 5.0


SAP R/3 4.7
SAP R/3 4.6C

OTEXERP_UPGR
_VIM520.SAR

UPGR_ERP/DATA

/usr/sap/trans/EPS

2.

Extract the SAPCAR file to the /usr/sap/trans/EPS/in folder with the following
command: SAPCAR -xvf <name of SAPCAR file>.
The resulting PAT file will be extracted to the EPS/in folder relative to the path of the
SAPCAR file.

3.

Follow the standard SAP system upgrade instructions.


During the prepare phase of the SAP upgrade, the Upgrade Assistant shows you the
existing VIM component that is installed.

4.

Select the OTEXVIM component and other components if required.


VIM 5.2 Installation and Upgrade Overview Slide 20
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250

Upgrading VIM
Upgrading VIM will be similar to VIM New installation
Use client 000
Use transaction SAINT for upgrade
Follow the post installation steps as mentioned in Install guide

VIM 5.2 Installation and Upgrade Overview Slide 21


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VIM 5.2 Installation and Upgrade Overview

4-21

Installation of Support Packages


Use client 000
Use transaction SPAM
Activate BC Sets Required and Optional
Follow the post installation steps as mentioned in Support Packages
Notes

VIM 5.2 Installation and Upgrade Overview Slide 22


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Installation of Hot Fixes


Use target client
Use transaction STMS
Follow the Hot Fix Notes

VIM 5.2 Installation and Upgrade Overview Slide 23


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4-23

Exercise: Installation Check


Check Add-on Installation
Navigate to SAP menu: System
Status
SAP System Data
Component Version
Verify the OTEXVIM add-on
component installed

Check VIM Installation


Execute TCode: / OPT/VIM_1CX19
Verify the installation is correct
validating GREEN check marks

VIM 5.2 Installation and Upgrade Overview Slide 24


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5 Implementation Methodology

Slide 1
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Implementation Methodology

5-1

Topics
VIM Implementation Methodology
Swimlane Workshops

Implementation Methodology Slide 2


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250

Forward Motion Implementation Methodology


SOLUTION IMPLEMENTATION
PROJECT
PROJECT
INITIATION
INITIATION

BLUEPRINT
BLUEPRINT

INTEGRATION
DEVELOPMENT INTEGRATION
DEVELOPMENT
TESTING
TESTING

LAUNCH
LAUNCH

PROCESS ARCHITECT
PROCESS ARCHITECT
CONSULTANT
CONSULTANT
PROJECT MANAGER
PROJECT MANAGER

Main VIM Implementation Team Roles:


Process Architect (Business Process Mapping and Swimlanes)
Implementation Consultant (Installation and Implementation)
Project Manager (Overall Project Schedule management)

Forward Motion is a Methodology developed by Open Text for use with its
packaged solutions
Implementation Methodology Slide 3
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Process Architect maps the customer and the business process of the client to our process
(Baseline processes).

Implementation Methodology

5-3

Project Initiation Phase


SOLUTION IMPLEMENTATION CYCLE

PROJECT
PROJECT
INITIATION
INITIATION

BLUEPRINT
BLUEPRINT

DEVELOPMENT
DEVELOPMENT

INTEGRATION
INTEGRATION
TESTING
TESTING

LAUNCH
LAUNCH

PROJECT KICKOFF
PROJECT KICKOFF

TECHNICAL REVIEW
TECHNICAL REVIEW

KICKOFF
Team Introductions

KICKOFF
Project Overview
Team Introductions
Methodology
Clearly
Client and Open Text Responsibilities
ProjectIdentify
Overview
Methodology
TECHNICAL
REVIEW
Clearly Identify
Client and Open Text Responsibilities

Will ensure Open Text has a complete view of Client SAP environmental,
technical and organizational landscape along with system access

TECHNICAL REVIEW
Will ensure Open Text has a complete view of Client SAP environmental,
technical and organizational landscape along with system access
Implementation Methodology Slide 4
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

In this time answers the customer questions.


For the discussion with customer involve also:

5-4

Key people from client

SAP Basic key user

SAP Security key user

250

Blueprint Phase
SOLUTION IMPLEMENTATION CYCLE
PROJECT
PROJECT
INITIATION
INITIATION

BLUEPRINT
BLUEPRINT

DEVELOPMENT
DEVELOPMENT

INTEGRATION
INTEGRATION
TESTING
TESTING

LAUNCH
LAUNCH

SWIMLANE
SWIMLANE
WORKSHOPS
WORKSHOPS
FUNCTIONAL DESIGN
FUNCTIONAL DESIGN
DOCUMENT
DOCUMENT

SCOPE
SCOPEFREEZE
FREEZE

SWIMLANE WORKSHOPS

FDD SIGNOFF

Create very detailed process flows (swimlanes) to be implemented using


OpenTexts Vendor Invoice Management (VIM) solution

FUNCTIONAL DESIGN DOCUMENT (FDD)


Describes the Functional capabilities according to the swimlane diagrams
Signed by Client and Open Text
Defines Scope
Refer to sample baseline FDD document

Implementation Methodology Slide 5


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Swimlanes are a good basis for the Blueprint discussion.


Discuss:

What is the document process from the customer?

What are differences to the baseline?

Invoice sources: hard copy, electronic form (Email, EDI, )

Test scenarios test scripts by customer


What business steps should be tested?
What scenarios would be tested?

Training situation
What groups of users are to train?
Who are the trainers? internal, external,

The solution and answers of all this questions are the FDD.

Implementation Methodology

5-5

Development Phase
SOLUTION IMPLEMENTATION CYCLE
PROJECT
PROJECT
INITIATION
INITIATION

BLUEPRINT
BLUEPRINT

DEVELOPMENT
DEVELOPMENT

INTEGRATION
INTEGRATION
TESTING
TESTING

LAUNCH
LAUNCH

PRODUCT
PRODUCTINSTALL
INSTALL
TDD
TDD
CONFIGURE & CODE
CONFIGURE & CODE
UNIT TEST
UNIT TEST

INSTALL
Install products into Client environment
Technical Design Document (TDD)
Translation of the Functional Design Document to the technical implementation detail level
Refer to baseline TDD document template

CONFIGURE AND CODE


Configure, code and build extensions as called out in the FDD / TDD

UNIT TEST
OpenText and Client to review and unit test functionality prior to transport into Integration test system to
verify and validate solution prior to business users testing
Implementation Methodology Slide 6
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Installation as SAP Add On with TA: SAINT. See also Installation Guide!

5-6

250

Integration Test Phase


SOLUTION IMPLEMENTATION CYCLE
PROJECT
PROJECT
INITIATION
INITIATION

BLUEPRINT
BLUEPRINT

DEVELOPMENT
DEVELOPMENT

INTEGRATION
INTEGRATION
TESTING
TESTING

LAUNCH
LAUNCH

INTEGRATION TESTING
INTEGRATION TESTING
(Client)
(Client)
INTEGRATION TEST
INTEGRATION TEST
SUPPORT (Open Text)
SUPPORT (Open Text)
KNOWLEDGE TRANSFER
KNOWLEDGE TRANSFER
TECHNICAL
TECHNICALDESIGN
DESIGNDOCUMENT
DOCUMENT

INTEGRATION TESTING
End-to-end testing by Client Business Users

INTEGRATION TESTING SUPPORT


Open Texts Consultant supports testing
Correction of bugs identified

KNOWLEDGE TRANSFER
Knowledge Transfer to Clients resources

TECHNICAL DESIGN DOCUMENT


Updated and finalize

Implementation Methodology Slide 7


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The test script should be generated by the customer in the Blueprint phase.
The ways of knowledge transfer should be discussed in the time of creation the Blue Print.

Implementation Methodology

5-7

Launch Phase
SOLUTION IMPLEMENTATION CYCLE
PROJECT
PROJECT
INITIATION
INITIATION

BLUEPRINT
BLUEPRINT

DEVELOPMENT
DEVELOPMENT

INTEGRATION
INTEGRATION
TESTING
TESTING

LAUNCH
LAUNCH
KNOWLEDGE
KNOWLEDGE
TRANSFER
TRANSFER

USER TRAINING
USER TRAINING
(Client)
(Client)

DEPLOY
DEPLOY
GO-LIVE
GO-LIVESUPPORT
SUPPORT

KNOWLEDGE TRANSFER
Knowledge Transfer to Client functional and technical personnel as well as to the Workflow Administrator
Formal Open Text client training available for Project Team (Course 251) and Administrators (Course 252)
End User training conducted by Client

DEPLOY (GO-LIVE)
Transport to Client production environment
Verify Transports and execute go-live activities
Go-live
Go-live support from Open Text Consultant
Transition to Open Text Maintenance
Implementation Methodology Slide 8
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Checklist for access for:

Workflow administrator

Consult

For GO-LIVE time the consult should be in the field still one to two weeks for introduction of the
end user (Floor working).

5-8

250

VIM Swimlane Workshops


Key Goals:
Understand current processes, address & resolve gaps, and agree on To-Be
Swimlanes

Scope
Document Processing Workflow (Includes invoice imaging)
OCR/ ICC
Non PO Invoices
Approvals
Parked Non-PO Invoices

PO Invoices
Blocked PO Invoices
Parked PO Invoices

Reporting

Business Rules (example questions)


What roles (groups of users) are involved in the process?
How are role determinations made?
What options (actions) for each role?
What document types?
Implementation Methodology Slide 9
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Implementation Methodology

5-9

VIM Swimlane Example

Implementation Methodology Slide 10


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

A swimlane is a visual representation of the roles involved in the business process. It shows the
handoffs that are made and the options that are available to each role.
Each role is listed on the left has its own horizontal swimlane. A role may be a physical person,
such as a buyer or AP processor, or it may be a Background process that happens without human
intervention.
The swimlane is the foundation of the baseline process documentation. If you are making changes
to the baseline process to meet your individual companys needs, your developers will use the
related swimlane to determine how the process works and exactly where the change will take
place in the process.
Swimlanes cover all the baseline processes and are included with your VIM installation
documentation.

5-10

250

SAP IM Project Structure


Initiation/Blueprint

Development

QA/Test/Training

Launch

Duration: 4-8 weeks


Duration: 6-12 Weeks
Duration: 4-6 weeks
Typical Tasks
Project Planning
Project Kickoff
Blueprint Design Sessions
Functional Design Doc Creation
Functional Design review/signoff MILESTONE
Typical Participants
Open Text
Client Services Manager
Process Architect
Workflow Engineer
Account Executive
CLIENT
Project Sponsor
Project Manager
Business Process Owners
Power Users
Technical
WF Administrator
Training
Imaging Experts (if needed)

Typical Tasks

Duration: 1-3 weeks


Product Installation
Baseline Configuration
Extension Development
Technical Design Doc Creation
Unit Testing
Test Script Development - Client
Code Freeze MILESTONE
Training Topics
Typical Participants
Open Text
Client Services Manager
Workflow Engineer
CLIENT
Basis Support
Project Manager
Business Process Owners
Power Users

Typical Tasks
Integration Test
Bug Fix
Knowledge Transfer
Client-delivered training
Go-live Preparation
Typical Participants
Open Text
Client Services Manager
Workflow Engineer
CLIENT
Basis Support
Project Manager
Business Process Owners
Power Users
WF Administrator

Typical Tasks
Go-live
Go-live support
Transition to
Maintenance
Typical Participants
Open Text
Client Services
Manager
Workflow Engineer
CLIENT
Project Manager
WF Administrator

Open Text Typical SAP Invoice Management Timeframes and Tasks


Implementation Methodology Slide 11
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Blueprint
Blue print workshop: 5 days
Customer review: 5 -10 calendar days
Development
Baseline Installation: 2 - 3 days
Configuration: 10 20 days depending on number of document types
Extensions Development : 5 50 days weeks, depending customer requests
QA/Test/Training
Integration Test, Bug fix go, Live preparation: 2 to 4 calendar weeks
Launch
Go Live: support 10-20 calendar days
(Build slide)
Support personnel: based on implemented components may include:
Project Sponsor, Project Manager
Functional / Business Analysts
Super Users (SMEs)
SAP BASIS/Netweaver
SAP Technical/ABAP programmer
SAP Configuration resource
SAP Security Administrator
Network Administrator
Application Server Administrator
Portal Administrator
Database Administrator
Web Administrator

Implementation Methodology

5-11

5-12

250

6 Architecture and Infrastructure

Slide 1
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Architecture and Infrastructure

6-1

Topics
Technical foundation
User Interface (Dashboards)
Workflows
Role resolution
Customization infrastructure
Reporting

Architecture and Infrastructure Slide 2


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

6-2

250

High Level System Landscape VIM 5.2

Browser

SAP Satellite
(ECC6.0
client)

Enterprise

OCR Option 5.2

Scan

Extraction

Approval
SAP Central System

Server

Portal
SAP Satellite
(4.6)

LiveLink Enterprise Archive

Architecture and Infrastructure Slide 3


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Architecture and Infrastructure

3
6-3

Technical Foundation
User
Interface

DP
rd
Dashboa

VIM
rd
Dashboa

SAPGUI

SAPGUI

Role Resolution
Key
Determination

Function
Module

l
Approva
Screen

SAPGUI or Web

Chart of
Authority and
User Map

Organizational
Unit

Workflow
Document
Processing
Workflow

Workflow
Templates

Business
Rules

Document and
Process Type
Determination
VIM
Analytics
(VAN)

Reporting

Exception
Handling
Workflows

Auto Post
Delay

Approval
Workflow

Process
Options

Reminders
Report

Standard SAP ALV List Viewer Format

Customization
Infrastructure
IMG
Configuration
Global
Configuration
Constants
Extension
Points: Function
modules,
Programs,
Screens and
ABAP Classes

Coding
Validation

VIM Class

Email
Notifications

Web
Configuration
Consoles
Web Branding
Architecture and Infrastructure Slide 4

Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

SAP is the foundation for VIM


VIM uses SAP

Workflow

Screens

Tables

Transactions

VIM uses Open Text custom

6-4

Tables

Transactions

Programs

User roles

250

User Interface

User
Interface

DP
rd
Dashboa

VIM
rd
Dashboa

l
Approva
Screen

SAPGUI

SAPGUI

SAPGUI or Web

The VIM user interface (dashboards) has a unified look and feel across
the various process flows
Each Dashboard screen is context driven and will present the end user
with specific option based on the process flow
The various Dashboards include:
DP Dashboard
DP Index Screen

VIM Dashboards (Invoice Exception)


Invoice Approval

Architecture and Infrastructure Slide 5


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Architecture and Infrastructure

6-5

User Interface DP Dashboard

IndexInformation
Informationshows
showsfields
fieldsused
usedtoto
Index
captureindexed
indexedinformation
information(manual
(manualor
or
capture
OCR)
OCR)

InvoiceImage
Imageshows
showsoriginal
originalscanned
scanned
Invoice
invoice
image
is
separate
viewer
window
invoice image is separate viewer window
Architecture and Infrastructure Slide 6
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

6-6

250

User Interface VIM Dashboard: Parked Document


ParkedDocument
DocumentInformation
Informationshows
shows
Parked
header
data
and
links
to
original
documents
header data and links to original documents

ProcessOptions
Optionsshows
showsavailable
availableuser
user
Process
options
to
resolve
exception
and
related
role
options to resolve exception and related role

ProcessHistory
Historyshows
showsactions
actionsthat
thathave
have
Process
occurred
occurred
Collapse detail
Architecture and Infrastructure Slide 7
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Architecture and Infrastructure

6-7

User Interface VIM Dashboard: Blocked PO


Invoice
BlockedDocument
DocumentInfo
Infodisplays
displaysdocument
document
Blocked
information
and
links
information and links
PO,Invoice,
Invoice,&&Goods
GoodsReceipt
Receiptline
lineitem
item
PO,
information
information
Linkstotodisplay
displaysource
sourcedocuments
documents
Links

ProcessOptions
Optionsshows
showsavailable
availableuser
user
Process
options
to
resolve
exception
and
related
role
options to resolve exception and related role

ProcessHistory
Historyincludes
includesuser
userComments
Comments
Process
log
and
history
of
previous
actions
log and history of previous actions

Architecture and Infrastructure Slide 8


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

6-8

250

User Interface VIM Dashboard: Invoice Approval


ParkedDocument
DocumentInformation
Informationshows
shows
Parked
headerdata
dataand
andlinks
linkstotooriginal
originaldocuments
documents
header

CodingBlock
Blockallows
allowsfor
forallocation
allocationofofcosts
costs
Coding
to
GL
Accounts
to GL Accounts

ProcessHistory
Historyincludes
includesuser
userComments
Comments
Process
log
and
history
of
previous
actions
log and history of previous actions

Architecture and Infrastructure Slide 9


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Architecture and Infrastructure

6-9

Exercise: Dashboards
Your Task: Indentify key fields on
Dashboard screens as described below.
You can access the dashboards from the
SAP Business Workplace inbox.
1. Execute a workitem from the workflow
folder DP Document Dashboard
a. What is the VIM document type?
b. What is the Archivelink document type?
c. What Process Options are available for the
user?

2. Execute a workitem from the workflow


folder PO Parked Invoice Dashboard
a. What Process Options are available for the
user?
b. What is the SAP document type?

3. Execute a workitem from the workflow


folder Approve Invoice
a. What Process Options are available for the
user?
Architecture and Infrastructure Slide 10
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

6-10

250

SAP Workflow Basics


Role Resolution
Key
Determination

Function
Module

Organizational
Unit

Chart of
Authority and
User Map

Workflow
Workflow
Templates

Document
Processing
Workflow

Exception
Handling
Workflows

Approval
Workflow

Business Event such as park invoice triggers workflow


User actions drive next steps in workflow
Authorization
Action
Referral

Workflow completes when one of these occurs


SAP document created
Parked document posted, deleted or cancelled
Exceptions resolved

Architecture and Infrastructure Slide 11


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Architecture and Infrastructure

6-11

Exception Handling Workflow Process Overview


Block or
Park
invoice

Inbox Work
Item list

Vim Dashboard

User
Interface

Click

Open
Workitem

Click
[Option]

Authorize

Role
resolution

Initiate
role
resolution

SAP transaction
screen

Determine
routing &
actions

Save
change

User
Actions

Action
Refer

Determine
next user (all
options)

Functions
inside SAP

Architecture and Infrastructure Slide 12


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Exception Resolution Workflow provides a highly flexible, yet simple 3-step process:
1. Determine routing and actions: starts when the invoice is blocked or parked. Using custom
table entries, workflow determines the correct user who is to take action on the item. You
may set up a wait state in some situations, for example, when an invoice is received before
the goods receipt is posted.
2. Present the processing options: The Process Selection Screen displays. It is a custom
dialog developed by WebFlow, Inc. to present all the information needed to handle an
invoice exception:
Line item information for the invoice, the purchase order, and the goods receipt
Options to display the full invoice, P.O., and receipt
Available actions display in the center portion of the screen.
A log or history of previous activity displayed in the lower portion of the screen
3. Take action: Referral is used to gather relevant information from another department. For
example, an item with a quantity block may be referred to receiving to verify the accuracy of
the goods receipt.
Action is the SAP transaction that may executed to resolve a blocked or parked
invoice item. Examples of actions include Change PO, Change Goods Receipt, and
Cancel Invoice.
Authorization is used when one department authorizes another department to take
an action. For example, purchasing can authorize AP to short pay an invoice.
After an action or authorized action occurs, the invoice is checked to see if the exception
has been resolved. If so, workflow ends. If an exception still exists, the process continues
until the exception is resolved.
For each invoice exception, you determine:
Who should take action?
What are the possible actions?
When the action should occur?

6-12

250

Invoice Approval Workflow Overview


Email next
Web Approver
with URL link
to Invoice list

Web Invoice
List

Click URL
in email

Next Approver
Confirmation
page

Invoice
Approval page

Click
Invoice
Number

Retrieve
User
Information

Retrieve
user
Invoice
List

Retrieve
Invoice
Detail

Call when
page
initially
opened

Call when
page is
opened or
refreshed

Call when
page is
opened or
refreshed

Click
[Approve]
or [Reject]

Save
Coding

Call
when
clicking
[Approve]
or
[Save]

Retrieve
next
approver

Call when
page is
opened

User
Interface

Click
[Continue]

Confirm
Next
Approver &
update log

User
Actions

RFC
Functions
inside
SAP

Call when
clicking
[Continue]

Architecture and Infrastructure Slide 13


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

1. User clicks on link in optional email or logs into the approval site directly.
2. List of their approval items displays.
3. Open the item to review. Display associated image.
4. If the first approver, enter the accounting data. (Coding)
5. Approve invoice. If additional approver needed, send invoice to that approver.
Or

If first approver rejects invoice, return invoice to A/P.

If second or subsequent approver rejects invoice, return invoice to prior approver.

Architecture and Infrastructure

6-13

Role Resolution Components


Role Resolution
Key
Determination

Function
Module

Organizational
Unit

Chart of
Authority and
User Map

Workflow
Workflow
Templates

Document
Processing
Workflow

Exception
Handling
Workflows

Approval
Workflow

VIM Role
Job function such as buyer or A/P processor

VIM Role Resolution


Process that determines one or more users currently in the role

Template or resolution method


Key determination
ABAP function module
SAP HR organizational object
Architecture and Infrastructure Slide 14
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

6-14

250

Customization Infrastructure
Several custom exits and customization points built
into VIM Components
Customization managed through custom VIM tables
delivered pre-loaded with baseline configuration (out
off the box functions)
Changes can be made through custom maintenance
transactions similar to standard SAP IMG configuration
TCode: /OPT/SPRO

Further client specific extensions can be made through


ABAP development and subsequent reference in
custom VIM tables

Customization
Infrastructure
IMG
Configuration
Global
Configuration
Constants
Extension
Points: Function
modules,
Programs,
Screens and
ABAP Classes
VIM Class

NOTE: Please refer to step by step detailed and up to


date configuration guide included with Installation
package sent by Open Text

Web
Configuration
Consoles
Web Branding
Architecture and Infrastructure Slide 15

Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Architecture and Infrastructure

6-15

Customization Infrastructure
VIM Configuration
Transaction Code:
/OPT/SPRO

Architecture and Infrastructure Slide 16


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

6-16

250

Reporting
VIM
Analytics
(VAN)

Reporting

Reminders
Report

Email
Notifications

Standard SAP ALV List Viewer Format

Foundation report is VIM Analytics (VAN)


Most data collected in real time
Synchronization program collects invoice changes made outside of VIM
workflow
Plug-in infrastructure to allow implementation specific requirements such
as
additional selection fields
output manipulation
Architecture and Infrastructure Slide 17
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Architecture and Infrastructure

6-17

6-18

250

7 Livelink for SAP Solutions


Components

Slide 1
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Livelink for SAP Solutions Components

7-1

Chapter guide
Solution overview
Typical configuration of Livelink for SAP Solution
Leading application

Livelink Enterprise Archive Server


Archive Server Overview
Document archiving and viewing
Tools for administering and monitoring the Archive Server
Logical archive setup

Livelink Imaging
Enterprise Scan Client
Livelink Viewer on Retrieval Client

System architecture

Livelink for SAP Solutions Components Slide 2


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

7-2

250

Typical configuration of Livelink for SAP Solution

Jukebox
Archive Server

SAP Server

Servers
Clients

LAN

Scanner
Scanning client

Admin client

Retrieval clients
SAPGUI + Archive
Windows Viewer

Livelink for SAP Solutions Components Slide 3


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

A typical configuration consists of:

Archive Server (Windows or Unix)


Single or multi-processor machine
Runs Oracle or MS-SQL Server DBMS

Storage System connected to the archive server


Optical jukebox: CD-ROM, DVD-R, WORM or UDO
CAS/SAN/NAS, Hadrdisk

1 to many scanning clients with optical scanner


Windows platform

SAP clients with Archive Viewer Client


Windows (32 bit)

Livelink for SAP Solutions Components

7-3

Chapter guide
Solution overview
Typical configuration of Livelink for SAP Solution
Leading application

Livelink Enterprise Archive Server


Archive Server Overview
Document archiving and viewing
Tools for administering and monitoring the Archive Server
Logical archive setup

Livelink Imaging
Enterprise Scan Client
Livelink Viewer on Retrieval Client

System architecture

Livelink for SAP Solutions Components Slide 4


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

7-4

250

Leading application (1)


The leading application
controls how documents are used
stores references to archived documents for retrieval
Expressed as document IDs

maintains the relationship between documents and business-related


objects, e. g.
business occurrences like purchase orders, deliveries,
attribute sets within a document index

uses a communication interface to the Archive Server


(and/or the Livelink Clients)

Livelink for SAP Solutions Components Slide 5


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

For making up an optical archiving solution, it is not sufficient just to store documents or document
images on storage media. In order to make the documents serve some business purpose, they
must be made available for retrieval by one of these methods:

Maintaining attributes for each document by which document users can search for specific
documents of interest. Such attributes can include:
Date of origin
Document number
Customer number
Document type: order, invoice, correspondence,
and many more

Linking documents to some kind of object maintained by another business data system.
For example, an invoice document may correspond to an invoice booking in the SAP R/3
database. A SAP user can search for and retrieve the invoice booking, then retrieve the
corresponding document by activating a link to it that is stored as part of the booking data.

Since the choice of how to make documents retrievable fundamentally decides how documents are
used in business, the system performing this task is called the leading application. It may or may
not be part of the optical archiving system itself; Livelink for Electronic Archiving (UAC (former
IXOS-eCONtext for Applications)) and Livelink for SAP Solutions (former IXOS-eCONtext for SAP)
are two opposite examples for this.

Livelink for SAP Solutions Components

7-5

Leading application (2)


Order No. 6348

ID aaahx4c...

ID aaahx4c...
ID aaahx4c...

No. 6348

Leading Application

Archive Server

User

The leading application


controls how documents are used
stores references to archived documents for retrieval
Expressed as document IDs, i. e.

maintains the relationship between documents and business-related objects,


e.g.
business occurrences like purchase orders, deliveries,
attribute sets within a document index

uses a communication interface to the Archive Server (and/or the Clients)


Livelink for SAP Solutions Components Slide 6
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

7-6

250

Chapter guide
Solution overview
Typical configuration of Livelink for SAP Solution
Leading application

Livelink Enterprise Archive Server


Archive Server Overview
Document archiving and viewing
Tools for administering and monitoring the Archive Server
Logical archive setup

Livelink Imaging
Enterprise Scan Client
Livelink Viewer on Retrieval Client

System architecture

Livelink for SAP Solutions Components Slide 7


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Livelink for SAP Solutions Components

7-7

Archive Server

Archive Server
Information Management
- Management due to business process
- Handling structured documents
- Group into logical archives
- Document Lifecycle Management
- Retention periods & audit trails
Storage Optimization
- Virtualization of storage systems
- Automation of processes / tasks
- Backup, migration,
- Encryption
- Compression

Management Services
- Configuration
- Customization
- Monitoring & Analysis
- Administration:
- Processes
- Tasks
- Schedules
- Monitoring
- Policies

Storage Resource Handling


- Support of different storage systems
SCSI, IP, FC, devices, drives, robots
- Hide physical properties
- Handle container files

Livelink for SAP Solutions Components Slide 8


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

7-8

250

Storage technologies used by Archive Server


CAS storage systems (i. e. EMC Centera)
"virtual jukebox" writing ISO images
9.6: also storing single files

SAN/NAS storage systems (i. e. NetApp, HDS, STK )


depending on system, ISO images/single files

Hard disk partitions or HSM storage systems


For short-term archiving (e. g. employment applications)

Jukeboxes with Optical media (i. e. DVD, WORM, UDO)


Guarantees against corruption, changes, or loss of documents
Inexpensive media for large quantities of data

Livelink for SAP Solutions Components Slide 9


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

About the media type abbreviations:


CAS
= Content Addressed Storage
SAN
= Storage Area Network
NAS
= Network Addressed Storage
UDO
= Ultra Density Optical

Livelink for SAP Solutions Components

7-9

Archive Server Components


Archive Server

Monitor
Server

Notification
Server

HTTP
interface
server

Document Service
Document
Pipeline

Writing

Reading

Disk buffer

Cache

Administration
Server
Migration
Server

Hard disk/
NAS/SAN

UDO/
CD/DVD/
WORM virtual ISO
WORM
FS

Product-specific
components

Storage
database

Storage Manager
STORM

Livelink for SAP Solutions Components Slide 10


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The Archive Server is made up of the components shown above. Separate server processes for
administration and monitoring contribute to the Archive Servers modular architecture.
The central part of the Archive Server is the DocumentService; it stores and provides documents
and their components.
Depending on what media are being used, documents are stored on hard disk, WORM, CD (
Archive Server 9.5), UDO ( Archive Server 5.5) or DVD partitions.
The WORM, UDO, CD and DVD partitions are handled by a separate sub-server called STORM
(Storage Manager).
The Archive Server storage database, called DS (DocumentService Database), holds the
information about the archived documents and where they are stored.
The functions of the different components are explained on the following pages.
Only specific storage systems are supported for NAS/SAN connection or as "virtual jukebox"
writing ISO images.

7-10

250

Chapter guide
Solution overview
Typical configuration of Livelink for SAP Solution
Leading application

Livelink Enterprise Archive Server


Archive Server Overview
Document archiving and viewing
Tools for administering and monitoring the Archive Server
Logical archive setup

Livelink Imaging
Enterprise Scan Client
Livelink Viewer on Retrieval Client

System architecture

Livelink for SAP Solutions Components Slide 11


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Livelink for SAP Solutions Components

7-11

Document archiving and viewing


Paper documents
Scanning client

Scanning

Machine-generated
documents
Server of
leading
application

Archiving
image files

Direct archiving
via specific interface

(e. g. SAP R/3)

Documents from
external sources

Document
retrieval

Archive Server

Download

Display on client

Batch input
via file system

Livelink for SAP Solutions Components Slide 12


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Regarding the archival of documents, three basic variants can be distinguished.


Paper documents are scanned first; this is normally done using the scanning application
Livelink Enterprise Scan. The resulting image files are then transferred to the Archive
Server for archival.
Machine-generated documents can be archived directly from the generating server to the
Archive Server via a specialized interface provided that such an interface exists for that
application system. The classical example for this type of archival is archiving from SAP
R/3 (outgoing documents and print lists).
Document files from external sources are archived via the so-called batch input interface of
the Archive Server . This is the most generalized way of archiving: The documents may
origin from any leading application there is no special integration interface necessary.
Moreover, scanned images of paper documents can be archived that way as well as
machine-generated documents.
Document retrieval is carried out the same way, no matter how the documents have entered the
archive (as detailed above): The retrieval client component downloads the document from the
Archive Server to the users workstation, then the document is displayed in a suitable viewing
application (for most frequently used document formats, this is the Livelink Archive Windows
Viewer).

7-12

250

Document flow in the Archive Server - Synopsis


Archival
Writing to
storage
media

Archive
Server

Storage database DS

WORM
file system

Retrieval

Document
Pipeline

Document Service
Disk buffer
Temp

IXW pool
Cache

Burn
buffer

ISO pool

99.6
.6

HDSK
pool

FS pool
VI pool

Retrieval

Document sources

Storage Manager
STORM

Livelink for SAP Solutions Components Slide 13


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The chart above gives a complete overview of the possible paths a document may take as it is processed by
the Document Processing by the Archive Server. The illustration also reveals that the whole life cycle of a
document is composed of three stages:

The archival of the document from its source to either the disk buffer or a hard disk pool. In some
situations, documents pass the DocumentPipeline before they enter the Document Processing by the
Archive Servers core component, the DocumentService.
An important aspect of this is that a document is defined to be archived already while it is still held in
the disk buffer, actually before it is stored on optical media or buffered disk. While this can be
interpreted as a potential safety gap (data is less safe in a hard-disk based buffer than on optical
disks), it is a mandatory precondition for many archiving applications requiring access to documents
immediately after their storage: The disk buffer provides this feature.
Writing the document from the disk buffer to an optical medium or a buffered hard disk
(= FS pool, available since Archive Server 9.6).
Exception: Documents that have been stored in a write-through hard disk (= HDSK pool).
Retrieving the document from its current storage location to a client.

The chart also already names the Document Processing by the Archive Server components that perform the
involved tasks:

The DocumentPipeline preprocesses certain documents before they are stored.


The DocumentService manages the buffering, optical storage, and retrieval of documents.

The storage database DS is used by the DocumentService for storing technical attributes of stored
documents; they are needed to keep track of the current state of a document and to find it upon
retrieval requests.
The StorageManager (also called STORM) manages optical media in jukeboxes and provides write
and read access to storage systems.

Details about all three mentioned document processing stages are explained on the following pages.

Livelink for SAP Solutions Components

7-13

Document archival
Archive Server
Storage database DS
Document Pipeline

Document sources

Document tools

Document Service
Disk buffer

HDSK pool

Livelink for SAP Solutions Components Slide 14


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The chart above illustrates the steps the Document Processing by the Archive Servertakes when a
it receives a document for archival:
(A) The document is stored as a file (or a set of files) in the DocumentPipeline directory.
This does, however, not apply to all documents. Depending on the leading application and
the used storage scenario, a document may as well bypass the DocumentPipeline and
directly enter the DocumentService where step (C) is performed.
(B) The DocumentPipeline preprocesses the document: A sequence of document tools (also
called DocTools) accesses the document one after the other and performs various tasks.
The exact sequence of steps depends again on the type of document and the storage
scenario. Examples of preprocessing actions include:
Extracting attributes from the documents contents
Storing retrieved attributes in an index database of the leading application
Adding information (example: a page index for a print list)
Converting the document (example: collecting multiple scanned document pages into
a single multi-page image file)
(C) After the DocumentPipeline has finished its work or when it has been bypassed the
document is then handed over to the DocumentService. Depending on the archive
configuration, the document is stored in one of two places:
If the document shall later be written to an optical medium, it is stored in a disk
buffer.
If it shall be stored on a hard disk permanently, it is directly written to the destination
hard disk pool.
(D) The DocumentService stored status information about the received document in the storage
database; this includes the newly allocated document ID and the chosen storage location.

7-14

250

Providing a document for read access


Storage database DS

Livelink
Enterprise
Archive Server

Storage Manager
STORM

Search
order

WORM
file system

Document Service

Cache

ISO pool
FS pool
HDSK pool
VI pool

Retrieval

Disk buffer

IXW pool

Livelink for SAP Solutions Components Slide 15


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The chart above illustrates how the Archive Server organizes to provide a document for retrieval by
a client. Since a document may be resident in one (or more than one at the same time) of
several locations, a reasonable, well-defined order of precedence is obeyed for accessing the
document:
1. First the storage database is queried whether the document is available either in a disk
buffer or in a hard disk pool. In either case, it is taken from there and transmitted to the
client.
2. If the document is not present in either a disk buffer or a hard disk pool (HDSK or FS), it
is checked whether the document is present in the cache. If so, it is taken from there and
transmitted to the client.
3. Only if the document cannot be taken from any hard disk location (cases 1 and 2) it is read
from an optical medium; this is the least attractive situation because reading from a
jukebox is much slower than from hard disk.
Before the document is actually transmitted to the client, it is first copied to the cache so
that subsequent read requests can be fulfilled from there. As a matter of optimization for
very large documents (like print lists), a document is cached in fragments of 64 kB size; only
those parts of the document are read, cached, and transmitted that are actually requested
by the client. As the user browses through the document in the Archive Windows Viewer,
the client automatically requests the desired parts from the server, step by step.
If the client application requesting the document is not able to load the document fragmentwise, i. e. it insists on receiving the complete document immediately, then the cache will
receive the whole document as well.
When the cache becomed full, it flushes old documents as needed to make room for newly
requested ones (FIFO or LRU mechanism); unlike for the disk buffer, there is no periodic
job needed for cache reorganization.

Livelink for SAP Solutions Components

7-15

Chapter guide
Solution overview
Typical configuration of Livelink for SAP Solution
Leading application

Livelink Enterprise Archive Server


Archive Server Overview
Document archiving and viewing
Tools for administering and monitoring the Archive Server
Logical archive setup

Livelink Imaging
Enterprise Scan Client
Livelink Viewer on Retrieval Client

System architecture

Livelink for SAP Solutions Components Slide 16


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

7-16

250

Administration and monitoring tools for the


Archive Server
Graphical administration tools
Archive Server Administration Client
Configuring the server
Handling physical storage (not covered in this course)

Archive Server Monitor (not covered in this course)


DocumentPipeline Info
Monitoring and troubleshooting the DocumentPipeline

Web-based administration interface


Monitoring the server

Command line tools (not covered in this course)


Gathering storage statistics
Administering the system without graphical screen
Low-level system handling for troubleshooting

Livelink for SAP Solutions Components Slide 17


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The graphical administration tools are focused on everyday server handling.


Nevertheless, most system configuration tasks can be accomplished with them as well.
These tools are normally installed on the administrators own workstation computer,
enabling him to administer the Archive Server remotely.

The web-based administration interface is the basis for a future shift from dedicated
client software to web-based server access techniques.

Command line tools on the Archive Server grant the administrator deeper access to the
server than the graphical tools provide. This is normally reserved for special occasions like
advanced troubleshooting or for example specific data migration tasks.

Livelink for SAP Solutions Components

7-17

Archive Server WebMonitor


Displays status information
about Archive Server and
scanning clients
Operational status of
system processes
(running/terminated)
Storage space
Media pools
Hard disk buffers
Document pipeline
Database
Document pipeline
processing errors
Requests for reading from
unavailable volumes

Livelink for SAP Solutions Components Slide 18


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The state of the observed parameters is visualized in a three-level scheme: normal, warning, error.
In addition, each parameter can be accessed in the detail view.
Warning or error states of a single resource are propagated to a resource group and the host, so
that they become visible even if a group is collapsed in the tree view. That way, error conditions
can be recognized at a glance.
Known problems can be masked off temporarily to help notice further changes of state.

7-18

250

Archive Server Administration Client


Define logical archives, media pools, disk buffers
Schedule periodic jobs
Manage storage devices and media
Configure further Archive Server settings

Livelink for SAP Solutions Components Slide 19


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Additional administration tasks to be fulfilled using the Archive Server Administration:

Configuration of server connections


to SAP systems (if needed)
to other Archive Server

Configuration of notifications (= system alert messages)

Controlling execution of late archiving with barcode (by setting up archive modes)

User/authorization management for administrators and operators

Livelink for SAP Solutions Components

7-19

Document Pipeline Info


Monitor the archiving process for
documents
On Archive Server
On Enterprise Scan client

Interrupt/continue operation
Handle document processing errors

Enterprise
Enterprise Scan
Scan client
client
pipelines
pipelines

Archive
Archive Server
Server pipelines
pipelines

Livelink for SAP Solutions Components Slide 20


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The document pipeline is a chain of preprocessing steps executed on documents to be archived.


There is not only a single sequence in which the steps are performed; instead, the whole set of
actions is arranged as a number of different sequences (or pipelines) each of which corresponds to
a certain kind of archived documents for example, print list archiving requires different
preprocessing than archiving incoming documents with barcode.
The DocumentPipeline Info is a graphical tool for watching and manipulating the document
pipeline. Each single pipeline is illustrated as a named folder with an ordered list of its processing
steps. Associated with each step are two counters: Input, which tells the number of documents
waiting for being processed by this step, and Error, which reveals how many documents have run
into a processing error.
The DocumentPipeline Info helps detecting processing bottlenecks and errors as well as interfering
the operation, including gathering logging information, temporarily stopping execution, and deleting
stranded documents.

7-20

250

Chapter guide
Solution overview
Typical configuration of Livelink for SAP Solution
Leading application

Livelink Enterprise Archive Server


Archive Server Overview
Document archiving and viewing
Tools for administering and monitoring the Archive Server
Logical archive setup

Livelink Imaging
Enterprise Scan Client
Livelink Viewer on Retrieval Client

System architecture

Livelink for SAP Solutions Components Slide 21


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Livelink for SAP Solutions Components

7-21

Logical archive setup steps


Logical archive setup steps discussed in this course:
Logical archive overview
Define logical archive
Define pool (e. g. Single File FS pool)
Set security settings

Logical archive setup steps not covered in this course:


Create devices (physical storage)
Create and configure diskbuffers (temporary disk storage)
Create and configure pools (media pool)
Define document processing options

Note: For additional information see Course 710 or Livelink


Enterprise Archive administration guide in Knowledge Center
Livelink for SAP Solutions Components Slide 22
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

7-22

250

Definition: logical archives


A subdivision of an Archive Servers storage resources
Every storage medium is assigned uniquely to one logical archive
Every stored document resides in one specific logical archive

Visible to the leading application


Leading application controls distribution of documents to logical archives

Used to handle classes of documents differently, e. g.


different retention periods
different requirements for fast retrievability

Characterized by a set of technical properties


Media type
(DVD, WORM, UDO, HD, HD-WO)
Writing schedule
Caching behavior
Document processing options
Security settings

Archive
ArchiveServer
Server
Log.
Log. arch.
arch. A
A

Log.
Log. arch.
arch. B
B

Log.
Log. arch.
arch. C
C

Livelink for SAP Solutions Components Slide 23


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Livelink for SAP Solutions Components

7-23

Inner structure of a logical archive


Leading
Leading
application
application
A1
A1

Archive
ArchiveServer
Server
Logical archive

A1
A1
Security
Securitysettings
settings
Document
Documentprocesprocessing
singoptions
options
Cache
Cacheserver
server
assignments
assignments
Retention
Retentionsetting
setting

Media
Mediapool
pool
Media
Mediatype
type
Writing
Writingoptions
options
Write
job
Write job
Name
Name
Schedule
Schedule
Disk
Diskbuffer
buffer
assignment
assignment
Application
Applicationtype
type

Medium
Medium11
Medium
Medium22
Medium
Medium33

Media pool
Media type

Livelink for SAP Solutions Components Slide 24


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Each logical archive must be defined on both the leading application and the Archive Server for
with the same name (A1 is just an example in the chart above); this is the foundation for the
storage dynamics controlled by the leading application and performed by the Archive Server.
On the Archive Server, a logical archive normally has a single media pool; in practice, it is
therefore not necessary to strictly distinguish between the archive and its pool. However, certain
exceptions exist where a logical archive may have more than one pool:

If certain components of documents specifically comments added by users, i. e. notes


and annotations shall be stored on different media than the original documents. The
pools must then have different application type properties.
In practice, the most useful combination is:
Storing original documents and notes on optical media
Storing annotations on hard disks
This setup saves space on optical media. Since annotations are alterable at any time, it is
normally not necessary to store them on read-only media.

7-24

If a media migration shall be performed for that logical archive. One pool must then have
application type Migration.

250

Create a logical archive


Archive IDs must be unique
Each logical archive ID must occur on only one Archive Server in your Open
Text storage environment
Leading application may impose similar restriction
Example SAP: One logical archive to be used by a single SAP instance only

Livelink for SAP Solutions Components Slide 25


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Creating a logical archive in the Archive Server Administration is fairly easy: Invoke the Create
Archive dialog as illustrated above and supply the logical archives name and optionally a
description.
Reminder: For a logical archive for SAP, always use two-letter, uppercase, alpha-numerical
names (restriction for SAP ArchiveLink Interface)

Livelink for SAP Solutions Components

7-25

Create a Pool (e. g. single file FS)


Start in Archive
Server Admin.,
logical archives
section

2
1

Schedule
Schedulewrite
writejob
job

Naming
Namingproposal:
proposal:Write_HD_A4
Write_HD_A4
i.e.
Hourly
i.e.schedule:
schedule:
Hourly

Assign
Assigndisk
diskbuffer
buffer
4
Livelink for SAP Solutions Components Slide 26

Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Creating and setting up an FS (single file) pool is different from an ISO pool; this corresponds to
the differences in media writing techniques (ISO: one-time, synchronous backup; IXW:
incremental, asynchronous backup). These are the attribute differences:
The pool type must be Single File (FS).
HD write configuration does not refer to a minimum amount of data to be written.
Since there is no need to wait for a certain amount of archived data to fill a volume
completely, HD writing can be scheduled much more often than ISO media writing. The
shortest period that can be specified is every five minutes.
Like an ISO pool, a Single File (FS) pool needs a disk buffer for collecting documents prior
to writing them to optical disks. See chapter Disk Buffer Configuration for reasonable
configurations.

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250

Set security options


Signature: Allow or deny unsigned document access
Protection requires leading application to sign access requests with SecKeys
To be specified separately for access types: read, create, update, delete
Commonly used settings:
Read, create, update, delete
full protection against unauthorized access
Delete
all access (except deletion) freely allowed

Enforce SSL usage for communication


Requires a customer-specific certificate on the Archive Server
Test certificate is preinstalled by Open Text

Control Document Deletion


Common setting is Allowed

Livelink for SAP Solutions Components Slide 27


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Livelink for SAP Solutions Components

7-27

Exercise: Display logical archive on Archive Server


Display logical archive
Display structure
pool
diskbuffer
devices

Display options
security
configuration
retention

Create new logical Archive B#


Create pool
Set security options

Livelink for SAP Solutions Components Slide 28


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

7-28

250

Chapter guide
Solution overview
Typical configuration of Livelink for SAP Solution
Leading application

Livelink Enterprise Archive Server


Archive Server Overview
Document archiving and viewing
Tools for administering and monitoring the Archive Server
Logical archive setup

Livelink Imaging
Enterprise Scan Client
Livelink Viewer on Retrieval Client

System architecture

Livelink for SAP Solutions Components Slide 29


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Livelink for SAP Solutions Components

7-29

Scanning client
Machine on which scan solution is installed:
Enterprise Scan for scanning/archiving masses of documents
DesktopScan for small amounts of documents

Scanner attached
Connection to Archive Server essential
Using Livelink for SAP: Connection to SAP server as well

Tasks performed at scanning client


Configure scanning settings appropriately
for document characteristics
Scan original documents
Ensure quality of document images
Index documents
Depending on used scenario

Scanner
Scanning client

Archive electronic documents


Livelink for SAP Solutions Components Slide 30
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

7-30

250

Scanner
Device to convert paper documents to electronic images
Scanner connection
Enterprise Scan
ISIS

highly performant

DesktopScan: via TWAIN driver

Technical dependencies vary


from manufacturer
to manufacturer

Livelink for SAP Solutions Components Slide 31


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Livelink for SAP Solutions Components

7-31

Enterprise Scan

Livelink for SAP Solutions Components Slide 32


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

7-32

250

Chapter guide
Solution overview
Typical configuration of Livelink for SAP Solution
Leading application

Livelink Enterprise Archive Server


Archive Server Overview
Document archiving and viewing
Tools for administering and monitoring the Archive Server
Logical archive setup

Livelink Imaging
Enterprise Scan Client
Livelink Viewer on Retrieval Client

System architecture

Livelink for SAP Solutions Components Slide 33


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Livelink for SAP Solutions Components

7-33

Retrieval clients
SAP user searches for document links in the SAP data (within a SAPGUI
session)
Requested documents are retrieved from the Archive Server and
displayed by Archive Windows Viewer
Scanning/ archiving small amounts of
documents also possible: DesktopScan
Using TWAIN scanner interface

Archiving Office documents


with DesktopLink

Retrieval clients
SAPGUI +
Archive Windows Viewer

Livelink for SAP Solutions Components Slide 34


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

7-34

250

Archive Windows Viewer


Display documents
Zoom / scroll / turn pages

Work with documents


Add notes
Annotate
Search print lists for text
(free/attribute)
Print / send via e-mail

Create/archive
new documents
Scan via TWAIN
Assemble from image files

Livelink for SAP Solutions Components Slide 35


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Livelink for SAP Solutions Components

7-35

Archive Java Viewer Applet


Used for Web-based document
retrieval scenarios
No Livelink Archive Windows
Viewer
Working with documents:
Similar to Archive Windows Viewer
Scanning/ archiving not possible

Livelink for SAP Solutions Components Slide 36


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

7-36

250

Archive Web Viewer


Purely HTML-based
No client-side installation
No code download
Converts documents to PNG
Generates Web page that includes
the PNG
Document navigation
View and edit notes
Display annotations

Livelink for SAP Solutions Components Slide 37


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Livelink for SAP Solutions Components

7-37

Chapter guide
Solution overview
Typical configuration of Livelink for SAP Solution
Leading application

Livelink Enterprise Archive Server


Archive Server Overview
Document archiving and viewing
Tools for administering and monitoring the Archive Server
Logical archive setup

Livelink Imaging
Enterprise Scan Client
Livelink Viewer on Retrieval Client

System architecture

Livelink for SAP Solutions Components Slide 38


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

7-38

250

Scalable system architecture


protects your investment
Archive Server

Storage System

SAP System

Enterprise Scan

Retrieval clients
SAPGUI +
Archive
Windows Viewer

Livelink for SAP Solutions Components Slide 39


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

A standard Livelink for SAP configuration starts with one Archive Server and one jukebox
connected to one or more SAP systems. An administration client, SAP retrieval clients, and
scanning clients can be added according to your needs.

Livelink for SAP Solutions Components

7-39

enterprise-wide
Sales force
Local
archive

Modem

Branch
office

Business partner

ISDN

Internet

Headquarters
Subsidiary

Central
archive

Central
scanning
service

R/3 main
system
Livelink for SAP Solutions Components Slide 40
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The names of logical archives must be unique within the entire Archive Server network. Make sure
at the beginning that the names assigned (F1, FR, S1, etc.) do not conflict with existing logical
archive names.
If two logical archives on different Archive Server have the same name, the archives will not be
accessible by the remote Archive Server which has a logical archive of the same name. Instead, its
own logical archive will be accessed. The identically named archive on the known remote Archive
Server will be ignored.

7-40

250

8 SAP Archivelink Overview and


Customizing for VIM

Slide 1
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

SAP Archivelink Overview and Customizing for VIM

8-1

Chapter Guide
Introduction to ArchiveLink
SAP ArchiveLink elements
Representation of document links
General usage aspects

Layers of ArchiveLink customizing


Initial Customizing
Communication Setup
Configuring Logical Archives on SAP and Archive Server
Basic Customizing
Scenario-dependent customizing: Workflow

SAP Archivelink Overview and Customizing for VIM Slide 2


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

8-2

250

ArchiveLink: The SAP Interface


to Archiving Systems
SAP basis component
Provides:

Livelink
for SAP

SAP

Communication interface to
archive system components
Presentation

Scan client

Integration of archived
documents in business
processes ( workflow)

Functions:

Application

Archiving from SAP to


Livelink for SAP

ArchiveLink

Index/retrieval database
for archived documents

Archive
Server

Archiving from
scanning client
Archiving SAP data

Retrieval
client

Database

Viewing documents
Administration of
document links
SAP Archivelink Overview and Customizing for VIM Slide 3
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

SAP ArchiveLink is a component of the SAP System to link external storage systems such as
optical archives and document management systems. It is a general, cross-application interface
providing SAP business applications with archive functionality. The interface is based technically
on SAP's RFC (Remote Function Call) and, nowadays, HTTP and supports the following functions:

Archiving and displaying of scanned documents

Forward-looking Workflow Management

Archiving, display and retrieval of SAP print lists, outgoing documents and archiving data

Additional components can be connected depending on the document class concerned.

SAP Archivelink Overview and Customizing for VIM

8-3

Features of SAP ArchiveLink


Universal interface to integrate every external, compliant archive system
with SAP
No complex customer-specific storage system application needed
Many scenarios to integrate documents directly with business processes
Especially beneficial involving SAP Business Workflow

Easy and fast implementation because of many released standard


processes
Web Access to Business Documents via HTTP interface
ArchiveLink compliance certification by SAP guarantees full ArchiveLinkrelated functionality of an archive system

SAP Archivelink Overview and Customizing for VIM Slide 4


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

8-4

250

Chapter Guide
Introduction to ArchiveLink
SAP ArchiveLink elements
Representation of document links
General usage aspects

Layers of ArchiveLink customizing


Initial Customizing
Communication Setup
Configuring Logical Archives on SAP and Archive Server
Basic Customizing
Scenario-dependent customizing: Workflow

SAP Archivelink Overview and Customizing for VIM Slide 5


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

SAP Archivelink Overview and Customizing for VIM

8-5

ArchiveLink elements in the SAP basis


All elements were developed by SAP
and are fully integrated in SAP
Database tables
Customizing tables (meta tables)
Link tables
Open barcode tables

Function modules
Queries for customizing settings
Document archiving
Document display
Document retrieval/download

SAPGUI archive interface (archlink.exe)


Releases 4.5 only
SAP Archivelink Overview and Customizing for VIM Slide 6
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The ArchiveLink component of the SAPGUI, namely archlink.exe accompanied by several DLLs
and the configuration file archlink.ini, is regarded by SAP as being an outdated client archive
interface; therefore it is no longer included in SAP release 4.6. Communication methods using this
interface have to be replaced by alternatives, preferrably OLE communication between SAPGUI
and archive viewer; this is supported already as of SAP release 3.1.

8-6

250

Some SAP tables for ArchiveLink


Customizing tables
TOAVE

Document type definitions

TOAAR

Logical archive definitions

TOAOM

Document type / logical archive linkage

TOAPR

Presettings for document archiving with workflow

Link tables
TOA01

for documents associated with SAP data records (objects)

TOADL

for print lists; different structure

see subsequent slides

Administrative tables
BDS_BAR_IN Open barcodes of SAP business objects
BDS_BAR_EX Open barcodes of stored documents

SAP Archivelink Overview and Customizing for VIM Slide 7


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

These are a few examples for tables in the SAP database which are exclusively used in
conjunction with ArchiveLink. The names of most tables begin with TOA, meaning Table for
Optical Archiving.
When a document is archived and shall be linked to an SAP object, this link is not stored as part of
the object information in the involved SAP application module; instead, some central ArchiveLink
link tables hold all object-to-document link information. This structure yields some advantages:

Application modules do not have to deal with archive document information; therefore,
documents can be linked to all types of objects without further preconditions on the
application side. (However, this does not imply that all archiving scenarios are applicable
everywhere.)

Multiple documents can point to the same object.


The structure and application of link tables TOA0103 and TOAHR is detailed on the following
pages. ArchiveLink provides multiple link tables with equal structure in order to enable the
administrator to distribute table entries to different database tablespaces. Customizing determines
in which table to store link entries for each document type individually; see chapter Basic
customizing for details.

SAP Archivelink Overview and Customizing for VIM

8-7

ArchiveLink Function Modules

SAP Archivelink Overview and Customizing for VIM Slide 8


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Most of the ArchiveLink functionality is coded as ABAP function modules which are dedicated to
being called from application modules. The most prominent example is function module
ARCHIVOBJECT_DISPLAY which is called whenever an archived document shall be retrieved and
displayed.
Go into transaction SE37 and search for function module names starting with ARCHIV

8-8

250

Chapter Guide
Introduction to ArchiveLink
SAP ArchiveLink elements
Representation of document links
General usage aspects

Layers of ArchiveLink customizing


Initial Customizing
Communication Setup
Configuring Logical Archives on SAP and Archive Server
Basic Customizing
Scenario-dependent customizing: Workflow

SAP Archivelink Overview and Customizing for VIM Slide 9


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

SAP Archivelink Overview and Customizing for VIM

8-9

Link Tables: Associations of SAP objects and


Archived Documents

Retrieval database
(SAP)

Link table (e. g. TOA01)


Object key

Archive ID

Document ID

10001801
10001802

A1
B1

aahxozt
aatmzd

SAP objects

n
:
1

Attributes

Key fields

1000 1801
1000 1802

m
:
1

Storage database (Archive


Server DS or ECR)

Document ID

aahxozt

Document path

WORM1/10/11/12/

Archived documents are accessed via associated SAP objects


All SAP object retrieval methods can be used for this
SAP Archivelink Overview and Customizing for VIM Slide 10
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The above chart illustrates how ArchiveLink represents associations between SAP data sets the
so-called objects or business objects and archived documents. (However, the chart does not
reveal the whole structure; instead, it is simplified in order to point out the basic principle.)

SAP business objects are represented as database table rows. Most objects are composed
of a number of rows in various tables referring to each other, but each object has a unique
header data set in a table specific for the object type; for example, an accounting
document is uniquely represented by a row of table BKPF.

An archived document is reflected by an entry in the database of the archive server holding
it; we can call this database the storage database. Such a database entry is identified by
the document ID (commonly abbreviated as DocID) and maps this document ID to the true
physical storage path on an archiving volume.

An ArchiveLink link table contains two references: One pointing to an SAP object, the other
one pointing to an archived document, establishing a link between object and document.
The link tables, together with the tables establishing the SAP objects, can be referred to as
the retrieval database for archived documents.

This way, m:n relations between SAP objects and archived documents are possible. The
document ID serves as the document retrieval interface between ArchiveLink and the archive
server.

8-10

250

Link table structure

SAP
SAP object
object
identification
identification

Archive
Archive document
document
determination
determination

Document
Document
type
type

Document
Document class
class
(=
(= file
file format)
format)

SAP Archivelink Overview and Customizing for VIM Slide 11


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The above chart illustrates the structure common to all ArchiveLink link tables TOA0103 and
TOAHR. (This display can be obtained using transaction SE16).
Only part of the table structure is visible in the above image. The tables contain a total of nine
columns:
MANDT

Number of SAP client holding the referred-to object

SAP_OBJECT

Type of referred-to business object

OBJECT_ID

Character string identifying the referred-to object (in most cases: a


concatenation of the object key fields)

ARCHIVE_ID

The logical archive the document was archived to

ARC_DOC_ID

Document ID of the referred-to archived document

AR_OBJECT

Document type of archived document

AR_DATE

(Not shown above) the date the document was archived

DEL_DATE

(Not shown above) the ending date of the documents retention period (as
calculated from the archiving date and the retention duration specified as
part of the link definition, TA OAC3)

RESERVE

Document class (file format) of archived document

A row of such a table holds all relevant information about an archived document and its link to an
SAP business object. Particularly, the following properties are determined by the following row
fields:
Linked business object:

MANDT, SAP_OBJECT, OBJECT_ID


Archive document:ARC_DOC_ID

Archive server holding the document:

ARCHIVE_ID (determined indirectly)

User access rights to document:

SAP_OBJECT, ARCHIVE_ID, AR_OBJECT

Document display method:

RESERVE

SAP Archivelink Overview and Customizing for VIM

8-11

Multiple link tables


Built-in link tables:
TOA0103

for documents associated with SAP objects

Can be used interchangeably


Multiple equivalent tables in order to distribute storage load to multiple database
tablespaces

TOAHR

for documents associated with HR objects

All tables have the same structure


Table TOACO enumerates
available link tables

TOACO

TOA01
TOA02

TOA01
TOA02

You may add additional link tables, if desired


Copy Data Dictionary definition of TOA01
Register them in table TOACO (transaction OAD3)
SAP Archivelink Overview and Customizing for VIM Slide 12
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

When ArchiveLink is requested to retrieve certain document link information, it does not initially
know which of the available link tables actually contains the link entry. Therefore, it has to search
all link tables for the desired information.
In order to accomplish this, ArchiveLink must be informed which link tables actually exist.This is
done by table TOACO which contains just an enumeration of all available link table names.
ArchiveLink assumes that all mentioned tables have the same structure as the built-in standard link
tables, e. g. TOA01.
If you require to create your own link tables (e.g. in order to further distribute database storage
load), it is therefore not sufficient to create these tables as copies of the default ones; instead, you
have to use transaction OAD3 to add your new tables names to table TOACO.

8-12

250

Chapter Guide
Introduction to ArchiveLink
SAP ArchiveLink elements
Representation of document links
General usage aspects

Layers of ArchiveLink customizing


Initial Customizing
Communication Setup
Configuring Logical Archives on SAP and Archive Server
Basic Customizing
Scenario-dependent customizing: Workflow

SAP Archivelink Overview and Customizing for VIM Slide 13


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

SAP Archivelink Overview and Customizing for VIM

8-13

Document retrieval (1):


From business context

C
4.6C
SSA
APP 4.6

Multiple ways
to access list of
linked documents

Only
Only way
way that
that
works
works with
with old
old GUI
GUI
design
design as
as well
well

Services for object toolbar

SAP Archivelink Overview and Customizing for VIM Slide 14


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Description for SAP release 4.6C:


The possible ways of accessing archived documents that are linked to a certain SAP business
object shown above are available in nearly all application modules; they are illustrated
above.
Methods (A) and (B) make use of the newly invented Generic Object Services (GOS), a collection
of functions that are applicable to all types of business objects. These services are reflected in a
new GUI toolbar; the list of documents linked to a business object can be opened from this toolbar
as shown above.
If you do not make extensive use of other GOS functions, it may be more handy not to open the
special toolbar; instead, you may access the linked document list more directly via a menu opened
by clicking the right half of the GOS button in the transaction title bar, as shown above (C).

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250

Document retrieval (2):


From business context: VIM GOS

SAP Archivelink Overview and Customizing for VIM Slide 15


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

SAP Archivelink Overview and Customizing for VIM

8-15

Document retrieval (3):


Document-oriented

Leave empty to
find all documents

SAP Archivelink Overview and Customizing for VIM Slide 16


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

In case you have to find all documents of a certain type, irrespective of their assignment to specific
business occurrences, you may use the Business Document Navigator as illustrated above:
1. Enter transaction OAOR; the Business Document Navigator screen appears.
2. Make the following entries:
Class name: The SAP business object type that the document type you are
searching for is associated to.
Class type: BO
Document type of the documents you are searching for.
3. Click the Execute button; the Key field entry dialog appears.
4. Empty all offered key entry fields (which may be different from the example shown above)
and click the checkmark button.
5. The Business Document Navigator now shows a hit list of matching documents that you
may browse through, display, change, and delete.
Archived print lists, however, are commonly not linked to any business objects and therefore
cannot be found this way; instead, transaction OADR is available for users to retrieve print lists.

8-16

250

Document retrieval (4):


Administrative
Document maintenance
tool for ArchiveLink
administrator

4.7
SSA
APP 4.7

Actions on documents:
Search
Display
Delete
Reassign
Assign to
additional object
Create new

SAP Archivelink Overview and Customizing for VIM Slide 17


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

For the document administrator, ArchiveLink provides far-reaching possibilities for maintaining
document links (see illustration above). However, the documents themselves cannot be altered;
the only action touching their identity is to delete them from the archive.
Details about how to deal with document links will be presented later in this course.

SAP Archivelink Overview and Customizing for VIM

8-17

ArchiveLink Monitor

4.7
SSA
APP 4.7

5
2

SAP Archivelink Overview and Customizing for VIM Slide 18


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The administration tool Monitor provides a general tool for monitoring during normal ArchiveLink
operation.
To navigate to the ArchiveLink Monitor, choose the following in the SAP Easy Access menu:
ArchiveLink Administration ArchiveLink Monitoring (transaction OAM1).
The administration tool Monitor allows you to monitor all the components necessary for storage
(spool, queues, background processing and so on) from a central position. All steps are logged,
including the errors. Storage requests with errors can be retriggered.
You can use the pushbuttons to display the table named on each button. The figures next to the
pushbuttons state how many entries are currently in the table.
The figures are only current if you have activated the flag "Include in Refresh". To save the current
selection, choose Settings Define Initial Position. The appropriate areas will then be immediately
refreshed every time the monitor is called.
Main functionality found in the SAP ArchiveLink Monitor (shown above):
1. Settings for storing print lists
2. ArchiveLink processing job administration
Monitoring/execution of queued print list archiving requests
3. Printing stored lists
4. Monitoring of outgoing document archiving request errors
5. Open barcode administration
6. Test of network connections to all archive servers

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250

The entry screen into


ArchiveLink customizing

4.7
SSA
APP 4.7

SAP Archivelink Overview and Customizing for VIM Slide 19


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

All customizing activities concerning ArchiveLink are accessible via the SAP ArchiveLink branch
of the SAP Reference IMG. To display the screen shown above, enter transaction SPRO and click
button SAP Reference IMG.
In 4.7 you also can choose the following in the SAP Easy Access menu: ArchiveLink
Administration ArchiveLink Monitoring (transaction OAM1) Customizing.

SAP Archivelink Overview and Customizing for VIM

8-19

Chapter Guide
Introduction to ArchiveLink
SAP ArchiveLink elements
Representation of document links
General usage aspects

Layers of ArchiveLink customizing


Initial Customizing
Communication Setup
Configuring Logical Archives on SAP and Archive Server
Basic Customizing
Scenario-dependent customizing: Workflow

SAP Archivelink Overview and Customizing for VIM Slide 20


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

8-20

250

Layers of ArchiveLink customizing

Special customizing

Initial customizing

Communication setup

Basic customizing

Scenario-dependent customizing
With
workflow

HR

Frontend

Barcode

Moduledependent FI, SD, HR


customizing

Print
lists

Outgoing

Data
(Reorg)

SD, MM

SAP Archivelink Overview and Customizing for VIM Slide 21


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The steps involved in ArchiveLink customizing can be logically subdivided into the six displayed
customizing layers:
Communication setup = setting up the communication between SAP and Archive Server. This
has to be done for each such pair involved in optical archiving.
Initial customizing = setup steps for enabling certain ArchiveLink functions necessary for
certain archiving scenarios. This has to be done once per SAP system involved in optical
archiving.
Basic customizing = customizing steps necessary for all archiving scenarios; i.e. no matter
which scenario you are aiming at, you will have to perform the steps involved here.
Scenario dependent customizing = customizing steps that are different for different
scenarios.
Module dependent customizing = Some scenarios require customizing steps that differ
dependent on the SAP application module where you want to apply the scenario in; these
steps are involved here.
Special customizing = customizing steps that do not fit easily in one of the other layers. They
are mostly used if some ArchiveLink standard is to be extended.

SAP Archivelink Overview and Customizing for VIM

8-21

Initial customizing steps

Create queues

= Not covered
in this course

Special customizing

Schedule batch job


Set up archive device
Maintain number range
Deactivate print list mgmt. in DMS
Check/set archive format parameter

Communication setup

Initial customizing

Open Text ArchiveLink protocols


Basic customizing
Scenario dependent customizing
Module dependent customizing
SAP Archivelink Overview and Customizing for VIM Slide 22
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Remember: Initial customizing has to be done for each SAP system.

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250

Deactivate print list management in DMS


4.7
SSA
APP 4.7

1
2
3

SAP Archivelink Overview and Customizing for VIM Slide 23


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

1. Flag for Multiple Assignment of Documents to Store


The setting "multiple assignment in storage scenarios" enables you to use the stored document
for further scenarios. It controls the availability of the function "Assign" in the window for entry
scenarios. To call this window, use the transaction OAWD or the user function "Store
document". The function "Display last document" is also activated , which allows you to redisplay the document you have just stored.
2. Activate DMS Entry Flag
Setting this flag deactivates the creation of a print list management record in the Document
Management System (DMS) when storing a print list.
If you set the flag, the print list management record is created in the DMS. The DMS is
connected to the SAP classification. This means you can assign attributes of your choice to the
print list and use them for searching.
3. Flag for Event Creation When Linking SAP Document - Document
If this setting is active (if the flag is set), the event <Object type> is triggered when you write a
link entry using ArchiveLink.
It is a prerequisite that the event ASSIGNED exists for the object type <Object type>. Before
setting the flag, use transaction SW01 to check that the event exists.

SAP Archivelink Overview and Customizing for VIM

8-23

Install Open Texts ArchiveLink protocols


IX_OLEU*, IX_HTTP*
Contains details of OLE communication between
SAPGUI and Livelink Enterprise Scan
SAPGUI and Livelink Imaging

Required for document archival and display using SAPGUI 4.6


To be installed in SAP database
Provided by Open Text as SAP transport
To be found on Open Text product CD
OLE application maintenance
in SAP: Transactions SOLE, OAA4

After
After successful
successful installation:
installation:
Visible
Visible in
in transaction
transaction OAA3
OAA3
SAP Archivelink Overview and Customizing for VIM Slide 24
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The ArchiveLink protocols IX_OLEU* and IX_HTTP* (i. e. IX_OLEU2...) which are required for
proper cooperation between SAPGUI and the Open Text clients is provided by Open Text as an
SAP transport. Find the transport files on the Livelink for SAP Solutions product CD i. e. in
directory Base_6.20_and_higher\Livelink SAP Common Package\div\Protocols and import the
transports into your SAP system. After successful imports, you may check the protocols
availability in transaction OAA3: There, IX_OLEN*, should appear in the list of defined protocols.
Later on, you will refer to this protocol definition when setting up logical archives.
Note: * is used to represent different numbers (i. e. IX_OLEU* could be IX_OLEU1, IX_OLEU2 or
IX_OLEU3). Please check the product release notes and installation guides for the appropriate
protocol version for your solution.

8-24

250

Chapter Guide
Introduction to ArchiveLink
SAP ArchiveLink elements
Representation of document links
General usage aspects

Layers of ArchiveLink customizing


Initial Customizing
Communication Setup
Configuring Logical Archives on SAP and Archive Server
Basic Customizing
Scenario-dependent customizing: Workflow

SAP Archivelink Overview and Customizing for VIM Slide 25


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

SAP Archivelink Overview and Customizing for VIM

8-25

Communication setup steps

Initial customizing

Special customizing

Communication setup
Check/create feedback user
Specify SAP gateway(s) (OpenText side)
Specify SAP system

(OpenText side)

Configure exchange/ spool directory


= Not covered
in this course
Basic customizing
Scenario-dependent customizing
Module-dependent customizing
SAP Archivelink Overview and Customizing for VIM Slide 26
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Remember: Communication setup is done once for each pair


SAP system Archive Server.
The setup of the three communication interfaces (detailed on the previous page) is accomplished
by the five (four in case you use ECR Storage Server 6.0 or higher) steps enumerated above.
Strictly speaking, none of these steps is really part of ArchiveLink customizing; but since
ArchiveLink is usable only after communication to Archive Server has been established, they
nonetheless fit well into the present customizing discussion scheme.

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250

Communication interfaces between SAP and


Archive Server (via HTTP)
SAP server
Feedback user

Spool
directory

DocumentService

Archive Server
HTTP

File system

RFC
SAP Archivelink Overview and Customizing for VIM Slide 27
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Using HTTP communication, the SAP server communicates with the DocumentService on the
Archive Server directly.
The above chart illustrates the interfaces for communication and data exchange between SAP
server and Archive Server:
The SAP system sends http requests to the Document Service on the Archive Server.
Actions initiated this way include:
Archiving a document from SAP
Providing a document back to SAP
Querying a documents status
Deleting a document from the Archive Server
Data to be transferred from SAP to the Archive Server and vice versa is moved as files
via the spool directory:
The Archive Server sends receipts about archiving/providing actions to the SAP system via
a RFC connection. To do so, it logs on to SAP in the background and calls the appropriate
SAP functions. In order to enable this background logon, a suitable SAP user identity
(feedback user) must be provided and equipped with the necessary authorizations.
Setting up all two interfaces is subject of communication setup. The remainder of this chapter
discusses the necessary customizing details.

SAP Archivelink Overview and Customizing for VIM

8-27

Spool directory: Purpose and size


Different settings for HTTP Logical Archives
Spool Directory on SAP side
no Archive Server access necessary

To be specified per logical archive in transaction OAC0


Sufficient disk space important
Should reside in dedicated partition
Does not interfere with other applications using the file system

Must be large enough to hold the largest document ever submitted


Print lists can be 400 MB and larger

Should be large enough to hold a set of documents submitted together


For example: a complete data archiving run

Recommended: 1 GB

SAP Archivelink Overview and Customizing for VIM Slide 28


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Within the context of configuration setup, hard disk space must be provided for file exchange
between SAP and Archive Server. However, it is not yet necessary to specify the directory path
anywhere in ArchiveLink or Archive Server customizing; since the exchange directory path is an
attribute of a logical archive, the exchange path will be told to SAP and Archive Server later on, i.
e. as soon as a logical archive is to be created.

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250

Spool directory (2): Possible subdivisions


Multiple exchange directories can be used instead of a single directory
As subdirectories of a single file system / partition
On different file systems / partitions

Per SAP system


To distribute exchange file systems on different SAP server hosts
To allow two systems to write files with the same name simultaneously
(necessary for SAP releases 3.1)
To keep data from different systems separately for the sake of easier
administration

Per logical archive


Per movement direction: to Archive to SAP
To clearly separate files to be archived from already archived files
Especially recommended for data archiving

SAP Archivelink Overview and Customizing for VIM Slide 29


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The above list enumerates possibilities for using multiple separate exchange directories instead of
a single one; however, it is not possible to deduce a general configuration recommendation. The
Archive Server, SAP, and machine administrators should constitute a configuration that suits best
to their individual rules, habits, and requirements. Mostly, finding a suitable setup is a trade-off
between configuration simplicity (i. e. a single exchange directory) and clean separation of different
data (i. e. separate directories according to the criteria mentioned above).
Data archiving is the only archiving scenario where a directory distinction according to the
directions to and from the archive server is clearly recommendable: It helps keeping data never to
be deleted manually (i. e. to the archive) separate from data to be deleted manually or by selfdefined periodical jobs (i. e. from the archive).

SAP Archivelink Overview and Customizing for VIM

8-29

Chapter Guide
Introduction to ArchiveLink
SAP ArchiveLink elements
Representation of document links
General usage aspects

Layers of ArchiveLink customizing


Initial Customizing
Communication Setup
Configuring Logical Archives on SAP and Archive Server
Basic Customizing
Scenario-dependent customizing: Workflow

SAP Archivelink Overview and Customizing for VIM Slide 30


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

8-30

250

Definition: Logical archive


SAP:
Method to separate archived documents (or data) logically
Notation in different SAP releases:
4.0: Archive
4.5: Archive, store
4.6: Content repository

Livelink for SAP Solutions:


Storage area on the Archive Server for storing documents
An Archive Server may be partitioned into multiple logical archives
Is assigned its own exclusive set of partitions which make up its actual
storage capacity
A storage partition never contains documents of more than one logical archive

May be configured to treat stored documents according to certain rules,


appropriate for the types of documents stored exclusively there

SAP Archivelink Overview and Customizing for VIM Slide 31


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

SAP Archivelink Overview and Customizing for VIM

8-31

Reasons for multiple logical archives

Business reasons

To allow for different document retention periods

OpenText reasons

Why use more than one logical archive?

To physically separate documents on different sets of media

To allow different authorization for different sets of documents,


e. g., documents belonging to different SAP modules, HR and FI
To represent company structure (different SAP clients)
different content: Documents and Data

To allow using different archiving and caching strategies


To use different media types (hard disk, DVD, UDO or WORM)
To distinguish test and production context
SAP Archivelink Overview and Customizing for VIM Slide 32
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

For maintaining background forms using the Archive Server add-on Forms Management, a
dedicated logical hard disk archive is strongly recommended.
Furthermore, it is recommended to use separate logical archives for document archiving and for
data archiving purposes.

8-32

250

Restrictions for logical archives for SAP


Identify with two alphanumeric characters
Letters must be uppercase
E. g., F1, G1, AG
SAP archive
names

Archive IDs must be unique


Each logical archive ID must occur
on only one Archive Server
in your Livelink for SAP environment
Each logical archive must be used
by one single SAP only

archive names on
Archive Server

AM

AM

AR

AR

B1

B1

Exception: Test archives may be


shared among several SAP systems

SAP Archivelink Overview and Customizing for VIM Slide 33


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The basis of the SAP Archive Server archiving dynamics is the name of the logical archive that
documents are to be sent to. In Livelink for SAP, a logical archive must be created with the
identical name as the logical archive in SAP.
In SAP customizing, a number of additional assignments must be made before archiving can
proceed as intended. For example, an object type/document type combination must be assigned to
the desired logical archive.

SAP Archivelink Overview and Customizing for VIM

8-33

Create logical archive: HTTP settings

Name
Name of
of logical
logical archive
archive
ArchiveLink
ArchiveLink for
for
document
document archiving
archiving
Communication
Communication
and
and storage
storage basis
basis
ArchiveLink
ArchiveLink communicommunication
cation protocol
protocol
Archive
Archive Server
Server name
name
Connection
Connection port
port
program
program to
to start
start
Spool
Spool directory
directory
Choose
Choose path
path syntax
syntax
appropriate
appropriate for
for server
server
operating
operating system
system
Do
Do not
not omit
omit trailing
trailing
slash
slash or
or backslash!
backslash!
SAP Archivelink Overview and Customizing for VIM Slide 34
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

In order to make a logical archive in SAP HTTP-based, enter its maintenance view in transaction
OAC0 and make the following entries (as opposed to the settings previously described about
RFC-based archives):
Storage type:
HTTP content server
Protocol:

8-34

Version no.:

One of IX_HTTP* and IX_OLEU*. These are provided as SAP


transports delivered by OpenText on the Livelink for SAP product
CD in subdirectories.
0045

HTTP server:

Archive Server name

Port Number:

HTTP port of Archive Server; normally 8080

SSL Port Number:


HTTP script:

HTTPS port of Archive Server; normally 8090


archive

Basic/Archive path:

Path to a directory (or two different directories) where the SAP


server can temporarily store data and documents on their way to
the Archive Server (formerly the exchange directory).

No signature:

Check this only if HTTP requests to the Archive Server shall not
be authentified by SecKeys (see later in this chapter).

250

Logical archive, HTTPS settings

SAP Archivelink Overview and Customizing for VIM Slide 35


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

SAP Archivelink Overview and Customizing for VIM

8-35

On OpenText side: General logical archive setup


1. Create archive
2. Create media pool
Determine pool type
(IXW, ISO, HDSK, FS, VI)
For optical media pools
(IXW, ISO):
Specify write
configuration
Schedule write job
Choose disk buffer

3. Configure security settings


4. Configure processing options
See
SeeLearning
LearningServices
Servicescourse
course
710:
710:Archive
ArchiveServer
ServerAdministration
Administration
for
forcomplete
completeinformation
information

SAP Archivelink Overview and Customizing for VIM Slide 36


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The application-independent steps of setting up a logical archive on the Archive Server is


discussed in detail in the Learning Services course 710: Archive Server Administration. The
description above therefore provides a brief summary only.

8-36

250

Exercise: Create logical archive


Copy / Create by using TA: OAC0 a
new logical archive
Create a new logical archive on
Archive Server

SAP Archivelink Overview and Customizing for VIM Slide 37


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

SAP Archivelink Overview and Customizing for VIM

8-37

Chapter Guide
Introduction to ArchiveLink
SAP ArchiveLink elements
Representation of document links
General usage aspects

Layers of ArchiveLink customizing


Initial Customizing
Communication Setup
Configuring Logical Archives on SAP and Archive Server
Basic Customizing
Scenario-dependent customizing: Workflow

SAP Archivelink Overview and Customizing for VIM Slide 38


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

8-38

250

Basic customizing attributes


Document type
Meaning, role
Examples:

SAP object

Archive document

FIIINVOICE
SDOORDER
D01
ZSDIREMIND

To be linked

Document class

Object type

File format
Examples:

Structure/role
of data set
Examples:

Logical archive

BKPF VBAK
PREL DRAW

Storage location

FAX
ALF
OTF

DOC
TXT
PDF

SAP Archivelink Overview and Customizing for VIM Slide 39


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

It is ArchiveLinks task to store and work with references to archived documents. In order to
accomplish this, it stores as attributes of each maintained document reference the document type,
document class, and logical archive. Moreover, it keeps the object type of the SAP object that the
document is linked to.
Whenever a document is to be archived, ArchiveLink has to determine these four attributes for that
document before it can store the link record. It is exactly the objective of ArchiveLink basic
customizing to specify which values for those attributes ArchiveLink shall use in which archiving
situation.
Be careful when translating above terms to/from German:
English

German

Document type

Dokumentart

Document class Dokumenttyp


The following pages detail further aspects of document types, document classes, and object types;
logical archives are discussed in detail in chapter Configuring Logical Archives for SAP
ArchiveLink.

SAP Archivelink Overview and Customizing for VIM

8-39

Object type
Describes internal format, key entries and properties
of SAP datasets (SAP objects)
Usually defined and used per application module
different object types used by different modules

Defines required fields for identifying an object


For example key fields of a BKPF object:
Company code document number fiscal year

Typical object types used in ArchiveLink customizing:


BKPF

for FI documents

VBAK

for SD documents

DRAW

for print lists

ARCHIVE for SAP data archiving


SOOD

for SAP office documents

SAP Archivelink Overview and Customizing for VIM Slide 40


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

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250

Document class
Indicates a file format
Different document classes are handled differently
Each archived as appropriate for that format
Each displayed as appropriate for that format
Managed by the ArchiveLink protocols specified for each document class

Common document classes


FAX

for scanned documents

ALF

for print lists

OTF

for outgoing documents (SAP < 4.0)

PDF

for outgoing documents (SAP 4.0)

DOC, XLS, PPT, for corresponding MS Office documents

SAP Archivelink Overview and Customizing for VIM Slide 41


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

SAP Archivelink Overview and Customizing for VIM

8-41

Document type
Indicates a documents content, i. e., its meaning/role within a business
process
Normally associated to a single SAP object type
Both the document type and object type represent the same kind of business
process

SAP standard already supplies many document types for common


archiving situations/scenarios
Use them if appropriate for your archiving requirements

New document types can be defined as required


If you are archiving print lists and want to structure the reporting for specific
document types
If you want to archive document types other than the standard ones

Different document types are often handled by different business


workflows
SAP Archivelink Overview and Customizing for VIM Slide 42
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

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250

Basic customizing steps

Special customizing

Initial customizing

Communication setup

Basic customizing
Create logical archive
Set up document type
Scenario-dependent customizing

Module-dependent customizing
= Done before
SAP Archivelink Overview and Customizing for VIM Slide 43
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Remember: Basic customizing has to be done almost every time you want to prepare archiving a
new type of document.
However, you do not need to carry out both of the mentioned steps each time:

You can use an existing logical archive for a new document type, provided that the logical
archive is used appropriately (for example, has the proper document retention period).

You may use an existing document type included in SAP standard. In this case, you do not
need to set up a new one (as described on the following page); you only have to properly
maintain the link of the document type to the designated logical archive (as described on
page Check/edit document type link to logical archive later in this chapter).

Creating a logical archive has been discussed in detail in chapter Configuring Logical Archives for
SAP ArchiveLink; the following pages therefore concentrate on setting up a document type.
The illustrations shown on the following pages reveal attribute values valid for setting up a
document type for archiving print lists as an example; attribute sets for other kinds of archive
documents are discussed in subsequent chapters describing the distinct archiving scenarios.

SAP Archivelink Overview and Customizing for VIM

8-43

Display/ maintain document type definition

SAP Archivelink Overview and Customizing for VIM Slide 44


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

This and the following page describe what customizing settings are made behind the scenes by the
document type customizing wizard; this information is necessary for checking and for altering the
customizing you have done using the wizard.
The first customizing table manipulated by the wizard is the list of document type definitions
(illustrated above); you can access it via transaction OAC2. It stores the document type name,
description, and document class (file format) assignment. (A fourth attribute status is also
included, but it has no significance in the context of ArchiveLink archiving.)
For an existing document type, you may alter the description and document class here. Moreover,
you can add descriptions in other languages than the one used for creating the document type; this
is strongly recommended for companies operating SAP in multiple languages.
You may also choose to create a new document type directly here. For this, click button New
entries to invoke the New Entries: Details of Created Entries dialog, then enter the
requested document type attributes. If you do so, do not forget to link the document type to a
logical archive afterwards (described on the following page)!

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Display/ maintain document type link to logical


archive

SAP Archivelink Overview and Customizing for VIM Slide 45


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The second half of the document type customizing wizards background work is to establish a link
between the given SAP object type, document type, and logical archive. You can review and alter
this information using transaction OAC3; the screen that appears contains an overview of all the
links defined (illustrated above). The fields have the following meanings:
Obj. type of the SAP object that an archived document of the specified document type (see
below) becomes linked to.
Doc. type of archived document to be processed according to this link information entry.
S (status): Effectiveness of the link customizing entry. X means active, everything else
means inactive.
Content R: ID of logical archive (= content repository) that will receive documents of the
specified document type.
Link: Name of the link table where this association is stored in the SAP database. (For print list
archiving, this field is meaningless since archived print lists are always handled by table
TOADL but, nevertheless, some dummy entry is required.)
Ret. per.: Retention period of an archived document (only for documentation); interpreted as
number of months.
For editing existing entries, you first have to switch from display mode to change mode by clicking
the pencil and glasses button. After this, you may also create new entries by clicking the New
Entries button.

SAP Archivelink Overview and Customizing for VIM

8-45

Basic customizing attributes:


References and dependencies

Document type definition


Doc. type

Description

Doc. class

Z00PO

NPO invoice

FAX

Link to log. archive


Obj. type

Doc. type

Log. archive

Link table

Retention period

BUS2081

Z00PO

C0

TOA01

120

Legend:
Log. archive

Attribute

C0

Example value

Log. archive definition


SAP Archivelink Overview and Customizing for VIM Slide 46
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Basic customizing data is stored in several ArchiveLink customizing tables of the SAP database.
The chart above illustrates this table structure and the involved references. Knowing about this
structure is important if you want to delete customizing you have made before (the customizing
wizard does not support deletion), if you have to alter existing settings, or in order to check
correctness of customizing in case of trouble.
The customizing part logical archive definition has been discussed in detail in chapter
Configuring Logical Archives for SAP ArchiveLink; for document type definition and link to
logical archive see the following pages.
Here is a summary of transactions used for the customizing structures shown above:

8-46

Logical archive definition OAC0

Document type definition OAC2

Link to log. archive

OAC3

250

Chapter Guide
Introduction to ArchiveLink
SAP ArchiveLink elements
Representation of document links
General usage aspects

Layers of ArchiveLink customizing


Initial Customizing
Communication Setup
Configuring Logical Archives on SAP and Archive Server
Basic Customizing
Scenario-dependent customizing: Workflow

SAP Archivelink Overview and Customizing for VIM Slide 47


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

SAP Archivelink Overview and Customizing for VIM

8-47

Archiving with workflow: Customizing

Initial customizing

Technical configuration

Special customizing

Basic customizing
Create logical archive

Set up document type


with workflow integration
Scenario dependent customizing

Module dependent customizing


= Done before
SAP Archivelink Overview and Customizing for VIM Slide 48
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Customizing document archiving with workflow comprises elements of basic customizing (as all
scenarios do) as well as scenario specific parts. However, the ArchiveLink document type
customizing wizard merges all involved document type-related customizing steps into a single
action, relieving you of walking through all necessary steps yourself.
Setting up a document type for archiving with workflow is therefore mentioned in the above chart
as a single customizing step that is shared between the basic customizing and scenario dependent
customizing blocks.

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Workflow-specific attributes
for a VIM Archivelink document type
For store for entry later / store and enter:
Object method
What shall happen to the SAP object when the first workflow step is executed?
For Non OCR: PREPROCESS_NON_OCR, for ICC: PREPROCESS_OCR

Workflow task for document entry


For Non OCR: WS00275271, for ICC: WS00275270

Workflow parameter: type, value


Additional parameter for object method call
For VIM methods: Do nothing!

For store and assign / store for assignment later:


Workflow task for document assignment
For Non OCR: WS00275271, for ICC: WS00275270

For all scenarios:


Inclusion in presettings
What application area (SAP module) is the document type dedicated to?
Who shall execute the object creation/assignment?: Agent type, agent ID
SAP Archivelink Overview and Customizing for VIM Slide 49
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

In addition to the basic customizing attributes of a document type (document class, logical archive /
object type linkage), the properties mentioned above must be specified to link a document type to a
workflow. The document type customizing wizard asks for all of them; however, since none of the
available scenarios really requires all ones, you may omit some wizard entries in case you are
preparing a document type for only a subset of the scenarios. For example, if you are setting up a
document type for assign and store only, the presettings aspect is the only one you have to
maintain.

SAP Archivelink Overview and Customizing for VIM

8-49

Set up workflow document type


using the customizing wizard (1)

SAP Archivelink Overview and Customizing for VIM Slide 50


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

This and the following pages describe how to set up a workflow document type with the
ArchiveLink document type customizing wizard. See the previous page about the meaning of the
attributes entered here. The illustrations show attribute values valid for setting up a document type
for incoming purchase orders handled by the SD module; attribute sets for other archiving
applications are discussed on page Customizing attributes for various types of documents later in
this chapter.
Invoke the customizing wizard by entering transaction OAD5. In the initial screen, click the
Continue button, then walk through the dialog sequence shown above:
Enter the name of your new document type and a meaningful description for it. The name
must begin with Y or Z.
You are queried for a document type template. If you know an already existing document
type whose attributes you would like to use as suggestions for your new document type, you
can enter its name here. Normally, you can leave this field empty.
Select option Workflow document type.
Enter the document class (file format) that documents of this type should have. For scanned
documents, this is usually FAX, but other choices are possible (see chapter Archiving from
Frontend / ArchiveLink Protocols (1) for more information).

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Set up workflow document type


using the customizing wizard (2)
5

Only for: store and enter,


store for entry later
Only for: store and assign,
store for assignment later

6
7

SAP Archivelink Overview and Customizing for VIM Slide 51


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Continued from previous page:


Enter the SAP object type that the document type is to be linked to. Furthermore, most of
the workflow-related parameters discussed before are to be entered here:
Section Entry: Only needed for preparing store and enter and/or store for enty later.
Section Assignment: Only needed for preparing store and assign and/or store for
assignment later.
If you are preparing assign and store only, nothing besides of the object type needs to be
entered.
The wizard will display a warning in case you have omitted one ore more entries, but this is
okay simply confirm it to continue.
This dialog appears only if you have filled out section Entry of the previous dialog. It
presents a list of possible workflow parameters for the chosen SAP object type and method.
Each workflow parameter is identified by its name. Possible, method-specific parameters
names are already listed in table column Parameter; you have to enter parameter values
to be passed to the object method in column Contents.
For most archiving contexts, it is sufficient to specify a value for parameter
TRANSACTIONCODE. The value has to be the code of an SAP transaction that, when
executed, creates an object of the given type. (For more possibilities, see Customizing
attributes for various types of documents later in this chapter.)
Enter the basic customizing attributes of the document type: logical archive ID where to
store the document, link table where to store the document link dataset, and document
retention period (number of months).

SAP Archivelink Overview and Customizing for VIM

8-51

Set up workflow document type


using the customizing wizard (3)
Existing presettings

New presettings

Browse
Browse through
through
chosen
chosen presettings
presettings

10

Workflow agent
specification

SAP Archivelink Overview and Customizing for VIM Slide 52


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Continued from previous page:


This and the remaining dialogs let you decide which presettings (lists of available document
types for archiving; usually grouped according to departments or business areas) you want
to include your document type in. If you want to add your document type to one or more of
the existing presettings, mark them in the list presented here.
If you want to create a new presetting to add your document to, you may enter one (or
more) here. Make the following entries:
ID: A unique four-characters, alpha-numeric identifier. Since the list of presettings is
presented in alphabetical order of these IDs, your identifier will decide the position at
which your new setting will appear within the presettings list.
Name: The presettings description that will be presented to the user when he is about to
store a document.
You should choose at leat one existing entry in dialog step
presetting here.

or specify at least one new

For each presetting chosen in dialog steps and , specify here the workflow agent
responsible for processing a stored document of the given type. Make the following entries:
OT (object type left column): The type of the target agent. See page Types of
workflow agents for document archiving later in this chapter for explanation.
Agent ID: The specific agent for this document type. The value must be an existing
one with regard to the chosen agent type OT.
You may leave both fields empty. In this case, the SAP user who archives a document is
automatically chosen as responsible agent for this document.
Furthermore, you have to enable the desired scenarios by making checkmarks in the
corresponding columns. (For viewing the complete column headings, you may widen the
columns by dragging them with the mouse.)
Confirm the final wizard dialog (not shown above) with the Complete button.

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Exercise: Customize
document archiving with workflow
Set up by using TA: OAD5 workflow
document types for
PO invoices with /OPT/V1001
NPO invoices with /OPT/V1001

Create by using TA: OAC3 additional


new entries for your own document
types! Link:
PO invoices with BUS2081
NPO invoices with BKPF

SAP Archivelink Overview and Customizing for VIM Slide 53


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

SAP Archivelink Overview and Customizing for VIM

8-53

Workflow archiving attributes:


References and dependencies
Link to log. archive
Doc. type

Doc. class

Doc. type

Obj. type

Log. archive

Log. archive

Z00PO

FAX

Z00PO

/OPT/V1001

C0

C0

Log. archive definition

Doc. type definition

Doc. type / workflow linkage

Scenario-specific
customizing part

Entry

Legend:

Doc. type

Obj. type

Z00PO

/OPT/V1001

Attribute

Method

Assignmnt.
Task

Task

PREPROCESS_NON_OCR WS00275270 WS00275270

Workflow parameter(s)

Example value

Doc. type

Parameter

Param. value

Z00PO

Presetting

Workflow agent

ID

Name

Doc. type

VIM1

FI Europe

Z00PO

Presetting(s)

Type

Agent ID

Task definition
Agent assignment
to task

Workflow setup
SAP Archivelink Overview and Customizing for VIM Slide 54
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The document type customizing wizard stores the entries you have made in several ArchiveLink
customizing tables of the SAP database. The chart above illustrates this table structure and the
involved references. Knowing about this structure is important if you want to delete customizing
you have made before (the wizard does not support deletion), if you have to alter existing settings,
or in order to check correctness of customizing in case of trouble.
Here is how to display and maintain the involved structures. If nothing else is mentioned, the style
of editing user interfaces is the same you already know from, for example, defining logical
archives; editing is therefore not further described here.
Doc. type / workflow linkage: Transaction SOA0, Workflow Document Types.
Workflow parameters: Transaction OACA, Parameter Definition Workflow.
Caution: When editing the parameter value (Contents column), always use uppercase
letters! The editing dialog does not automatically convert your entry to uppercase.
Presettings: See next page.
Workflow setup: This is not really part of scenario-specific ArchiveLink customizing; however,
since workflow document archiving depends on proper settings, the most important aspects
are explained later in this chapter.
The customizing parts document type definition, link to logical archive, and logical archive
definition have been discussed in detail in chapter Basic Customizing; see that chapter for more
information.

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Display/maintain presettings

SAP Archivelink Overview and Customizing for VIM Slide 55


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The chart above illustrates how to view and/or maintain document archiving presettings:
1. Enter transaction OAWS; the screen Change View Default setting: Overview
(shown above, left) appears, displaying a list of all defined presettings on the right window
half.
2. You may now add, rename, or delete presettings, using the well-known taskbar buttons.
To view/edit on document type level, continue as follows:
3. Mark the presetting whose contents you want to view/edit by clicking into the empty
rectangle button to the left of the list entry (as shown above).
4. In window section Dialog Structure, double-click on Entries; the screen Change View
Entries: Overview (shown above, right) appears, displaying the list of document
type entries of the chosen setting.
5. You may now add, change, or delete document type items, using the well-known taskbar
buttons.

SAP Archivelink Overview and Customizing for VIM

8-55

Personal view configuration


for archiving presettings

Enable scenario choice


per click on scenario icons
Display presetting IDs
instead of presetting names
Do not show presettings list;
directly jump into
chosen presetting

SAP Archivelink Overview and Customizing for VIM Slide 56


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

ArchiveLink offers each SAP user to personalize his view to archving presettings. To maintain your
personal view, enter transaction OAWD (Store documents), then choose menu item Settings
User settings.
The interesting options are:
Fastpath to storage scenarios: When disabled, no scenario icons are displayed in the
presettings lists (transaction OAWD). To select a scenario, you must double-click on the
document type name; this will bring up another dialog box giving the choice among the
enabled scenarios.
Display key not long text: Normally, the presettings list will repesent presettings by their
names. However, names need not be unique. To have an unambiguous presettings
identifier displayed, select this option; presettings IDs will then be displayed instead of their
names.
Limit view to : Some users in duty of archiving documents will never need to visit more than
one specific presetting (that corresponds to their business activity / department
membership). In this case, this option can be chosen to jump directly into a setting when a
document shall be archived, omitting the intermediate step of choosing one of the available
presettings.
In order to activate this option, select the desired presetting from the list prior to opening the
User settings dialog.

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Types of workflow agents


for document archiving
Label

Name

Description

US

User

Single SAP user

Examples
JOESMITH

As maintained in SAP user mgmt.


P

Person

Employee

Joe Smith, personnel no. 1357

As maintained in HR personnel
admin.
S

Position

All SAP users with this position assigned

Fin. Accountant
Director of Sales (US)
Production Manager

Job

All SAP users with this job assigned

Material handler
Plant manager

Organizational
unit

Self-defined set of SAP users

Controlling Sub department 1


Payroll Administration (US)
Sales group 120 B1

Work
center

Members of a certain local company


institution

(empty)

(none)

That user who archives the document

Representing a team, department,

Plant 1000
Quality inspection station
PC service center

SAP Archivelink Overview and Customizing for VIM Slide 57


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The above table shows a complete survey of possible types of workflow agents for document
archiving with workflow (see page Workflow-specific attributes for a document type and
subsequent pages about how to use this information for customizing).
Most of the types bear a set of multiple SAP users as possible work item executors. All included
executors can access a certain work item in their respective workplace inboxes; as sonn as the
first one opens the work item, it automatically disappears from all others inboxes.
Since it is almost always reasonable to have a group of users as workflow agent, organizational
unit is the agent type commonly used in practice.

SAP Archivelink Overview and Customizing for VIM

8-57

Agent assignment to workflow task

Assign
specific agent(s)
Declare task
as general

SAP Archivelink Overview and Customizing for VIM Slide 58


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

In addition to the work item recipient specification in the context of ArchiveLink customizing (see
page Workflow-specific attributes for a document type earlier in this chapter), at least one agent
must be assigned to a workflow task meaning that only the assigned agents are allowed to
execute this task. This implies that, performing document archiving with workflow, the work item
recipient determined by ArchiveLink customizing must also be assigned to the workflow task
implied by the document archiving step (otherwise, archiving the document will fail).
If you do not want to restrict the executablility of a workflow task to specific agents, you can declare
it as a general task meaning that everyone is allowed to execute it. This is the recommendable
configuration for cases without special restriction requirements.
To maintain a tasks agent assignment:
1. Enter transaction PFTS; the Maintain Standard task screen appears.
2. Enter the number of the task to be maintained in entry field Standard task, e. g.
30001128 for the default document entry task, and click the Display (glasses) button; the
Standard Task: Display screen appears.
3. Choose menu item Additional data
Agent assignment
Maintain; the
Standard task: Maintain Agent Assignment screen (shown above) appears.
To assign a specific agent, continue as follows:
1. Click the displayed task name and choose menu item Agent assignment
the Choose agent type dialog appears (shown above).

Create;

2. Choose an agent type. Depending on the chosen type, a selection dialog appears where you
can search for and select a specific object.
To declare the task as general task:
1. Click button Properties; the Task: (task name) dialog (shown above) appears.
2. Select option General task and confirm with button Transfer.

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9 Role Resolution

Slide 1
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Role Resolution

9-1

Topics
Role Resolution Overview
VIM Roles
Role Framework
Template Framework
Maintenance Transactions

Role Resolution Slide 2


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

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250

Role Resolution Overview


VIM

The VIM role

is used to determine the agent

for each workflow.

Essentially who needs to get the workitems in a process

VIM roles map to only a couple of SAP workflow roles (Rules or Roles
in SAP terminology)
The VIM role infrastructure:
Is a thin layer over the SAP workflow rule framework
Does not require programming role logic in most cases
Does not require creating custom tables
Provides one intuitive standard infrastructure for maintenance
VIM Workflow

Role Resolution

SAP Users and


Authorizations

VIM

The VIM role


should not be
confused with
SAP roles used
for authorizations

Role Resolution Slide 3


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

VIM: Package solution, once installed in production you can not change the workflow itself,
specifically in this case the agent assignments. This means you need another way to change who
get each workitem, thats what the role resolution infrastructure is about.
No programming required, the same infrastructure can be used in all cases.
The Invoice Approval workflow uses a separate infrastructure for role resolution.

Role Resolution

9-3

VIM Roles
Scanner
Indexer
Duplicate Analyst
Accounts Payable Processor

Coder
Vendor Maintenance
Contract Agent (PO)

Buyer (PO)

Tax Expert/Analyst

Requisitioner or requestor

Information provider

Receiver (PO)

Service requestor

Approvers

Service approver

Role Resolution Slide 4


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

How you structure your roles will depend on the available personnel, their jobs, their skills, and
their physical locations.
The baseline includes these roles. However, VIM is very flexible and you may create new roles
that meet your requirements as needed.
Maintaining roles is easy as it is configuration and does not require programming expertise.
See also Appendix: VIM Baseline Roles

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250

Role Structure
Product Role Template Configuration
Link between the role
and the template

Role

Template Definition

Agent determination
infrastructure

Template Fields (Key Determination)

Container for template


attributes

Template Field Details


(Key Determination)

Template attributes and field


reference configuration
Mapping between the template
attributes and an SAP
business object attributes

Role Resolution Slide 5


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Role

Open Text terminology for process agent.

This is not the same as SAP Business Workflow role.

Template

Container for template attributes.

All roles are based on a template.

Template Fields

Used to define template attributes and maintain reference configuration for help dialog.

Template Field Details

Role Resolution

Used to maintain the actual mapping between the template attributes and an SAP business
object attributes.

9-5

Role Definition
Open Text terminology for Process Agent
Roles are defined by product codes specific to workflow
There are three main product codes used in role resolution:
005
DP based roles
LIX
LIV based product codes (both for PO parking and PO blocking
workflows)
PIR
Non-PO parking workflows

Every role assignment is based on the combination of a Product Code


and a Responsible Party.

Role Resolution Slide 6


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

DP WF

/OPT/V1001

PO parked

/OPT/B2081

PO blocked

/OPT/LIV

NPO parked

/OPT/FIPP

For an overview about all product codes use TA: SE16 and open the table /PTGWFI/Z_PROD

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250

Role Description Maintenance


Roles are installed out-of-box during VIM installation
New Roles can be created but have impact of process flows and thus an
advanced topic
Role Description may be changed to better fit a clients requirements
Execute TCode: /OPT/CP_9CX5

scroll right
for other
fields

Role Resolution Slide 7


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

VIM roles can be thought of as job descriptions.


VIM roles should not be associated with SAP roles (PFCG) or SAP Business Workflow roles.
The maximum length of role name (Responsible Party) can be 15 character, the maximum length
of description 80 character.
Key Determination

Select the check box, if the role is defined by object information the context in which the
role is used.

Deactivate the check box, if the role is fixed and defined by organization data, for example:
if you want to determine the role by company code, scan location, or plant.

Role Resolution

9-7

Role Template Definition


The template contains the options to control how a role is resolved
A template can be reused for multiple roles (if configured properly)
Defining a template is typically considered configuration, not
administration
There are three types of templates:
Organizational unit (HR)
Functional module
Key determination

Role Resolution Slide 8


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9-8

250

Role Template Types


Organizational unit (Semi_Dynamic):
Simple static assignment of SAP org objects to the role
Always send to the structure such as a position or work center
Example: Tax Experts are users attached to a single work center

Function module (Dynamic):


Baseline or custom logic can be incorporated
Example: The buyer is the PO creator. The function module extracts the buyer
from the PO
Example baseline function module: /OPT/BL_ROLE_BUYER

Key determination (Static):


Flexible way to define roles without programming
Template definition is created with template fields
Template fields can be made up of multiple field ID which can be pointing to
multiple business object attributes
Easy maintenance without the need for programming

Role Resolution Slide 9


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Role Resolution

9-9

Key Determination Example


Role
Definition

Key Template

Role

Object type

Attributes

AP Processor

PO Inv

Company Code

Receiver

PO Inv

Plant

Role

Keys

Agents

Roles

Company
Code

Plant

User

AP Processor

1000

1000

J Smith

AP Processor

1000

2000

A Jones

Receiver

2000

M King

Role Resolution Slide 10


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9-10

250

Maintaining Role Templates using Key


Determination
The following section will cover the maintenance of role templates using
key determination. The following topics will be covered in details:
1. Display / maintain a Template Definition
2. Display / maintain Template Fields for the Template Definition
3. Display / maintain details of each Template Field
4. Display / maintain assignment of Template Definition to a role
Note: When maintaining a template definition with types Org Unit or
Function Module, there is no need to maintain template fields (step 2) and
template field details (step 3).

NOTE: Please refer to step by step detailed and up to date


Administration Guide included with Installation package sent by
Open Text

Role Resolution Slide 11


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Role Resolution

9-11

Step 1: Display / maintain Template Definition


TCode: /OPT/CP_9CX2
Structure

Select Template Definition from Dialog

Each template definition must include the following details:


Template ID
Description
Template Type: Org unit, Function Module or Key Determination
Allow Org check box: always select this check box when using key
determination as template type
Object ID and Agent ID: specify only when template type is Org unit
Function module: only applicable when template type is function module

Role Resolution Slide 12


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250

Template Definition /OPT/CP_9CX2

Role Resolution Slide 13


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Role Resolution

9-13

Step 2: Display / maintain Template Fields


for the Template Definition
Each template definition with key determination type must have template
fields defined.
TCode: /OPT/CP_9CX2
Structure

Select Template Fields from Dialog

Each template definition can be composed of multiple template fields.


Each template field includes the following info:
Field ID
Reference table and field
Search help (optional)
Allow range check box
Allow wildcard check box

Role Resolution Slide 14


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250

Template Fields

/OPT/CP_9CX2

Role Resolution Slide 15


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

This is used to maintain multiple agents based on configuration.

In this case company code and plant are used to determine who to send the work items to.

Wild cards also are supported.

Here you only maintain the tables/fields that will be used by the template for help/possible values,
the end role resolution logic does not use these fields. Custom help can be defined.

You can specify preferences to allow or disallow wildcards and ranges.

Ranges: If you want to use Company Code from 1000 to 2000 you need to allow ranges.

You do not enter the actual agent. The agent will be configured later.

Role Resolution

9-15

Step 3: Display / maintain details of each Template


Field
Each template field can reference the same attribute of different
business objects which can be used by the VIM role determination
process at different stages of VIM.
TCode: /OPT/CP_9CX2
Structure

Select Template Field Details from Dialog

The following details are specified in the Template Field Details:


Product code
Object Type
Attribute

The VIM product codes determines which object type to be used

Role Resolution Slide 16


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9-16

Product code of the workflow type will be used.

Object type for selection of fields from SAP object type

250

Template Field Details /OPT/CP_9CX2

Role Resolution Slide 17


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Template field details for Company Code:


Product Code:
Roles are used is various components of VIM. The product code must be maintained here to
indicate the particular workflow/process (for example 005 for the DP workflow).
Object Type:
The template fields must be associated with a business object attribute. The various VIM
components (workflows) are based on various business objects (for example the business object
/OPT/V001 is used in the DP workflow). Any attribute of the business object can be used as the
bases for determining template field (otherwise and extension is required to define a custom
attribute).
Attribute:
This is the specific attribute of the business object that will be used to determine a value.
Reason for multiple entries:
A template can be used for multiple roles, which could be used in multiple components/workflows.
Remember that each workflow is based on a business objects. If a template will be used in multiple
roles for multiple workflows (multiple business objects) then the template field details must include
the product codes for each workflow (business object). If the template will only be used in roles
based on one workflow (one business object), then only one template field detail entry is required.

Role Resolution

9-17

Product Code to Business Object table


Product Code

Business Object

005

/OPT/V1001

LIX

/OPT/B2081
/OPT/LIV

PIR

for parked inv WF


for blocked inv WF

/OPT/FIPP

Role Resolution Slide 18


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9-18

250

Step 4: Display / maintain assignment of Template


Definition to a Role
Once a template definition is created, it can be assigned to multiple VIM
roles.
TCode: /OPT/CP_9CX2
Select Product Role Templates
Configuration from Dialog Structure
The following info must be specified in order for the assignment to be
active:
Product code
Responsible party (VIM Role)
Key Determination Template
for template definition using function module
or org unit, you will specify the template ID here as well
Active check box

Role Resolution Slide 19


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Role Resolution

9-19

Assign Template to Role

/OPT/CP_9CX2

Role Resolution Slide 20


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

For definition of Role

9-20

Responsible Party use TA: /OPT/CP_9CX5

250

Role Structure: Key Configuration Fields


Product Code
Responsible Party
Key Determination Template ID
Product Role Template Configuration

Product Code

Template ID

Responsible Party

Type (Template Type)


Field ID

Field ID

Product Code

Product Code

Object Type

Object Type

Object Attribute

Object Attribute

Template Field Details


Template Fields

Template Field Details


Template Fields
Template Definition

Role

Role Resolution Slide 21


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Product Code:

Which Workflow?

Responsible Party:

How to go to user?

Role Resolution

9-21

Role Structure: Key Field Correlation


Product Role Template Configuration

Product Code

Responsible Party

Product Code

Template ID

Responsible Party

Type

Key Determination Template ID

Field ID
Product Code
Object Type
Attribute
Template Field Details
Template Fields
Role

Template Definition

Role Resolution Slide 22


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250

Simple Mode Role Maintenance


Assigning real organization objects (user IDs, workcenters etc.) to
defined roles
Step 1: Simple Mode /OPT/CP_9CX4
Used only with Role Template
Table layout easy to understand and use

NOTE: Please refer to step by step detailed and up to date


Administration Guide included with Installation package sent by
Open Text
Role Resolution Slide 23
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Role Resolution

9-23

Fail_Safe Role Maintenance


Step 2: Fail_SAFE /OPT/CP_9CX10
Table layout easy to understand and use

Role Resolution Slide 24


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250

How works the Key determination


If Key determination is X
Then the role resolution will first try to do an exact match to the key
determination object attribute values you would have set up (ex: match to
Co. Code = 1000) to know which entry on the table /PTGWFI/W_ORG to use.
If no matches are found then use the DEFAULT entry, if that fails then use
the FAIL_SAFE entry

If Key determination is not X:


Then we expect either an ObjType and ObjID in the table /PTGWFI/W_ORG
or a FM Name;
If this does not yield a valid user ID then it will use the entry for FAIL_SAFE
in table /PTGWFI/W_ORG

Role Resolution Slide 25


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Role Resolution

9-25

Role Resolution Flow


DP
4

005 = Document Processing

IE
LIX = PO Park/Block
PIR = Non-PO Park

/opt/cp_9cx4
/ptgwfi/org
FM = ex: /opt/bl_

005

AP_Processor

LIX

AP_Processor

PIR

AP_Processor

005

BUYER

LIX

BUYER

Function Module Template

/opt/cp_9cx5
/ptgwfi/role

/opt/cp_9cx2

Org Unit Template

or

Org. Unit = A Work Center


Co. Code

Plant

Agent

1000

7000

Bob

2000

5000

Mary

3000

4000

Jim

4000

2000

Donna

5000

1000

Bill

Key Determination Template


Template Field Company Code
005

/opt/v1001

Company Code

LIX

/opt/B2081

Company Code

PIR

/opt/fipp

Company Code

3
Template Field - Plant
005

/opt/v1001

Plant

PIR

/opt/fipp

Plant
Role Resolution Slide 26

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250

Exercise: What template can we use for role


determination?
Requisitioner is user ID in
Requisitioner field on PO line item

There are 2 users who do all the


Vendor maintenance for entire
organization. They are part of the
master data department.

We want to assign each AP processor


to a specific company code

Each Buyer is assigned to a specific


plant

Role Resolution Slide 27


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Role Resolution

9-27

Role Resolution Review: What template can we


use for role determination?
Requisitioner is user ID in Requisitioner field on PO line item
Function Module

There are 2 users who do all the Vendor maintenance for entire
organization. They are part of the master data department.
Org structure
We want to assign each AP processor to a specific company code
Key determination
Each Buyer is assigned to a specific plant
Function Module

Role Resolution Slide 28


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9-28

Please do not look at this page while we complete the activity as a group.

250

Exercise: Template Identification


For each of the following VIM roles,
please identify the active template ID
used and details behind each template
definition:
VIM Role

Active Template
ID and Type

Template Details
(business object
attribute or FM or
Org Unit)

005/
INFO_PROVIDER

LIX/
RECEIVER

TCode: /OPT/CP_9CX2
Role Resolution Slide 29
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Role Resolution

9-29

Exercise: Assigning Organizational objects to


Roles
Execute TCode: /OPT/CP_9CX4
Expand Product Code
005 Open
Text Document Processing
NPO_AP_PROC tree folders
Select Display/Change button
Add own SAP User ID under User
Name field
Save Entries

Role Resolution Slide 30


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250

Exercise: Create new Roles and Assign them


Create new Roles
for Product Code 005, e. g.
Z##INDEXER and Z##AP_PROC
Execute TCode: /OPT/CP_9CX5

Create a new Template Definition,


e. g. copy an existing Template
Definition and adapt them
Execute TCode: /OPT/CP_9CX2

Connect your Roles to different


Template Definitions
Execute TCode: /OPT/CP_9CX2

Connect your Roles to SAP user,


organizational units or work center
Execute TCode: /OPT/CP_9CX4

Role Resolution Slide 31


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Role Resolution

9-31

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250

10 Role Resolution Alternate


Method

Slide 1
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Role Resolution Alternate Method

10-1

Role Resolution
Uses the standard OpenText Role/Actor infrastructure

Uses the standard Key determination infrastructure to configure complex


actor determination logic without programming

Main TCodes: /PTGWFI/ROLE and /PTGWFI/ORG

Main Tables: /PTGWFI/W_ROLE and /PTGWFI/W_ORG

Role Resolution Alternate Method Slide 2


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250

Role Configuration (1)


Transaction Code: /PTGWFI/ROLE
Table: /PTGWFI/W_ROLE

Role Resolution Alternate Method Slide 3


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Alternate to Transaction Code: /OPT/CP_9CX5 in the newer versions


The maximum size for Role ID description are 15 characters, for Description are 80
characters.

Role Resolution Alternate Method

10-3

Role Configuration (2)


Product Codes:
005 = DP Workflow
LIX = PO Parked and Blocked Workflows
PIR = Non-PO Parked Workflows

Role ID Unique Identifier name for VIM role


KeyDet Flag Indicates if role is subject to key determination

max. 15
Character

max. 80
Character

Definition: Key Determination allows core functionality to use object attributes


to select appropriate group of users to receive workitems
Role Resolution Alternate Method Slide 4
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250

Organizational Configuration
Transaction Code: /PTGWFI/ORG or SM30
Table: /PTGWFI/W_ORG

Role Resolution Alternate Method Slide 5


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Alternate view to Transaction Code: /OPT/CP_9CX4

Role Resolution Alternate Method

10-5

Organizational Configuration: Modifying Entries


Select entry from radio button and click MODIFY button

Role Resolution Alternate Method Slide 6


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Useful for generating of different roles with same parameters.

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250

Organizational Configuration: Creating New Entry


Select INSERT button

Role can be assigned as:


Organizational Unit (User ID, Workcenter, Position)
Function Module
Key Determination
Role Resolution Alternate Method Slide 7
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Role Resolution Alternate Method

10-7

Organizational Configuration:
Key Determination Roles
Entry will prompt for Key Determination setup

Role Resolution Alternate Method Slide 8


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Alternate to Transaction Code: /OPT/CP_9CX2

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250

Organizational Configuration:
Key Determination Objects
DP Workflow = /OPT/V1001
PO Parked Workflow = /OPT/B2081
PO Blocked Workflow = /OPT/LIV
Non-PO Parked Workflow = /OPT/FIPP

Role Resolution Alternate Method Slide 9


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Fields in table:
Obj Attrib

read the value from this attribute and

Offset

search in the string beginning on sign number (Offset)

Length

for this number of signs

In case field Length is blank

Role Resolution Alternate Method

read all signs up to the end

10-9

Organizational Configuration: Object Attribute


Configure Object Attribute values to be evaluated
Select Multiple Selection icon

List all values to be evaluated when the workflow is to select the role
being configured.
Note: Be sure to configure for both lower case and upper case data
scenarios.
Click SAVE when all attributes are configured
Role Resolution Alternate Method Slide 10
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10-10

250

11 Creation of Organizational
Units and Work center

Slide 1
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Creation of Organizational Units and Work center

11-1

Chapter guide
Create Organizational Unit
Create Work Center

TA: PPOCW

TA: PPSC

Creation of Organizational Units and Work center Slide 2


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11-2

250

Start creation transaction TA: PPOCW and valid


time range for Organization

Creation of Organizational Units and Work center Slide 3


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Creation of Organizational Units and Work center

11-3

Type in new name and Hide Object Manager

Creation of Organizational Units and Work center Slide 4


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11-4

250

Right mouse key on new organization and Create


new Position

Creation of Organizational Units and Work center Slide 5


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Creation of Organizational Units and Work center

11-5

Type in Position name and description

Creation of Organizational Units and Work center Slide 6


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11-6

250

Assign position holder

search user

Creation of Organizational Units and Work center Slide 7


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Creation of Organizational Units and Work center

11-7

select them and delimit vacancy

Creation of Organizational Units and Work center Slide 8


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11-8

250

Chapter guide
Create Organizational Unit
Create Work Center

TA: PPOCW

TA: PPSC

Creation of Organizational Units and Work center Slide 9


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Creation of Organizational Units and Work center

11-9

Start Create Strukture with TA: PPSC

Next page

Creation of Organizational Units and Work center Slide 10


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11-10

250

Select Object Type and Evaluation Path and Create


the Structure

Creation of Organizational Units and Work center Slide 11


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Creation of Organizational Units and Work center

11-11

Choose relationship to the holder

search User

Creation of Organizational Units and Work center Slide 12


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11-12

250

select and assign them

Creation of Organizational Units and Work center Slide 13


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Creation of Organizational Units and Work center

11-13

For changes on Work Center use TA: PPSM

Creation of Organizational Units and Work center Slide 14


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11-14

250

12 Document Processing (DP)


Configuration

Slide 1
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Document Processing (DP) Configuration

12-1

Document Processing (DP)

Scan

DP Workflow

Dashboards

Document Processing (DP) Configuration Slide 2


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12-2

250

Chapter Guide
Basic Concepts
DP Document Type
Process Type
Process Options and BDC Configuration
Indexing Screen Options
Business Rules
Duplicate check
Other Customization Items
Advanced Customization Items

Document Processing (DP) Configuration Slide 3


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Document Processing (DP) Configuration

12-3

Document Processing (DP) Basic Concepts


DP workflow processes images and metadata (index) to create SAP documents
DP captures index data by:
Interfacing with OCR software
Providing Indexing screen for manual entry

DP works with images through standard SAP Archivelink interface


DP processes image and metadata in three steps:
Validate metadata against SAP master data
Check for duplicate invoices
Apply Business Rules and create SAP document

Basic Concepts:
Document Types
Process Types
Dashboard Options
Business Rules
Duplicate check logic
Rescan reasons
Obsolete reasons
OCR and External Data mapping infrastructure

NOTE: Please refer to step by step detailed and up to date configuration guide
included with Installation package sent by Open Text
Document Processing (DP) Configuration Slide 4
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Validating metadata against SAP master data is done in SAP rather than duplicating SAP
tables. This increases processing efficiencies using less time and resources.
Open Text provide own OCR functionality - ICC. It is also possible to use OCR functionality
provided by third party vendors.

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250

Overview of DP Customizing Steps


Implementing process scenarios in the DP workflow component of VIM
comprises the following steps:
1. Identify the various DP Document Types that are required based on the
different process flows and business rules.
2. Create and configure the association between DP Document Types and
SAP ArchiveLink document types.
3. Identify the various Process Types that are required for realization of the
process scenarios.
4. Identify and configure the indexing screen fields.
5. Identify the various roles and configure the roles in the appropriate process
types.
6. Identify and configure the process options according to the swimlanes.
7. Identify and configure the business rules to be executed to identify
exception processing.
8. Configure global customization setting as per customer requirements.

Document Processing (DP) Configuration Slide 5


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Document Processing (DP) Configuration

12-5

Chapter Guide
Basic Concepts
DP Document Type
Process Type
Process Options and BDC Configuration
Indexing Screen Options
Business Rules
Duplicate check
Other Customization Items
Advanced Customization Items

Document Processing (DP) Configuration Slide 6


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250

DP Document Type Definition


DP document type organizes images and meta-data processing by DP
workflow
Each DP document type has associated one SAP ArchiveLink document
type
Document type controls SAP document type created:
PO Invoice
Non PO invoice
Credit memo
Freight only invoice

Document Processing (DP) Configuration Slide 7


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The DP document type is not the same as the SAP document type. The DP document type
controls how the scanned document is analyzed for exceptions and routed for resolution.
The person doing the scanning must choose the document type when setting up the scan. If
the incorrect document type is chosen, the incorrect SAP document type and work flow will be
initiated.

Document Processing (DP) Configuration

12-7

DP Document Type Maintenance Screen (1)


TCode: /OPT/SPRO
Document Processing
Configuration
Maintain Document Types

Document Type

Document Processing (DP) Configuration Slide 8


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

DP Document type:

12-8

create own DP document types in each case as a copy of one original DP document
type

if the original DP document type is changed or overwrite by patches or upgrades


normally the characteristics of the copies not changed.

250

DP Document Type Maintenance Screen (2)

Document Processing (DP) Configuration Slide 9


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

DP Document Type:
Unique free form name to identify a DP Document Type

Document Index Type:


Type of indexing to be used (Manual, OCR etc.)

Invoice Type:
PO, Non-PO etc.

Number Range:
/OPT/DOCID number range ID created at installation

Archive Doc. Type:


Archivelink document type created at installation

Lines Item Data:


Indicates if line item data to be used during indexing, if the flag is set Item Program and
Item Subscreen added to the screen

Ignore Item Data from External System (new up from version 5.2):

Header Program/ Subscreen:


Header level data indexing screen

Item Program/Subscreen:
Line level data indexing screen

Document Processing (DP) Configuration

12-9

DP Document Type Maintenance Screen (3)

Document Processing (DP) Configuration Slide 10


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12-10

Duplicate Check Grp:


Duplicate check rule group to be used (Baseline included two groups)

Duplicate Check Role:


VIM role to receive duplicate check item (default)

Default Process Type:


Default DP process type if all else fails or if all rules pass but no autopark or post if
enabled

Posting Role:
VIM role in charge of final manual posting

Display Index Data:


Show index screen tab for Posting Role

Skip Dashboard:
Skip showing the DP Dashboard when executing SAP Doc. Create step

Display Image:
Display Invoice image upon execution of DP workitems

Rescan Role:
VIM role in charge of receiving RESCAN workitems

250

DP Document Type Maintenance Screen (4)

Document Processing (DP) Configuration Slide 11


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Tax Code Determination:


When data flows to Vendor Invoice Management from External System such as an OCR
system, tax code may not be supplied. Because for auto tax calculation, the tax code is
important, VIM provides a Tax Code determination rule which tries to determine tax code
corresponding to the supplied tax rate.
There are four options to choose from Tax Code Determination which will be discussed in
detail on the next sections:
SAP Tax Determination logic + Open Text Tax Table (Simple maintenance)
Open Text Tax Table (Simple maintenance)
SAP Tax Determination logic
Customer tax Determination
For more details please read Configuration Guide VIM 5.2
Beginning whith VIM 5.1.6 SP2:
BAPIs for PO parking and PO blocking where adjusted to handle passing of withholding tax
rates for extended withholding tax scenarios.
PO Line Determination:
When data was captured by Vendor Invoice Management from External System such as OCR
system, more often the PO line number is not supplied. Since PO line numbers are important
for PO based invoices, VIM provides a PO line Determination Rule Procedures feature which
will help the system to determine the PO line numbers.
For more details please read Configuration Guide VIM 5.2

Document Processing (DP) Configuration

12-11

DP Document Type Maintenance Items (1)


Indexing Screen
Use standard screen program or insert custom screen program (Header Program,
Header Subscreen, Item Program, Item Subscreen)
Decide whether line items to be captured (Lines item data)
Test Indexing screens
Further customization possible under Index Screen Options sub menu

Duplicate Check
Define duplicate check group to be used
Define duplicate check role

Document Creation Step Options


Default Process Type (Start Type
Initial Actor)
Define default document posting role
Decide to show index data (Display Index Data)
Decide to skip the dashboard with options (Skip Dashboard)
Decide to automatically show invoice image upon workitem execution (Display Image)
this applies to all DP workitems

Rescan Options
Define rescan role
Document Processing (DP) Configuration Slide 12
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250

DP Document Type Maintenance Items (2)


Tax Calculation
Define the tax calculation options for the DP document type
Auto Calculate Tax
Allow Zero Tax Rate (not blank, value 00.00)
Allow without Tax (only works if "Auto Calculate Tax" not marked)

Tax Code Determination


SAP Tax Determination Logic
Open Text Tax Table (Simple maintenance, TA: /N/OPT/VIM_BL_TAX_CFG)
SAP Tax Determination Logic + Open Text Tax Table
Customer Tax Determination (own function module)

PO Line Determination

Document Processing (DP) Configuration Slide 13


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

1. Auto Calculate Tax This option is used when one wants the system to calculate tax
based on the tax code ( either supplied explicitly or determined by the system from
supplied tax rate) .
2. Allow Zero Tax Rate By default Tax Rate 0.00 is not recognized , so when this option
is set system can identify Zero tax rates. Zero Tax Rate is 0 or 0.00 and not a blank
value. If blank or empty value is supplied its not considered as Zero Tax Rate and even
if this option is set tax code cant be determined . Tax Code is determined only for non
blank values.( it could 0.00 or greater than 0 ).
3. Allow without Tax This option is set in scenario where there is no input tax .So if
nothing is supplied from Tax perspective and still you want the system to carry it
forward this option should be enabled.

Document Processing (DP) Configuration

12-13

Chapter Guide
Basic Concepts
DP Document Type
Process Type
Process Options and BDC Configuration
Indexing Screen Options
Business Rules
Duplicate check
Other Customization Items
Advanced Customization Items

Document Processing (DP) Configuration Slide 14


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250

Process Type
Process Type defines the process flow
Process Type may be either
Specific invoice handling, such as, park non PO invoice in the background
Exception handling configuration, such as, PO not released or is incomplete

Process Type defines the process by specifying


Roles, such as AP processor and Buyer, involved in the defined process
(who is the executer)
Options, such as, Create new PO, available to each role
(Bottom in the Dashboard)
SAP transactions and BDC setup to create SAP document

Document Processing (DP) Configuration Slide 15


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The process type defines what will happen

Document Processing (DP) Configuration

12-15

Process Type Maintenance


TCode: /OPT/SPRO
Document Processing
Maintain Process Types

Process Configuration

Document Processing (DP) Configuration Slide 16


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250

Process Type Definition (1)

Initial Actor: The initial role that to receive the work item
Initial Actor Function Module: Custom function module to determine the initial role
Is Exception: Mark the process type as an exception (no background processing)
Auto Start: Used to automatically start the approval workflow (only for approval items)
Workflow Type: Define approval workflow type (Open Text, External or SRM)
Task ID: Workflow template ID to be started for the approval workflow
Document Processing (DP) Configuration Slide 17
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

If necessary make copy of the baseline Process Types and change them. Typically own
Process Types start with 9xxx.

Document Processing (DP) Configuration

12-17

Process Type Definition (2) (Advance Topic)

Binding Function
Max Retry Counter
Retry Time (Min.)
Mail Config ID
Function Module for Rcvr Email
Function Module to Send Email
Logical System
Document Processing (DP) Configuration Slide 18
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250

User Process Options for Process Type (1)

Document Processing (DP) Configuration Slide 19


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Document Processing (DP) Configuration

12-19

User Process Options for Process Type (2)

Document Processing (DP) Configuration Slide 20


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Option Id Process option identifier


Description Description of the option
From Actor Select the source role that gets the work item
To Actor Select the target role that receives the work item if the action is performed. This is
only available if the option is a referral
Check FM Enter a check function module to restrict the option for a role. You find the interface
for the check function module using /OPT/VIM_BL_CHECK_FM_2012

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250

Process Type Maintenance Items


Process Type Definition
Define the role that will receive the work item first Initial Actor
Define a custom function module to determine the initial role
Define the process type as an exception or standard process
Define whether the approval workflow should start automatically or not
Define the approval workflow type (Open Text, External or SRM)
Define the workflow template ID to be started for the approval workflow

User Process Options for Process Type


Add or Delete DP Dashboard Options (visible buttons for From Actor and
To Actor roles)
Define further logic to selectively display options (Check FM)

Document Processing (DP) Configuration Slide 21


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Document Processing (DP) Configuration

12-21

Chapter Guide
Basic Concepts
DP Document Type
Process Type
Process Options and BDC Configuration
Indexing Screen Options
Business Rules
Duplicate check
Other Customization Items
Advanced Customization Items

Document Processing (DP) Configuration Slide 22


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250

Process (Dashboard) Options


TCode: /OPT/SPRO
Document Processing
Maintain Process Options

Process Configuration

Document Processing (DP) Configuration Slide 23


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Document Processing (DP) Configuration

12-23

Process (Dashboard) Options Maintenance View

Document Processing (DP) Configuration Slide 24


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Option Id:

for own objects use ids starting with 9xxxx

Option Type: (marked with * are the most often used Object Types)

BDC Action *

Referral *

Class Method

Call Transaction *

Workflow Task

Confirm Check Rules:

12-24

if active
end user see an additional popup with question, to select an a additional
check of business rules

250

Process (Dashboard) Options Maintenance Items


Create new Options
Define Option Button Text
Option Type: BDC Action, Referral, Call Transaction
BDC Action requires configuration of BDC ID (Menu Path: Document Type
Configuration
Maintain BDC Procedures)

Change existing options text


Maintain User pop-ups for option confirmation (Confirm Execute, Confirm
Completion)

Document Processing (DP) Configuration Slide 25


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Document Processing (DP) Configuration

12-25

Display BDC Configuration (1)


BDC ID Maintenance
TCode: /OPT/SPRO
Document Processing
Configuration
Maintain BDC Procedures

Document Type

Document Processing (DP) Configuration Slide 26


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250

Display BDC Configuration (2)


BDC Types:
BDC Session (define fields, data and sequence)

BDC Function Module (template: /OPT/VIM_IF_BDC_DOCLINES_PO)

Document Processing (DP) Configuration Slide 27


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Document Processing (DP) Configuration

12-27

Chapter Guide
Basic Concepts
DP Document Type
Process Type
Process Options and BDC Configuration
Indexing Screen Options
Business Rules
Duplicate check
Other Customization Items
Advanced Customization Items

Document Processing (DP) Configuration Slide 28


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250

Index Screen Options


TCode: /OPT/SPRO
Document Processing
Document Type
Configuration
Maintain Document Types
(Select a DP Document
Type)
Index Screen Options

Additional Index Screen


Option Configuration
(See next pages)
Document Processing (DP) Configuration Slide 29
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Here you define how the dashboard looks like for each role in the DP process.

Document Processing (DP) Configuration

12-29

Index Screen Options default settings

Document Processing (DP) Configuration Slide 30


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250

Index Screen Options changed to


Disable Obsolete and Rescan

Document Processing (DP) Configuration Slide 31


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Document Processing (DP) Configuration

12-31

Index Screen Options changed to


Enable Simulate and Enable Bypas

Document Processing (DP) Configuration Slide 32


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Country Specific Screen configuration


New up from version VIM 5.2
Necessary after copy or creation of DP document types for

1. Header screen
2. Line Item Screen
(See next pages)

Document Processing (DP) Configuration Slide 33


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Document Processing (DP) Configuration

12-33

Missing field descriptions and Line Item Details


after copy or creation of DP document types

?
Document Processing (DP) Configuration Slide 34
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Index Screen Header Field Configuration


TCode: /OPT/SPRO
Document Processing Country Specific
Localization
Screen config for Document type indexing screens
(Select a DP Document Type)

Document Processing (DP) Configuration Slide 35


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Document Processing (DP) Configuration

12-35

Index Screen Item Field Configuration


TCode: /OPT/SPRO
Document Processing Country Specific
Localization
Screen config for Document type indexing item screens
(Select a DP Document Type)

Document Processing (DP) Configuration Slide 36


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250

Views of field descriptions and Line Item Details


after sucessefull customizing

Document Processing (DP) Configuration Slide 37


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Document Processing (DP) Configuration

12-37

Country Specific Configuration


TCode: /OPT/SPRO
Document Processing Country Specific
Localization
Country specific Document type configuration

1
2

Document Processing (DP) Configuration Slide 38


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Country Specific Attributes


Posting date: Determines the date to be used as Posting date when creating a
SAP Invoice Document from a DP Document. This configuration will be
applicable to all the invoice posted to SAP for the country.
Conversion Date: This determines the date to be used while converting the
invoice amount from foreign currency to company code/local currency.
Max Amount Limit for simple Invoice: If the invoice amount is less than this
number, the invoice will be considered as a Simple Invoice. Some the process
types can be skipped for such invoices.
Simplified Invoice Function Module: Customer can write their own logic to
determine if a invoice can be termed as simple invoice. The name of the function
module will be added here.
Credit Memo Reference Number Required: Indicator for credit memo check. If
this is checked the Credit memo must have a valid reference invoice number.
Credit Memo Reference Date Required: Indicator for credit memo check. If this is
checked the Credit memo must have a valid reference invoice date.

Document Processing (DP) Configuration Slide 39


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Country Specific Attributes


The following country specific attributes configuration would handle the invoice transaction
processing requirements for the specific country in SAP IM:

Document Processing (DP) Configuration

12-39

Country Specific Attributes

Document Processing (DP) Configuration Slide 40


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Country Specific Process Types


1. Invoice Type: This will specify the type of Invoice to which the process
type is applicable in the country. Supported Invoice types are:
PO Based Invoices
Non PO Based Invoices
All Invoices
Not Applicable

2. Ignore for Simple Invoice (Ignore Sim): If this check box is selected, the
process type will be ignored for a Simple Invoice.
3. Invoice Category (Inv. Cat.): The applicable invoice categories for the
process type. The current invoice categories are:
Domestic Invoice
Intra-Community Invoice
Triangulation Invoice
Imports Invoice

Document Processing (DP) Configuration Slide 41


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Document Processing (DP) Configuration

12-41

Country Specific Process Types

Document Processing (DP) Configuration Slide 42


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Chapter Guide
Basic Concepts
DP Document Type
Process Type
Process Options and BDC Configuration
Indexing Screen Options
Business Rules
Duplicate check
Other Customization Items
Advanced Customization Items

Document Processing (DP) Configuration Slide 43


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Document Processing (DP) Configuration

12-43

Business Rules
Business Rules Engine examines the metadata
Business Rule used to change or fix metadata
Business Rule output can be
Document type
Current process type
Update metadata

Rules are executed at these points


Beginning of the DP workflow
Before or after certain options by configuration (Confirm Check Rules)
Explicitly executed by a user on DP Dashboard

Document Processing (DP) Configuration Slide 44


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Business rules are also applied in the Exception workflow.

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Business Rules Check Type: Table Field


TCode: /OPT/SPRO
Document Processing
Document Type
Configuration
Maintain Document Types
(Select a DP Document
Type)
Proc. Type. Det. Sequence
Sequence Steps

Document Processing (DP) Configuration Slide 45


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Exclusive Indicator:

if failed more than one rule than VIM generate one workitem for each rule

Examples for different Sequence Steps:

Step 4

against table

Step 10

against module

Step 11

against module with line item

Document Processing (DP) Configuration

12-45

Business Rules other Check Types


Function Module

Required Field

Document Processing (DP) Configuration Slide 46


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Exclusive Indicator:

if failed more than one rule than VIM generate one workitem for each rule

Examples for different Sequence Steps:

12-46

Step 4

against table

Step 10

against module

Step 11

against module with line item

250

Business Rules Bypass / Simulate Feature


Exclude from Simulate
Will exclude the Business Rules from Simulation

Bypass possible
Will enable the Bypass icon on Simulate/Bypass Screen as shown below for
user.

Document Processing (DP) Configuration Slide 47


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Document Processing (DP) Configuration

12-47

Business Rules Maintenance Items


Define Business Rule Logic:
Field Name and Value Check
Custom FM (use templates ex: /OPT/VIM_DETERMINE_PROC_***)

Document Processing (DP) Configuration Slide 48


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Document Processing (DP) Customization Tip


The following customization items will show how to change baseline preconfigured and installed items

TIP: Use the COPY icon (with subsequent entries) to initially make a
copy of baseline configuration items as a future reference

Document Processing (DP) Configuration Slide 49


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Document Processing (DP) Configuration

12-49

Document Processes
For field description view in the note part

Document Processing (DP) Configuration Slide 50


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Here you define the valid Process Types for each Document Type.
Additionally you maintain the BDC Id for each process type.
Process Type
Select the process type that is valid for the document type.
Active check box
Select this check box to achieve that the process type is considered for the document
type, for example if you want to delimit a specific process type delivered by Open Text
or defined in the system but no longer used.
BDC Transaction Id
Select the BDC Id that the system uses to process an SAP transaction to create an
SAP document in user context.
Background Tran Id
Select the BDC Id that the system uses to process an SAP transaction to create an
SAP document in the background. This is relevant if the user does not want to see the
index data (dashboard) during document posting.
Autopost Flag
The following settings are possible:
Enter X to let the system try to create an SAP document in the background,
using the BDC Id set in the Background Tran Id field. If the posting fails, the
role defined in the Posting Role field in the document type definition receives a
work item to post the SAP document in dialog.
Enter a custom function module that can be used to determine if the system
should automatically post the document. The interface for the function module is
defined in the /OPT/BL_IF_DETERMINE_AUTOPOST function module.
ParkReason
Enter the parking reason the system uses to park the document.

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Maintain connection between Document Types,


Process Types and Business Rules
TCode: /OPT/SPRO
Document Processing
Document Type
Configuration
Maintain Document Types
(Select Document Type)
Proc. Type. Det. Sequence
Each DP Document Type has unique Process Type Sequences and
Business Rules
Define step sequence of Process Types and thus Business Rules for
execution

Document Processing (DP) Configuration Slide 51


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Document Processing (DP) Configuration

12-51

Maintain additional fields

Document Processing (DP) Configuration Slide 52


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250

Exercise: Copy and modify DP Document Types


1. Execute TCode: /OPT/SPRO
Document
Processing
Document Type
Configuration
Maintain Document Types

Select a DP Document Type and COPY icon


copy ALL entries
Prefix the name of the new DP Document
Type with: Z## (## Group #)
Navigate to Document Type Customization
Items

2. Execute TCode: /OPT/SPRO


Document
Processing
Process Configuration
Maintain Process Types

Navigate to Process Type Customization


Items

3. Execute TCode: /OPT/SPRO


Document
Processing
Process Configuration
Maintain Process Options

Navigate to Dashboard Options

4. Execute TCode: /OPT/SPRO


Document
Processing
Document Type
Configuration
Maintain Document Types
(Select a DP Document Type)
Proc.
Type. Det. Sequence
Sequence Steps

Navigate to Business Rules Customization


Items

Document Processing (DP) Configuration Slide 53


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Document Processing (DP) Configuration

12-53

Chapter Guide
Basic Concepts
DP Document Type
Process Type
Process Options and BDC Configuration
Indexing Screen Options
Business Rules
Duplicate check
Other Customization Items
Advanced Customization Items

Document Processing (DP) Configuration Slide 54


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Duplicate Check
Duplicate Check executed
After OCR index fields imported and validated
Or, when indexer submits manual indexes

Document type controls duplicate procedure


Baseline Non-PO Invoice Duplicate Check (KR)
Invoice date, gross amount, vendor reference number, vendor number

Baseline PO Invoice Duplicate Check (RE)


PO number, invoice date, gross amount, vendor reference number, vendor
number
117

118

Document Processing (DP) Configuration Slide 55


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Checked group values (out of the box):


Group 1: NPO invoices
BLDAT Document date in document
BUDAT Posting date in document
BUKRS Company code
GROSS_AMOUNT gross amount
LIFNR Different invoicing party
RMWWR Gross invoice amount in document currency
XBLNR Reference document number
Group 2: PO invoices
BLDAT Document date in document
EBELN Purchasing document number (PO#)
GROSS_AMOUNT gross amount
LIFNR Different invoicing party
XBLNR Reference document number

Document Processing (DP) Configuration

12-55

Duplicate Check Maintenance


TCode: /OPT/SPRO
Document Processing
Document Type
Configuration
Maintain Duplicate Check Procedures

Document Processing (DP) Configuration Slide 56


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Duplicate Check Group Maintenance Items


Display indexing fields checked for duplicate evaluation
Fields in a group are ANDd together

Document Processing (DP) Configuration Slide 57


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Document Processing (DP) Configuration

12-57

Duplicate Check Group Advanced Maintenance


Display indexing fields checked for duplicate evaluation
Fields in different steps of one group are ORd together

Duplicate if all fields from Step 1:

OR

Step 2 equal!

Document Processing (DP) Configuration Slide 58


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250

Chapter Guide
Basic Concepts
DP Document Type
Process Type
Process Options and BDC Configuration
Indexing Screen Options
Business Rules
Duplicate check
Other Customization Items
Advanced Customization Items

Document Processing (DP) Configuration Slide 59


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Document Processing (DP) Configuration

12-59

Rescan / Obsolete Reasons


Action buttons in Dashboard
TCode: /OPT/SPRO

Document Processing

Process Configuration

Display / Maintain Rescan Reasons

Display / Maintain Obsolete Reasons

Document Processing (DP) Configuration Slide 60


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Display / Hide Rescan and Obsolete Reasons


Rescan and Obsolete reason buttons can be selectively displayed based
on a Process Type within a Document Type
TCode: /OPT/SPRO
Document Processing
Document Type
Configuration
Maintain Document Types
(Select a DP Document
Type)
Index Screen Options

Document Processing (DP) Configuration Slide 61


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Document Processing (DP) Configuration

12-61

Maintain Scan Locations and Document Priorities


TCode: /OPT/SPRO

Document Processing

Process Configuration

Maintain Scan Locations

Maintain Document Priorities

Document Processing (DP) Configuration Slide 62


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Maintain Scan Locations: Yon can use this to specify the scanning location during document
archiving.
Maintain Document Priorities: You can use this to categorize document priorities during
Document Processing.

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Maintain Dynamic Columns - Overview


TCode: /OPT/SPRO
Document Processing
Maintain Dynamic Columns

Workflow Configuration

Define for Task:


TS00275257 (DP Workflow 5.1.6) or TS9578003 (DP Workflow 5.2)
Document Processing (DP) Configuration Slide 63
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Document Processing (DP) Configuration

12-63

Maintain Dynamic Columns - Details

Document Processing (DP) Configuration Slide 64


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250

Exercise: Duplicate Check and Reason Codes


1. Duplicate Check Logic
Execute TCode: /OPT/SPRO
Document
Processing
Document Type
Configuration
Maintain Duplicate Check
Procedures
Select a Duplicate Check Group and COPY
icon
copy ALL entries
Prefix the name of the new Duplicate Check
Group with: 9## (## Group #)
Select new duplicate check group and
GROUP FIELDS
Add or remove new duplicate check fields

2. Configure Rescan Reason Codes


Execute TCode: /OPT/SPRO
Document
Processing
Process Configuration
Maintain Rescan Reasons
Create new reason code

3. Configure Obsolete Reason Codes


Execute TCode: /OPT/SPRO
Document
Processing
Process Configuration
Maintain Obsolete Reasons
Create new reason code
Document Processing (DP) Configuration Slide 65
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Document Processing (DP) Configuration

12-65

Chapter Guide
Basic Concepts
DP Document Type
Process Type
Process Options and BDC Configuration
Indexing Screen Options
Business Rules
Duplicate check
Other Customization Items
Advanced Customization Items

Document Processing (DP) Configuration Slide 66


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Advanced Customization Items (1)


TCode: /OPT/SPRO
LiveLink VIM Configuration
Document
Processing
General Configuration
Global Configuration

Change only if
necessary, e. g.:

Document Processing (DP) Configuration Slide 67


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Document Processing (DP) provides enhanced functionality. For this purpose, global
configuration parameters are used.
Important: Take care when you change the global configuration parameters. Changes can
affect the functionality of the process.

Document Processing (DP) Configuration

12-67

Advanced Customization Items (2)


Extending Document Data Fields
It is possible that the Open Text delivered data fields are not sufficient for the
business requirements. If this is the case you can enhance the following
structures to capture additional data.
/OPT/VIM_1RDOC_DATA
This structure is used to capture data that is document specific, not process specific. If a
field is document independent (used for both PO and Non-PO invoices), enter it here. An
example is the field Company Code which is used for both invoice types.

/OPT/VIM_4RAPP_DATA
This structure is used for Non-PO invoice approval field data only!

/OPT/VIM_BL_1RIDX_DATA
This field is used to capture index data that may be used in a subsequent process.

Use TCODE: SE11 to append structures mentioned above (requires


development access and knowledge of SAP table and structures).

Document Processing (DP) Configuration Slide 68


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Steps to append a structure:


1. Execute transaction SE11
2. Display the corresponding structure (see structures above).
3. Click on Append Structure.
4. Maintain the Append Structure definition and fields.
5. Activate you settings.

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13 OCR and Invoice Capture


Center (ICC)

Slide 1
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

OCR and Invoice Capture Center (ICC)

13-1

Chapter Guide
Capture index
Invoice Capture Center (ICC)
VIM OCR Integration

OCR and Invoice Capture Center (ICC) Slide 2


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Capture Indexes from Image: Two Ways


OCR software captures automatically
VIM does not have an OCR engine
VIM uses OpenText ICC or third party OCR software to provide OCR service
VIM has defined OCR interface using SAP RFC technology
Data validation Business Rules executed when indexes are passed to DP
workflow

Indexer captures manually


Index screen is part of VIM Dashboard
Basic data validation done on the index screen
Can customize Index screen
Business rules executed after indexes are submitted

OCR and Invoice Capture Center (ICC) Slide 3


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OCR and Invoice Capture Center (ICC)

13-3

Chapter Guide
Capture index
Invoice Capture Center (ICC)
VIM OCR Integration

OCR and Invoice Capture Center (ICC) Slide 4


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Invoice Capture Center at a glance


Open Text Invoice Capture Center (ICC) is the OCR option for Open
Text Vendor Invoice Management (aka SAP Invoice Management by
Open Text).
Invoice Capture Center provides automatic data extraction via OCR/IDR
for invoice header and item data.
Invoice Capture Center interfaces with Open Text Vendor Invoice
Management and increases productivity and data quality of the VIM
business scenario. VIM interface is delivered with VIM Software.

OCR and Invoice Capture Center (ICC) Slide 5


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OCR and Invoice Capture Center (ICC)

13-5

Invoice Capture Center at a glance (2)


Invoice Capture Center is a preconfigured system which automates and
simplifies invoice processing.
Invoice Capture Center improves data quality as logical checks are
made during recognition process, e. g.
sum checks for invoice amount fields
check for valid invoice data
Intelligent document capture recognizes not only data found on the image but
determines also data which are needed for invoice processing in SAP, e. g.
Vendor number
Company code
by matching invoice data offline with SAP master data.

OCR and Invoice Capture Center (ICC) Slide 6


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Chapter Guide
Capture index
Invoice Capture Center (ICC)
VIM OCR Integration

OCR and Invoice Capture Center (ICC) Slide 7


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OCR and Invoice Capture Center (ICC)

13-7

Details on ICC
Architecture and Infrastructure
Recognition
Freeform Recognition and Training with ART
Company Code Detection
Vendor Detection
Tax rates, currencies, sum checks
Training

Extensions
Additional fields in ICC (Extraction, Validation, Training)
Transfer to VIM

Miscellaneous
Barcodes
Country specific Validation UI
Best practices document separation,

OCR and Invoice Capture Center (ICC) Slide


Slide8 8
Learning Services December
2, 2009
Copyright
Open Text2008
Corporation.
Allrights
rightsreserved.
reserved.
Copyright
Open
Text Corporation
- 2009. All

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250

Open Text VIM Automated paper-to-post invoice


management
Inbox
(incoming
mail / fax)

PREPARE

Invoice
Recognition

TRANSFORM

Scanning

OCR
UMWANDLUNG

Archiving

Validation

Invoice
Verification

Collaboration &
Monitoring

Prfung und
VERIFY AND
Vervollstndigung
COMPLETE

Trigger workflows

Invoice
Completion

EXCEPTION
HANDLING

Comment

APPROVE

Payment

PAY

Post invoices

Automated reconciliation and posting

Open Text
Archiving for
SAP Solutions*

Open Text
Invoice
Capture Center

Open Text Vendor Invoice Management

ERP (FI/AP)

* or another SAP ArchiveLink-certified repository, not part of Open Text Vendor Invoice Management
OCR and Invoice Capture Center (ICC) Slide 9
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

OCR and Invoice Capture Center (ICC)

13-9

Architecture& Infrastructure: High Level Architecture

ICC
Validation Client
ICC
Customizing Client

ICC
Validation Client

SAP Central System


ICC
Recognition
Server

SAP Satellite System

SAP IM 5.2 providing


Dispatch function for ICC
Administration for ICC
Downloads for ICC

Approval
Portal
SAP Satellite System

LiveLink Enterprise Archive


OCR and Invoice Capture Center (ICC) Slide
Slide
1010
Learning Services December
2, 2009
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Corporation.
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rightsreserved.
reserved.
Copyright
Open
Text Corporation
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250

Architecture & Infrastructure: ICC-VIM Integration


Master Data:
Vendor master data, PO data,
(Periodic download)

VIM Dispatch

VIM

SAP R/3

Entererprise
Scan

Invoice data ok?

Invoice
Data

OCR / IDR
Invoice
Image

ECM Suite

Recognition
Invoice data extraction,
data mapping with
download data

Validation
Manual keying of
missing data

VIM Business Rules


Validate and complete
invoice data, exception
handling, approval

VIM/SAP Invoice
Processing
Posting

OCR and Invoice Capture Center (ICC) Slide 11


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OCR and Invoice Capture Center (ICC)

13-11

ICC Monitoring
Use ICC data monitor
Or VIM Analytics

OCR and Invoice Capture Center (ICC) Slide 12


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250

Architecture&infrastructure: SAP/VIM Integration


ICC 3.0 and Vendor Invoice Management 5.1.6

Scanning

ICC-Dispatch

OCR IDR

SAP / Vendor Invoice Management

Duplicate
check

Validation

.
SAP System

Capture Frontend

ICC 5.2 and Vendor Invoice Management 5.2

Scanning

SAP / Vendor Invoice Management

OCR IDR

Validation

Duplicate
check

.
SAP System
OCR and Invoice Capture Center (ICC) Slide 13

Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

OCR and Invoice Capture Center (ICC)

13-13

Infrastructure: ICC Hardware configuration

OCR and Invoice Capture Center (ICC) Slide 14


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

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250

Architecture

OCR and Invoice Capture Center (ICC) Slide 15


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

OCR and Invoice Capture Center (ICC)

13-15

Data flow steps in sequence


1.

Enterprise Scan calls SAP through Early Archiving Scenario

2.

Enterprise Scan deposits the image to the archive server.

3.

ICC-Extraction engine calls API(B) via a scheduled batch job on ICC side - /OPT/VIM_IF_GET_NEW_DOC_LIST and
gets new documents for processing. Gets all the documents in "Ready for OCR" Status along with Secure URL for
Image and XML document which will be created by ICC extraction engine.

4.

ICC Extraction engine picks documents from step 3 and imports the corresponding images from LEA (archive server)

5.

ICC- Extraction engine Export module calls API(D) /OPT/VIM_IF_VIM_OCR_DATA_UPDATE with call point EX,
updates the status and OCR data appropriately . This API exports the data to SAP after completion of extraction phase

6.

ICC- Extraction engine sends the results XML file of the exported data to the archive server using the URL retrieved
early from SAP at step 3.
For each Exported Data to SAP corresponding Results are stored in XML file and archived back to archive server

7.

Periodic job runs on SAP side and picks up the DP Items with status Sent to OCR and checks the time elapsed and if
it exceeds the configured time, set the status back to Ready for OCR . It also picks up DP items with status Sent for
validation and after elapsed time sets the status to Ready for Validation.

8.

Periodic job runs on SAP side and picks up DP items with status Extraction Completed and runs business rules for
validation required and if validation required, sets the status to Ready for Validation If it is not required, it will start DP
Workflow. --- If Validation is required then System evaluates the agents for the VALIDATOR role and updates the SAP
tables

9.

ICC-Validation engine calls API(G) - /OPT/VIM_IF _GET_VAL_DOC_LIST and gets list of documents for validation
Gets all the documents in "Ready for Validation" Status along with Secure URL for Image and XML document

10.

ICCValidation engine picks documents (both image and XML) for each validation document and sends the results
XML file to the archive server using the URL retrieved from SAP at step 9

11.

ICC-Validation engine calls API(D) - /OPT/VIM_IF_VIM _VIM_OCR_DATA_UPDATE with call point VA, Updates the
status and OCR data appropriately . This API exports the data to SAP after completion of validation phase
OCR and Invoice Capture Center (ICC) Slide 16
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250

Status Flow
E
D

10-Obsolete

80-Validation
Retry Exceeded

10-Obsolete

89-Error in
OCR
Validation

A
B

01-Scanned

72-Sent to OCR

73-Extraction
Completed

74-Ready for
Validation

75-Sent for
Validation

76-Validation
Completed

00-Created

77-Sent to
Workflow

87-Error in
OCR
Extraction

86-Error in Invoking
DP Workflow

85-Error Resolving
Validation Agents

79-Extraction Retry
Exceeded

10-Obsolete

10-Obsolete

A. Function module /OPT/VIM_IF_GET_NEW_DOC_LIST


B. Batch job program /OPT/VIM_STATUS_EXTR
C. Function module /OPT/VIM_IF_OCR_DATA_UPDATE
D. Admin tool transaction /OPT/VIM_7AX8
E. Batch job DP Trigger - /OPT/VIM_DP_TRIGGER
F. Function module /OPT/VIM_IF_GET_VAL_DOC_LIST
G. Batch job program /OPT/VIM_STATUS_VALI

84-Mapping Error

VIM Statuses
00- Created
01- Scanned
10-Obsolete
72-Sent to OCR
73-Extraction Completed
74-Ready for Validation
75-Sent for Validation
76-Validation Completed
77-Sent to Workflow (Multibackend scenario)
79-Extraction Retry Exceeded
80-Validation Retry Exceeded
84-Mapping Error
85-Error in Resolving Validation Agents
86-Error in Invoking workflow
87-Error in OCR Extraction
89-Error in OCR Validation

OCR and Invoice Capture Center (ICC) Slide 17


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

OCR and Invoice Capture Center (ICC)

13-17

Infrastructure: ICC VIM Data Flow


SAP Masterdata Download

SAP
SAP
WFL/Archi
veLink

SAP IM
Dispatch
Function

ICC
ICC Admini
Admini

OCR result

stration
stration

Image

Configuration Data

ICC Validation
Client(s)
(Windows)

ICC Recognition
Server (Windows)

Archive

Image

SAP IM

SAP Table

Validation result

OT
Enterpri
se Scan

SAP DB

ICC Customizing
Client (Windows)

Detailed results XML


Image
Detailed results XML
OCR and Invoice Capture Center (ICC) Slide 18
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Infrastructure: ICC Download Flow


SAP Masterdata Download

SAP
SAP
WFL/Archi
veLink

SAP IM
Dispatch
Function

ICC
ICC Admini
Admini

OCR result

stration
stration

Image

Configuration Data

ICC Validation
Client(s)
(Windows)

ICC Recognition
Server (Windows)

Archive

Image

SAP IM

SAP Table

Validation result

OT
Enterpri
se Scan

SAP DB

ICC Customizing
Client (Windows)

Detailed results XML


Image
Detailed results XML
OCR and Invoice Capture Center (ICC) Slide 19
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

OCR and Invoice Capture Center (ICC)

13-19

Infrastructure: ICC Configuration Flow


SAP Masterdata Download

SAP
SAP
WFL/Archi
veLink

SAP IM
Dispatch
Function

ICC
ICC Admini
Admini

OCR result

stration
stration

Image

Configuration Data

ICC Validation
Client(s)
(Windows)

ICC Recognition
Server (Windows)

Archive

Image

SAP IM

SAP Table

Validation result

OT
Enterpri
se Scan

SAP DB

ICC Customizing
Client (Windows)

Detailed results XML


Image
Detailed results XML
OCR and Invoice Capture Center (ICC) Slide 20
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Infrastructure: VIM ICC Document Type Concept


Document types are used for managing document and business process

Archive Document Type


CC Code assignment
Recognition Profile (e.g.
country)
Validation Agent
assignment
Validation mode: Validation
yes/no

ES/ICC Document &


Data Capture

VIM document type (Default,


PO/NonPO,country)

VIM Dispatch
VIM Indexing
VIM business rules
VIM exception workflows

VIM Business
Process
OCR and Invoice Capture Center (ICC) Slide 21
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OCR and Invoice Capture Center (ICC)

13-21

Recognition: Division of work ICC - VIM


ICC doesnt duplicate SAP business logic in external system
ICC only uses SAP data download for recognition purpose
ICC does some internal logical and mathematical checks on the invoice
(check invoice amounts, check line item amounts) for recognition
purpose but delivers no check result to Validation or VIM
ICC delivers data 1:1 from the invoice, if they are recognized with high
reliability. If reliability is not sufficient, field is delivered empty
ICC doesnt apply business rules and doesnt modify or deduct data
ICC doesnt complete e.g. tax rate by calculating from amount fields
ICC Validation does no field comprehensive checks
For two fields ICC makes exception: Vendor ID, Line item mapping
VendorID: if not found, field remains empty. No address data is delivered
Line item mapping: recognition data are completed item by item by PO number
and PO line item number for unmapped lines PO number and PO line item
number fields remain empty
OCR and Invoice Capture Center (ICC) Slide 22
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Long term effect of different Approaches

Form
(template)
based
Recognition

Free Form
Recognition

Adaptive
(=learning)
technology

Combining
Free Forms
and adaptive

ICC approach

Increase of recognition rate during production time

OCR and Invoice Capture Center (ICC) Slide 23


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Each invoice has a different layout. Several approached have been taken to tackle the
challenge of data extraction from unstructured or semi-structured documents. Historically the
template approach has been the first. One creates a template for each vendor describing
where the relevant data can be found on the invoice. The more template one creates the
higher the automation rate. However there are very many vendors and they change their
invoice layout from time to time thus this approach could not suffice.
The free forms recognition implements rules which describe in a general way how invoices are
structured. If implemented carefully and tested against a large number of sample invoices it
yields a high recognition rate in constant manner.
Adaptive technologies start from zero but learn as the observer the manual keying clerks and
creating rules from there. However learning will stuck from a certain point when the created
rules start to contradict. Performance may even degrade.
Obviously the best approach is to combine the techniques as is done by Open Text

OCR and Invoice Capture Center (ICC)

13-23

Invoice Knowledge Base


Invoice Capture Center comes with a built in Knowledge Base
Extraction rules have been developed and verified based on thousands
of international sample invoices
Language samples from > 20 countries
Recognition rates up to 95 % at field level,
typical values between 70 % and 90 %
Continued refinement based on field experience

OCR and Invoice Capture Center (ICC) Slide 24


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Localization and Country Support


available in 5.2

Destination
(business logic for invoice
processing)

Source
(Specific extraction

User Interface
Language

knowledge base)

(Incl. user manuals)

North
America

United States

United States

Europe

Austria
Belgium
Denmark
Finland
France
Germany
Italy
Netherlands
Norway
Spain
Switzerland
Sweden
United Kingdom

Austria
Belgium
Denmark
Finland
France
Germany
Italy
Netherlands
Norway
Spain
Switzerland
Sweden
United Kingdom

Japan

Japan

Asia

Dutch
English
French
German
Italian
Japanese
Portuguese
Spanish

OCR and Invoice Capture Center (ICC) Slide 25


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13-25

Recognition Configuration:
Multiple Country Application for EU
Recipient Country Recognition Application

User Interface
Language
(Incl. user manuals)

Number of
Number of
applications
applications
restricted to 10
restricted to 10

EU country

EU country
Recognizes also invoices from
other supported EU countries
Configure one or more EU
country applications

Depends on basic
application
*Default settings
*Default settings
(currency) depen(currency) depending on basic
ding on basic
application
application

OCR and Invoice Capture Center (ICC) Slide 26


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

In standard 15 country applications are delivered. After installation in a post installation


configuration step one or more country applications are to be configured.
ICC 5.2 supports to run 10 applications in parallel. In a SSC it may occur that invoices for
more than 10 clients have to be processed countries can be grouped by UI languages as
proposed you could even group all EU countries in one application if UI language can be the
same. UI language means display of field names menu language settings can be changed
by user starting validation, but field name language depends on recognition application.

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250

Recognition Configuration:
Multiple Country Applications for SSC

Number of
Number of
applications
applications
restricted to 10
restricted to 10

North
America

Recipient Country Recognition Application

United States

User Interface
Language
(Incl. user manuals)

English

Europe
Germany, Austria, Switzerland*

Asia

German

Belgium, France

French

Norway, Sweden, Denmark*

English

UK, Finland*

English

Italy

Italian

Spain

Spanish

Netherlands

Dutch

Japan

Japanese

*Default settings
*Default settings
(currency) depen(currency) depending on basic
ding on basic
application
application

OCR and Invoice Capture Center (ICC) Slide 27


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

In standard 15 country applications are delivered. After installation in a post installation


configuration step one or more country applications are to be configured.
ICC 5.2 supports to run 10 applications in parallel. In a SSC it may occur that invoices for
more than 10 clients have to be processed countries can be grouped by UI languages as
proposed you could even group all EU countries in one application if UI language can be the
same. UI language means display of field names menu language settings can be changed
by user starting validation, but field name language depends on recognition application.

OCR and Invoice Capture Center (ICC)

13-27

Typical Invoice Data Extraction

Supplier

Invoice Number
Invoice Date
Order, Delivery note

Items
Net Amount
Tax Rate,
Amount
Currency

OCR and Invoice Capture Center (ICC) Slide 28


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Recognition Process
OCR

Analyze

Extract

Normalize

Verify

10/24/08

3
CLERK: 12
DATE SHIPPED
ORDER DATE
10/30/02
10/24/02
COVER CODE
PA

Turn pixels into characters using optical


character recognition

Order Date =
10/24/08

Date

Format (US)
Day = 24
Month = Oct
Year = 2008

24.10.2008

Valid
?

yes

no

Word

24.10.2008

Numbe
r

Find meaningful
entities and tag them

Manual
keying

Find the correct date


among all detected
alternatives

Decompose string into


subunits and re-format
as required

Export

Manual
keying

Check against
business and
plausibility rules

Validation
Export

OCR and Invoice Capture Center (ICC) Slide 29


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The recognition process breaks down into several steps as shown in the above diagram.
Manual validation means keying in those data that could not be extracted automatically or
which failed to run through the verification step.

OCR and Invoice Capture Center (ICC)

13-29

Recognition: Company Code Detection


ICC supports three ways of company code detection:
1. Fix company code for defined SAP system
If customer has only one company code that setting can be used

2. Company Code per archive document type


If incoming invoices are scanned separately for subsidiaries scan jobs can be
linked to archive document types. Every subsidiary has its one document type.
Allows to assign Validation task to be done in subsidiary or by VALIDATON user
assigned to subsidiary

3. Automatic Company Code detection


Company code is detected by invoice recipient address (in US: ship to address).
Ship to address can be downloaded from SAP- that is the home address assigned
to the company code - can be used as template to extend for address synonyms
which are also valid (consider different spelling, abbreviations etc.). In some
countries only one registered address will be valid.

OCR and Invoice Capture Center (ICC) Slide 30


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Use of Company Code in ICC


Company Code is used for Vendor Detection
Vendor detection in 5.2 is made by SnapMatch
SnapMatch delivers all vendor alternatives found by mapping vendor master
download data with invoice data
If company code is known, filter is set for company code
Makes sense if
company code is used for subsidiaries in foreign countries
Due to company mergers vendors exist with different vendor numbers in different
company codes

Company code filter will be switchable on/off from SP2 on.

Company Code is used for line item mapping with SnapMatch


Download contains all PO numbers for all company codes
For performance reasons a filter is set for line item mapping . Filter is defined
by company code and PO numbers, identified on the invoice

OCR and Invoice Capture Center (ICC) Slide 31


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OCR and Invoice Capture Center (ICC)

13-31

Invoice data sample (Vendor)


Vendor
Data

Master data
(excerpt from
ERP system)
Vendor ID
Vendor name

Vendor ID not to be found on the invoice


Vendor ID as in master data
Vendor name

How is the data extracted?


Use of invoice knowledge base
SnapMach data mapping with master data
Use of vendor master data including
auxiliary information (company name, Fax +
tel. number, address , )

Usage

Name
Address
Tel / Fax
number

Required for posting


Can be set as mandatory field

Configuration
Presentation
Automation

Other
Bank account

OCR and Invoice Capture Center (ICC) Slide 32


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Recognition: Vendor Detection


Vendor field in Validation standard settings
Vendor number edible
Alternatives for company presented in lookup list

Vendor address - not edible

Recognition status is not flagged explicitly


Field will be empty if vendor mapping has not been successful
Empty field means that mapping of vendor master data with OCR data has not
been successful

Vendor address data not handed over to VIM because


If vendor number field is filled, mapping with master data was successful,
unnecessary to hand over master data to VIM
address data recognized without matching with address data base may be so
erroneous that VIM cannot match

OCR and Invoice Capture Center (ICC) Slide 33


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OCR and Invoice Capture Center (ICC)

13-33

Invoice data sample (Amount(s))


Amount(s)
Data
Net, gross amount and currency (default)
Tax rate(s), amount(s), freight, (optional)

How is the data extracted?


Use of invoice knowledge base
Iterated key value search (an invoice is
cluttered with amounts)
Logical and geometrical relationships
between values are used for disambiguation

Usage
Required for posting
Mandatory field

Configuration
Language setting
Selection of required amounts

OCR and Invoice Capture Center (ICC) Slide 34


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Invoice data sample (invoice data, - number)


Invoice date, invoice number
Data
Date of issue
Vendor reference number

How is the data extracted?


Use of invoice knowledge base
Iterated key value search (many dates on an
invoice)
Often invoice date and number are in
proximity

Usage
Required for posting
Mandatory field

Configuration
Language setting
Valid accepted date ranges

OCR and Invoice Capture Center (ICC) Slide 35


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OCR and Invoice Capture Center (ICC)

13-35

Invoice data sample (Purchase order number)


Purchase order number
Data
Purchase order number

How is the data extracted?


Use of invoice knowledge base
Iterated key value search
Use predefined syntax (450..) or
downloaded list of open orders

Usage
Required for posting and for line item
matching
Mandatory field

Configuration
Company syntax for order numbers

OCR and Invoice Capture Center (ICC) Slide 36


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Invoice data sample (Line items)


Line items
Data
Order number, order line number
Quantity, unit
Unit price, total price, tax rate + amount
Description (optional)
Delivery note number (optional)

How is the data extracted?


Layout analysis and content analysis
Optional use of column headings
Varying order of rows

Usage
Data matching against PO data and
delivered goods
Use: Optionally

Configuration
Turn on/off for NPO

OCR and Invoice Capture Center (ICC) Slide 37


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OCR and Invoice Capture Center (ICC)

13-37

Recognition: Invoice Line Items


Line item recognition allows for straight through processing of P/O based
paper invoices.
ICC line item mapping is generic and works for unknown invoices no
templates need to be trained.
In order to post an invoice related to a purchase order corresponding PO
and invoice lines have to be found.
Automatic posting is possible if quantities and prices of invoice and PO
items match. That should be checked automatically.
The technical challenges are the huge variations of invoice line items
shown on an invoice. Vendor material numbers and texts may have few
accordance with purchase order data.

OCR and Invoice Capture Center (ICC) Slide 38


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Recognition: Invoice Line Items


Two strategies are used in combination:
1. If the line items show a regular tabular structure, e. g. one line per item,
and for NonPO invoices, free form table recognition component is
used.
It identifies columns and rows by a combination of the syntactical structure
of the information (like an amount, or a unit of measure), geometric structure
(like above, left-of) and subject matter knowledge (total amount column is
typically the right-most one).
Once the table is found and extracted, for PO invoices, data are mapped
against download of open purchase order items to order number.

2. The second approach starts from the open order items and searches
the document for them.
Open order items of related PO for vendor are identified in PO download
data
Elements of the PO data can be found on the invoices and those are then
assembled and verified being a reasonable invoice line item.

OCR and Invoice Capture Center (ICC) Slide 39


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Recognition: Invoice Line items ICC Parameters


Line item recognition on/off
Should not be deactivated in general, as VIM requires line item data for PO
invoices

Check line items against PO data


Activates SnapMatch Algorithm for mapping PO download data for known
vendor and company code with invoice data
Completes line item data with PO number and PO line item number line per
line PO line item number is rarely to be found on the invoice
If line item check is not activated invoice knowledge base table recognition will
work no PO line item number will be delivered, multiple PO numbers will not
be delivered exception will arise in VIM.

Line item recognition on/off for Non-PO invoices


Makes sense if customer does not need invoice line item data for cost center
assignment

OCR and Invoice Capture Center (ICC) Slide 40


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Recognition Invoice Line Item Mapping


Use of fields for mapping: quantity, unit price, amount, delivery notes
number, more may be implemented customer specifically (from SP2)
Download of PO data extract from SAP
Mapping considers with first priority goods receipt data. If no goods receipt
data available, mapping against PO data for vendor and company code
If vendor and/or company code have not been detected, mapping is not
possible

If algorithm detects additional table rows and data match with goods
receipt/PO data, these rows are identified as valid line items and are also
exported to VIM
Partially mapping: even if not all relevant fields per line item are mapping
100%, results may be delivered for the line item with indication of
confidence
Generic line item mapping API for setting up customer specific line item
mapping strategy (will come with SP2)
For additional fields (like material numbers, texts etc.)
Implementing additional mapping criteria
OCR and Invoice Capture Center (ICC) Slide 41
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OCR and Invoice Capture Center (ICC)

13-41

Recognition: Invoice Line Item Result Data


For the lines mapping with PO data, line item data (quantity, unit price,
item price, unit, quantity, etc.) are completed by the following data and
handed over to VIM:
PO line number
PO number
Delivery note number (optionally)

For lines not mapping, above mentioned fields remain empty, other ICC
line item fields are handed over to VIM
Result data may be displayed in table view of Validation client and be
completed manually, if that may support automatic PO data matching in
VIM, depending on invoice and PO accordance in customer
environment.
In general no validation should be done for line items too much effort

OCR and Invoice Capture Center (ICC) Slide 42


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Recognition - Training with ART (1)


ICC has two recognition modes:
1. Standard mode is DOKuStar freeform recognition using invoice knowledge
base.
2. ART Adaptive training mode can be used for training optional fields, for
Japanese invoices and for new fields. Training with ART creates a template
e.g. for a vendor invoice.

Training with ART is easy:


Training is done in Validation process by Validation User. Template is
created in 1-2 minutes in Validation Client by clicking data from image using
SingleClick Entry.
All fields filled in in Validation Client are trained automatically if training button is
pushed

Training can be done offline in Customizing Client by Administrator


Training is done in advance by administrator for defined vendor invoices
Training data is stored in data base and used in production for voting with
DOKuStar recognition data

OCR and Invoice Capture Center (ICC) Slide 43


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OCR and Invoice Capture Center (ICC)

13-43

Recognition - Training with ART (2)


ART training is used to train the optional fields
Supply Date
Freight Amount
Handling Charges

For the following fields optimization may be obtained by using ART


training:
PO number
Invoice number
Net amount
Tax amount
Total amount
Currency

For new fields automation method generic template based recognition


can be assigned
OCR and Invoice Capture Center (ICC) Slide 44
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Recognition - Training who takes profit?


Training with ART provides results for fields which are not recognized by
DOKuStar Knowledge Base (= Optional Fields)
Training with ART may provide higher recognition rates for special
effects on generic invoice fields which cannot be recognized by
knowledge base. With activation of ART voting between DOKuStar and
ARTwill be activated.
For some countries like JAPAN, ART has to be used for recognizing
some invoice fields not supported by knowledge base.
With ART recognition results will improve customer specifically as
training takes place with invoices typical for customer environment.
Recognition will adapt automatically to customer invoice material.

OCR and Invoice Capture Center (ICC) Slide 45


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Miscellanous
Barcode recognition
Barcode can be detected by Enterprise Scan but due to early archiving
scenario no standard transfer to VIM exists. Could be implemented project
specially.
So barcode should be detected by ICC. That feature exists in basic DOKuStar
recognition, is not accessible in standard customizing, but barcode field
recognition is accessible by advanced customizing and can be implemented
by Open Text Global Services and certified partners.

Country specific Validation


Validation is automatically prepared if one of the standard country applications
will be selected in post installation configuration
If application mix is configured validation UI of basic application will apply
Language for user menu can be changed by user. Field name language is
predefined by application. Example: Basic application German y is used for
Germany, Switzerland, Luxemburg, Austria. User menu will be German, but
can be changed to French by User, field names will be German, cannot be
changed.
OCR and Invoice Capture Center (ICC) Slide 46
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Extensions: New Field (1)


Add new field
In Customizing Client of ICC new field can easilybe added by using
Standard customizing
Extended customizing

New fields can be


freeform recognition fields using invoice knowledge base
ART adaptive recognition technology fields to be trained by Validation or
Customizing Client

Transfer to VIM is preconfigured in mapping table


For being used by VIM,ICC field field has to be active in mapping table and has to
mapp to dedicated VIM field
In Baseline 45 ICC fields are active in mapping table and are mapped to 45 VIM
fields
Mapping of ICC fields can be modified choice of 100 VIM fields available
10 VIM fields for custom use are prepared and can be used to introduce and mapp
new ICC fields not contained in the list

OCR and Invoice Capture Center (ICC) Slide 47


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13-47

Extensions: New Field (2)


Advanced settings
Name, data type etc.
Field presentation in validation
Recognition of the field

OCR and Invoice Capture Center (ICC) Slide 48


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Miscellanous: Document Separation Best Practise


Early Archiving Scenario prerequisites document separation during
scanning
Document separation should be 100% because errors will cause multiple
effort in follower processes
Automatic document classifiaction will need manual step for documents
which could not be separated automatically
Best practice
Scan single page invoices in one batch
Scan multiple page invoices separated by separator page or by barcode
If invoices addressed to different subsidiaries are delivered separately there is
no need to mix them up for scanning.
Scan them with separate scan jobs assigned to one or several ICC
applications (e.g .Companies running country subsidiaries in separate
company codes )

OCR and Invoice Capture Center (ICC) Slide 49


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OCR and Invoice Capture Center (ICC)

13-49

SAP ICC out of the box customizing steps (1)


1. Configuration Content repository using TA: OAC0
2. Defining new Archive Doc types using TA: OAD5
Three Archive Doc types:
/OPT/ICC for Images
Use workflow Task WS00275270 and Method PREPOCESS_OCR
Set SAP Object Types for /OPT/V1001, BKPF and BUS2081

/OPT/XML for XML documents (for recognition)


/OPT/OTHERS for Additional Images in E-Invoice Scenario

3. Setting the Retry limits for Extraction & Validation


4. Defining new Validation group & assigning to Archiving doc type
5. Creating new role template for VALIDATOR & assigning Validators for
Archive doc types

OCR and Invoice Capture Center (ICC) Slide 50


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SAP ICC out of the box customizing steps (2)


6. Configuring ICC Integration relevant Z-constants
Channel ID
Validation errors
Validator Role
Workflow Template
Preprocess Exit Function module

7. VIM-ICC field mapping


8. System Determination Procedure (Default Company Code)
9. Defining new channel for ICC (if necessary)

OCR and Invoice Capture Center (ICC) Slide 51


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13-51

ICC Configuration entry point


TA: /OPT/SPRO

Document Processing

ICC Configuration

OCR and Invoice Capture Center (ICC) Slide 52


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Maintain Parameters for Archive Doctype (OCR)

OCR and Invoice Capture Center (ICC) Slide 53


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13-53

Maintain Retry count and Time Limit for OCR


Extraction & Validation
ICC Dispatcher changes the DP Document status back to Scanned or
Ready for Validation if a particular DP Document is in Extraction or
Validation process in more than the allowed time.
Maximum allowed time limits & maximum number of tries for Extraction
and Validation will be maintained here.
Call point EX EXTRACTION
Call point VA VALIDATION

OCR and Invoice Capture Center (ICC) Slide 54


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Validation Determination Procedure (OCR)


Validation framework determines whether a DP Document needs
validation or not
assigns the validation agents to validate the DP Document.
Validation Determination Group will determine whether Validation is
required or not. We have another option too, which checks the listed
fields whether they are maintained.

OCR and Invoice Capture Center (ICC) Slide 55


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OCR and Invoice Capture Center (ICC)

13-55

Set Up Validation Determination Condition


Define your Validate Groups

And select the type: Selected Fields or Never or Always

OCR and Invoice Capture Center (ICC) Slide 56


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Maintain Validation Determination ID as follows


1. Description: Enter a short description
2. Check Type: Function Module or Index Data Fields
3. Validate Chk Func: the function to validate
4. Validation type
Validate for selected fields: Validate the DP Document on missing data for listed
fields
Validate Never: DP Document will not go for validation
Validate Always: All DP Documents need to be validated with this Validation
Determination ID.

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Set Up Validation Determination Fields


In case of selection
define also the Determination Fields

OCR and Invoice Capture Center (ICC) Slide 57


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13-57

Link Archive Document Type to Validation Group


Define what validation should be used for specific Archive Doctypes

OCR and Invoice Capture Center (ICC) Slide 58


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Advanced Configuration
Here you can maintain the Default values for some constants

OCR and Invoice Capture Center (ICC) Slide 59


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13-59

Default values for Advanced Configuration


All values for Product Code 005
Constant

Description

Constant Value

DP_DOC_TYPE

Default DP Doc type

DEFAULT

DP_EX_VA_CANCEL

OCR Extraction/
Validation is Cancel

Cancel

DP_EX_VA_ERROR

OCR Extraction/
Validation is Error

Error

DP_EX_VA_SUCCESS

OCR Extraction/
Validation is Success

Ok

URL_READ_FM

Function module to
read the Image/
Document URL

SCMS_DOC_URL_READ

XML_AR_OBJECT

AR Object of XML
Document

/OPT/XML

OCR and Invoice Capture Center (ICC) Slide 60


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Maintain Channel ID constants


You can maintain here the Default ICC Channel ID

OCR and Invoice Capture Center (ICC) Slide 61


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13-61

Maintain Constants for Validate on Mapping errors


DP Trigger job maps the extraction data. In case of any Mapping errors,
the system check if it is necessary to validate such documents based on
the value of this Constant.

Default value: YES


This means send DP Documents to validate every time on mapping errors.

OCR and Invoice Capture Center (ICC) Slide 62


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Maintain Validator Role


Maintain here the Name for the Role of the Validator, it can be used in
the Role definition

Default value: VALIDATOR

OCR and Invoice Capture Center (ICC) Slide 63


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Maintain Workflow Template Constants


Maintain here default Workflow template for Document processing.

Default is: WS00275269

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Maintain Preprocess Exit constants


In case a "Preprocess Exit Function Module" should be used, maintain
the name of the Module here

OCR and Invoice Capture Center (ICC) Slide 65


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Multi Backend scenario


For multiple system landscape, in Central system you can define your
Archive Doctype<->Backend system Mapping as shown below (Before
this make sure your system landscape directory is fully defined)
Follow menu path LiveLink VIM Configuration Document Processing
General Configuration MultiBackend Scenarios System Determination
Procedure System Determination via Archive Doc Type
If you are using any archive doc type in Central system which you are going
to use trigger DP Workflow in another backend system then please maintain
that archive doctype configuration in the corresponding backend system (by
linking it to appropriate DP Document Type at DP Document Type Definition
level)

OCR and Invoice Capture Center (ICC) Slide 66


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ICC Batch Jobs


ICC Extraction job
Picks up document with overdue from extraction status and resets the
status to scanned so that they will be sent to extraction again.
Program name: /OPT/VIM_STATUS_EXTR

ICC Validation job


Picks up document with overdue from validation status and resets the
status to Ready for Validation so that they will be sent to Validation again.
Program name: /OPT/VIM_STATUS_VALI

DP Trigger job
Triggers DP workflow
Program name: /OPT/VIM_DP_TRIGGER

OCR and Invoice Capture Center (ICC) Slide 67


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ICC Download programs


Vendor Download
Downloads vendors with all companies and Bank information
Program name: /OPT/IR_DL_VENDOR_TO_STG_TABLE
Downloads to staging table

PO Download
Downloads all POs
Downloads all Open POs
Program name: /OPT/IR_DL_PO_TO_STG_TABLES
Downloads to staging tables

OCR and Invoice Capture Center (ICC) Slide 68


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Non-ICC Integration
1. Non OCR Scenario
2. VIM Integration with non ICC OCR / E-Invoice Scenario
3. EDI Integration

OCR and Invoice Capture Center (ICC) Slide 69


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Non OCR Scenario


Use Workflow Template WS00275271

OCR and Invoice Capture Center (ICC) Slide 70


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VIM Integration with non ICC OCR/ E-Invoice


Scenario (Swimlane)

OCR and Invoice Capture Center (ICC) Slide 71


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VIM Integration with non ICC OCR / E-Invoice


Scenario
1. API /OPT/ARCHIV_DOC_URL_CREATE
This function module allow for archiving a document. This will facilitate the
generation of URL to be used by the 3rd party application to archive the
invoice image onto the content repository.

2. API /OPT/VIM_START_DOC_PROCESS_EXT
This function module facilitates the receipt of meta data of the invoice and
start the processing in SAP Invoice Management.

3. API /OPT/VIM_DOCUMENT_STATUS
This function module allows for a 3rd party software to query the status of a
document that was
Detailed document can be found at Documentation of VIM 5.2 SP1 SAP IM
Interface doc

OCR and Invoice Capture Center (ICC) Slide 72


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EDI Integration Scenario


New function module to handle IDocs
/OPT/DP_INBOUND_IDOC_PROC
IDoc type used : INVOIC02
Two step mapping
IDoc to Intermediate
Intermediate to VIM

OCR and Invoice Capture Center (ICC) Slide 73


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E-Invoicing Process Flow Picture

OCR and Invoice Capture Center (ICC) Slide 74


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E-Invoicing Process Flow


1. E-Invoicing Provider receives digitally signed Invoices from Vendors
2. E-Invoicing Provider verifies the authenticity of the digital signature (via
Digital Signature Application) before calling SAP IM APIs
3. E-Invoicing Module then archives the invoice image to Archive Server
via HTTP Post action (Before archiving URL is retrieved by making use
of Open Text provided API (FM1)
4. E-Invoicing Module thereafter calls second API(FM2) to trigger the
invoice processing in SAP.
5. While invoice processing continues in SAP, E-Invoicing Provider can
query the status of the document by calling API(FM3)

OCR and Invoice Capture Center (ICC) Slide 75


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Admin Tool
Transaction code /OPT/VIM_7AX8
Admin tool is used to take the following actions
Discard Image of DP Document
Reset Extraction/Validation retries count
Change Status of DP Document
Trigger DP Job

We can view the following information


Scanned Image of DP Document
Application log of DP Document
Status log of DP Document (Log Data)
Refresh the list after each action

OCR and Invoice Capture Center (ICC) Slide 76


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Admin Tool: Selection and Report Screen

OCR and Invoice Capture Center (ICC) Slide 77


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OCR Test Tool


Transaction code /OPT/VIM_7AX7
It is a tool to simulate the ICC Integration, without ICC system.
You have all core steps of ICC Integration here
Archiving
Extraction
Checking Validation required
Validation
Triggering DP Workflow

OCR and Invoice Capture Center (ICC) Slide 78


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OCR Test Tool Screen

OCR and Invoice Capture Center (ICC) Slide 79


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Application log
Transaction code to view SLG1
Will be used to analyze the issues in Document processing
Log point helps us to locate the issue easily
Log points configured through transaction /OPT/IT_LOG_PNTV
Log levels can be maintained through /OPT/VIM_LOG_CFG

OCR and Invoice Capture Center (ICC) Slide 80


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External System Data (OCR/ IDoc)


TCode: /OPT/SPRO
Document Processing
External System Data
(OCR/IDoc)
External System Data Mapping (Idocs)

OCR and Invoice Capture Center (ICC) Slide 81


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Maintain Mapping Fields - Overview

OCR and Invoice Capture Center (ICC) Slide 82


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Maintain Mapping Fields Single Field Example

OCR and Invoice Capture Center (ICC) Slide 83


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Maintain Document Type Procedure Definition

OCR and Invoice Capture Center (ICC) Slide 84


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Maintain Document Type Procedure Definition:


Step Details View

OCR and Invoice Capture Center (ICC) Slide 85


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Maintain PO Line Determination Procedure

OCR and Invoice Capture Center (ICC) Slide 86


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250

14 PO Invoice Exception
Processing

Slide 1
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

PO Invoice Exception Processing

14-1

Topics
PO Invoice process flow
Baseline exception handling
PO Invoice exception roles
Maintenance Items
Advanced Customization Items

PO Invoice Exception Processing Slide 2


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SAP PO Invoice Processing: Three Way Match


Increase Inventory, Expense,
or Fixed Asset and
Accrue Liability (GR/IR)

Material
Document =

Financial
Document =

Manual
Exception
PO Invoice Exception Processing Slide 3
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

1. The buyer creates the purchase order (PO) by converting an optional purchase requisition (PR)
into a PO or from scratch. A PO has no financial impact. If you are using Commitments, the
financial data is included in commitment reports.
2. When goods are received, Inventory Management (receiving) posts the goods receipt (GR) to
the PO.
3. When the receiver posts the GR, the system automatically adopts the values (line items and
quantities) from the PO. The receiver verifies the quantity received and changes the quantity in
the GR if necessary.
4. The GR financial document increases the inventory, expense or fixed asset account and credits
GR/IR clearing account to accrue the vendor liability. The related Materials (MM) document
increases the inventory quantity.
5. Accounts Payable posts the vendor invoice receipt (IR) through logistics invoice verification in
Materials Management.
6. When A/P posts the IR, the system automatically adopts the values (line items and quantities)
from the GR. The prices, payment terms, and other data from the PO also default into the IR. If
the IR quantity is greater than the GR, A/P can post the invoice document but it will be blocked
from payment until the quantity difference is resolved (quantity block). If the invoice price is
greater than the PO price and outside the pre-set price tolerance, A/P can post the invoice
document but the document will be blocked from payment until the price discrepancy is
resolved (price block).
7. The A/P financial document credits the vendor and debits the GR/IR account to clear the
vendor liability (accrual). The GR/IR account will then have a balance of zero for this PO.
8. Both the GR activity and the IR activity are tracked through the PO by individual line item.

PO Invoice Exception Processing

14-3

PO Invoice Process Flow Without OCR


Scan
document

Document
Processing

Enter index in
Dashboard

Invoice
Exception

Background:
Check for
duplicate invoice

Background:
Apply business
rules

Manually post
invoice

Exceptions
Invalid PO number
Invalid Vendor number
Invalid unit of measure
(UOM)
Invalid currency
Rescan Required

Suspected duplicate
invoice

Unable to auto-park
Approval required
Vendor audit
Vendor maintenance
Vendor mismatch
Service entry required
Currency mismatch
Unit of measure mismatch
Freight on invoice
(see appendix)

Unable to auto-post
Invoice blocked for
payment due to:
Price discrepancy
Quantity discrepancy

PO Invoice Exception Processing Slide 4


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

This is the baseline flow to process a PO related invoice using manual indexing.

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PO Invoice Process Flow With OCR


Scan
document

OCR

Document
Processing

Invoice
Exception

Option

Validate OCR
metadata

Background:
Check for
duplicate invoice

Background:
Apply business
rules

Auto post
invoice

Exceptions
Invalid Data Format
Invalid Invoice data PO
number
Invalid vendor number
Invalid unit of measure
(UOM)
Invalid currency

Suspected duplicate
invoice

Unable to auto-park
Approval required
Vendor audit
Vendor maintenance
Vendor mismatch
Service entry required
Currency mismatch
Unit of measure mismatch
Freight on invoice
(see appendix)

Unable to auto-post
Invoice blocked for
payment due to:
Price discrepancy
Quantity discrepancy

PO Invoice Exception Processing Slide 5


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

This is the baseline flow to process a PO related invoice using OCR.

PO Invoice Exception Processing

14-5

OCR Considerations: PO Invoice Key Information


Determining PO number
Determining PO line items
Vendor must include line item number or use logic to determine line item
number
Single line PO easier to recognize and auto post than multiple line PO

Tax recognition
Amount
Tax code
Tax jurisdiction code based on zip code

Determining credit memo


The word Credit
Minus sign near a value

PO Invoice Exception Processing Slide 6


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

OCR software processes the image and recognizes invoice data needed to post the document in
SAP. An optional part of the OCR subsystem is validation station where missing data can be
completed or where data that where flagged as suspect by the OCR can be verified manually. In
any case most data produced by the OCR are validated and checked against business rules.
However additional validation and business rule application occur in SAP as part of VIM. This
allows the detection of a problem and automatic document routing for resolution inside SAP.
The OCR software passes information to SAP to determine the document type. These rules in
SAP determine the invoice type for purchase orders:

PO invoice if a PO number is found.

Credit Memo PO if the term Credit Memo, Credit Note or Adjustment Note is found with a
PO number or Delivery Note.

Some data is derived and will automatically pre-populate the Indexing screen, such as the
vendor number derived from the PO number.

Your OCR software vendor will work with you to map vendor invoice data to SAP fields.

14-6
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250
6

Indexing Considerations: PO Invoice


Line items not indexed unless OCR used
Indexer enters invoice metadata from the invoice image
Required fields are configurable based on DP document type

Various validations executed to ensure valid and required data captured


Search help possible in this SAP screen

Can configure roles so different users index different document types


This metadata stored in Open Text tables and is later used to prepopulate related SAP transaction

PO Invoice Exception Processing Slide 7


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After scanning, the image ID is passed to SAP and the document processing workflow starts. The
User views the image in SAP to enter additional index data.
This data are used in VIM Suspected Duplicate testing, auto parking selected invoices, and to
route the SAP document to Accounts Payable for review and completion. The indices should only
contain sufficient data to initiate the process so as not to slow down the process.
The user who enters the indexing data can be based on selected organizational unit (SAP ID or
Position) and / or company code. The index is completed inside of SAP. The user can look up data
as needed in the associated field search. (F4)
Standard SAP data validations apply.
A complete list of fields that can be captured is in Appendix A.
The manually entered index data and data passed from OCR are stored in Open Text index tables
and start the business rule processing execution.

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Check for Duplicate: PO Invoice


Before SAP document creation, use meta data to check for duplicate, for
example:
PO number
Invoice date
Gross amount
Vendor reference number
Vendor number

SAP duplicate check is still valid


Duplicate analyst determines if invoice is duplicate
If duplicate, process ends, image status updated
117

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PO Invoice Exception Processing Slide 8


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This background process compares the invoice to other invoices that have been entered through
the index process. It also compares the invoice to SAP documents, both parked and posted.
The logic tests both PO and Non PO invoices. If the Vendor sends and invoice with a PO number
and then sends one without a PO number, the Non PO test will find the duplicate based on other
criteria.
VIM duplicate checking is more robust than the default SAP duplicate check. SAP is limited to
duplicate checking within a single company code.
You can configure VIM to use multiple evaluation formulas.
The standard logic compares PO number, Amount, Company Code and Vendor Number and
Amount.
Database fields:

Document Date in Document BLDAT

Posting Date in the Document BUDAT

Purchasing Document Number EBELN

Different Invoicing Party LIFNR

Gross invoice amount in document currency RMWWR

Reference Document Number XBLNR

The Duplicate Analyst has the choice to confirm the invoice is a duplicate. If confirmed as a
duplicate, the workflow ends.
If the invoice is not a duplicate, the Duplicate Analyst must change the invoice information so the
workflow can continue. Typically, this means changing the Reference (invoice number) field
according to a pre-established business rule, such as adding A to the end of the Reference
number.

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Business Rules
Determine Document Type
PO invoice with OCR
PO invoice without OCR
Non PO invoice with OCR
Non PO invoice without OCR

Determine Process Type


Process type may
Route to others to correct data
Park the invoice
Post the invoice

PO Invoice Exception Processing Slide 9


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The process type controls the exception processing screens and available options on the
Dashboard.
An exception is also a process type.

PO Invoice Exception Processing

14-9

SAP Document Creation


Configure document creation as background or foreground processing
If basic metadata (index data) collected, can automate SAP document
creation
If only header data indexed, system parks document

Sophisticated infrastructure pre-populates the SAP create transaction


with the metadata
OCR system
Recognizes line item and matches, the system automatically posts document
Only recognizes header information, the system parks document

PO Invoice Exception Processing Slide 10


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After document scanning and OCR processing, the captured invoice data passes to the OT SAP
index tables for further processing. VIM extracts additional data based on the OCR input. For
example, OCR provides the PO number and VIM determines the company code and vendor
information from the PO.
The VIM logic determines the next process step. If the selected data is invalid, such as the vendor
number, VIM routes a workitem to the appropriate user to correct the index data.
If the index data is valid, the business logic determines if the invoice should be posted, or parked
and routed for problem resolution.

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Exception Handling Process: PO Invoice


Exceptions are handled throughout the invoice lifecycle
These exceptions are handled before system can create SAP document
Duplicated invoices
Invalid Vendor Master
Invalid PO number or PO closed

Data discrepancies are handled when invoices are parked


Invoice data do not match PO data
Special topics such as freight, tax, service entry

Invoice matching (Invoice, PO and GR) failures are handled by posting


the invoice but block for payment

PO Invoice Exception Processing Slide 11


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PO Invoice Exception Processing

14-11

Exception Handling Methods


Collaboration
Refer for action: request someone to take an action, such as change the PO
Refer for information: request someone to provide information

Correct data in SAP using SAP transaction


Create and/or Change PO
Create and/or Change Goods Receipts
Create and/or Change Vendor Master

Process invoice
Cancel the invoice
Cancel and re-enter with new information
Short-pay invoice
Pay the invoice as-is

PO Invoice Exception Processing Slide 12


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Dashboard

Change PO
Create New PO
Refer to AP to Post invoice

Dashboard

AP

Buyer

Swimlane Example PO Invoice Exception

Post Invoice
Refer to Index w/comments
Refer to Buyer to take action

Scan

Indexer

A
B

Dashboard

Enter Index
Refer to other for information
Refer to AP to Post invoice

Scan
Invoice

PO Invoice Exception Processing Slide 13


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

A swimlane is a visual representation of the roles involved in the business process and the process
steps. It shows the handoffs that are made and the options that are available to each role at each
step.
Each role is listed on the left has its own horizontal swimlane. A role is a physical person, such as
a buyer or AP processor, or a Background process that occurs without human intervention.
The swimlane is the foundation of the baseline process documentation. If you are making changes
to the baseline process to meet your individual companys needs, your developers will use the
related swimlanes to determine how the process works and exactly where the change will take
place in the process.
Swimlanes cover all the baseline processes and are included with your VIM installation
documentation.

PO Invoice Exception Processing

14-13

PO Invoice Exception Process Flow


Block or
Park
invoice

Inbox Work
Item list

VIM Dashboard

User
Interface

Click

Open
Workitem

Click
[Option]

Authorize

Role
resolution

Initiate
role
resolution

SAP transaction
screen

Determine
routing &
actions

Save
change

User
Actions

Action
Refer

Determine
next user (all
options)

Functions
inside SAP

PO Invoice Exception Processing Slide 14


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Exception Resolution Workflow provides a highly flexible, yet simple 3-step process:
1. Determine routing and actions: starts when the invoice is blocked or parked. Using custom
table entries, workflow determines the correct user who is to take action on the item. You may
set up a wait state in some situations, for example, when an invoice is received before the
goods receipt is posted.
2. Present the processing options: The Process Selection Screen displays. It is a custom dialog
developed by Open Text to present all the information needed to handle an invoice exception:
Line item information for the invoice, the purchase order, and the goods receipt
Options to display the full invoice, P.O., and receipt
Available actions display in the center portion of the screen.
A log or history of previous activity displayed in the lower portion of the screen
3. Take action: Referral is used to gather relevant information from another department. For
example, an item with a quantity block may be referred to receiving to verify the accuracy of the
goods receipt.
Action is the SAP transaction that may executed to resolve a blocked or parked invoice
item. Examples of actions include Change PO, Change Goods Receipt, and Cancel Invoice.
Authorization is used when one department authorizes another department to take an
action. For example, purchasing can authorize AP to short pay an invoice.
After an action or authorized action occurs, the invoice is checked to see if the exception has
been resolved. If so, workflow ends. If an exception still exists, the process continues until the
exception is resolved.
For each invoice exception, you determine:
Who should take action?
What are the possible actions?
When the action should occur?

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SAP Documents
Parked invoice document
Temporary document
AP processor can change and post
SAP assigned document number becomes real number if posted
If document not needed, AP processor can delete

Posted invoice document


Can only change free-form text fields
Related documents such as POs or good receipts may be created or
changed to effect the invoice
If document not needed, must cancel (PO invoice) or reverse (non-PO
invoice)

PO Invoice Exception Processing Slide 15


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A parked document is a temporary, changeable document that does not update the General
Ledger accounts payable liability account or offsetting G/L accounts. However, the amounts are
included in the line item display in the associated vendor account detail.
At any time, accounting can use the VIM liabilities (VAN) report to determine the potential A/P
liability. A parked document can span months. That is, it may be created in a different month than it
is eventually posted in as long as the months do not cross fiscal years. This is due to SAP
constraints. VIM includes a year end program to close outstanding parked documents at year end
and move them to the new fiscal year.
Best practices recommend that all parked document be resolved before year end close.
If a parked document is not needed, it can be deleted. This effectively removes the document from
the SAP database.
After a document is posted, it is not possible to change any fields except free form text fields. This
is standard SAP. If a document was posted in error or contains incorrect information, it must be
cancelled (PO invoice) or reversed (non-PO invoice) to negate the affect. This cancellation or
reversal creates a new document that contains the opposite postings from the original invoice.

PO Invoice Exception Processing

14-15

Baseline Exception Handling


Pre-configured processes out-of-box
Builds rules into system to standardize business processes to simplify
invoice resolution
Collaboration within SAP means clear audit trails, adherence to
business rules, shorter resolution time
Limited configuration necessary at installation time using baseline wizard
Default installs all exceptions
Turn off individual exceptions at installation as required
Role resolution selection from pre-defined options

Core VIM
Functions

PO Invoice Exception Processing Slide 16


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Baseline configuration means a rapid implementation time, saving you time, money and resources.
VIM also includes a implementation guide (IMG) that experienced SAP users will find easy to use.
Exception processing will

14-16

Improve internal efficiency

Focus A/P on knowledge-based work

Capture early payment discounts

Minimize late payment charges

Allow buyers to negotiate better terms with vendors

Identify common exception reasons, problem vendors

250

Baseline Exception Handling: Blocked Workflows


Blocked PO invoice line item workflow
Handle invoices that posted but block for payment
Price and Quantity blocks are set at line item level
Each line and each blocks will trigger a own workflow instance

Blocked PO invoice header level workflow


Handle header level actions, such as cancel invoice
Triggered by authorization from line item workflows
Authorizations for all line item workflows are consolidated and trigger only
one header level workflow

Core VIM
Functions

PO Invoice Exception Processing Slide 17


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Line item:

different lines with information about specific e. g. products;


row of a table

PO Invoice Exception Processing

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Baseline Exception Handling: Reason Codes


Determines process flow and control
Determines the responsible parties and their available options
Resolution options are:
Action
Authorization
Referral

Core VIM
Functions

PO Invoice Exception Processing Slide 18


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The parking reason controls how the document exception is processed and the roles involved.
Options are:
Action make a change or launch an SAP transaction (I can do it)
Referral send work item to another role (someone else will do something)
AuThorization give A/P permission to do something with the invoice such as delete or short-pay
To easily remember these 3 options, think ART
Multiple reason codes may be valid for the same document. Each reason must be resolved before
A/P can post the document. An option will only display when the user has authorization to the
underlying SAP transaction.
If an invoice was parked, A/P has to either post the invoice or delete the parked invoice to end the
workflow.

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Baseline Exception Handling: Reason Codes


Blocked PO invoice exception
reasons:
Price Discrepancy
Quantity Discrepancy
Date Discrepancy

Parked PO invoice exception reasons:


PO Invoice Approval
Vendor Audit Required
Vendor Maintenance Required
Vendor Mismatch
Service Entry Required
Currency mismatch
UOM Mismatch
Freight on Invoice
Tax Audit Required

DP PO invoice exception reasons:


Invalid PO Number
Invalid Vendor Number
Invalid UOM
Invalid Currency
Suspected Duplicate
PO not released or incomplete
Unable to match PO lines

Core VIM
Functions

PO Invoice Exception Processing Slide 19


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

It is possible for an invoice to have both an price and quantity block. Each block must be resolved
and removed before the invoice will be included in the automatic payment program.
Using a Delay

Because a vendor invoice is often received and posted before the related Goods Receipt is
posted, you may configure a delay (a number of days) to control the workflow so the GR
may catch up with the invoice. The workflow process will start but will be placed in a wait
mode for a pre-specified number of days.

If the goods receipt quantity offsets the invoice quantity during the wait period, the quantity
block is removed and the workflow will end without notifying a user.

If the time passes without the offsetting goods receipt, the wait mode is terminated and the
system will notify the appropriate user.

PO Invoice Exception Processing

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PO Invoice Exception Roles


Scan operator
Indexer
Duplicate Analyst
Accounts Payable Processor
Buyer (PO)
Requisitioner or Requestor
Receiver (PO)
Vendor Maintenance
Contract Agent
Tax Analyst

Core VIM
Functions

Information provider
PO Invoice Exception Processing Slide 20
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

How you structure your roles will depend on the available personnel, their jobs, their skills, and
their physical locations.
The baseline includes these roles. However, VIM is very flexible and you may create new roles
that meet your requirements if needed.
Who is involved in this process?
You will remember from the Overview section that every VIM user must be associated to a role.
PO invoice processing shares roles with non-PO invoice processing. The roles it does not share
are
Buyer

Creates and maintains the PO

Resolves price related exceptions

Requisitioner

Creates the SAP requisition or the user ID the Buyer enters in the PO

Receiver

Posts the goods receipts and related reversals as required

Contract Agent

Negotiates and maintains contracts

May be the same user as a buyer but is a different role

Information Provider

14-20

Receiving role for option Refer for Information

Person who knows all

250

Maintenance Item Parking Reasons


TCode: /OPT/SPRO
PO Based Invoice Configuration
Parked
Invoice Processing Configuration
Park Reason Maintenance
Parking Reason Definition Maintenance

RemoveActive
ActiveIndicator
Indicatoras
asrequired
required
Remove

PO Invoice Exception Processing Slide 21


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Active Object Indicator for Park Reason - PO

Indicated which reason should be checked

If this field is not set, the Parking Reason cannot be used in Invoice Processing Workflow.

In the background all actions would be recorded to a log, so that is possible later to find out
why the invoice would be parked

PO Invoice Exception Processing

14-21

Maintenance Item Block Reasons


TCode: /OPT/SPRO
PO Based Invoice Configuration
Blocked
Process Configuration
Block Reason Maintenance
Block Reason
Definition

Removeblock
blockreasons
reasonsas
asrequired
required
Remove

PO Invoice Exception Processing Slide 22


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14-22

250

Maintenance Item Block Reasons: Details

PO Invoice Exception Processing Slide 23


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

PO Invoice Exception Processing

14-23

Maintenance Item Rollout Criteria (Parked)


TCode: /OPT/SPRO
PO Based Invoice Configuration
Parked
Invoice Processing Configuration
Rollout Criteria (Workflow Start
Conditions)
Allowed Company Codes; Plants, Doc Types

PO Invoice Exception Processing Slide 24


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

In earlier versions of VIM only Plants and Document Types allowed!

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250

Maintenance Item Rollout Criteria (Blocked)


TCode: /OPT/SPRO
PO Based Invoice Configuration
Blocked
Process Configuration
Rollout Criteria (Workflow Start Conditions)
Allowed Company Codes; Plants, Doc Types

PO Invoice Exception Processing Slide 25


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

In earlier versions of VIM only Plants and Document Types allowed!

PO Invoice Exception Processing

14-25

Maintenance Item Process (Dashboard) Options


(Parked/Blocked)
TCode: /OPT/SPRO
PO Based Invoice Configuration
PO Based
Invoice Pocessing Configuration
Parked Reason Maintenance
Process Option Definition
Dashboard options can be displayed here
Display BDC ID configuration through Menu Path: Maintain BDC Procedures

PO Invoice Exception Processing Slide 26


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250

Customization Item: Dashboard Options


(Parked/Blocked)
Option Types
A - Action Execute transaction
R - Referral Send workitem to others
T - Authorization authorize others to execute the transaction
1 - Approve Internal use only
0 - Reject internal use only
B - BDC Action execute transaction using BDC
W - Workflow Task internal use only

NOTE: Select this


option to show
technical keys in
dropdown lists

PO Invoice Exception Processing Slide 27


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

PO Invoice Exception Processing

14-27

Maintenance Item User Process (Dashboard)


Options (Parked/Blocked)
TCode: /OPT/SPRO
PO Based Invoice Configuration
Parked
Invoice Processing Configuration
Technical Configuration
Advanced Process Option Configuration
PSS User Process Options
OST
Dashboard options assigned by Role and Exception Reason

BLOCKRSN:11==Price,
Price,22==Quantity,
Quantity,33==Date,
Date,99==PO
POParked
Parked
BLOCKRSN:

PO Invoice Exception Processing Slide 28


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

In case of an Blocking Reason (BLOCKRSN), e.g. 2 = Quantity,


it comes from Responsible Party (Resp Party), e.g. AP_PROCESSOR
and go to Responsible Party (Resp Party), e.g. INFO_PROVIDER
to solve the Blocking Reason.

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250

Maintenance Item Delay Logic (Parked/Blocked)


Delay logic can be configured to delay the start of VIM PO Invoice
exception workflows
Typically for Quantity Discrepancy scenarios

TCode: /OPT/SPRO
PO Based Invoice Configuration
Blocked
Process Configuration
Block Reason Maintenance
Block Reason
Definition

CustomizeDelay
DelayFM
FMorordefine
defineentries
entriesinin
Customize
/PTGWFI/F_SHPCON
/PTGWFI/F_SHPCON

PO Invoice Exception Processing Slide 29


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

PO Invoice Exception Processing

14-29

Maintenance Item Dynamic Columns


(Parked/Blocked)
TCode: /OPT/SPRO
PO Based Invoice Configuration Parked Invoice
Processing Configuration
SAP Inbox Configuration
Dynamic Column
Configuration (PO Parking)

Define for Tasks:

TS00275262 (PO Parked)


TS00275265 (PO Blocked)
TS00275267 (PO Blocked Header)
PO Invoice Exception Processing Slide 30
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

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250

Maintenance Item Workitem Text


(Parked/Blocked)
TCode: /OPT/SPRO
PO Based Invoice Configuration Parked Invoice
Processing Configuration
SAP Inbox Configuration
Change Task Titles

Define for Tasks:


TS00275262 (PO Parked)
TS00275265 (PO Blocked)
TS00275267 (PO Blocked Header)
PO Invoice Exception Processing Slide 31
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

PO Invoice Exception Processing

14-31

Maintenance Item Image Display


(Parked/Blocked)
TCode: /OPT/SPRO
PO Based Invoice Configuration Parked
Invoice Processing Configuration
Technical Configuration
Image
Display
Image Display Function

Define custom display FM if required


PO Invoice Exception Processing Slide 32
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250

Advanced Customization Items


Event Linkage (SWE2)
BADI (PO Parked)
Receiver Function Modules
Binding Function Modules
Parking data collection subscreens
Dashboard screen replacement
Initial Actor Function Modules
Option Condition Function Modules
Custom Object Attributes
NOTE: Please refer to step by step detailed and up to date
configuration guide included with Installation package sent by
Open Text
PO Invoice Exception Processing Slide 33
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

PO Invoice Exception Processing

14-33

Exercise: Parking Reasons and Process Options


1. Deactivating baseline parking reasons
Execute TCode: /OPT/SPRO
PO Based
Invoice Configuration
PO Based Invoice
Processing Configuration
Park Reason
Maintenance
Parking Reason Definition
Maintenance
1. Park a PO Invoice and notice the reasons in
VIM parking reason screen
2. Select a parking reason and remove the
Active Indicator flag
3. Park another PO Invoice and notice the
missing reason code
4. Go back and Re-Activate the parking reason

2. Changing Dashboard Options text


Execute TCode: /OPT/SPRO
PO Based
Invoice Configuration
Parked Reason
Maintenance
Process Option Definition

Note the Option text field is in change mode

PO Invoice Exception Processing Slide 34


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250

15 Non PO Invoice Exception


Processing

Slide 1
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Non PO Invoice Exception Processing

15-1

Topics: Non-PO Invoice Exception Handling


Non PO Invoice process flow
Baseline exception handling
Non PO Invoice exception roles
Maintenance Items
Advanced Customization Items

Non PO Invoice Exception Processing Slide 2


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

15-2

250

SAP Non-PO Invoice Processing

Approve / Reject
No
Approval
Approval
Required

Financial
Document =

Master Data
Exception

Manual
Exception
Non PO Invoice Exception Processing Slide 3
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

1. A Requestor orders goods or services without a Purchase Order.


2. When the material is received, no goods receipt is entered in the system.
3. Typically approval is required by the Requestor and possibly other management to ensure
goods or services were received.
4. Accounts Payable posts the vendor invoice through Financial Accounting.

Non PO Invoice Exception Processing

15-3

Non-PO Invoice Process Flow


Scan

OCR interface
With OCR

Enter Index
in Dashboard

Approve
invoice

Without OCR
Validate OCR
metadata

Background:
check for
duplicate

Background:
Apply
business rules

Post invoice

Exceptions
Invalid data vendor
Invalid currency
Invalid requestor ID

Suspected
duplicate invoice

Unable to auto park


Approval required
Vendor maintenance required
Vendor audit required
Tax audit required
Non PO Credit Memo
(see appendix)
Non PO Invoice Exception Processing Slide 4

Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

As with the PO invoice process, exceptions may occur throughout the non-PO invoice process.
A big difference between non-PO and PO invoice processing is it is not possible to initially
recognize line items in the non-PO process even if you use OCR.

15-4

250

OCR Considerations: Non-PO Invoice


Communicate with vendor to provide correct data on invoice
Decide how to determine company code
Determine requestor from data on invoice
Used to initiate the approval process
Determine from user email address (preferred) on invoice
Determine from user ID on invoice

Non PO Invoice Exception Processing Slide 5


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The OCR software passes information to SAP to determine the document type. These rules in
SAP determine the invoice type:

Non PO invoice if no PO number found.

Credit Memo Non PO if the term Credit Memo, Credit Note or Adjustment Note is found with
an Employee ID, and PO Number or Delivery Note Number not found.

Your OCR software vendor will work with you to map vendor invoice data to the SAP fields.

Non PO Invoice Exception Processing

15-5

Indexing Considerations: Non-PO Without OCR


How to organize indexers
Shared services
Scan location

Data entry role, not coding


Data may automatically pre-populate index screen
Company code (if presorted)
Document type
Data entry date

Non PO Invoice Exception Processing Slide 6


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

With OCR exceptions go to the Indexer if data fails validation.


After scanning, the image ID is passed to SAP and the document processing workflow starts. The
User views the image in SAP to enter additional index data.
This data are used in VIM Suspected Duplicate testing, auto parking selected invoices, and to
route the SAP document to Accounts Payable for review and completion. The indices should only
contain sufficient data to initiate the process so as not to slow down the process.
The user who enters the indexing data can be based on selected organizational unit (SAP ID or
Position) and / or company code. The index is completed inside of SAP. The user can look up data
as needed in the associated field search. (F4)
Standard SAP data validations apply.
A complete list of fields that can be captured is in Appendix A.
The manually entered index data and data passed from OCR are stored in Open Text index tables
and start the business rule processing execution.

15-6

250

Duplicate Check: Non-PO


Compare index data to
In-process documents in SAP and Open Text tables
Posted documents

If a possible duplicate, process routes to duplicate analyst


Duplicate analyst handling
Confirm as duplicate and end workflow
Confirm not duplicate and continue workflow
Change index and check for duplicate again

Can configure VIM process with multiple evaluation formulas


Standard SAP duplicate checking applies
119

181

=
Non PO Invoice Exception Processing Slide 7
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

In the background, the process compares selected values to previously processed invoices. The
previous invoices are those currently in process, those stored in the Open Text tables, and posted
in SAP.
If the invoice is a possible duplicate, the process auto parks the invoice and routes the invoice to
the duplicate analyst.
The standard logic compares Amount, Company Code and Vendor Number and Amount,
Company code, Reference Number and Vendor Number as a second comparison logic. The user
notified of the potential duplication will have the choice to confirm the invoice as a duplicate or not.
If it is a duplicate, the workflow will end.
If it is not a duplicate, the process will continue.

Non PO Invoice Exception Processing

15-7

Dashboard

Change Vendor master


Create New Vendor
Refer to AP

Dashboard

AP

Vendor
Maintenance

Swimlane Example Non-PO Invoice Exception

Post Invoice
Refer to Index w/comments
Refer to Vendor maintenance

Scan

Indexer

A
B

Dashboard

Enter Index
Refer to other for information
Refer to AP to Post invoice

Scan
Invoice

Non PO Invoice Exception Processing Slide 8


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Remember the swimlane? It is used for both PO and non-PO invoice processing.
A swimlane is a visual representation of the roles involved in the business process. It shows the
handoffs that are made and the options that are available to each role.
Each role is listed on the left has its own horizontal swimlane. A role may be a physical person,
such as a buyer or AP processor, or it may be a Background process that happens without human
intervention.
The swimlane is the foundation of the baseline process documentation. If you are making changes
to the baseline process to meet your individual companys needs, your developers will use the
related swimlane to determine how the process works and exactly where the change will take
place in the process.
Swimlanes cover all the baseline processes and are included with your VIM installation
documentation.

15-8

250

Non PO Invoice Exception Process Flow

Inbox Work
Item list

Park
invoice

VIM Dashboard

SAP transaction
screen

User
Interface

Click

Click
[Option]

Open
Workitem
Authorize

Refer

Save
change

User
Actions

Action

Role
resolution

Initiate
role
resolution

Determine
routing &
actions

Determine
next user (all
options)

Functions
inside SAP

Non PO Invoice Exception Processing Slide 9


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Non PO Invoice Exception Processing

15-9

SAP Documents
Parked invoice document
Temporary document
AP processor can change and post
SAP assigned document number becomes real number if posted
If document not needed, AP processor can delete

Non PO Invoice Exception Processing Slide 10


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

A parked document is a temporary, changeable document that does not update the General
Ledger accounts payable liability account or offsetting G/L accounts. However, the amounts are
included in the line item display in the associated vendor account detail.
At any time, accounting can use the VIM liabilities (VAN) report to determine the potential A/P
liability. A parked document can span months. That is, it may be created in a different month than it
is eventually posted in as long as the months do not cross fiscal years. This is due to SAP
constraints. VIM includes a year end program to close outstanding parked documents at year end
and move them to the new fiscal year.
Best practices recommend that all parked document be resolved before year end close.
If a parked document is not needed, it can be deleted. This effectively removes the document from
the SAP database.
After a document is posted, it is not possible to change any fields except free form text fields. This
is standard SAP. If a document was posted in error or contains incorrect information, it must be
cancelled (PO invoice) or reversed (non-PO invoice) to negate the affect. This cancellation or
reversal creates a new document that contains the opposite postings from the original invoice.

15-10

250

Baseline Exception Handling


Pre-configured processes out-of-box
Builds rules into system to standardize business processes to simplify
invoice resolution
Collaboration within SAP means clear audit trails, adherence to
business rules, shorter resolution time
Limited configuration necessary at installation time using baseline wizard
Default installs all exceptions
Turn off individual exceptions at installation as required
Role resolution selection from pre-defined options

Core VIM
Functions

Non PO Invoice Exception Processing Slide 11


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Baseline configuration means a rapid implementation time, saving you time, money and resources.
WIM also includes a implementation guide (IMG) that experienced SAP users will find easy to use.
Exception processing will

Improve internal efficiency

Focus A/P on knowledge-based work

Capture early payment discounts

Minimize late payment charges

Allow buyers to negotiate better terms with vendors

Identify common exception reasons, problem vendors

Non PO Invoice Exception Processing

15-11

Baseline Exception Handling: Reason Codes


Determines process flow and control
Determines the responsible parties and their available options
Resolution options are:
Action
Authorization
Referral

Core VIM
Functions

Non PO Invoice Exception Processing Slide 12


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The parking reason controls how the document exception is processed and the roles involved.
Options are:

Action make a change or launch an SAP transaction (I do it)

Referral send work item to another role (someone else will do something)

auThorization give A/P permission to do something with the invoice such as delete or
short-pay

To easily remember these 3 options, think ART

Multiple reason codes may be valid for the same document. Each reason must be resolved before
A/P can post the document. An option will only display when the user has authorization to the
underlying SAP transaction.
If an invoice was parked, A/P has to either post the invoice or delete the parked invoice to end the
workflow.

15-12

250

Baseline Exception Handling: Reason Codes


Parked Non PO invoice exception reasons:
Non PO Invoice Approval
Vendor Audit Required
Vendor Maintenance Required
Tax Audit Required

DP Non-PO invoice exception reasons:


Invalid Vendor
Invalid Currency
Invalid Requester ID
Suspected Duplicate
Unable to determine Company Code
Non-PO Credit Memo Processing
Non-PO Expense Type

Core VIM
Functions

Pre-approved
Non PO Invoice Exception Processing Slide 13
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Non PO Invoice Exception Processing

15-13

Non PO Invoice Exception Roles


Scanner
Indexer
Duplicate Analyst
Originator or requestor
Coder
Approvers
One or more based on invoice amount and other criteria

Accounts Payable Processor


Vendor Maintenance
Tax Analyst

Core VIM
Core VIM
Functions
Functions

Information provider

Non PO Invoice Exception Processing Slide 14


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

How you structure your roles will depend on the available personnel, their jobs, their skills, and
their physical locations.
The baseline includes these roles. However, VIM is very flexible and you may create new roles
that meet your requirements if needed.
You will notice that non-PO invoice processing shares some of the PO invoice processing roles.
Roles that are different are:
Originator or requestor

Must be included on the invoice as user ID, name, email address etc.

In baseline it is the same user as the first approver

Coder

In baseline, it is the same user as the first approver/ Cost Center

Approvers

15-14

One or more based on the chart of authority (discussed later)

250

Maintenance Item Parking Reasons


TCode: /OPT/SPRO
Non PO Processing
Configuration
Park Reason Maintenance
Maintenance

Non PO Parking Process


Parking Reason

NOTE:Active
ActiveIndicator
Indicator
NOTE:

Non PO Invoice Exception Processing Slide 15


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Non PO Invoice Exception Processing

15-15

Non PO Invoice Exception Processing Slide 16


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

15-16

250

Maintenance Item Rollout Criteria (Parked)


TCode: /OPT/SPRO
Non PO Processing
Non PO Parking Process
Configuration
Rollout Criteria (Workflow Start Conditions)
Allowed
Company Codes; Plants, Doc Types

Non PO Invoice Exception Processing Slide 17


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Non PO Invoice Exception Processing

15-17

Maintenance Item Process (Dashboard) Options


(Parked)
Dashboard options can be modified (ex: text label) or created
May require BDC ID configuration through Menu Path: Maintain BDC
Procedures

TCode: /OPT/SPRO
Non PO Processing
Non PO Parking Process
Configuration
Parked Reason Maintenance
Process Option
Definition

Non PO Invoice Exception Processing Slide 18


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

15-18

250

Customization Item: Dashboard Options


(Parked/Blocked)
Option Types
A - Action Execute transaction
R - Referral Send workitem to others
T - Authorization authorize others to execute the transaction
1 - Approve Internal use only
0 - Reject internal use only
B - BDC Action execute transaction using BDC
W - Workflow Task internal use only

NOTE: Select this


option to show
technical keys in
dropdown lists

Non PO Invoice Exception Processing Slide 19


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Non PO Invoice Exception Processing

15-19

Maintenance Item User Process (Dashboard)


Options (Parked)
Dashboard options assigned by Role and Exception Reason
TCode: /OPT/SPRO
Non PO Processing
Non PO Parking Process
Configuration
Technical Configuration
Advanced Process Option
Configuration
PSS User Process Options - OST

BLOCKRSN:VV==Non
NonPO
POParked
Parked
BLOCKRSN:

Non PO Invoice Exception Processing Slide 20


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

15-20

250

Maintenance Item Delay Logic (Parked)


Delay logic can be configured to delay the start of VIM Non PO Invoice
exception workflows
TCode: /OPT/SPRO
Non PO Processing
Configuration
Park Reason Maintenance
Maintenance

Non PO Parking Process


Parking Reason

CustomizeDelay
DelayFM
FM
Customize
Non PO Invoice Exception Processing Slide 21
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Non PO Invoice Exception Processing

15-21

Maintenance Item Dynamic Columns (Parked)


TCode: /OPT/SPRO
Non PO Processing
Non PO Parking Process
Configuration
SAP Inbox Configuration
Dynamic Column
Configuration (Non PO)

Define for Tasks:


TS00275260 (Non PO Parked)

Non PO Invoice Exception Processing Slide 22


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15-22

250

Maintenance Item Workitem Text (Parked)


TCode: /OPT/SPRO
Non PO Processing
Non PO Parking Process
Configuration
SAP Inbox Configuration
Change Task Titles

Define for Tasks:


TS00275260 (Non PO Parked)

Non PO Invoice Exception Processing Slide 23


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Non PO Invoice Exception Processing

15-23

Maintenance Item Image Display (Parked)


TCode: /OPT/SPRO
Non PO Processing
Non PO Parking Process
Configuration
Technical Configuration
Image Display
Image
Display Function Non PO

Define custom display FM if required

Non PO Invoice Exception Processing Slide 24


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15-24

250

Advanced Customization Items


Event Linkage (SWE2)
BTE (Non PO Parked)
Receiver Function Modules
Binding Function Modules
Parking data collection sub screens
Dashboard screen replacement
Initial Actor Function Modules
Option Condition Function Modules
Custom Object Attributes
NOTE: Please refer to step by step detailed and up to date configuration guide included with Installation package sent by Open Text
Non PO Invoice Exception Processing Slide 25
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Non PO Invoice Exception Processing

15-25

Exercise: Parking Reasons and Process Options


Non-PO Invoice Process Flow without
OCR including Scanning and Approval

Working with your partner, put the


process steps in order including
where exceptions are processed
and the invoice rejection flow

Step

Step

Step

Step

Non PO Invoice Exception Processing Slide 26


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15-26

250

Exercise: Parking Reasons and Process Options


1. Deactivating baseline parking reasons
Execute TCode: /OPT/SPRO
Non PO
Processing
Non PO Parking Process
Configuration
Park Reason Maintenance
Parking Reason Maintenance
1. Park a Non PO Invoice and notice the
reasons in VIM parking reason screen
2. Select a parking reason and remove the
Active Indicator flag
3. Park another Non PO Invoice and notice the
missing reason code
4. Go back and Re-Activate the parking reason

2. Changing Dashboard Options text


Execute TCode: /OPT/SPRO
Non PO
Processing
Non PO Parking Process
Configuration
Park Reason Maintenance
Process Option Definition

Note the Option text field is in change mode

Non PO Invoice Exception Processing Slide 27


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Non PO Invoice Exception Processing

15-27

15-28

250

16 Invoice Approvals

Slide 1
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Invoice Approvals

16-1

Chapter Topics
Overview
VIM Invoice Approval Roles
Chart of authority
Web Approvals
Tools and scheduled jobs

Invoice Approvals Slide 2


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16-2

250

Overview
Invoice Approval is a VIM component that enables users to perform
coding, approving and rejecting of invoices
Designed specifically for invoices to pass hierarchical approvals
For Non-PO invoice, collect entered accounting assignment (coding)
Supported interfaces:
SAP GUI
SAP Enterprise Portal (Universal Worklist)

Invoice Approvals Slide 3


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

For a Non-PO invoice, the first approver is generally the requestor.


The requestor can enter the account assignment data (coding) or the coder may be a dedicated
AP role.

Invoice Approvals

16-3

Non-PO Invoice Approval Process


Submit for
Coding and
Approval
Reject

Coder enters
account
assignment
(coding)

Reject

Additional
Approvers
if required

Requestor
reviews

Approve

Approve

Post

Approve

Return to
A/P

No

Auto
Post?

Yes

Posted by AP if Auto post is not set


Invoice Approvals Slide 4
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

VIM automatically validates approval limits and continues sending the work item up the hierarchical
chain to reach the user with the appropriate authorization level. VIM logs and monitors the routing
process so you can associate time with each activity and generate reminders as needed.
All Non-PO invoices are coded, validated that the goods or services were received as billed, and
approved based on the approval matrix. After all steps are complete, the parked invoice is auto
posted or routed to Accounts Payable for posting.

16-4

250

Invoice Approval Swimlane

Invoice Approvals Slide 5


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The above diagram discusses the Invoice Approval process that was delivered with VIM baseline.
This gives you a general understanding of the Non-PO approval process from the users
perspective. This discusses the process options that are available for each actor such as Coder.

Invoice Approvals

16-5

VIM Invoice Approval Roles


Coder
Enters accounting data to allocate cost
Approve coding only, not invoice

Invoice Requester
After coder completes coding, approves invoice
Verifies that accounting data was entered correctly by the coder
Subsequent approvers cannot change coding

Invoice Approver (or Approvers - IT, Facilities, HR)


Approve invoice until approval process is complete
If rejected, must enter comments for rejection reason

AP Processor
If Requestor rejects invoice, resubmit invoice for approval or change parking
reason

Invoice Approvals Slide 6


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

You can include account assignment fields as required for the G/L account being posted to. The
following fields are included in the baseline:

G/L Account, Cost Center, Internal Order, WBS element

Profit Center, Plant, Material, Earmarked fund

Item Text, Tax Code, Tax Jurisdiction Code

You must create lookups by downloading data from SAP periodically to the Open Text tables. This
could easily be set up as an automatic job.
Approval Process Actions:
Approve

One or more approvers based on invoice amount and other criteria

Reject: return to previous level. Examples:

Coder rejects return to A/P

1st approver rejects return to coder

Approver Options

16-6

Enter coding and approve

Approve and forward to different user to enter coding

Forward to different user to approve and enter coding

Authorize A/P to make changes

250

User Interface: VIM Dashboard Invoice Approval


ParkedDocument
DocumentInformation
Informationshows
shows
Parked
header
data
and
links
to
original
documents
header data and links to original documents

CodingBlock
Blockallows
allowsfor
forallocation
allocationofofcosts
costs
Coding
to
GL
Accounts
to GL Accounts
ProcessHistory
Historyincludes
includesuser
userComments
Comments
Process
log
and
history
of
previous
actions
log and history of previous actions

Invoice Approvals Slide 7


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Invoice Approvals

16-7

Accessing the Invoice Approval SAPGUI interface


The options to perform coding, approving, and rejecting the invoice are
role based or delegated based on configuration
You can perform the aforementioned tasks if you:
are assigned as Coder, Requestor, Approver, Account Payable
have workitem is under Approve Invoice task and is waiting for approval with
title Invoice <nnn> is waiting for approval

Double click on the workitem from your inbox to display the Invoice
Approval screen

Invoice Approvals Slide 8


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

To access your inbox click on SAP Business Workplace button (icon next to Inbox above) and
navigate to Inbox->Workflow and select the Grouped By folder you wanted.

16-8

250

Invoice Approval SAPGUI Entry Screen


This is the general screen for Invoice Approval

Invoice Approvals Slide 9


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View Invoice Image: Displays the scanned image. It will invoke the Image Viewer that was
installed and configured on your desktop.

SAP Invoice: Displays the original SAP invoice

Unified Dashboard: Will start the Open Text Unified Dashboard

Additional Details tab: Will show more details about this invoice

I will enter accounting information: Display Coding section

I want someone else to enter accounting information: Display Delegation section

Add Comments: Allow you to enter comments

Approve: Display Approve section

Reject: Display Reject section

Return to Inbox: Return to SAP Workplace Inbox

Invoice Approvals

16-9

Invoice Approval SAPGUI Coding


If you are assigned to perform coding, click on I will enter accounting
information to perform coding

Invoice Approvals Slide 10


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Please consult with your Account Payable department for further detail on the information that you
need to enter Account Information.

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250

Invoice Approval SAPGUI Delegation


To have someone else to code the invoice, click on I want someone
else to enter accounting information
Click on Name Search and select the user you want to do coding
Click on Approve to continue to the next screen and finish the process

Invoice Approvals Slide 11


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Invoice Approvals

16-11

Invoice Approval SAPGUI Approve


To approve the invoice, click on Approve on the invoice approval screen
Enter comments in the Approve Confirmation page and click Continue to
approve the invoice and return to the inbox
Now this invoice will go to the next approval if any, be posted, or will be
routed back to accounts payable for more processing depending on the
configuration

Invoice Approvals Slide 12


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250

Invoice Approval SAPGUI Reject


To reject the invoice, click on Reject on the invoice approval screen
Enter comments in the Reject Confirmation page for rejecting and click
Continue to reject the invoice and return to the inbox
You may also need to choose a rejection reason if it is presented to you
Now this invoice will go back to previous approver if any or will be routed
back to accounts payable for more processing depending on the
configuration

Invoice Approvals Slide 13


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Invoice Approvals

16-13

Invoice Approval Email


If the system is configured to send an email when there is a new invoice
that is waiting for approval, the user will receive an email similar to the
above email

Invoice Approvals Slide 14


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

You can configure the e-mail notification as a standard text in SAP (SO10 transaction). Set the text
name to INVOICE_APPROVAL_NOTIFICATION.

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250

Chart of Authority (COA)


Main repository of Approval Hierarchy
Determine first approver and next approver by combinations of:
Company Code (specific or range)
Expense Type (marketing expense, utility)
Cost Objects (G/L account, Cost Center)
HR objects (Position, Job code)

Invoice Approvals Slide 15


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Chart of Authority controls the approvers and their limits


Can determine user authorization by any combination of attributes above:

Expense Type such as marketing expense, utility

Cost Objects: Cost Center, project, G/L account

HR objects such as Position, Job code

Approval authority may be configured in different currencies. A single currency is designated as


the default currency. If the invoice is presented in a currency without approval authority configured,
it will be converted into the default currency. Built-in delegation mechanism

Invoice Approvals

16-15

Chart of Authority: Example

Invoice Approvals Slide 16


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The baseline Expense Types are:

Standard

Utilities

Capital (to be capitalized)

Pre-approved

Technical approval (usually IT related)

You may configure other expense types as needed.


Use transaction /OPT/SPRO or /OPT/VIM_7CX1

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250

Chart of Authority Maintenance (1)


Execute TCode: /OPT/VIM_7CX1
Step 1: Maintain User in Approver Details tab (including SAP user ID and
email address)

Invoice Approvals Slide 17


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Table: /ORS/USERMAP
User mapping is critical to work with users from separate systems, such as Sap, .NET, Enterprise
Portal, etc. All user IDs have to be mapped to an internal OPT_USERID. The mapping is maintained in table /ORS/USERMAP and in the transaction /OPT/VIM_7CX1.
OpenText UId User Id (generated automatically)
Deleted
Check box indicating if the user is deleted from COA.
Manager Id
OpenText User Id of the user's manager. This must be an existing user in COA.
Last Name
Users last name
First Name
Users first name
Middle Name Users middle name (optional)
Department
User's department (optional)
Win Domain If implementing optional Invoice Approval .NET component: Windows domain.
Required if COA uses Invoice Approval .NET component and users are authenticated using Windows domain.
Windows_ID If implementing optional Invoice Approval .NET component: Windows Id. Maintain
it in conjunction with Win Domain. The Windows Id will be the domain user id.
Pers. No
Personnel number of the user
User Name
SAP User Id of the user
EP6 User ID
If implementing optional Invoice Approval Enterprise Portal component:
EP6 User Id. Required if COA is maintained using SAP Enterprise Portal
authentication instead of .NET Invoice Approval.
Email Addr.
User's email address. Identifying field for all COA users (approvers). This field
cannot be duplicated with existing users.
Name
Name, other form of user's address (optional)
Telephone # User's telephone number

Invoice Approvals

16-17

User details - Required fields

NET required:
Windows domain & Windows_ID
EP6 required:
SAP user ID & SAP Portal

Invoice Approvals Slide 18


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250

Chart of Authority Maintenance (2)


Step 2: Maintain User Approval limit and associated Plant in COA Details
Tab

Invoice Approvals Slide 19


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Values in table: /OPT/BL_APPCOA


UserObjID

Open Text User Id

Count

Internal generated number

Amount

Approving amount that the user is authorized to approve.

Currency

The currency that the user is authorized to approve.

Company Co

The company code that the user is authorized to approve.

Cost Center

The cost center that the user is authorized to approve.

WBS Element The WBS element that the user is authorized to approve.

Note: One user cannot have different approval limits for the same combination of org units
in the same currency. However the user can have different approval limits in different
currencies for the same combination of org units.

Invoice Approvals

16-19

Chart of Authority Maintenance (3)


Step 3: Maintain Coder to Requestor reference in Coder Details Tab

see next page for maintenance these view


Invoice Approvals Slide 20
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Values in table: /OPT/BL_AP_CODER


Step is optional, only required if Coder and Requester different

16-20

Coder

User ID of the coder for this combination

Counter

Counter, cannot be modified.

Default

Select the check box to determine that the user is always a coder.

Requestor

Person who the invoice belongs to.

CoCo

The company code the coder is authorized to perform coding accounting


information for.

250

Maintain Coder Details View


open table /OPT/VIM_ZCONST in TCode: SM30
select in the maintain screen
Product Code: IAP
Constant: CODER_DETERMINING

Invoice Approvals Slide 21


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Invoice Approvals

16-21

Maintain Coder Details View Constant Values


S (default)
View is not visible, System will give a
message

R Requester column/field
is available along with Coder, Counter
and Default columns/fields for
editing/display

C Company Code column/field


is available along with Coder, Counter
and Default columns/fields for
editing/display

B Both Requester and


Company Code column/field
is available along with Coder, Counter
and Default columns/fields for
editing/display

Invoice Approvals Slide 22


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250

Customization Item: Selecting Approval Matrix


Fields
Table: /OPT/BL_T401
Maintain with TCode: SE16

Invoice Approvals Slide 23


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Invoice Approvals

16-23

Configuring approver persona attributes


Maintain table /OPT/BL_AP_CONF in TCode: SM30

Invoice Approvals Slide 24


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250

View to Configuration table for Coder & Approver


options

Invoice Approvals Slide 25


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Invoice Approvals

16-25

Values of Configuration table for Coder & Approver


options

Note: For value description look in the Notes area of the page
Invoice Approvals Slide 26
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

APPROVAL_FLAG

Select this check box always.

CODING_FLAG

Select this check box to achieve that the approver is able to enter
accounting data.

CODING_DISPLAY

Select this check box to achieve that the approver is able to view
accounting data.

CODING_DELEGATE Select this check box to achieve that the approver is able to delegate the
coding to others.

16-26

CONFIGURATION

Select this check box to achieve that the approver can set the persona for
the next approver.

OVERRIDE

Select this check box to achieve that the approver can override the system
generated next approver.

LOOK_AHEAD

Select this check box to achieve that the approver is able to retrieve all the
approvers.

CUSTOM_FLAG1

Select this check box to indicate the expense type as read only.

CUSTOM_FLAG2

Select this check box to indicate the approver as a delegated coder.

CUSTOM_FLAG3

Not used

250

Exercise: Chart of Authority Maintenance


Execute TCode: SU01
Create a new SAP User,
e. g. copy your training account:
USER-##

Execute TCode: /OPT/VIM_7CX1


Select Display/Change button
Create new approver entry by entering:
Last Name, First Name, SAP User ID,
SAP portal name (e. g. test), Email
Address
Save new entry
Assign approval amount to newly
created approver
Save new entry

Invoice Approvals Slide 27


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Invoice Approvals

16-27

Chart of Authority: Delegation (1)


Approver may delegate other user as approver
Must have same authorizations limits as original approver
Delegate has effective start and end dates

Invoices sent directly to delegates Inbox


Approval audit trail
Log shows delegate on behalf of original approver

Invoice Approvals Slide 28


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Chart of Authority controls the approvers and their limits


Can determine user authorization by any combination of attributes above:

Expense Type such as marketing expense, utility

Cost Objects: Cost Center, project, G/L account

HR objects such as Position, Job code

Approval authority may be configured in different currencies. A single currency is designated as


the default currency. If the invoice is presented in a currency without approval authority configured,
it will be converted into the default currency. Built-in delegation mechanism

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Chart of Authority: Delegation (2)


TCode: /ORS/MAIN_SUBS

1
2

Invoice Approvals Slide 29


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

1. Select user to map


2. Substitutes with
3. Selected another user and
4. activated (Status = X) this user and set the time range for substitution.

Invoice Approvals

16-29

Enter Account Assignment (Coding)


Coding allocates invoice to G/L account and cost object if required
Coding fields are configurable
Coding validated in two steps
When coding saved, validated against SAP master data and application rules
Standard validation in SAP transaction FBV0, using BDC
If error occurs in either step, data not saved and error messages are passed
back to Web or SAP

G/L account,
Cost center,
Description

Invoice Approvals Slide 30


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Coding is validated against SAP master data that includes G/L accounts and cost objects such as
Cost Center, internal order, WBS element.
Why is coding validated in 2 steps?
The first validation is completed outside of the SAP transaction. It verifies that the master data
exists and the required fields are completed.
The second validation does the same and also includes (client) customized SAP validations and
substitutions that are related to the FI transaction code. The VIM solution is not able to apply
customized validations or substitutions outside of SAP.
Example
The field status group for expenses requires a cost object (cost center, internal order or WBS
element) However, G/L 421000 requires internal order number as well as a cost center. This would
be a custom validation created through the IMG that is applied when the FI document is posted.

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Maintenance Item Auto Post


TCode: /OPT/SPRO
Non PO Processing
Invoice Approval Process
Approval Workflow
Parking Reason Maintenance
(Select
Approval Required Parking Reason)
2

SetororRemove
RemoveAutopost
Autopost
Set
asrequired
required
as

Invoice Approvals Slide 31


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Invoice Approvals

16-31

Customization Item: Credit Memo Document Type


TCode: /OPT/SPRO
Non PO Processing
Invoice Approval Process
Financial Processing
Credit Memo Document Type

Enterdefined
definedcredit
creditmemo
memo
Enter
SAP
document
types
SAP document types

Invoice Approvals Slide 32


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Customization Item: Online Coding (advanced)


TCode: /OPT/SPRO
Non PO Processing
Invoice Approval Process
Financial Processing
Online Coding
GL Configuration

ActivateFields
Fieldsas
asrequired
required
Activate

Invoice Approvals Slide 33


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Invoice Approvals

16-33

Customization Item: Missing Coding Message


TCode: /OPT/SPRO
Non PO Processing
Invoice Approval Process
Financial Processing
Online Coding
Message for missing coding

SettotoHard
HardError
Error CHECK_SP:ERROR
CHECK_SP:ERROR
Set
or
Warning
CHECK_SP:WARNING
or Warning
CHECK_SP:WARNING

Invoice Approvals Slide 34


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

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250

Maintenance Item Currency and Language


TCode: /OPT/SPRO
User Experience

Non PO Processing
Invoice Approval Process
Multilingual
Supported Currency/Language

Setlanguage
languageand
andcurrency
currency
Set
values
values

Invoice Approvals Slide 35


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Mainly used with Web Approval Pages

Invoice Approvals

16-35

Customization Item: Dynamic Columns


TCode: /OPT/SPRO
Non PO Processing
Non PO Approval
Parking Reasons
SAP Inbox Configuration
Dynamic Column
Configuration (Non PO)

Define for Tasks:


TS00275253 (Approvals)
Invoice Approvals Slide 36
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Customization Item: Workitem Text (Parked)


TCode: /OPT/SPRO
Non PO Processing
Parking Reason
SAP Inbox Configuration

Non PO Approval
Change Task Titles

Define for Tasks:


TS00275253 (Approvals)

Invoice Approvals Slide 37


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Invoice Approvals

16-37

Advanced Customization Items


BTE (Non PO Parked)
Parking data collection subscreens (first approver/coder)
Dashboard screen fields
Initial Actor Function Modules
Email Notifications
Custom approval hierarchy logic
Web approval page customization
Custom Object Attributes

NOTE: Please refer to step by step detailed and up to date configuration guide included with Installation package sent by Open Text

Invoice Approvals Slide 38


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

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Invoice Web Approvals Overview


Supported web interfaces
SAP Enterprise Portal (Universal Worklist)
Standard SAP ITS Based Web GUI

Optional: Web component provided by Open Text

Users are authenticated by


SAP Enterprise Portal login

Invoice Approvals Slide 39


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Invoice Approvals

16-39

Invoice Web Approvals Workflow Overview

Email next
Web Approver
with URL link
to Invoice list

Web Invoice
List

Click URL
in email

Next Approver
Confirmation
page

Invoice
Approval page

Click
Invoice
Number

Retrieve
User
Information

Retrieve
user
Invoice
List

Retrieve
Invoice
Detail

Call when
page
initially
opened

Call when
page is
opened or
refreshed

Call when
page is
opened or
refreshed

Click
[Approve]
or [Reject]

Save
Coding

Call when
clicking
[Approve]
or
[Save]

Retrieve
next
approver

Call when
page is
opened

User
Interface

Click
[Continue]

Confirm
Next
Approver &
update log

User
Actions

RFC
Functions
inside
SAP

Call when
clicking
[Continue]

Invoice Approvals Slide 40


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250

Invoice Web Approvals - Secure Logon

User logs into Sap Portal site with unique User ID and Password
User presented with Summarized List of invoices awaiting his users
action (Invoice List)
Invoice Approvals Slide 41
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Invoice Approvals

16-41

Invoice Web Approvals SAP Portal (1)


Invoice List Page

Invoice Approvals Slide 42


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250

Invoice Web Approvals SAP Portal (2)


Coding Page

Invoice Approvals Slide 43


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Invoice Approvals

16-43

Invoice Web Approvals SAP Portal (3)


Approval Page
Override Approver (configurable)

Reject Page
Comments Mandatory

Invoice Approvals Slide 44


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250

Invoice Web Approvals SAP Portal (4)


User Preference Page

Invoice Approvals Slide 45


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Invoice Approvals

16-45

Approver Delegation
Approver may delegate another user as an approver
Must have same authorizations limits as original approver
A delegate has effective start and end dates
A delegate can be deactivated during validity dates

Invoices sent directly to delegates Inbox


Approval audit trail
Log shows delegate on behalf of original approver

Invoice Approvals Slide 46


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Chart of Authority controls the approvers and their limits


Can determine user authorization by any combination of attributes above:

Expense Type such as marketing expense, utility

Cost Objects: Cost Center, project, G/L account

HR objects such as Position, Job code

Approval authority may be configured in different currencies. A single currency is designated as


the default currency. If the invoice is presented in a currency without approval authority configured,
it will be converted into the default currency. Built-in delegation mechanism

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250

Patches Web Approval


Backup configuration files
Uninstall old version
Remove virtual directories
Use installation tool to accept Default Installation
Replace configuration files with your backup

Invoice Approvals Slide 47


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Because the Web approval program files are relatively small, as compared with other programs,
we do not use a patch in the generally accepted manner where a patch is an actual piece of object
code that is inserted into (patched into) an executable program.
When an update is required, you will complete a Web Approval re-installation using the
Configuration Tool. As long as you have a copy of your original configuration files, the process is
fast and easy to complete.

Invoice Approvals

16-47

Diagnostic and Utility Tools


Diagnostic to debug approval process: /ORS/VIM_DIAG
Reassign and Recall Utility: /ORS/UMREASSIGNED
Substitution Utility: /ORS/MAIN_SUBS
User Preferences: /ORS/USER_PREFER_T
Table: /ORS/USER_PREFER

Table: /OPT/BL_T401
Used to select the approval fields to be used in chart of authority

Table: /OPT/BL_AP_CONF
Used to configure approval screen attributes (coding, override etc.)

NOTE: Please refer to step by step detailed and up to date administration guide included with Installation package sent by Open Text

Invoice Approvals Slide 48


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Set of diagnostic tools is available. You can use these tools to simulate the approval process.

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250

Reassign and Recall Utility: /ORS/UMREASSIGNED

Reassign
Reassignthe
the
Approval
Approval
workitem
workitemto
toother
other
approver
approver

Create
Create
Substitute
Substitutefor
for
selected
selecteduser
user

Recall
Recallthe
theinvoice
invoice
to
toAP
APand
and
terminate
terminatethe
the
approval
approvalworkflow
workflow

Invoice Approvals Slide 49


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Invoice Approvals

16-49

Substitution Utility: /ORS/MAIN_SUBS

An utility to centrally maintain


the substitution. Useful when
the approver is absent and
there is a need to delegate the
approval authority to others.

Invoice Approvals Slide 50


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

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250

Exercise: Approvals
1. Recall and Reassign Approval Item
Execute TCode:
/ORS/UMREASSIGNED
Run without any variant data
Select an invoice under one approver
and REASSIGN button
Enter new approver from drop down list

2. Maintain Approval Substitutes


Execute TCode:
/ORS/MAIN_SUBS
Search for a user
Select: Select a substitute
Set new substitute and from and to
dates

Invoice Approvals Slide 51


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Invoice Approvals

16-51

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250

17 VIM Reports

Slide 1
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

VIM Reports

17-1

Chapter Guide
VIM Analytics (VAN)
VIM Reminder Report
VIM Liability Report

VIM Reports Slide 2


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Topics VIM Analytics (VAN)


Overview
VIM Analytics (VAN)
Data collection and synchronization
Main Selection Screen
List of Fields Available for Selection

Report Results Screen


Individual Line Details (Document View)
Individual Line Details (Workflow View)

Customization Items

VIM Reports Slide 3


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

VIM Reports

17-3

Overview
VIM Analytics (VAN) provides users clear data report on their documents
with exceptions as well as the invoice exception workflows. It is intended
to give further ability to track the documents routed through SAP
workflows via the VIM solution.

VAN features include


Statistics on processing
Status report on process metrics
Use standard SAP reporting tools as needed

VIM Reports Slide 4


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

/OPT/VIM_ANALYTICS
This is not a productivity report, but a status report that shows various process metrics.
It shows the number of days until the invoice is due and so can help you manage due dates. A
negative in the Days to Due column means the invoice payment is overdue.

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250

Questions answered by VAN


What types of problems do we see?
Who are the problem vendor?
How long does it currently take to approve invoices?
How has the cycle time changed in the last year?
Where are my bottlenecks?
Who is involved internally in resolving these problems?
What is the status of a particular invoice?

VIM Reports Slide 5


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VIM Reports

17-5

VAN Information Reported


Statistics
Header level statistics: Number and Amounts
Group Statistics on Number of Invoices, Total Amounts and Average Cycle
times

Individual Invoice status


Header information
Image of original scanned invoice
Current workflow agent
Cycle time
Link to Open Text Unified Dashboard, SAP documents and Workflow
technical log

VIM Reports Slide 6


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Transaction Code: /OPT/VIM_ANALYTICS


Support for Business Warehouse will be part of a future release.

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250

VAN Report Views


Document View
Invoice centric reporting: vendor, payment due date etc.
One invoice per line

Workflow View
Workflow centric reporting: all tasks, current task and agent etc.
One workflow instance per line

TCode: /OPT/VIM_ANALYTICS

VIM Reports Slide 7


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

VIM Reports

17-7

VAN Report Fields: Document View


1. COMPANY_CODE Company Code

27. UPDATE_DATE

2. DOC_NUM

Accounting document number

28. UPDATE_TIME

Update date
Update time

3. FISCAL_YEAR

Fiscal year

29. BLOCK_REASON

Exception Reason

4. DOC_LINE

Document Line Item

30. LINE_AMOUNT

Doc Line Amt in Rpt

5. DOC_TYPE

SAP Document Type

31. GR_TOTAL_AMOUNT

Gross Amt

6. VENDOR_NUM

Vendor Number

32 GR_LINE_AMOUNT

Gross Line Amt

7. REF_DOC_NUM

Reference document number

33. GR_CURRENCY

Gross Currency

8. DOC_STATUS_CODE

Document Status

34. REASON_TEXT

Reason text

9. DOC_DATE

Document date in document

35. BAL_DAYS

Days to Due Day

10. EXCEPTION_DAT

Exception Date

36. OVERDUE_FLAG

Overdue

11. TOTAL_AMOUNT

Doc Amount

37. PO_DOC_NUM

Purchasing Document No.

12. DOC_CURRENCY

Doc Currency

38. PO_DOC_LINE

Purchasing Document Line

13. REVERS_DOC_NUM

Accounting document number

39. PLANT_NUM

Plant

14. REVERS_DOC_FY

Fiscal year

40. PURCH_GROUP

Purchase group

15. CREDITMEMO

Credit Memo flag

41. VENDOR_NAME

Vendor Name

16 . DOCID

DP Document Number

42 . BLOCK_PARK_FLAG

Block flag

17. DP_DOCTYPE

DP Document Type

43. DOC_STATUS

Document Status Text

18. DUE_DATE

Due date

44. POST_DATE

Post Date

19. ENTRY_DATE

Document entry date

45. OLD_DOC_NUM

Document number

20. ENTRY_TIME

Time of entry

46. OLD_FISCAL_YEAR

Fiscal year

21. START_DATE

Document entry date

47. OLD_COMPANY_CODE

Company Code

22. START_TIME

Time of entry

48. PROCESS_DURATION

Cycle Time

23. END_DATE

Document entry date

49. DP_PROCESS_TYPE

DP Process Type

24. END_TIME

Time of entry

50. RESCAN_REASON

Rescan Reason

25. PARK_REASON

Parking Reason

51. DELETE_REASON

Obsolete Reason

26. REQUISITIONER_ID

Requisitioner ID

52. TARGET_SYSTEM

System ID

VIM Reports Slide 8


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250

VAN Report Fields: Workflow View


1. WI_ID

Work item ID

2. CURR_AGENT

Current Agent

3. CURR_ROLE

Current Role

4. WI_STATUS

Processing status of work item

5. MULTIPLE_AGENTS

Indicator that there are multiple agents

6. LAST_OPTION_TYP

Last selected Option Type

7. LAST_OPTION_ID

Last Selected Option ID

8. TASK_ID

Workflow Task ID

9. OPTION_TEXT

Last selected Option text

10. AGENT_FIRSTNAME

First name

11. AGENT_LASTNAME

Last name

12. WI_STATUS_TEXT

Workitem Status Text

VIM Reports Slide 9


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

VIM Reports

17-9

VAN Main Selection Screen


TCode: /OPT/VIM_ANALYTICS
Application Tool Bar
Selection Field Panel

Report Option Panel

VIM Reports Slide 10


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

All functions of the VIM Analytics are controlled via a common selection screen. Your screen might
look different as each user can decide on what selection fields to appear in the screen. There are
tree main sections: The Application Tool Bar, Selection Field Panel and Report Option Panel.
Here is the summary of each panel.
The Application Tool Bar has the following actions:

Execute

Get Variant

Invoke Additional Selection Criteria Screen

The Selection Field Panel is divided into the following sections:

Invoice Information

DP Data

Status

Vendor Information

Exception

Agent

Report Options

Approval Workflow

Other extensions (If any)

Additional Information (If selected by invoking Additional Selection Criteria)

The Report Option Panel included different selections:

17-10

View type

Status

Included fields

250

VAN Configurable Selection Screen


Start
StartVIM
VIMAnalytics
Analyticswith
with
/OPT/VIM_ANALYTICS
/OPT/VIM_ANALYTICS

Available
selection fields

VIM Reports Slide 11


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VIM Reports

17-11

Report Results Screen


Header Section
This section is only visible if
Display Summary is
checked on the selection
screen (see previous slide)

ALV Grid - Document View


Results presented in a
document perspective i.e.,
irrespective of the number of
workflows.
ALV Grid - Workflow View
(not displayed) Results
presented in a workflow
perspective i.e., there will be
one record for each of
workflow that is started for a
document

VIM Reports Slide 12


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

There are essentially two modes or views in which this report can be run. Each of these views is explained in the following sections. Also,
during the output display, the users can toggle between the two views.
Header Section
This section is only visible if Display Summary is checked on the selection screen.
This section provides high level summary of all the documents in the system based on the selection criteria. This section is same for both
the Document View and Workflow View as the system considers all the information both document and workflow based. Information is
presented in a matrix format with various categories as rows and statistics as columns.
The statistics information is presented in
two main categories in the columns:
- PO based documents
- Non-PO based documents
Separate summary is presented for the following items:
- DP Items
- Total Open Invoices - Cancelled Documents
- Total Invoices

Three types of information is presented:


- Total Amount (in reporting currency)
- Total Invoice (count)
- Total number of workflows (count)

- Deleted Documents
- Credit memos

ALV Grid (Document View)


Document view presents the results in a document perspective i.e., irrespective of the number of workflows and exceptions that a document
might have passed through, this view counts the document once. At a high-level view will present the document Status, exception reason
and various other document related information.
How to run it
On the main selection screen, the Report Options panel, select Document View or Click on Document View at the list layout whenever
available.
ALV Grid (Workflow View)
Workflow view presents the results in a workflow perspective i.e., there will be one record for each of the workflows that are started for a
particular document. One of the main uses of this view is to look at who the current agent for a particular workflow in case the workflow is
still in process. Also process times, cycle times etc are presented as well.
How to run it
On the main selection screen, the Report Options panel, select Workflow View or Click on Workflow View at the list layout whenever
available.

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250

Header Section
This section is only visible if Display Summary is checked on the report option panel.
This section provides high level summary of all the documents in the system based on the
selection criteria. This section is same for both the Document View and Workflow View as
the system considers all the information both document and workflow based. Information is
presented in a matrix format with various categories as rows and statistics as columns.
The statistics information is presented in two main categories in the columns:
PO based documents
Non-PO based documents

Three types of information is presented:


Total Amount (in reporting currency)
Total Invoice (count)
Total number of workflows (count)

Separate summary is presented for the following items:


DP Items
Deleted Documents
Total Open Invoices
Cancelled Documents
Total Invoices
Credit memos

VIM Reports Slide 13


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

VIM Reports

17-13

ALV Grids
ALV Grid (Document View)

ALV Grid (Workflow View)

Document view presents the results in


a document perspective i. e.,
irrespective of the number of
workflows and exceptions that a
document might have passed through,
this view counts the document once.
At a high-level view will present the
document Status, exception reason
and various other document related
information.

Workflow view presents the results in


a workflow perspective i.e., there will
be one record for each of the
workflows that are started for a
particular document. One of the main
uses of this view is to look at who the
current agent for a particular workflow
in case the workflow is still in process.
Also process times, cycle times etc
are presented as well.

How to run it:

How to run it:

On the main selection screen, the


Report Options panel, select Document
View or Click on Document View at the
list layout whenever available.

On the main selection screen, the


Report Options panel, select Workflow
View or Click on Workflow View at the
list layout whenever available.

VIM Reports Slide 14


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17-14

250

Report Results Screen (continued)

Group statistics
options

Individual
invoice detail

Header level
statistics

VIM Reports Slide 15


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

/OPT/VIM_ANALYTICS

VIM Reports

17-15

VAN Report Data Collection


To improve report performance, data collected and cached in these
tables:
PO Invoice Header: /OPT/VIM_HD_PO
Non PO Invoice Header: /OPT/VIM_HD_NPO
PO Invoice Workflow: /OPT/VIM_PO_WIH
Non PO Invoice Workflow: /OPT/VIM_NPO_WIH
Document Processing Header and Workflow: /OPT/VIM_HD_DP

VIM Reports Slide 16


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250

VAN Data Synchronization


Initial data load transaction: /OPT/VIM_RPT_DATA_LD
Updates data tables with history

Periodic update program: /OPT/VIM_RPT_SYNC_TABLES


Updates changes invoice made outside of workflow
Recommend run at least semi-daily (see Administration Chapter)

VIM Reports Slide 17


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Because it is possible to make changes to parked and posted documents in native SAP, the VAN
tables must be updated with those changes. These changes include:
Parked document:
Changes to all the changeable fields including amount, account assignment, (coding), and text
fields
Posted document:
All the SAP change rules apply. Unless there are customer specific change rules in place, this
means the only allowable changes are to fields that do not update an account balance anywhere in
SAP. These are generally text fields.

VIM Reports

17-17

VAN Report Customization Items


Selection Screen Items
Copy template program /OPT/VIM_RPT_SEL_SCR_TEMPLATE to a Z* or Y* program
and make custom changes
Add logic to USER_PROCESS method in sub class
/OPT/VIM_RPT_CALL_USER_EXTEN
Define new program in /PTGWFI/Z_CONST table (product code = VAN and ZCONST
= USER_SEL_SCR_PROG)

Process Logic for custom output data


Add fields to /OPT/VIM_DISPLAY_STRUCTURE
Add logic to USER_PROCESS method in sub class
/OPT/VIM_RPT_CALL_USER_EXTEN
Define new subclass in /PTGWFI/Z_CONST table (product code = VAN and ZCONST
= OBJ_LOGIC_EXTENSION)

Custom Controls (ALV push buttons)


Add push button function to table /OPT/VIM_FCODE
Copy the function module /OPT/VIM_RPT_DASHBOARD to a Z* or Y* FM and make
custom changes

NOTE: Please refer to step by step detailed and up to date configuration


guide included with Installation package sent by Open Text

VIM Reports Slide 18


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

17-18

250

Exercise: VIM Analytics Report


Execute TCode:
/n/OPT/VIM_ANALYTICS
Run Report in Document View
Run Report in Workflow View
Notice output field differences

VIM Reports Slide 19


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

VIM Reports

17-19

Chapter Guide
VIM Analytics (VAN)
VIM Reminder Report
VIM Liability Report

VIM Reports Slide 20


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250

VIM Reminders Report


Send collective email notification to users with overdue workitems
Does not forward workitem only notification for action sent
Use various selection criteria
See supporting Reminder report documentation for details

Transaction code: /OPT/REMINDER: VIM Reminder

VIM Reports Slide 21


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

VIM Reports

17-21

VIM Reminders Report: Selection screen


TCode: /OPT/VIM

WF Administration

Reminders Program

VIM Reports Slide 22


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

17-22

250

VIM Reminders Report. Search result screen

VIM Reports Slide 23


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

VIM Reports

17-23

Customization Items
Notification Configuration: TCode: /OPT/VIM_8CX50
Notification Role
Enter VIM Role ID for Notification (Blank for all roles)

Inbox Days
Enter number of days grace period from workitem creation date

Notification Text
Enter Standard Text ID of email reminder body

Notification Exclusion: TCode: /OPT/VIM_8CX51


User ID to be excluded from receiving notification

User Notification Switch: TCode: /OPT/VIM_8AX50


Switch notification on/off for user

NOTE: Please refer to step by step detailed and up to date


configuration guide included with Installation package sent by
Open Text

VIM Reports Slide 24


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17-24

250

Chapter Guide
VIM Analytics (VAN)
VIM Reminder Report
VIM Liability Report

VIM Reports Slide 25


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

VIM Reports

17-25

VIM Liability Report


Generate Liability Reports
grouped by different options
Company Code, Vendor, Cost Center,

different report options


Document Type
Document process
see next slide

Transaction code: /OPT/VAN_LIABILITY: Current Liability Report

VIM Reports Slide 26


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

17-26

250

VIM Liability Report: Selection screen options


TCode: /OPT/VIM

Reports

Current Liability Report (scroll down)

VIM Reports Slide 27


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

VIM Reports

17-27

VIM Liability Report: Selection screen

VIM Reports Slide 28


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

17-28

250

VIM Liability Report: Search result screen

VIM Reports Slide 29


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

VIM Reports

17-29

Exercise: VIM Analytics Reports


Execute TCode:
/n/OPT/REMINDER
Run Report with different process
options
Notice output field differences

Execute TCode:
/n/OPT/VAN_LIABILITY
Run Report for different group options
Run Report with different report options
Notice differences

VIM Reports Slide 30


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

17-30

250

18 Administrative Tasks

Slide 1
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Administrative Tasks

18-1

Topics: General SAP Workflow Administration


Scheduled Jobs
Month End Report
Year End Report
Versioning and Patches
Standard SAP Workflow tasks

Administrative Tasks Slide 2


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

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250

VIM Administration Areas

SAP AP
processes

SAP
workflow

General VIM
maintenance &
administration

VIM

Installation

Technical
details
Hardware

Invoice
approvals
Upgrades
Administrative Tasks Slide 3
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The roles who are involved with VIM administration vary by implementation.
However, these are the general areas that may apply to all implementations, based on the installed
components.

Administrative Tasks

18-3

VIM Scheduled Jobs (1)


Program
Program:
RM08RELEASE

Description

Suggested Min. Freq.

- To release blocks on MM
documents and payment
blocks on FI document
(equivalent to MRBR
transaction)

- To handle actions taken


1x day
Program:
/PTGWFI/R_LIX_CLEANUP_WFS outside of workflow which Run after RM08RELEASE
can clear a blocked invoice
- This job removes
associated redundant
workitems and completes
workflows
- To handle actions taken
Program:
/PTGWFI/R_PIR_CLEANUP_WFS outside of workflow which
can clear a parked invoice
- This job removes
associated redundant
workitems and completes
workflows

Parameters

1x day
Automatic Release
As currently scheduled by Client
checked

None if Daily
Invoice Creation Date
Range

1x day After
None if Daily
/PTGWFI/R_LIX_CLEANUP_WFS Invoice Creation Date
completes
Range

Administrative Tasks Slide 4


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Plan in Background Jobs with TA: SM36

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250

VIM Scheduled Jobs (2)


Program

Description

Suggested Min. Freq.

Parameters

Program:
/ORS/000007_LOCK_CLEANUP

To release invoice locks


as set by approval W/F

Every 30 min.

none

Program:
/OPT/VIM_RPT_DATA_LOAD

To initialize VAN report


tables

ONLY ONCE AT GO LIVE


(DO NOT SCHEDULE AS JOB)

none

Program:
To synchronize VAN
/OPT/VIM_RPT_SYNC_DP_TABLE report DP tables with
SAP data

2x per day

none

Program:
/OPT/VIM_RPT_SYNC_TABLES

To synchronize VAN
report tables with SAP
data

2x per day
/OPT/VIM_RPT_SYNC_DP_TABL
E
Completes

none

Program:
/OPT/VIM_R1A_REMINDER

To send out VIM


reminder emails for
overdue items

1x day

Select: Background
Mode
Table: /OPT/T852
sets the number of
grace days

Program:
RSWWERRE

Restarts workitems that


are in error reduces
workflow admin

As defined by WF config

/PTGWFI/R_LIX_TRG_HDWF

LIV Header Level


Workflow Triggering

2x day or more depending on the none


requirements
Administrative Tasks Slide 5
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

For Program: /ORS/000007_LOCK_CLEANUP, please do not plan this job more often.

Administrative Tasks

18-5

Month End and Year End Reports


Month End Report
Tool to handle posting date changes for parked PO and Non-PO documents
due to closing periods

Year End Report


Tool to handle posting date year object key changes for parked PO and NonPO documents

NOTE: Please refer to step by step detailed and up to date Year End
Report guide included with Installation package sent by Open Text
Administrative Tasks Slide 6
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

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250

Month End Report Non-PO Documents


Transaction /OPT/VIM_MEND_NPO

Administrative Tasks Slide 7


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Administrative Tasks

18-7

Month End Report PO Documents


Transaction /OPT/VIM_MEND_PO

Administrative Tasks Slide 8


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18-8

250

Year End Run Log


Transaction /OPT/VIM_YEND_LOG

Administrative Tasks Slide 9


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Administrative Tasks

18-9

Versioning and Patches


Every product version component has patch history list
Every patch has a pre-requisite as detailed in the patch note
In some cases, pre-requisites span across product components

Patch imports are not mandatory and subject to specific customers


functional requirements

Administrative Tasks Slide 10


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The next product release will include a utility to determine the current customer patch level.
Patches to SAP components are handled in the same manner as standard SAP patches through
transports or SPAM
Patches to the Web-based components, Invoice Approval and VSS, involve a reinstallation using
the related Installation Wizard. This is a simple, straight forward process.

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250

VIM Workflows
There are 6 workflow templates for VIM processes:
WS00275255 Document Process Workflow (from receiving the scanned
invoice info until the invoice is parked/posted or the document is marked as
obsolete or duplicates)

WS00275260 Parked PO invoice workflow (from the time a PO invoice is


parked until the invoice is posted or deleted)

WS00275264 Blocked PO invoice line level 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 when AP sends back).

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 (from the time an invoice is


sent for web approval action until approval is completed or invoice is fully
rejected)
Administrative Tasks Slide 11
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Administrative Tasks

18-11

VIM Event Linkages


Usage
Comments

Object Type

Event

Receiver Type

Receiver Function Module

Check Function Module

FIPP

DELETED

TS00275270

SWW_WI_CREATE_VIA_EVENT

Invoice
Approvals

FIPP

POSTED

TS00275270

SWW_WI_CREATE_VIA_EVENT

Invoice
Approvals

BUS2081

DELETED

TS00275270

SWW_WI_CREATE_VIA_EVENT

Invoice
Approvals

BUS2081

POSTED

TS00275270

SWW_WI_CREATE_VIA_EVENT

Invoice
Approvals

BUS2081

POSTED

WS00275264

/OPT/BL_PO_BLK_RECEIVER

Invoice
Exceptions

/OPT/FIPP

ZWFI_CREATED

WS00275254

/OPT/BL_NPO_PRK_RECEIVER

/PTGWFI/PIR_F_CHECKFM

Invoice
Exceptions

/OPT/B2081

ZWFI_PARKED

WS00275260

/OPT/BL_PO_PRK_RECEIVER

/PTGWFI/PRK_M_CHECKFM

Invoice
Exceptions

FIPP

DELETED

/OPT/VIM_RPT_RECEIVER_FM

VAN

FIPP

POSTED

/OPT/VIM_RPT_RECEIVER_FM

VAN

BUS2081

DELETED

/OPT/VIM_RPT_PO_INV_RECEIVER

VAN

BUS2081

POSTED

/OPT/VIM_RPT_PO_INV_RECEIVER

VAN

BUS2081

RELEASED

/OPT/VIM_RPT_PO_INV_RECEIVER

VAN

BUS2081

CANCELLED

/OPT/VIM_RPT_PO_INV_RECEIVER

VAN

/OPT/VPR

SUBMITTED

SWW_WI_CREATE_VIA_EVENT_IBF

VSS

WS00275251

Administrative Tasks Slide 12


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18-12

250

Key VIM Namespaces


/PTGWFI/

Process Technology Group Workflow FI

/ORS/

Optura

/OPT/

Open Text

All VIM Core and Baseline code and objects are within the above
namespaces

Administrative Tasks Slide 13


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Administrative Tasks

18-13

Key VIM ABAP Tables


DP Workflow
Indexing Tables: /OPT/VIM_1HEAD, /OPT/VIM_1ITEM
BDC Error Log: /OPT/VIM_1BDCLOG
DP Log: /OPT/VIM_1LOG

PO Blocked Workflow
Monitor Table: /PTGWFI/F_LIXMTR

PO Parked Workflow
Monitor Table: /PTGWFI/M_PRKMTR

Non-PO Parked Workflow


Monitor Table: /PTGWFI/F_PIRMTR

Approval Workflow
Monitor Table: /ORS/STACK_VIEW
Chart of Authority: /OPT/BL_APPCOA, /OPT/BL_AP_CODER, /OPT/BL_T401, /OPT/BL_AP_CONF
Usermap: /ORS/USERMAP

Role Resolution
Role Table: /PTGWFI/W_ROLE
Org. Table: /PTGWFI/W_ORG
Key Determination: /PTGWFI/Z_KEYDET, /PTGWFI/Z_KEYRNG, /PTGWFI/Z_KEYVAL

General Tables
Constant Table: /PTGWFI/Z_CONST
Options: /PTGWFI/F_POT, /PTGWFI/F_OST
Parking/Blocking: /PTGWFI/F_BCT, /PTGWFI/F_PRKRSN, /PTGWFI/M_PRKRSN

Administrative Tasks Slide 14


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18-14

250

Routine WF Related Tasks (1)


Review workitems with error status

SWI1

Where used list for a task

SWI11

Task Profile Authorizations

SWI13

Workflow Diagnosis

SWUD

Transaction RFC

SWU2

Restart WF after error correction

SWPR

Process workitems as administrator

SWIA

Workload by user

SWI5

Access workflow log for a specific invoice

SWI6

Create substitute user (user side)


From Business Workplace Inbox

Run other standard SAP reports


Tools > Business Workflow > Development > Reporting

Administrative Tasks Slide 15


Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

These are standard SAP transactions.


You must have administrator authorizations perform workload analysis.
Workload analysis provides an overview of what work has been done or is still to be done by a
single user, job, position, or organizational unit.
Find tasks under:
Tools > Business Workflow > Development > Reporting
and
Tools > Business Workflow > Development > Utilities

Administrative Tasks

18-15

Routine WF Related Tasks (2)


Automatic Workflow Customizing

SWU3

Display Workflow Event Trace

SWEL

Synchronize Runtime Buffer

SWU_OBUF

Diagnosis of Work Items Containing Errors

SWI2_DIAG

Maintain Business Object

SWO1

Workflow Builder

SWDD

SAP Business Workflow

SBWP

Create/ Maintain Organizational Structure

PPOC/PPOM

Create/ Modify Structure (Workcenter (A008))

PPSC/PPSM

Create/ Maintain Tasks

PFTS or
PFAC_CHG/PFAC_INS

Administrative Tasks Slide 16


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18-16

250

Workflow Tasks
Other VIM Workflow Administrator tasks:
Role Maintenance
User ID changes
Role Error investigation and resolution

Chart of Authority (approvals) Maintenance


User ID changes

SAP Inbox substitutes setup


Reassigning workitems
Approval Items: TCode: /ORS/UMREASSIGNED
Other Items: Use standard Inbox Forward functionality

Releasing locked objects


Approval Items: TCode: /ORS/RELEASE_LOCK

Table size monitoring and archiving


Contacting Open Text Customer Support (if required)
OT CSS user ID required

NOTE: Please refer to step by step detailed and up to date Administration Guide
included with Installation package sent by Open Text
Administrative Tasks Slide 17
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Administrative Tasks

18-17

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250

19 Troubleshooting

Slide 1
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Troubleshooting

19-1

Topics
Role resolution
Workitem Role Flow
Dashboard Options
Authorizations
Invoice Approvals
Workflow Triggering
Open Text Support Portal

Troubleshooting Slide 2
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19-2

250

Role Resolution
Workflow may go into error status if the agent resolution fails
Steps:
1. Execute TCode: SWI1 to look for the Error workflows
Use the following information on selection screen:
Type: F
Status: Error
Task: WS00275255, WS00275260, WS00275254, WS00275252, WS00275264,
WS00275266

2. Validate role resolution error as:

3. Display container contents of error workitem


Troubleshooting Slide 3
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Troubleshooting

19-3

Role Resolution (2)


Steps:
4. Read element Actor or Next Role to determine the role causing the error

5. Fix role logic issue


Use Role test TCode:
/OPT/VIM_ROLETEST
to find and fix issue

6. Restart workflow using TCode: SWPR


Troubleshooting Slide 4
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250

Role Flow Issue


Workitem flows to unexpected Role
Workitem flows according to configured swimlane flows
Conditions can be configured in VIM to dynamically determine next step in
flow
Use of TCode: SWI1 to display step by step flow and roles
Occasionally workitem is sent to DEFAULT or FAIL_SAFE groups within
roles subject to Key Determination in which key determination logic has failed
Use Role test TCode: /OPT/VIM_ROLETEST to find key determination issue
and fix

Troubleshooting Slide 5
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Troubleshooting

19-5

Authorization Issues
User Authorization issues manifest themselves in several ways:
1. User does not see specific options in Dashboard
2. User cant display images
3. User cant execute workitems. This is more prevalent for approval
workitems
4. User cant display user IDs from HR object
5. User cant execute transaction codes associated with options

Typical investigation points to certain users able to execute


functionality but not other users
Use of TCode: SU53 to determine missing authorization or menu
System
Utilities
Display Authorization check

Troubleshooting Slide 6
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19-6

250

Invoice Approval Issues


Locked Invoice Object
Execute TCode: /ORS/RELEASE_LOCK to unlock invoice

User cant execute approval item


User may not be the intended approver or have been setup as an official
substitute
Execute TCode: /ORS/MAIN_SUBS to confirm and fix

User needs to retrieve approval item from approver


Execute TCode: /ORS/UMREASSIGNED to recall or reassign approval item

Troubleshooting Slide 7
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Troubleshooting

19-7

Workflows not Starting


There may be many issues preventing the VIM workflows from not
starting:
Document Type and Plant filtering configuration
Issue with WF-BATCH user ID. Use TCode: SWU3 to confirm
BTE or BADI issue. Use debug mode
Event Linkage Issue. Use TCode: SWEL to ensure event was published and
receiver function module executed correctly. Use debug mode

Troubleshooting Slide 8
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250

Communication during document archiving

3
CARD
Arch ID

7 ID

Enterprise
Scan
4
Arch ID

8 ID

SAPGUI

5
DS host

SAP server

Scanning host

1
9 ID

6 ID

DocumentService

Document
Pipeline

10 ID
DocumentService
Archive Server B

Archive Server A
HTTP

OLE

File access
Troubleshooting Slide 9

Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The communication chart above applies to all scenarios for archiving scanned documents from Enterprise
Scan that are invoked from within a SAP session; this includes:
Early/late/simultaneous archiving (SAP 4.0)

Workflow-related scenarios: store and enter, assign and store, (SAP 4.5)
Archiving into SAP Business Workplace

Involved steps are:


1. The document is scanned.
2. The user invokes archiving within a SAP session on the scanning host.
3. SAPGUI sends an archiving request (CARD) to Enterprise Scan , telling it the logical archive that shall
receive the document.
4. Enterprise Scan queries its assigned Archive Server (A in the example above) for the Archive Server
hosting the given logical archive
5. and receives the host name as answer.
6. Enterprise Scan requests a new document ID from the DocumentService on the target Archive Server
(B in the example above, but servers A and B may well be one and the same) and associates it with
the document being archived.
7. Enterprise Scan returns the document ID to SAPGUI.
8. SAPGUI forwards the document ID to the SAP server whereupon SAP takes further steps (creating a
work item, ) depending on the performed archiving scenario.
9. In parallel to step 7, Enterprise Scan injects the document together with the allocated ID into the
DocumentPipeline on the scanning host.
10. The DocumentPipeline transmits the document to the DocumentService.
In step 4, Enterprise Scan contacts the AdministrationServer (A in the example above) on the host specified
in the Windows Registry key:
HKEY_CURRENT_USER\Software\IXOS\IXOS_ARCHIVE\Profile\Default\
CWin\ArchiveLink\Archive-0\ADMServerName

Troubleshooting

19-9

Communication during
document download and display (HTTP)

SAP server

SAPGUI

1
Doc ID
Arch ID

Viewing
application

11

10

2
Doc ID
Arch ID
9

Archive
Windows Viewer

Users workstation

ODMA layer

3
Arch ID

8
Doc ID
4
5
DS host

Document Service

7
Doc ID

Document Service

Archive Server A
HTTP

Type
6

Archive Server B
OLE

File system

Process start
Troubleshooting Slide 10

Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The chart above illustrates the communication steps involved in downloading a document and
displaying it with a separate application. Note that the Archive Windows Viewer acts as a mere
download tool here.
1.

SAPGUI receives a data set containing the document ID and the ID of the logical archive
where the document resides, thereby identifying the document.

2.

SAPGUI orders the Archive Windows Viewer to fetch the document form the Archive
Server .

3.

The Archive Windows Viewer queries its assigned Archive Server (A in the example
above) for the server hosting the given logical archive

4.

and receives the host name as answer.

5.

The Archive Windows Viewer queries the document service on the given host (B in the
example above, but servers A and B may well be one and the same) for the type (file
format) of the requested document

6.

and receives the answer.

7.

The Archive Windows Viewer requests the document from the document service,

8.

receives the document data,

9.

and stores the document as a file on the local hard disk.

10. SAPGUI starts the designated viewing application as a program call on operating system
level.
11. The viewing application opens the downloaded document file.
The Archive Windows Viewer is the central agent in this communication scenario. In case of
trouble, its log file (IXClient.log) is the most valuable information resource.

19-10

250

Problems in Enterprise Scan (1)


After archiving, document reappears in Enterprise Scan;
error message is displayed
Relevant logfiles on scanning station: IXClient.log, DP.log
Common reasons for failure
DocumentPipeline not running check with spawncmd status
Problem with DocumentPipeline directory on scanning station:
unexistent, wrongly configured, filled up, missing permissions
Check DPDIR parameter in Registry
Visit and examine DP directory on operating system level

Troubleshooting Slide 11
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

For your reference: Find the DPDIR configuration parameter pointing to the DocumentPipeline
directory in the scanning station Registry in path:
HKEY_LOCAL_MACHINE/SOFTWARE/IXOS/IXOS_ARCHIVE/COMMON

Troubleshooting

19-11

Problems in Enterprise Scan (2)


Sending a document to the archive ends in error message:
The
TheDS
DShost
hostfor
forarchive
archive
cannot
cannotbe
befound
found
to
get
the
document
ID.
to get the document ID.
Meaning: Enterprise Scan could not determine which Archive Server to
send the document to.
Relevant logfiles
On scanning station: IXClient.log
On assigned Archive Server: admSrv.log

Common reasons for failure


Archive Server not running or unavailable
Check availability of Archive Server
Wrong configuration on client or server side
Check:
Which Archive Server is Enterprise Scan linked to?
Does the target logical archive exist on Archive Server side?
If the target logical archive is hosted by a different Archive Server, do both servers
have a known servers relationship?
Troubleshooting Slide 12
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Which Archive Server is Enterprise Scan linked to?


Find the answer in IXOS configuration parameter ADMServerName on the scanning workstation.
Is Archive Mode assignment to scan host correct in Archive Server?
See page Settings on Enterprise Archive Server(1): Specify archiving conditions (earlier in this
chapter) about the details that have to be checked.

19-12

250

When an archived document cannot be displayed


Symptom: Document is retrievable in SAP,
but display in Archive Windows Viewer fails
Scenario-specific problem:
Document ID reserved, but document not yet archived
Situation
Document linked in SAP as if it were successfully archived
Document still held in DocumentPipeline on scanning station,
not yet transmitted to Archive Server not yet retrievable
Examine DocumentPipeline on the scanning host

Error analysis, logfiles, reprocessing =


DocumentPipeline troubleshooting like for any other DP-related scenario

Other, general display problems


see chapter about Archive Windows Clients in Client Administration
course

Troubleshooting Slide 13
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

The situation described here a document is known to the leading application but has not yet
arrived on the Archive Server can only happen at these workflow-related scan-and-archive
scenarios. Only here, the Livelink for SAP system reports a reserved document ID to SAP already
possibly before the document becomes retrievable from the Archive Server (see the
communication chart earlier in this chapter).
Querying the Archive Server for such a document (using the dsClient command line tool with
the dinfo command, see Learning Services course 710 Archive Server Administration) will
reveal that the document has either status reserved or is unknown. This means that a document
ID has already been allocated for the document but the server has not yet received the actual
document from the scanning client. The error message you will receive upon trying to display the
document therefore differs from the one you would get for an unknown document ID.

Troubleshooting

19-13

Relevant log files for Archive Server Operations


Document retrieval
IXClient.log (on retrieval
client)
RC1.log
dscache1/2.log
jbd_trace.log

Burning ISO images / writing to IXW


medias
dsCD.log / dsWORM.log
jbd_trace.log

Backing up IXW medias


bkupDS.log
bkupSrvr.log

Purging disk buffer


dsHdskRm.log
jbd_trace.log

Write to VI pool
(Single File Centera)
dsGs.log

Write to FS pool
(buffered hard disk)

bkWorm.log
jbd_trace.log

Finalizing IXW medias


dsFinalize.log
jsd.log
jbd_trace.log
See Livelink Enterprise Archive Server Administration
Guide for a complete explanation of the log settings
Chapter: Consulting the log files

dsHdsk.log
Troubleshooting Slide 14
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

For problems with storing documents, check also WC.log.


The VI pool is used for writing single files to a EMC Centera storage system.
The FS pool is the successor to the HDSK pool and supports the disk buffer.
Using Archive Server 4.x, there are some differences concerning the jukebox server logfiles:

19-14

Using WORMs on a Unix server which was upgraded from a pre-4.0 IXOS-ARCHIVE
version, jukebox server ixwd is used instead of STORM. Its logfile is named ixwd.log.

All other cases: There is no STORM trace file yet; use STORMs logfile jbd.log instead.

250

Access to log file via perl script


Enter one of the following URLs in a browser
http://<ArchiveServer>:4060/cgi-bin/tools/log.pl

or
https://<ArchiveServer>:4061/cgi-bin/tools/log.pl

Troubleshooting Slide 15
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

Troubleshooting

19-15

Open Text Support


Access http://css.opentext.com customer portal
Open trouble ticket
Knowledge base area
Discussion area
Enhancement request area

Email: support@opentext.com (North America)


Must contact support before installing a new patch

NOTE: Please refer to step by step detailed and up to date Administration


Guide included with Installation package sent by Open Text

Troubleshooting Slide 16
Learning Services December 2, 2009 Copyright Open Text Corporation. All rights reserved.

As part of your implementation, you will receive access to the global customer support portal, your
user ID, Password, and instructions on how to access and use the service.
You can also email or call the customer support for you country. This information is also available
on the website.

19-16

250

Appendix A
Glossary: VIM - Terms and Definitions
This is a list of the most common Open Text Vendor Invoice Management related terminology.

AAK
See: SAP Add-On Assembly Kit (AAK)

ALV
ABAP List Viewer (ALV).

AP processor
Accounts Payable personnel

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).

Archive system
Computer system that enables storage, management and retrieval of archived data and documents

ArchiveLink
Service integrated in the SAP Web Application Server for linking archived documents and the application
documents entered in the SAP system

ArchiveLink document types


Document types that need to be customized for ArchiveLink

Authorization profiles
The SAP administrator assigns authorizations to the users that determine which actions a user can
execute in the SAP system. These authorizations are stored in Authorization profiles.

BADI
See: Business Add-Ins (BADI)

Baseline
Set of functionality with pre-defined configuration and the starting point to implement VIM

BC Set
Business Configuration Set

BDC ID
See: Business Data Communication ID

Block
Situation where an invoice has a price or quantity variance that prevents invoice from posting

Glossary: VIM - Terms and Definitions

Appendix A-1

BTE
See: Business Transaction Event (BTE)

Business Add-Ins (BADI)


Business Add-Ins (BADI) is a new 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 Data Communication ID


Business Data Communication ID is used by the system to process an SAP transaction to create an SAP
Document in user context.

Business rules
Rules that describe the operations, definitions and constraints that applies to an organization

Business Transaction Event (BTE)


Event used for extending a Non PO invoice functionality to call a custom program

Buyer
Person who is in charge of the PO. This role should have authorization to create and change the
purchase order. This role is also responsible for negotiating and communicating with vendors.

Buyers defined as either individual SAP user or a group of users associated with an Org Unit
(Position, Work center, etc)

Create and maintains the PO

Resolve price related exceptions

COA
See: Approval chart of authority (COA)

Coder
Person who allocates an invoice to G/L account and cost object if required.

Coding
Coding allocates an invoice to G/L account and cost object if required.

Contract agent
Person who can create and modify SAP contracts.

Negotiates and maintains contracts

May be the same user as a buyer but is a different role

Dashboard
User interface that organizes and presents information in a way that is easy to read. Users can also
perform actions from the dashboard.

DocuLink
Open Text DocuLink enables the archiving, management and retrieval of CRM or ERP documents from
within the SAP infrastructure.

Appendix A-2

250

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)

Duplicate analyzer
Person who is responsible to identify duplicate invoices

Event Type Linkage


Error handling method. Event Type Linkage determines what the application should do in case an error
could not be handled.

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

GR
See: Goods Receipt (GR)

Goods Receipt
Official document issued by a port, shed, warehouse or shipping terminal operator to acknowledge receipt
of items listed in it under customary or specified terms and conditions.

IAP
See: Invoice Approval (IAP)

ICC
See: Invoice Capture Center (ICC)

IE
See: Invoice Exception (IE)

LIV
See: Logistic invoice (LIV)

Indexer
Person responsible for entering index data

Indexing
Process of entering or storing data into the system

Glossary: VIM - Terms and Definitions

Appendix A-3

Information provider
Receiving role for option Refer for Information
Person who knows all

Invoice Approval (IAP)


VIM component that enables users to perform coding, approving and rejecting invoices

Invoice approver
Person who approves invoices

Invoice Capture Center (ICC)


Optional OCR component from VIM

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 a SAP invoice is created

Invoice requester
Person who requested goods and services for Non PO invoices

Invoice receipt (IR)


Invoice, bill for goods and services supplied that receipt the company

IR
See: Invoice receipt (IR)

LIV
See: Logistic invoice

Logistic invoice (LIV)


Purchase order invoice

Materials Management (MM)


SAP MM is the materials management module of the SAP ERP software package. Materials
management is used for procurement and inventory management.

MM
See: Materials Management (MM)

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 (PIR)


Invoice based on a Non purchase order (Non PO)

Appendix A-4

250

Number range
Array of numbers that can be used for an object in the SAP system

OCR
See: Optical character recognition (OCR)

Open Text Vendor Invoice Management (VIM)


See: Vendor Invoice Management (VIM)

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 AP processor can change and post. SAP assigned document number
becomes real number when posted.

PIR
See: Non purchase order (Non PO) invoice (PIR)

PO
See: Purchase order (PO)

Posted invoice document


Invoice that has already been posted in SAP. 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 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.

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.

Purchase order (PO) invoice


Invoice based on a Purchase Order (PO)

Quantity variance
Situation where the quantity on the invoice is different from the quantity in the purchase order

Glossary: VIM - Terms and Definitions

Appendix A-5

Receiver
Person who can create and reverse the goods receipt in SAP
Posts the goods receipts and related reversals as required

Requisitioner
Person who requested goods and services
Creates the SAP requisition or the user ID the Buyer enters in the PO

Roles
Set of predefined roles for the SAP user

SAP Add-On Assembly Kit (AAK)


Standardized delivery procedure for software

SAP List Viewer ALV


New description for ABAP List Viewer (ALV).

Scan operator
Person who scans the invoices into images (may not have a SAP ID)

Scanner
See: Scan operator

Service approver
Person who approves a service entry

Service requisitioner
Person who enters a service entry

Swimlane
Diagram representing a specific VIM process. A swimlane comprises the process description, roles, user
interface and options (dash board buttons) of the process.

Tax expert
Person who advises on invoices that need tax audit. Normally tax department personnel.

UOM
Unit Of Measure (Maeinheit)

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.

Vendor maintenance
Person who is responsible for creating and maintaining the vendor master records

Appendix A-6

250

Vendor Self Service (VSS)


Optional web-based VIM component that allows vendors to track their own POs, goods receipts,
payments and the status of invoices.

VIM
See: Vendor Invoice Management (VIM)

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.

VSS
See: Vendor Self Service (VSS)

Workflow
SAP business workflows can be used to define business processes that are not yet mapped in the R/3
system.

Glossary: VIM - Terms and Definitions

Appendix A-7

Appendix A-8

250

Appendix B
Appendix: VIM - Baseline Roles
Out of the box Roles and Product Codes and where they used
Role

Product
Code

Product
Code

APPROVER

LIX

PIR

APPROVER

AP_PROCESSOR

LIX

PIR

AP_PROCESSOR

BUYER

LIX

PIR

BUYER

BUYER_CC_PLANT

Product
Code

005

Product
Code

LIX

CODER

BUYER_CC_PLANT
PIR

CONTRACT_AGENT

CODER

LIX
LIX

Role

CONTRACT_AGENT

INFO_PROVIDER

005

PIR

INFO_PROVIDER

NPO_AP_PROC

005

NPO_AP_PROC

NPO_BUYER

005

NPO_BUYER

NPO_DUP_CHCK

005

NPO_DUP_CHCK

NPO_INDEXER

005

NPO_INDEXER

NPO_RESCAN

005

NPO_RESCAN

PO_AP_PROC

005

PO_AP_PROC

PO_BUYER

005

PO_BUYER

PO_DUP_CHCK

005

PO_DUP_CHCK

PO_INDEXER

005

PO_INDEXER

PO_RESCAN

005

PO_RESCAN

RECEIVER

005

REQUESTER

005

REQUESTOR

005

REQUISITIONER

005

LIX

REQUISITIONER

SERVICE_APPROVE

005

LIX

SERVICE_APPROVE

SERVICE_REQ

005

LIX

PIR

SERVICE_REQ

TAX_EXPERT

005

LIX

PIR

TAX_EXPERT

VENDOR_MAINT

005

LIX

PIR

VENDOR_MAINT

WFADMIN

005

WFADMIN

VALIDATOR

005

VALIDATOR

LIX

RECEIVER
REQUESTER
PIR

REQUESTOR

VENDORAPPROVER

VVS

VENDORAPPROVER

VENDORAPPROVER2

VVS

VENDORAPPROVER2

Appendix: VIM - Baseline Roles

Appendix B-1

Appendix B-2

250

Roles Descriptions
Product
Code
IE

Role

Role Name

Description

APPROVER

Approver/ Invoice
Approver

Responsible party for approving PO and Non PO


Invoices
Person who approves invoices

IE

AP_PROCESSOR

AP Processor

Responsible party for correcting SAP FI and MM


Documents

IE

BUYER

Buyer

Responsible party for maintaining PO


Buyers defined as either individual SAP user or a
group of users associated with an Org Unit
(Position, Work center, etc)

DP, IE
(IE)

Create and maintains the PO

Resolve price related exceptions

BUYER_CC_PLANT
CODER

Coder/ Invoice
Coder

Responsible party for coding cost objects in Non


PO invoice lines
Person who enters the accounting information to
allocate the invoice cost

IE

CONTRACT_AGENT

Contract Agent

Responsible party for maintaining Contracts or


Outline Agreements
Person who can create and modify SAP contract

Negotiates and maintains contracts

May be the same user as a buyer but is a different


role
DP, IE

INFO_PROVIDER

Information
Provider/
Info Provider

Responsible party for providing ad-hoc information


The role for option Refer for Information
Person who knows all

DP

NPO_AP_PROC

Non PO AP
processor

Responsible party for creating Non PO Invoice


SAP FI Documents
Accounts Payable personnel

DP

NPO_BUYER

Non PO Buyer

Responsible party for maintaining PO

DP

NPO_DUP_CHCK

Non PO Duplicate
Analyst

Responsible party for validating a possible Non PO


Invoice duplicate scenario
Person responsible for identifying the duplicate
invoices

DP

NPO_INDEXER

Non PO Indexer

Responsible party for validating and correcting


Non PO Invoice index values
Person responsible for entering indexing

DP

NPO_RESCAN

Appendix: VIM - Baseline Roles

NPO Rescanner

Appendix B-3

Product
Code

Role

DP
DP

PO_AP_PROC

Role Name

Description

Non PO Scanner

Responsible party for the scanning operation of


Non PO Invoices

PO AP processor

Responsible party for creating PO Invoice SAP


MM Documents
Accounts Payable personnel

DP

PO_BUYER

DP

PO_DUP_CHCK

Responsible party for maintaining PO


PO Duplicate
Analyst

Person responsible for identifying the duplicate


invoices
Responsible party for validating a possible PO
Invoice duplicate scenario

DP

PO_INDEXER

PO Indexer

Responsible party for validating and correcting PO


Invoice index values
Person responsible for entering indexing

DP

PO_RESCAN

DP
DP, IE

RECEIVER

PO Rescanner
PO Scanner

Responsible party for the scanning operation of


PO Invoices

Receiver

Responsible party for receiving goods into SAP


Person who can create and reverse the goods
receipt in SAP

Posts the goods receipts and related


reversals as required

DP, IE

REQUESTER

Invoice
Requester

Person who requested goods and services for Non


PO invoices

DP, IE

REQUESTOR

Requestor

Responsible party for purchasing Non PO Invoice


items

DP, IE

REQUISITIONER

Requisitioner

Responsible party for creation of Material


Purchase Requisitions (non service)
Person requesting goods and services

DP, IE

SERVICE_APPROVE

Creates the SAP requisition or the user ID


the Buyer enters in the PO

Scan Operator

Person who scans the invoices into images (may


not have an SAP user ID)

Service Approver

Responsible party for receiving services into SAP


(creation of Service Entry Sheet)
Person who approves Service Entry

DP, IE

SERVICE_REQ

Service
Requisitioner

Responsible party for creation of Service Purchase


Requisitions
Person who enters Service Entry Sheet

Appendix B-4

250

Product
Code

Role

Role Name

Description

DP, IE

TAX_EXPERT

Tax Expert

Responsible party for tax issues


Person who advises on invoices that needs tax
audit; normally tax department personnel.

DP
DP, IE

VALIDATOR
VENDOR_MAINT

Vendor
Maintenance

Responsible party for maintaining SAP vendor


master records
Person who is responsible for creating and
maintaining the vendor master records

DP,
(IE)

WFADMIN

WF Administrator

WS

VENDORAPPROVER

Vendor Approver

WS

VENDORAPPROVER2

Second Level
Vendor Approver

Appendix: VIM - Baseline Roles

Responsible party for general SAP workflow


administration

Appendix B-5

Appendix B-6

250

Appendix C
Appendix: VIM - Baseline Exceptions 5.2.0
Baseline Exceptions
Condition/ Exception

PO-Related
Process Type
(Park Reason)

Approval Required

150

(150)

Currency Mismatch

155

(155)

--

Derivation Rule Non PO- Expense Type

--

Freight on Invoice

157

Handle System Exception

171

Incomplete Credit Memo

121

221

Invalid Company address

132

232

Invalid Currency

104

202

Invalid Data Format

Invalid PO #

101

--

Invalid Recipient VAT #

128

225

Invalid Requester ID

--

203

Invalid Requisitioner

159

--

Invalid SIRET Number

131

229

Invalid Tax Information

126

224

Invalid Vendor #

102

201

Invalid Vendor VAT #

120

220

Invalid Unit-of-Measure (UOM)

103

--

ISR # Mismatch(PO)

129

226

Missing Date of Supply

127

228

Missing Import special text(PO)

136

236

Missing/Invalid Tax exempt Text(PO)

135

235

Missing/Invalid Triangulation Text(PO)

139

239

Missing Invoice Date

125

223

Missing Item description(PO)

137

237

Missing Item Quantity

123

--

Missing Item Unit Price

124

--

Missing Mandatory Information(PO)

138

Appendix: VIM - Baseline Exceptions 5.2.0

Non-PO-Related
Process Type
(Park Reason)

X
(157)

250

(250)

209

--

238

Appendix C-1

Condition/ Exception

PO-Related
Process Type
(Park Reason)

Non-PO-Related
Process Type
(Park Reason)

Non-PO Credit Memo Processing

--

206

Payment Method Mismatch

134

234

Payment Term Mismatch

130

227

PO Credit Memo Processing

160

PO not Released or Incomplete

106

Pre-Approved

--

Price Discrepancy

--

Process Non-PO Invoice

--

200

Process Non-PO Invoice OCR

--

207

Process PO Invoice (non OCR)

100

--

Process PO Invoice OCR

108

--

Quantity Discrepancy

--

ReScan Required

Service Entry Required

154

Suspected Duplicate Invoice / CM

105

Tax Audit Required

158

Unable to Auto-Park Invoice / CM

Unable to Auto-Post Invoice / CM

Unable to Determine Company Code

--

Unable to Determine PO Lines

109

--

Unable to Match PO Lines

107

--

UOM Mismatch

156

Vendor Address Mismatch

122

Vendor Audit Required

151

Vendor Invoice Reference missing

133

Vendor Maintenance

152

Vendor Mismatch

153

Appendix C-2

--

(154)

(158)

(156)

251

-X

204

254

205

-X

222

253

233

(152)

252

(153)

--

(151)

(254)

(253)

(252)

250

PO Invoice Exception
PO Invoice Exceptions

Description
handled (Automatic) or (Manual)

Approval Required

Invoice requires approval before posting.


Non-PO: Checked against VIM table for Expense Type requiring approvals
(Automatic)

Currency Mismatch

Currency specified on the invoice does not match the currency on PO


(Automatic)

Freight on invoice

Freight charge on the invoice exceeds pre-set limit


(Automatic)

Incomplete Credit Memo Invoice is a credit memo (CREDIT_MEMO = X) and the Invoice Vendor
Reference Number is blank
(Automatic)
Invalid Currency

Invoice Currency does not match to SAP master table


(Automatic)

Invalid Data Format

The OCR data is not in correct format (e. g. date, number, etc)

Invalid PO #

Cannot validate OCR captured invoice against the master data tables: PO #
Invoice PO Number is blank or does not match to SAP master table
(Automatic)

Invalid Recipient VAT #

Invoice amount is > Euro 10000


1. Invoice recipient VAT number is blank
OR
2. Invoice recipient VAT number does not match that configured for
Invoice company code
(Automatic)

Invalid SIRET #

Invoice SIRET number does not match SAP vendor master value (LFA1STCD1,3,4)
(Automatic)

Invalid Tax Information

1. Auto calculate is enabled but no Invoice tax code is available


OR
2. Auto calculate is not enabled but Invoice tax amount is blank
OR
3. Invoice tax code and Invoice country (based on Invoice Company
Code from PO) is used in calculation procedure (V_005_E-KALSM).
Check SAP table T007A to ensure invoice tax code is valid for the
calculation procedure.
*** Zero Tax rate is allowed
(Automatic)

Invalid UOM

Cannot validate OCR captured invoice against the master data tables: UOM.
Invoice line item Unit of Measure does not match to SAP master table
(Automatic)

Invalid Vendor #

Cannot validate OCR captured invoice against the master data tables: vendor
# or vendor # or, the vendor # is blank
Invoice Vendor Number is blank or does not match to SAP vendor master table

Appendix: VIM - Baseline Exceptions 5.2.0

Appendix C-3

PO Invoice Exceptions

Description
handled (Automatic) or (Manual)

Invalid Vendor VAT #

Invoice vendor VAT number does not match SAP vendor master value (LFA1STCEG)
(Automatic)

ISR # Mismatch

Invoice ISR Number does not match SAP vendor master ISR number (LFA1ESRNR)
Bypass logic if Invoice ISR number is blank
(Automatic)

Missing Date of Supply

Invoice date of supply (SUPPLY_DATE) is blank


(Automatic)

Missing Invoice Date

Invoice date is blank


(Automatic)

Missing Item Quantity

Invoice line item quantity is blank


(Automatic)

Missing Item Unit Price

Invoice line item amount is blank (unit price)


(Automatic)

Payment Term Mismatch Invoice payment term does not match SAP vendor master payment term
(LFB1-ZTERM)
(Automatic)
PO Credit Memo

Invoice is a credit memo (CREDIT_MEMO = X) and needs to be processed


manually
(Automatic)

PO is Not Released or
Incomplete

The PO specified on invoice is not released


(Automatic)

Price Discrepancy

Invoice is posted but blocked for payment due to price discrepancy


(Automatic)

Process PO Invoice

Cannot be park or post automatically due to various reasons


(Automatic)

Quantity Discrepancy

Invoice is posted but blocked for payment due to quantity discrepancy


(Automatic)

Rescan Required

Image is not readable


(Manual)

Service Entry Required

PO document type or document category is a service order that requires a


service entry before posting.
Otherwise also check first PO line item category = 9 and Service Based IV
flag = X
(Automatic)

Suspected duplicated
invoice or credit memo

Invoice or credit memo suspected duplicate of previously processed invoice or


credit memo
(Automatic)

Tax Audit Required

Company code, material type and vendor on invoice match a pre-configured


combination as configured in a VIM table that requires tax audit before posting
(Automatic)

Unable to auto-park
invoice or credit memo

Cannot be park automatically due to various reasons

Unable to auto-posting
invoice or credit memo

Invoice or credit memo cannot post automatically due to various reasons.

Appendix C-4

Route for Rescan

250

PO Invoice Exceptions

Description
handled (Automatic) or (Manual)

Unable to Determine PO Using VIM PO Line item determination FM (configuration) try to find PO Lines.
Lines
Match PO Numbers and PO Line Numbers against SAP PO tables. If no match
then exception is raised.
(Automatic)
Unable to Match PO
Lines

There are more invoice lines than PO lines


(Automatic)

UOM Mismatch

Unit of Measure specified on the invoice does not match the unit of measure on
PO
(Automatic)

Vendor Address
Mismatch

Invoice Remit-To address does not match any one of SAP vendor master
values (Number, Street, City, Postal Code, Region, Country).
(Automatic)

Vendor Audit Required

Invoices from specific Vendor Numbers (single or range) as configured in VIM


table not automatically posted.
AP must review before posting.
(Automatic)

Vendor Maintenance

Must update vendor master record with new information (i. e. new remit-to
address)
(Automatic)

Vendor Mismatch

Vendor specified on invoice does not match vendor on PO


(Automatic)

Appendix: VIM - Baseline Exceptions 5.2.0

Appendix C-5

Non-PO Invoice Exception


Non-PO Invoice
Exception
Approval Required

Description
handled (Automatic) or (Manual)
Invoice requires coding and approval before posting.
Non-PO: Checked against VIM table for Expense Type requiring approvals
(Automatic)
Incomplete Credit Memo Invoice is a credit memo (CREDIT_MEMO = X) and the Invoice Vendor
Reference Number is blank
(Automatic)
Invalid Currency
Invoice Currency does not match to SAP master table
(Automatic)
Invalid Data Format
The OCR data is not in correct format (e. g. date, number, etc)
Invalid Recipient VAT # Invoice amount is > Euro 10000
1. Invoice recipient VAT number is blank
OR
2. Invoice recipient VAT number does not match that configured for
Invoice company code
(Automatic)
Invalid Requester
Cannot validate OCR captured invoice against master data tables: requestor
Invalid Requestor ID
Invoice Requestor Email ID does match to entries in VIM approval routing table
(/ORS/USERMAP)
(Automatic)
Invalid SIRET #
Invoice SIRET number does not match SAP vendor master value (LFA1STCD1,3,4)
(Automatic)
Invalid Vendor #
Invoice Vendor Number is blank or does not match to SAP vendor master table
(Automatic)
Invalid Vendor VAT #
Invoice vendor VAT number does not match SAP vendor master value (LFA1STCEG)
(Automatic)
ISR # Mismatch
Invoice ISR Number does not match SAP vendor master ISR number (LFA1ESRNR)
Bypass logic if Invoice ISR number is blank
(Automatic)
Missing Date of Supply Invoice date of supply (SUPPLY_DATE) is blank
(Automatic)
Missing Invoice Date

Invoice date is blank


(Automatic)

Non PO Credit Memo

Invoice is a credit memo (CREDIT_MEMO = X) and needs to be processed


manually
(Automatic)
Invoice payment term does not match SAP vendor master payment term
(LFB1-ZTERM)
(Automatic)
Invoice pre-approved flag is enabled but failed to park automatically
(Automatic)

Payment Term
Mismatch
Pre-Approved

Process Non PO Invoice Cannot be park or post automatically due to various reasons
(Automatic)

Appendix C-6

250

Non-PO Invoice
Exception
Rescan Required
Suspected duplicated
invoice or credit memo
Tax Audit Required

Unable to auto-park
invoice
Unable to Determine
Company Code

Vendor Address
Mismatch
Vendor Audit Required

Vendor Maintenance

Description
handled (Automatic) or (Manual)
Image is not readable route for Rescan
(Manual)
Invoice or credit memo suspected duplicate of previously processed invoice or
credit memo
(Automatic)
Company code, material type and vendor on invoice match a pre-configured
combination as configured in a VIM table that requires tax audit before posting
(Automatic)
Cannot automatically park for various reasons
Determine the company code based on Ship-to-address, Postal Code and
Requester ID .
If a single company cannot be determined then raise exception
(Automatic)
Invoice Remit-To address does not match any one of SAP vendor master
values (Number, Street, City, Postal Code, Region, Country).
(Automatic)
Invoices from specific Vendor Numbers (single or range) as configured in VIM
table not automatically posted.
AP must review before posting. This affects parked documents configured to
auto post. The auto post flag is removed if this exception is invoked.
(Automatic)
Vendor master record needs to be updated according to the new information
(e. g. new remit-to address, etc.)
(Manual)

Appendix: VIM - Baseline Exceptions 5.2.0

Appendix C-7

Appendix C-8

250

Appendix D
Appendix: VIM - Baseline Authorization
Administrator Authorization:
1) Developer access with debug and change mode active
2) All transaction codes with /PTGWFI/*, /OPT/*, /ORS/* - if possible all activities for these (Change,
Display, Create etc.)
3) Standard SAP Inbox Authorization - dont know what this one is.
4) Image Archivelink Standard SAP authorization like:
Object
S_WFAR_OBJ

Activity
* (All)

Content Repository ID
* (All)

Document Type
* (All)

Object Type
* (All)

Object
S_WFAR_PRI

Activity
* (All)

Content Repository ID
* (All)

Document Type
* (All)

Object Type
* (All)

5)
6)
7)
8)
9)

Need tcode PPSS, PPSC, PPSM authorization to create workcenters


Need typical FI and MM authorization like AP Processor
Need tcodes: SW*** authorization
Need tcoded: SE37, SE38, SE16, SM30
Need tcodes: OAWS, OAWD, OAC2, OAC3, OAC0, OAA3, OAA4, SOLE, SOA0, OAM1, OANR

1) VIM ROUTING TABLE MAINTENANCE


TCodes:

/PTGWFI/RI
/PTGWFI/ROLE
/PTGWFI/ORG
/PTGWFI/KEYDET

Custom VIM Authorization Profiles provided:


Auth. Profile

ZWFI_KDM_ALL
ZWFI_OM_ALL
ZWFI_RM_ALL

Description
Key Determination Maintenance: All authorizations
Org Maintenance: All authorizations
Role Maintenance: All authorizations

Sample SU53: PLEASE NOTE REQUIRE ALL ACTIVITIES FOR THE AUTHORIZATION OBJECTS
SHOWN BELOW

Appendix: VIM - Baseline Authorization

Appendix D-1

2) TCODE: /ORS/UMREASSIGNED
Authorization Object: Z_ORS_INV
Authorization Field: ACTVT
Values: 03, 06, 22
Authorization Field: BUKRS
Values: *

Appendix D-2

250

Appendix: VIM - Baseline Authorization

Appendix D-3

Appendix D-4

250

Appendix E
Appendix: VIM Baseline Swimlanes 5.2
Overview
Incoming Invoice Process (ICC)................................................................................................................ 3
Incoming Invoice Process (Non OCR) ...................................................................................................... 4
Incoming Invoice Process (Non ICC OCR) ............................................................................................... 5
PO Invoice Processing .............................................................................................................................. 6
PO Invoice Exceptions .............................................................................................................................. 7
PO Invoice Exception: Indexing Screen .................................................................................................... 8
P0

DP PO and Non PO Invoice Exception: Rescan Required.................................................................. 9

P1

DP PO Invoice Exception: Invalid PO# (DP101), Invalid Vendor# (DP102), Invalid UOM (DP103),
Invalid Currency (DP104) ..................................................................................................... 10

P2

DP PO Invoice Exception: Suspected Duplicate Invoice (DP105) .................................................... 11

P3

PO Invoice Exception: Tax Audit Required (DP158) ......................................................................... 12

P4

PO Invoice Exception: Vendor Audit Required (DP151); Invalid Company Address (DP132).......... 13

P5

PO Invoice Exception: PO Credit Memo (DP160) ............................................................................. 14

P6

DP PO Invoice Exception: Vendor Maintenance Required (DP152); Vendor Mismatch (DP153) .... 15

P7

PO Invoice Exception: PO is not Released or Incomplete (DP106); Unable to match PO lines


(DP107); Unable to Determine PO Line Number (DP109)................................................... 16

P8

PO Invoice Exception: Currency Mismatch (DP155); UOM Mismatch (DP156); Freight on Invoice
(DP157) ................................................................................................................................ 17

P9

PO Invoice Exception: Process Services Invoice (DP154)................................................................ 18

P10

DP PO Invoice Exception: Invalid Requisitioner (DP159)................................................................ 19

P11

PO Invoice Exception: Approval Required (DP150) ........................................................................ 20

P12

PO Invoice Exception: Invalid Vendor VAT# (DP120); Invalid Tax Info (DP126); Invalid Recipient
VAT# (DP128), Invalid SIRET# (DP131); Missing/Invalid Tax exempt (DP135); Missing
Import Special text (DP136) ................................................................................................. 21

P13

PO Invoice Exception: Incomplete Credit Memo Info (DP121); Missing Item Unit Price (DP124);
Missing Item Qty. (DP123); Missing Invoice Date (DP125); Missing Date of Supply
(DP127); Vendor Addr. Mismatch (DP122); Payment Term Mismatch (DP130); ISR#
Mismatch (DP129); Vendor Invoice Reference missing (DP133); Payment Method Match
(DP134); Missing Item Description (DP137); Missing Mandatory Information (DP138) ...... 22

P14

PO Invoice Exception: Process PO Invoice (Unable to Auto Post) (DP108)................................... 23

P15

PO Invoice Exception: Blocked Invoice for Price Discrepancies (IE1) Page 1............................. 24

P15

DP PO Invoice Exception: Blocked Invoice for Price Discrepancies (IE1) Page 2....................... 25

P15

PO Price Block SRM Based (Extended Classic) .......................................................................... 26

P15

PO Price Discrepancy SRM Based (Classic) ............................................................................... 27

P16

PO Invoice Exception: Blocked Invoice for Quantity Discrepancies (IE2) Page 1 ....................... 28

P16

PO Invoice Exception: Blocked Invoice for Quantity Discrepancies (IE2) Page 2 ....................... 29

P16

PO Quantity Block SRM Based (Extended Classic) ..................................................................... 30

P16

PO Quantity Block SRM Based (Classic) ..................................................................................... 31

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-1

P17

GR Missing (Header Level) SRM Based ( Classic & Extended Classic )..................................... 32

Non PO Invoice Processing .................................................................................................................... 33


Non PO Invoice Exceptions..................................................................................................................... 34
Non PO Invoice Processing: Indexing Screen ........................................................................................ 35
P20

DP Non PO Invoice Exception: Invalid Vendor# (DP201); Invalid Currency (DP202); Invalid
Requester ID (DP203) .......................................................................................................... 36

P21

Non PO Invoice Exception: Suspected Duplicate Invoice (DP204) ................................................. 37

P22

Non PO Invoice Exception: Tax Audit Required (DP254)................................................................ 38

P23

Non PO Invoice Exception: Vendor Audit Required (DP253); Invalid Company Address (DP232) 39

P24

Non PO Invoice Exception: Vendor Maintenance Required (DP252) ............................................. 40

P25

DP Non PO Invoice Exception: Invalid Vendor VAT# (DP220); Invalid Tax Info (DP224); Invalid
Recipient VAT# (DP225); Invalid SIRET# (DP229); Missing/ Invalid Tax Exempt Test
(DP230); Missing Import Special Text (DP236) ................................................................... 41

P26

Non PO Invoice Exception: Incompl. Credit Memo Info (DP221); Missing Invoice Date (DP223);
ISR Number Mismatch (DP226); Vendor Addr. Mismatch (DP222); Payment Terms
Mismatch (DP227); Missing Data of Supply (DP228); Vendor Invoice Reference Missing
(DP233); Payment Mismatch (DP234); Missing Item Description (DP237); Missing
Mandatory Information (DP238) ........................................................................................... 42

P27

Non PO Invoice Exception: Approval Required (IE250) .................................................................. 43

P28

Non PO Invoice Exception: Non PO Credit Memo (DP206); Unable to Determine Company Code
(DP205) ................................................................................................................................ 44

P29

Non PO Invoice Exception: Process Non-PO Invoice (Unable to Auto Park or Auto Post) (DP200
and DP207); Pre-Approved (DP251).................................................................................... 45

Document Processing Dashboard Index Screen ................................................................................. 46


Document Processing Dashboard Dashboard Screen ........................................................................ 47
PO Blocked Invoice Dashboard .............................................................................................................. 48
Non PO Approve Invoice Dashboard ...................................................................................................... 49
Web Non PO Approve Invoice Dashboard.............................................................................................. 50

Appendix E-2

250

Incoming Invoice Process (ICC)

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-3

Incoming Invoice Process (Non OCR)

Appendix E-4

250

Incoming Invoice Process (Non ICC OCR)

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-5

PO Invoice Processing

Appendix E-6

250

PO Invoice Exceptions

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-7

PO Invoice Exception: Indexing Screen

Appendix E-8

250

P0

DP PO and Non PO Invoice Exception: Rescan Required

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-9

P1

DP PO Invoice Exception: Invalid PO# (DP101), Invalid Vendor#


(DP102), Invalid UOM (DP103), Invalid Currency (DP104)

Appendix E-10

250

P2

DP PO Invoice Exception: Suspected Duplicate Invoice (DP105)

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-11

P3

PO Invoice Exception: Tax Audit Required (DP158)

Appendix E-12

250

P4

PO Invoice Exception: Vendor Audit Required (DP151); Invalid


Company Address (DP132)

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-13

P5

PO Invoice Exception: PO Credit Memo (DP160)

Appendix E-14

250

P6

DP PO Invoice Exception: Vendor Maintenance Required


(DP152); Vendor Mismatch (DP153)

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-15

P7

PO Invoice Exception: PO is not Released or Incomplete


(DP106); Unable to match PO lines (DP107); Unable to
Determine PO Line Number (DP109)

Appendix E-16

250

P8

PO Invoice Exception: Currency Mismatch (DP155); UOM


Mismatch (DP156); Freight on Invoice (DP157)

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-17

P9

PO Invoice Exception: Process Services Invoice (DP154)

Appendix E-18

250

P10

DP PO Invoice Exception: Invalid Requisitioner (DP159)

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-19

P11

Appendix E-20

PO Invoice Exception: Approval Required (DP150)

250

P12

PO Invoice Exception: Invalid Vendor VAT# (DP120); Invalid


Tax Info (DP126); Invalid Recipient VAT# (DP128), Invalid
SIRET# (DP131); Missing/Invalid Tax exempt (DP135); Missing
Import Special text (DP136)

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-21

P13

Appendix E-22

PO Invoice Exception: Incomplete Credit Memo Info (DP121);


Missing Item Unit Price (DP124); Missing Item Qty. (DP123);
Missing Invoice Date (DP125); Missing Date of Supply
(DP127); Vendor Addr. Mismatch (DP122); Payment Term
Mismatch (DP130); ISR# Mismatch (DP129); Vendor Invoice
Reference missing (DP133); Payment Method Match (DP134);
Missing Item Description (DP137); Missing Mandatory
Information (DP138)

250

P14

PO Invoice Exception: Process PO Invoice (Unable to Auto


Post) (DP108)

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-23

P15

Appendix E-24

PO Invoice Exception: Blocked Invoice for Price


Discrepancies (IE1) Page 1

250

P15

DP PO Invoice Exception: Blocked Invoice for Price


Discrepancies (IE1) Page 2

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-25

P15

Appendix E-26

PO Price Block SRM Based (Extended Classic)

250

P15

PO Price Discrepancy SRM Based (Classic)

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-27

P16

Appendix E-28

PO Invoice Exception: Blocked Invoice for Quantity


Discrepancies (IE2) Page 1

250

P16

PO Invoice Exception: Blocked Invoice for Quantity


Discrepancies (IE2) Page 2

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-29

P16

Appendix E-30

PO Quantity Block SRM Based (Extended Classic)

250

P16

PO Quantity Block SRM Based (Classic)

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-31

P17

Appendix E-32

GR Missing (Header Level) SRM Based


( Classic & Extended Classic )

250

Non PO Invoice Processing

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-33

Non PO Invoice Exceptions

Appendix E-34

250

Non PO Invoice Processing: Indexing Screen

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-35

P20

Appendix E-36

DP Non PO Invoice Exception: Invalid Vendor# (DP201);


Invalid Currency (DP202); Invalid Requester ID (DP203)

250

P21

Non PO Invoice Exception: Suspected Duplicate Invoice


(DP204)

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-37

P22

Appendix E-38

Non PO Invoice Exception: Tax Audit Required (DP254)

250

P23

Non PO Invoice Exception: Vendor Audit Required (DP253);


Invalid Company Address (DP232)

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-39

P24

Appendix E-40

Non PO Invoice Exception: Vendor Maintenance Required


(DP252)

250

P25

DP Non PO Invoice Exception: Invalid Vendor VAT# (DP220);


Invalid Tax Info (DP224); Invalid Recipient VAT# (DP225);
Invalid SIRET# (DP229); Missing/ Invalid Tax Exempt Test
(DP230); Missing Import Special Text (DP236)

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-41

P26

Appendix E-42

Non PO Invoice Exception: Incompl. Credit Memo Info


(DP221); Missing Invoice Date (DP223); ISR Number Mismatch
(DP226); Vendor Addr. Mismatch (DP222); Payment Terms
Mismatch (DP227); Missing Data of Supply (DP228); Vendor
Invoice Reference Missing (DP233); Payment Mismatch
(DP234); Missing Item Description (DP237); Missing
Mandatory Information (DP238)

250

P27

Non PO Invoice Exception: Approval Required (IE250)

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-43

P28

Appendix E-44

Non PO Invoice Exception: Non PO Credit Memo (DP206);


Unable to Determine Company Code (DP205)

250

P29

Non PO Invoice Exception: Process Non-PO Invoice (Unable


to Auto Park or Auto Post) (DP200 and DP207); Pre-Approved
(DP251)

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-45

Document Processing Dashboard Index Screen

Appendix E-46

250

Document Processing Dashboard Dashboard Screen

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-47

PO Blocked Invoice Dashboard

Appendix E-48

250

Non PO Approve Invoice Dashboard

Appendix: VIM Baseline Swimlanes 5.2

Appendix E-49

Web Non PO Approve Invoice Dashboard

Appendix E-50

250

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