Open Text Vendor Invoice Management

5.1.6

Administration Guide

The Open Text Vendor Invoice Management 5.1.6 Administration

Guide describes the technical and functional aspect of administrating
Open Text Vendor Invoice Management 5.1.6.
Open Text Vendor Invoice Management Administration Guide
Rev.: December 2, 2008

© 2008 Open Text

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 Open Text Vendor Invoice Management 5.1.6

Table of Contents

1 Overview .........................................................................................................................................5
1.1 VIM Delivery Model................................................................................................................................... 6
1.2 VIM Components ...................................................................................................................................... 7
1.3 Software Change Management ................................................................................................................ 9
2 VIM Customizing IMG Dashboard...............................................................................................10
3 VIM Installation Check program .................................................................................................11
4 List of Open Text VIM Workflow Batch Jobs.............................................................................13
5 How to Maintain VIM Roles? .......................................................................................................14
5.1 Roles Overview....................................................................................................................................... 14
5.2 Template Maintenance ........................................................................................................................... 15
5.3 Role Maintenance ................................................................................................................................... 18
5.4 Simple Maintenance ............................................................................................................................... 20
5.5 Expert Mode for Org Maintenance.......................................................................................................... 21
5.6 Fail_Safe Maintenance ........................................................................................................................... 23
6 Chart of Authority Maintenance User Guide .............................................................................26
6.1 Purpose................................................................................................................................................... 26
6.2 Audience ................................................................................................................................................. 26
6.3 Prerequisites ........................................................................................................................................... 26
6.4 How to get there?.................................................................................................................................... 26
6.4.1 Approver Details tab ........................................................................................................................ 27
6.4.2 COA Details tab ............................................................................................................................... 28
6.4.3 Coder Details tab ............................................................................................................................. 30
7 How to Set up Substitute (back-up) for Workflow Process? ...................................................31
7.1 How to Set Up Substitution for SAP Inbox? ........................................................................................... 31
7.1.1 Set Up a Substitute.......................................................................................................................... 31
7.1.2 Adopt Substitution............................................................................................................................ 33
7.2 Workflow Administrator: How to Set Up Substitute for Other Users to Approve Invoice?...................... 36
8 How to Determine the Workflow Status of an Invoice? ............................................................40
8.1 PO Invoice: Display VIM WF status via MIR4 Transaction..................................................................... 40
8.2 Non-PO Parked Invoice: Display VIM Workflow Status through FB03................................................... 42
8.3 Logistic Invoice Exceptions: Displaying VIM Workflow Status through VIM Analytics ........................... 44
9 How to Monitor VIM Workflow? ..................................................................................................47
10 How to Solve Error Workflow with “Role” error? .....................................................................50
10.1 How to determine if a Workflow has “Role” Error? ................................................................................. 50
10.2 How to Restart Workflow in “Error” Status?............................................................................................ 52
11 How to Reassign Work Item Belong to Other User? ................................................................54
11.1 How to Retrieve Open SAP Work Items Belong to a Specific User? ..................................................... 54
11.2 How to Reassign Open SAP Work Items to a Different User in SAP?................................................... 57
11.3 How to Reassign Approval Invoice Items? ............................................................................................. 60
12 How to Release Invoice Lock for Invoice Approval?................................................................63
13 Workflow Administration.............................................................................................................65

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13.1 Alert monitoring....................................................................................................................................... 65

13.1.1 Central Monitoring setup ................................................................................................................. 65
13.1.2 Registering CCMS Agent ................................................................................................................ 65
13.1.3 Configure CCMS Templates............................................................................................................ 65
13.2 Activity Monitoring................................................................................................................................... 71
13.3 System performance analysis................................................................................................................. 71
13.4 Logging and Traces ................................................................................................................................ 72
13.5 Solution Manager Diagnostics ................................................................................................................ 73
13.6 Configuration Setting .............................................................................................................................. 73
13.7 Backup .................................................................................................................................................... 73
13.8 Data Archiving......................................................................................................................................... 73
13.9 System Availability .................................................................................................................................. 73
13.10 Adaptive Computing Support.................................................................................................................. 73
13.11 Restart mechanism ................................................................................................................................. 73
13.12 Event Linkage for VIM Workflow............................................................................................................. 74
13.12.1 How to Enable/Disable VIM Workflow?........................................................................................... 74
13.13 Some frequently used SAP Workflow Administration Transactions: ...................................................... 75
13.14 Work item Analysis (Report) ................................................................................................................... 81
13.15 Mostly used SAP Workflow tables: ......................................................................................................... 82
14 SAP Early Watch Support ...........................................................................................................83
14.1 Creating Role for VIM configuration display ........................................................................................... 83
15 Reminder/Notifications program ................................................................................................97
15.1 Starting Reminder Program .................................................................................................................... 97
15.2 Main Selection Screen ............................................................................................................................ 98
15.2.1 Invoice Information .......................................................................................................................... 98
15.2.2 Document Process .......................................................................................................................... 99
15.2.3 Workitem Date Range ..................................................................................................................... 99
15.2.4 Mail Configuration............................................................................................................................ 99
15.2.5 Process Options .............................................................................................................................. 99
15.3 Report Result .......................................................................................................................................... 99
16 Terms and Definitions ...............................................................................................................102

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1 Overview
The purpose of this document is to provide help for workflow administrator for maintaining Vendor
Invoice Management (VIM). Topic includes:
1. List of Open Text VIM Workflow Batch Jobs
2. VIM Role Maintenance – set up user id’s per roles
3. Set up approvers for non-PO invoice approval
4. Set up Substitution
5. VIM Workflow monitoring
6. Restarting VIM Workflow with error
7. Reassign VIM work items belong to other users
8. Release non-PO invoice locks
9. Some SAP Workflow highlights

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1.1 VIM Delivery Model

VIM delivers Core Functions and Baseline Configuration as pre-packaged business solution not only
provides the technical infrastructures but also pre-configured business scenarios or baseline. Core
Functions are the technical foundation of VIM: SAP Screens, Functions, Workflow Templates, Web
Pages, etc. Baseline Configurations are pre-defined configurations that work out of the box.

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1.2 VIM Components

VIM is short for Open Text Vendor Invoice Management.
„ VIM is a Packaged Business Solution
„ Solves a business problem – paying correct amount to vendors on-time and with the lowest cost
„ Delivers not technology but best-practice business processes
„ Provide values 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;
„ Deals only with invoices that will be posted to SAP ERP
„ Uses SAP technology: ABAP, Enterprise Portal, Workflow
„ Integrates with Standard SAP functions: Invoice Verification, Financial Processing, etc

VIM consists of 5 components:

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z Document Processing
„ Capture invoice metadata including line items for PO
„ Handle suspected duplicated invoices
„ Collaborate with others
z Invoice Approval
„ List invoices to be approved
„ Approve and code the invoice
z VIM Analytics:
„ Overview of the invoices in progress
„ Unified dashboard
z Exception Handling (Invoice Exception)
„ Handle the exceptions that arise after a SAP invoice is created
z Vendor Self Service
„ This is an optional .NET component
„ Allows vendors to check the status of their purchase orders, invoices, good receipts and payments

The actual scenarios implemented at a particular site might be different based on the customer needs. The
following graphic shows the product as can be installed on a system landscape.

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1.3 Software Change Management

VIM is a SAP ABAP add-on package and all the customer specific development would follow the the
standard SAP version management and transport mechanism for programs and other technical objects
that are part of the ABAP framework and engine. If there is any impact because of SAP updates there
would be an appropriate support pack for this add-on that will address the conflict.

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2 VIM Customizing IMG Dashboard

The VIM Customizing IMG Dashboard can be invoked by the transaction /opt/spro or from the Open
Text VIM Menu. This IMG allows you to perform various implementation and configuration for VIM.

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3 VIM Installation Check program

The VIM Installation Check program can be invoked by the transaction /OPT/VIM_1CX19 or invoke the
/OPT/VIM item from the Open Text VIM Configuration menu.

The Open Text VIM Product Installation Check page is displayed.

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The icon indicates successful installation; the icon indicates that further activity is required.

2. Click on the icon to view further information.

If required, click on the icon to complete the respective activity with an SAP transaction.

Tip: With a standard installation, every item should be marked with an icon.

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4 List of Open Text VIM Workflow Batch Jobs
 
The following jobs should be scheduled accordingly. 

Program or Transaction Code  Description  Suggested Minimum Frequency  Parameters 

Program:  To release blocks on MM documents  1X day  Automatic Release 
RM08RELEASE  and payment blocks on FI document  As currently scheduled by Client  checked 
(equivalent to MRBR transaction) 

Program:  To handle actions taken outside of    None if Daily 

/PTGWFI/R_LIX_CLEANUP_WFS  workflow which can clear a blocked  1X day   
  invoice    Invoice Creation Date 
  This job removes associated redundant  Run after RM08RELEASE  Range 
  workitems and completes workflows   
Program:  To handle actions taken outside of  1X day  None if Daily 
/PTGWFI/R_PIR_CLEANUP_WFS  workflow which can clear a parked     
  invoice  After    Invoice Creation Date 
  This job removes associated redundant  /PTGWFI/R_LIX_CLEANUP_WFS  Range 
  workitems and completes workflows  completes   

Program:  ‐ To release invoice locks as set by Web  Every 30 min.  None 

/ORS/000007_LOCK_CLEANUP  approval W/F 
Program:  ‐ To synchronize VAN report DP  2X day  None 
/OPT/VIM_RPT_SYNC_DP_TABLE  tables with SAP data 
Program:  ‐ To synchronize VAN report tables  2X day  None 
/OPT/VIM_RPT_SYNC_TABLES  with SAP data 
Program:  ‐ To send out VIM reminder emails for  1X day  Select: Background 
/OPT/VIM_R1A_REMINDER  overdue items  Mode 
Table: /OPT/T852 sets 
the number of grace 
days 
Program:  ‐ Restarts workitems that are in error –  As defined by WF config   
RSWWERRE  reduces workflow admin 
Program:  ‐LIV Header Level Workflow  2X day or more depending on the  None 
/PTGWFI/R_LIX_TRG_HDWF  Triggering  requirements 
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5 How to Maintain VIM Roles?

In this section, we will discuss on roles and how to maintain it.
 
5.1 Roles Overview
Main Concepts:
ƒ Role
- Open Text terminology for Process Agent
ƒ Not the same as SAP WF technical role (remember the workflows are delivered by
Open Text and hence can not be changed at client side)
ƒ Template
- Basis for Role. Any role need to be based on a template
ƒ Template Fields
- Templates could have fields

Role Definition:
ƒ Roles are defined by product codes
- There are 3 main product codes
ƒ 005 – DP based roles
ƒ LIX – LIV based product codes
‧ (both for PO parking and PO blocking workflows)
ƒ PIR – Non-PO parking workflows
ƒ VSS – VSS based roles (VSS is an optional component)
ƒ Every assignment is based on the product code/role combination

Role Resolution:
ƒ Role Resolution determines which workitem is sent to whom
ƒ Role Resolution is defined via Template:
- Template contains the options that control how role is resolved
- Template is considered configuration
- Use /OPT/CP_9CX2 to create or modify
- Three types are
ƒ Key determination
ƒ Functional module
ƒ HR structure
Types of Template:
ƒ Key determination (Static)
- Combination of columns
- Depends on the business object attributes
- Example: company code, scan location and plant define AP Processor role
ƒ Function Module (Dynamic)
- Set of custom functions that extend baseline functions
- Example: Buyer is PO creator FM extracts from PO
ƒ SAP HR org structure
- Always send to the structure such as a position or work center
- Example: Tax Experts are users attached to a single work center
 

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5.2 Template Maintenance

Role maintenance infrastructure is based on template. Templates can be maintained from /opt/vim area menu or
using transaction /opt/cp_9cx2.

Double click on Template Definition

 
 
Template Id: Template Name without any spaces and special characters. 
Description: template description. 
Agent Id: the agent ID and this is only when Org Unit is selected for Type. 
Function Module: the function module when Function Module is selected for Type. 
Type: Template can be of 3 types.   

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            1) Function Module Based: The role is resolved based on the function module.    The example interface is 
shown below. ACTOR_TAB will return the selected actors 

 
 
2) Org Unit: If you want to maintain role based on org unit this option can be used. 
 
3) Key Determination Based:    If you choose Key Determination Based, you need to select Template Fields. 
Based on these fields the role will be resolved. Allow ranges will be used to maintain range values.   
 

 
 
The following is for Template Fields. 

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Template fields – Ref Table and field will give field label and technical properties 
Field ID:    the field ID 
Search Help Name: Maintain search help for field 
Allow Ranges: Allows ranges 
Allow Wildcard:    Allows wild character * for every thing. 
 
Template Field Maintenance: 
You will also need to maintain template field for each field.    Select Template ID and double click on Template Field
in the left panel. 
 
 

 
Product Code: maintain relevant Open Text product code. 
Object Type: maintain work item business object Type. 
Attribute: technical attribute of business object attribute. 

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To maintain for product relevant templates, you can activate and deactivate. At any given point of time you can have 
only one active template for product role.    If you deactivate it, it is going to delete all the existing entries for the role / 
org configuration in table /ptgwfi/w_org. 

5.3 Role Maintenance

You have to perform the role maintenance first and then use simple maintenance to further define. 
 
Use menu /opt/vim or transaction /opt/cp_9cx5 for Role Maintenance. 

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Product Code: the product code such as DP, LIX, PIR 
Responsible Party: the person who is responsible 

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Role Function Module: the function module for the role 
Key Determination flag: use this if you are maintain key determination 
Object Type: this is based on the workflow 

5.4 Simple Maintenance

You can maintain org assignment and key determination from simple maintenance.    Use transaction /opt/cp_9cx4 or 
area menu /opt/vim. 

The following is a screen that has Template Type of Key Determination. 

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The following is a screen that has Template Type of Org Unit. 

 
 
The following is a screen that has Template Type of Function Module.   

5.5 Expert Mode for Org Maintenance

Expert mode allows you to maintain multiple entries in fast way and also allows you to maintain complex range of 
conditions. 

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5.6 Fail_Safe Maintenance

If role resolution doesn’t result anything then FAIL_SAFE user key entry user will be picked up.    You can maintain it 
using transaction code /ptgwfi/org or area menu /opt/vim. Use this transaction to maintain default users and use 
special key determination key FAIL_SAFE. 

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6 Chart of Authority Maintenance User Guide

This section provides details on how to configure Chart of Authority for Invoice approvals. 

6.1 Purpose
Chart of Authority is required in Open Text Invoice Approvals process to allow users to approve Non PO / PO 
Invoices.    The Users (Approvers) could be different with different limits of approvals for different combinations or 
different Org Data.    This could sometimes be very complex.    This tool provides one stop interface for maintaining 
all the combinations of Approvers, Approval Limits and Coders for the Invoice Approval Process. 

6.2 Audience
Functional users responsible for maintaining Chart of Authority for Invoice Approvals who are aware of 
organizational objects involved in Invoice Approval process. 

6.3 Prerequisites
Org Units allowed in Approval process are maintained.    This can be maintained in transaction code SM30 for 
Table/View /OPT/BL_T401V. 
 
Fields Required for Approval User Data are maintained.    This can be maintained in transaction SM30 for Table/View 
/OPT/BL_T402V. 

6.4 How to get there?

Chart of Authority maintenance can be accessed using transaction code /OPT/VIM_7CX1 or Open Text VIM 
Configuration Menu ‐> Roles ‐> Invoice Approvals ‐> Chart of Authority Maintenance. 
 
The following screen will appear. 

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The default access to this transaction is in Display mode.    You can use      button to switch to 

maintenance mode. 
6.4.1 Approver Details tab 
• This tab details the Chart of Authority user general details. 
o OpenText User Id: This is automatically generated 
o Deleted: Flag indicating if the user is deleted from Chart of Authority 
o Manager Id: Open Text User Id of the manager for this user.    This should be an existing User in 
Chart of Authority 
o Last Name: User’s Last Name 
o First Name: User’s First Name 
o Middle Name: User’s Middle Name (Optional) 
o Department: Department (Optional) 
o Win Domain: Windows Domain.    This is required if Chart of Authority uses .Net Invoice Approval 
and users are authenticated using Windows Domain 
o Windows Id: Windows Id.    This has to be maintained in conjunction with Win Domain.    This will 
be the domain user id 
o Pers. No: Personnel Number of Approval User 
o User Name: SAP User Id for the Approval User 
o EP6 User Id: This is required if Chart of Authority is maintained using SAP Enterprise Portal 
Authentication instead of .NET Invoice Approval 
o Email Address: Email Address of the user.    This is the identifying field for all Chart of Authority 
users (Approvers).    This cannot be duplicated with existing users 
o Name: Other form of address for user (Optional) 
o Telephone Number: Telephone Number 
• To create new user 

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o Click on    button to create new Approver 
o Maintain required entries 
o Save 
• To copy existing user 
o Select an existing user 
o Click on    button to copy existing user 
o Make changes to data 
o Save 
• To delete existing user 
o Select an existing user 

o Click on    to mark user for deletion 
o If user already exists in the system, the user will only be marked for deletion as there could be some 
approval data for the user 
o If the user is just created, the user will be deleted permanently 
• To create multiple users 
o Click on    to insert 5 users 
o Maintain required entries for each user 
o Save 
6.4.2 COA Details tab 
• This tab lists the allowed approval limits for user per org data combination.

o UserObjID Id: the Open Text User Id. 
o Amount: the approving amount that user is allowed to approve. 
o Currency: the currency. 
o Company Code: the Company Code. 

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o Cost Center: the Cost Center. 
o WBS Element: the WBS Element. 
 
NOTE: Same 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. 
 
Example: 
ƒ If User1 is authorized for approving invoices up to $1000 for any Company Code/Cost 
Center/WBS Element combination, entries are: 
• User Id 
• Amount 1000 
• Currency USD 
• Company Code * 
• Cost Center * 
• WBS Element * 
• To create new entries 
o Click on    to create new approval limits for users 

 
o Maintain required entries 
o Save 

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6.4.3 Coder Details tab 
• This tab lists the coders determined by the system for a combination of org data. 

 
o Coder: the name of the coder for this combination 
o Counter: not modifiable 
o Default: if this is person is always a coder 
o Requestor: the person who the invoice belongs to 
o Company Code: the company code 
Example:   
o For Company Code 1000 if the system needs to determine User1 always as a coder, mark that entry as 
default 
• Create New Entries 
o Click on    button to create new entries 
o Maintain User data 
o Save 

 
 

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7 How to Set up Substitute (back-up) for Workflow Process?

7.1 How to Set Up Substitution for SAP Inbox?

This is only applicable for work items within SAP Inbox. You can designate substitution for accessing your work
items when you are not available. The substitution activation involves 2 parts:
1. Designation of substitute
2. Adopt substitution

7.1.1 Set Up a Substitute 
Each person can designate more than one user as substitute.

Steps Screen Print

1. To Access SAP Business

Workplace, enter transaction code
SBWP.

2. From menu, select Settings Æ

Workflow settings Æ Maintain
substitute

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3. Put cursor on the green line with

user’s name. Select to create
substitute.

4. Enter SAP user id of substitute.

You can use F4 search help to look

up user id by name. Click to

confirm.

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5. Indicate the validity period.

Make sure the “Substitution
active” check box is left blank.

Click to save changes.

6. You will be able to see that the

substitute has been added.
Continue adding additional
substitute. When finished, click

to leave this screen.

7.1.2   Adopt Substitution 
When the substitute is ready to work on the work item belong to the substituted person, he can “adopt substitution”
and will then be able to view/execute those work items.

Steps Screen Print

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1. To Access SAP Business

Workplace, enter transaction code
SBWP.

2. From menu, select Settings Æ

Workflow settings Æ Adopt
Substitution

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3. You might be set up as a substitute

for more than one person. Select
the substitution you want to
activate by checking the checkbox
next to the person’s ID. Click

to confirm.

4. When you are done working on

the work items belong to the
substituted person, you must end
the substitution so that you can
view your own work items. To
end a substitution, select Settings
Æ Workflow Settings Æ End
Substitution

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7.2 Workflow Administrator: How to Set Up Substitute for Other Users to

Approve Invoice?
For invoice approval process, VIM workflow administrator can set up substitute for other users.

Example: Yvonne is a substitute for Wayne to approve invoice when Wayne goes on vacation. However, Wayne has
not designated Yvonne as his substitute in the system. Wayne is on vacation and there are invoices waiting for
approval.

The VIM workflow administrator can execute the following steps to set Yvonne up as Wayne’s substitute so that
Yvonne can approve the invoices.

Note: When a substitute approves an invoice, the audit trail will show that “XXXX approves on behalf of YYYY”.

Steps Screen Print

1. Enter transaction code

/ORS/MAIN_SUBS.

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2. To indicate the person to be

substituted for, click
.

3. Enter the information of the

substituted person and click

to search for the user id.

4. Select the correct person from the

list by double-click on the entry.

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5. To designate a substitute for this

person, click on
on
“Substitutes” tab.

6. Enter information of the substitute

and click to search.

7. Select the appropriate person by

double-clicking on the entry.

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8. Save the changes. When the

substitute goes to the approval
page, he/she will be able to
view/approve invoices for the
substituted person.

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8 How to Determine the Workflow Status of an Invoice?

For logistic invoices with exceptions, use one of the following means to display invoice status:
1) Transaction MIR4 Æ Service for ObjectÆ Workflow Æ Open Text Dashboard
2) Transaction /OPT/VIM_ANALYTICS Æ VIM Analytics

For non-PO parked invoices, use one of the following means to display invoice status:
1) Transaction FB03 Æ Service for ObjectÆ Workflow Æ Open Text Dashboard
2) Transaction /OPT/VIM_ANALYTICS Æ VIM Analytics

8.1 PO Invoice: Display VIM WF status via MIR4 Transaction

The following screen shots are captured by using MIR4 transaction.
Steps Screen Print

1. Transaction: MIR4
Enter invoice number and click
“Display doc”.

2. Service Object Æ Workflow Æ

Open Text Dashboard.

3. You are now viewing Open Text

Unified Dashboard.

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There could be multiple items on the

Dashboard:
1) for DP dashboard process
2) for parked invoice process
within SAP
3) for web approval process

4. If you click on “View” for the line

marked “Web approval”, you will
be able to see the web approval
history. Click on to see
comments.

5. If you click in “View” for the line

marked “Parked:…”, you will be
viewing workflow history for
parked invoice workflow within
SAP.

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8.2 Non-PO Parked Invoice: Display VIM Workflow Status through FB03
Steps Screen Print

1. When you are on invoice display

transaction (FB03), click on Service
for Object->Workflow->Open Text
Dashboard

2. You are now viewing Open Text

Unified Dashboard.

There could be multiple items on the

Dashboard:
1) for DP dashboard process;
2) for parked invoice process
within SAP;
3) for web approval process

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3. If you click on “View” for the line

marked “Web approval”, you will
be able to see the web approval
history. Click on to see
comments.

4. If you click in “View” for the line

marked “Parked:…”, you will be
viewing workflow history for
parked invoice workflow within
SAP.

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8.3 Logistic Invoice Exceptions: Displaying VIM Workflow Status through

VIM Analytics
Steps Screen Print

1. To access VIM Analytics, enter

transaction code
/OPT/VIM_ANALYTICS.

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2. If you know the invoice number,

enter that on the screen. Otherwise,
you can search by other selection
criteria.

Under “Report Options” section,

select “Workflow View” radio
button.

Click on to execute report.

3. The report shows all applicable

invoice items based on selection
criteria.

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4. Column “Current Agent” indicates

the current owner of work item.

You can also access Unified Dashboard

by select the invoice and client on
“Dashboard” icon.

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9 How to Monitor VIM Workflow?

The following steps should be executed in a regular basis (daily or weekly). You will use standard SAP transaction
SWI1 (Work Item Selection Report) to monitor the VIM Workflow.

There are 6 workflow templates for VIM processes:

1. 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).

2. WS00275260 – parked PO invoice workflow (from the time a PO invoice is parked until the invoice is
posted or deleted).

3. WS00275254 – non-PO parked invoice workflow (from the time a non-PO invoice is parked until the
invoice is posted or deleted).

4. 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).

5. WS00275264 – Blocked PO invoice workflow (from the time a PO invoice is blocked for payment until it
is released or cancelled)

6. 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).

Steps Screen Print

1. To Access Selection Report of

Work Items, enter transaction code
SWI1.

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2. Enter the following information on

selection screen:

Type: F
Task: WS00275255
WS00275260
WS00275254
WS00275252
WS00275264
WS00275266

Date Created: <specify the desired

date range>
Time Created: <specify the
desired time range>

Click to execute the report.

Note: You can save the above

selection criteria as a variant.

3. You can now see all VIM

Workflows that have been started
during the specified period.

Acceptable Statuses:
1) STARTED Æ In progress
2) COMPLETED or
CANCELLED Æ
completed workflow

“Work item Text” column indicates

type of block (1 = price block, 2 = Qty
block) and LIV invoice key.

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4. You can see further details of each

workflow instance by
double-clicking on the line.

The “St” column indicates the

status of each individual step of
workflow:

Æ Open for process

Æ View but not

completed

Æ Completed

Æ indicate a dialog step,

which a work item was sent.
Click on this button and then select

to view user(s) who owns this

work item.

5. If a workflow is in Error status,

you can click on
to view
the error that occurred.

6. If the error log shows the message

indicator “Error or exception
resolving role……”, maintenance
is required through Org
Maintenance transaction.

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10 How to Solve Error Workflow with “Role” error?

In some situations, the workflow may go into error status if the agent resolution fails. The following sections cover:
1) How to identify a workflow in error and determine which role is causing the error
2) How to fix the error
3) How to restart error workflow after the role correction

10.1 How to determine if a Workflow has “Role” Error?

When “role” error occurs (SAP cannot determine a valid user id for a workflow role), the specific workflow instance
will go into “Error” status. The following steps describe how to retrieve workflow instances with “Error” status.

Steps Screen Print

1. To Access Selection Report of

Work Items, enter transaction code
SWI1.

2. Enter the following information on

selection screen:

Type: F
Status: Error
Task: WS00275255
WS00275260
WS00275254
WS00275252
WS00275264
WS00275266

Click to execute the report.

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Note: You can save the above

selection criteria as a variant.

3. Select a line and click to view

workflow log details.

4. Click on “Error” field to view the

error messages generated by
system.

5. A role is indicated with message

reading “Error or exception
resolving role….”.

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6. To show which role is causing the

error, click on of the
workflow template to view
workflow container.

7. The element “Actor” or “Next

Role” will indicate which role is
causing the error. For the
example on right, the error role is
“PO_RESCAN”.

10.2 How to Restart Workflow in “Error” Status?

Once the error role has been corrected, the workflow instance in error will need to be restarted as well.

Steps Screen Print

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1. Transaction code: SWPR

2. Enter the following information on
selection screen:

Task: WS00275255
WS00275260
WS00275254
WS00275252
WS00275264
WS00275266

Click to execute the report.

Note: You can save the above

selection criteria as a variant.

3. Select the item and click “Restart

Workflow” button.

4. If the work item is restarted

successfully, you will see
“STARTED” under status column.

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11 How to Reassign Work Item Belong to Other User?

All workflow users are recommended to set up a back-up (substitution). If a work item owner leaves for vacation or
leaves the company, the substitute can then “adopt” the work items owned by the substituted. However, in
situations when a user has not set up a substitute and the work items needs immediate attention, VIM workflow
administrator can reassign work items to other user(s). The following section will cover:
1) how to retrieve SAP work item id’s belong to a specific person
2) how to reassign SAP work items
3) how to reassign web approval work item

11.1 How to Retrieve Open SAP Work Items Belong to a Specific User?
Open work items belong to a specific user can be found through SAP standard Workload Analysis report. Each work
item will have a “Work Item ID” which is a unique number identifier for a work item.

Steps Screen Print

1. To Access Work Load Analysis

report, enter transaction code
SWI5.

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2. Enter:

Type Æ “US”

ID Æ SAP user id of person

Select radio-button “To be

processed by”

Click to execute report.

3. The report now shows all work

items (VIM or not) belongs to the
user.

VIM work items will have the

following specification:
• TS00275257 Æ DP
Document Dashboard
• TS00275267 Æ PO Invoice
Dashboard (Header WF)
• TS00275262 Æ PO Parked
Invoice Dashboard
• TS00275260 Æ Non-PO
Invoice Dashboard
• TS00275265 Æ PO Invoice
Dashboard (line level)

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4. You can then click on to view

the work item id’s.

With the work item id’s, you are

now ready to progress to the next
section to actually assign those
work items to a different user.

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11.2 How to Reassign Open SAP Work Items to a Different User in SAP?
Once work item id’s are identified, they can be reassigned through SAP standard transaction SWIA titled Execute
Work Item Without Agent Check.

Notes: If the reassignment is permanent due to an organizational change, please ensure Org Maintenance set ups are
completed prior to reassigning the work item in the following steps.

Steps Screen Print

1. Enter transaction code SWIA.

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2. Enter work item id and click

to execute.

3. Before you can reassign, you must

first be an owner of the work item.
To own the work item, select the
work item and click
.

4. You have been brought into either

VIM Dashboard or DP Dashboard,
back out of the transaction by

clicking on .

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5. You are back to Execute work

items without agent check screen.

Click on to display the work

item.

6. Click on to forward the

work item.

7. Enter SAP user id of receiver. Click

to confirm.

8. Message in the bottom of screen

reads “Forwarding carried on”.

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11.3 How to Reassign Approval Invoice Items?

For invoice(s) awaiting approval, you can perform the following steps to reassign the invoice to another approver.
The reassign transaction is run in SAP.

Steps Screen Print

1. Transaction code:
/ORS/UMREASSIGNED

Enter the invoice number, company

code for the invoice that needs to be
reassigned and click .

2. The system will then retrieve the

current approver for this invoice
and the rest of the invoices
awaiting for his/her approval.

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3. To reassign a specific invoice,

select the invoice on the tree
display structure by clicking on it.
The invoice details will be shown.

4. Click on “Reassign” icon.

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5. You will be asked to enter the new

owner of the invoice. Use F4
search help to locate the desired
approver. Then click

to complete the
reassignment action.

6. You will now see the invoice under

the invoice list for the new owner.

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12 How to Release Invoice Lock for Invoice Approval?

Invoice approval process has a web front-end which approvers can log in to code/approve invoice(s). If in some
cases, if user closes the web browser window incorrectly without logout of an invoice, the invoice can be locked. VIM
workflow administrator can release an invoice from the lock by performing the following steps.

Steps Screen Print

1. Transaction code:
/ORS/RELEASE_LOCK

2. Enter the information below:

Invoice type: BKPF (for non-PO

invoice) OR
RMRP (for PO invoice)

Invoice key: <compose of company

code + invoice number + fiscal
year> for non-PO invoice OR
< invoice number + fiscal year> for
PO invoice

Test only: < you can check this box

to see what invoices are being
locked>

Click to release lock.

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3. Invoice lock is removed as

indicated.

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13 Workflow Administration

This section describes some of the general activities that are useful for an administrator in checking the systems status 
of the product. 

13.1 Alert monitoring

System availability is dependant on the availability of the underlying SAP ERP system. It is possible to de‐active the 
product functionality using various criteria as described in the product Configuration guide.   
System performance checks can be conducted using the SAP standard tools like SE30 do runtime analysis of the 
projects and components.   
Resource consumption information can be monitored using SM50 and other SAP administration utilities that are part 
of the SAP CCMS (Computer Center Management System). 
All the SAP standard logs land other infrastructure like transactions SM13, SM21. 
Following sections specifies how to use SAP Standard CCMS functionality for Alert monitoring. 

13.1.1 Central Monitoring setup   
The product is completely embedded inside SAP ERP system and hence the entire general alert monitoring 
infrastructure can be used for check for health of the system and application.   
VIM does not need a separate CEN system to monitor. You should use the existing CEN system that is connected to 
the SAP ERP system on which VIM is installed to monitor VIM. For configuring CEN please refer the SAP online 
help as referred below. 
http://help.sap.com/saphelp_nw70/helpdata/EN/9d/df1241c738f423e10000000a155106/frameset.htm 
 
13.1.2   Registering CCMS Agent 
This product is an ABAP Add-On and all the functionality is embedded into the SAP ERP ABAP system. The Standard CCMS
Agent SAPCCM4X can be used. If the underlying SAP ERP system is already registered into CEN then nothing new needs to be
registered. Please refer to the following SAP online help link for registering CCMS Agent.

http://help.sap.com/saphelp_nw70/helpdata/EN/ca/118110ff542640b7c86b570cc61ae3/frameset.htm

13.1.3 Configure CCMS Templates 
• Configure SAP CCMS monitor using transaction RZ20 
Procedure: 
Go to transaction RZ20 and Activate Maintenance function from Extras Menu 

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Expand SAP CCMS Monitor Templates menu. 

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Double click and activate MTE by selecting check box 

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Double click on the line item to see details 

 
 
Select the line and choose properties to get other settings like methods used and threshold values set etc. 

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You can use the following SAP CCMS Monitor Templates monitor sets
Monitor Usage
Availability and Performance Availability monitoring of selected systems and
Overview Monitor their application servers
Background Processing Background processing of the SAP systems and
their application servers
Buffers The various SAP buffers, their hit rates, and swap
rates
Change & Transport System Transports for a system
Communications Data transfers (SAPconnect, SAP Gateway,
Application Link Enabling, LDAP, RFC)
Data Archiving Monitored data archiving sessions
Database Database (such as table status, performance,
backups, data consistency)

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Dialog Overview Overview of the dialog system, broken down by

performance attributes
Dialog per Application Server Overview of the dialog system, broken down by
application servers
Entire System Entire system (including detailed information
about SAP services)
Exchange Infrastructure Monitoring of the Exchange Infrastructure
including the Integration Engines, the associated
qRFC queues, and self-monitoring
File Systems File systems of any application servers and host
systems
Operating System Operating system data for any application servers
and host systems
Performance Overview Most important values about performance and
information about possible causes of performance
problems
Security Security Audit Log and security-relevant
messages in the system log
Spool System Spool system of the SAP system and the
individual output servers
Syslog System log broken down by application servers
and individual topic areas
System Configuration Number of logged-on users and configuration
settings of application servers
System Errors Information about the most important error
messages of the system
Workload Collector Monitoring of the workload collectors
To start one of these monitors, follow the procedure below:

1. Start the Alert Monitor using transaction RZ20 or choose CCMS → Control/Monitoring → Alert Monitor.
2. On the CCMS Monitor Sets screen, expand the SAP CCMS Monitor Templates set.
3. Start the desired monitor from the list by double-clicking it.

You can copy these monitors and make desired change. Please refer to SAP online help for more details. URL for the
Alert monitor online help has been provided below:
http://help.sap.com/saphelp_nw70/helpdata/en/28/83493b6b82e908e10000000a11402f/content.htm

VIM product does not require any specific values for the property thresholds for various monitoring templates. The
threshold values need to be arrived at by taking all the system landscape and functional considerations.
Setting threshold values for the nodes can be done as follows:

1. Go to transaction code RZ20 and expand the menu and double click on desired monitor set.
2. You can setup threshold values for the nodes by double clicking the node and click on display change button
3. Enter the desired values and save.

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13.2 Activity Monitoring

The product used SAP Workflow engine to realize the process orchestration of the business processes. The Workflow 
run time and administration tools can be effectively used to monitor the activity and resources as the business 
processes are proceeding. Please refer to section 13.13 for using workflow administrator transaction for activity 
monitor. 

13.3 System performance analysis

The performance analysis of the customer system can be done using standard ABAP tool set as the ABAP based 
components of VIM reside inside SAP ERP system. 

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Procedure: 
Go to transaction ST05. 

 
 
choose Trace options and trace function for Performance analysis. 

13.4 Logging and Traces

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ABAP components of VIM use SAP workflow engine for realizing business process orchestration. Hence, traces can 
be activated and used to checking specific sets of activities as part of problem analysis. SAP workflow logs are written 
for every activity of process and hence are available all along. In addition to this standard system logs through SM21 
can be used to check system activities. Please refer to section 13.13 for using workflow administrator transaction for 
activity logging and traces. 
 

13.5 Solution Manager Diagnostics

Once this add‐on is installed on a customer system all the information should be accessible through Solution Manager 
Tools for an administrator to perform root‐cause analysis. No separate external logs are generated during the product 
use.

13.6 Configuration Setting

Configuration of the product is done through product specific IMG provided and documented in Configuration 
guide. 

13.7 Backup

Since the product configuration is store inside SAP ERP in Open Text product tables, the backup of the underlying 
SAP ERP system would ensure the backup of the appropriate configuration, runtime and persistent data. In addition, 
system transports would store any configuration changes that are made. 

13.8 Data Archiving

Archiving of old data can be done using SAP archiving objects WORKITEM, BKPF and others. Removal of any such 
data should be done after careful consideration of the business requirements about data availability. Specially, since 
the business objects in scope of these processes are financial in nature, local regulations needs to be adhered to in 
making such decisions. It is generally recommended that any such initiatives are conducted in as a part of an overall 
data archiving initiative. 

13.9 System Availability

 
The availability of VIM is based on the availability of the underlying SAP ERP system. It is possible to selectively roll 
out the product based a set of criteria including document types, company codes etc. so that the product is active only 
in those business scenarios. Please check the rollout criteria section of the configuration guide for further details. 

13.10 Adaptive Computing Support

Since the ABAP based component is running on SAP ERP system, any adaptive computing technologies are 
supported. Users logon using SAPGUI logon screen which support virtual IP addresses and hostnames. There is no 
separate starting mechanism as the process is controlled by underlying SAP setting in ArchiveLink and Workflow as 
well as VIM configuration. 

13.11 Restart mechanism

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In general any workflows that go into error status can be restarted after making appropriate configuration or 
run‐time data changes. There are no other asynchronous interfaces for the product.   

13.12 Event Linkage for VIM Workflow

SAP events are trigger point for VIM workflows. For example, when a logistic invoice is posted, SAP generates event 
POSTED from business object BUS2081. The event is linked to trigger VIM workflow solution for blocked invoice 
solution if the invoice is blocked.    The following event linkages can be turned on/off to enable/disable VIM 
workflow:   

Object  Event  Receiver  Receiver Function Module  Check Function Module  Usage 

Type  Type  Comments 
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  WS00275251  SWW_WI_CREATE_VIA_EVENT_IBF    VSS 

Note: /OPT/VPR is for VSS which is an optional component. Please set up this only if VSS is implemented.
13.12.1 How to Enable/Disable VIM Workflow? 
1) Transaction Code: SWE2
Find one of the above event linkage entries and double-click on the entry.

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2) Change the “Linkage activated” box to enable (box is checked) or disable (box is unchecked) the
workflow.

3) Save changes with a transport and move to subsequent systems.

Note: For parked invoice solution, you might also want to activate/deactivate BADI and BTE.

13.13 Some frequently used SAP Workflow Administration Transactions:

1. Execute work item without agent check (SWIA): execute work item for other users
Procedure:
Go to transaction SWIA.

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Note: Depending on the SAP version, the following screens might look different on your system.

Use the selection screen to restrict the data to given date range and specific tasks described in
Section 13.14 and choose execute.
Select the desired work item and choose execute.

2. Work item log (SWI1): display all work items (workflow template, dialog task, wait step, background
task) based on selection
Procedure:
Go to transaction SWI1.

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Use the selection screen to restrict the values and click on execute.

select the desired work item and choose workflow log

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choose ActiveX version log to see workflow log.

3. Event log (SWEL): display lists of event published during a specific duration
Procedure:
Go to transaction SWEL

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Choose date range and execute.

Select desired line item and choose details

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You can notice what is receiver Function module and status of the action.
4. Event linkage (SWE2): display/change events linkage for workflow
Go to transaction SWE2

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Check for type linkage active for OpenText Object Types mentioned in section 13.12
13.14 Work item Analysis (Report)
You can access the following transactions by going to:
Tools Æ Business Workflow Æ Development Æ Reporting Æ Work Item Analysis

Or you can access the reports directly by their transaction codes:

1. Work item Per Task (SWI2_FREQ): work item grouped by date, agent and task
2. Work item by Processing Duration (SWI2_DURA): analyze work item by execution duration
3. Work item with monitored deadlines (SWI2_DEAD): analyze work item by preset deadline. This is
NOT applicable for VIM process work items
4. SWI5

Here is a list of all dialog standard tasks that can be used for SAP standard reports:

Standard Task Description

TS00275257 DP Document Dashboard
TS00275267 VIM Dashboard for blocked PO invoice requiring
header level action
TS00275262 VIM Dashboard for parked PO invoice
TS00275260 VIM Dashboard for parked non-PO invoice
TS00275265 VIM Dashboard for blocked PO invoice at line
item level
Invoice awaiting web approval
TS00275253 *Note: these work items are always assigned to
WF-BATCH because the actual action is
performed by user on web approval page

TS 00275251 Vendor Self Service: an optional component

Here is a list of workflow templates for VIM Process:

Workflow Description
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)
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)
WS00275264 Blocked PO invoice workflow (from the time a PO invoice
is blocked for payment until it is released or cancelled)
WS00275266 Blocked PO invoice header level action workflow (from the
time that a blocked invoice is authorized for header level
action until the action is completed or when AP sends
back)
WS00275251 Vendor Self Service: an optional component

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13.15 Mostly used SAP Workflow tables:

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

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14 SAP Early Watch Support

SAP early watch service checks and analyzes for optimal performance of SAP solutions. Since VIM reside inside     

          SAP ERP system, this solution follows standard early watch practices. Client dependent configuration data of   

          VIM is not visible in early watch client and also normally early watch client is locked against any configuration     

changes.  It  is  also  possible  for  the  administrator  to  create  role  to  view  configuration  with  display  only         
authorization as described below: 

14.1 Creating Role for VIM configuration display

Go to transaction PFCG , enter Role name and choose create.

Note: Depending on the SAP version, the following screens might look different on your system.

Enter the name save and choose menu tab.

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Select “ From area menu” button

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Enter /OPT/VIM area menu in the area menu field and choose enter

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Select all the components and choose add

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Save and Choose authorization tab

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choose profile button

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Save

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Give full authorization for plan version *

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Expand all and give display authorization only in activity field. use to open the activity field.

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Add display authorization for all transaction starting with /OPT/ by inserting manually.

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Enter /OPT/* and save.

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Save, generate and Go back to the main screen

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Go to the user tab and enter early watch user or user with display VIM profile.

15 Reminder/Notifications program
The Open Text Vendor Invoice Management Reminder has been developed to: 
• find out all workflow work items for each current agent 
• collect related information for each work item into a list 
• determine Due Date for each work item using SAP standard or customized Function Module 
• display the list for all current agents and the end‐user of this reporter can send internet email or SAP 
notes  to  selected  current  agent(s)  to  “reminder”  him/her  there  are  “Due”  work  items  based  on 
configurable data (Online mode) 
• send internet email or SAP notes to each current agent to “reminder” him/her there are “Due” work 
items based on configuration data (BACKGROUND mode) 
This guide is intended to give instructions on the usage of the Reminder both from an end‐user perspective. 
From the user perspective, the guide includes a description of each of the following: 
• The main selection screen and its options 
• Explanation of the data reported 
• User interactions 
• Configuration data 

15.1 Starting Reminder Program

The main VIM Reminder program is started via transaction code “/OPT/REMINDER”.    This program will be 
typically scheduled as a batch job so that the relevant agents get notifications of reminders regularly. 

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15.2 Main Selection Screen

All functions of the VIM Reminder are controlled via a common selection screen.    This screen appears below.       

 
This panel allows you to enter your search criteria and the panel is divided into the following sections: 
• Invoice Information 
• Document Process 
• Workitem Date Range 
• Mail Configuration 
• Process Options   
 
15.2.1 Invoice Information 
This section allows you to enter search criteria for the invoice. 
• Company Code: Organizational unit within financial accounting.     
• Document Number: Accounting document number of the invoice.     
• Fiscal Year:    Fiscal year that the invoice was blocked or parked. 
• Line: Item The document line of this invoice.   
 

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15.2.2 Document Process 
This section allows you to enter search criteria for Document Processing information. 
• Document  ID:  the  number  that  was  generated  for  the  document  during  the  Open  Text  Document 
Processing. 
 
15.2.3   Workitem Date Range   
This section allows you to enter search criteria for work item information.   
• Workitem Creation Date: Creation Date of Work Item   
 
15.2.4 Mail Configuration 
This section allows you to enter configuration data for mail/note. 
• Mail Title: specify title for mail/note 
 
15.2.5 Process Options   
This section allows you to enter processing options. There are two parts in this group: 
• Scenario: specify document type 
• Mode: specify process mode 

15.2.5.1 Process Options: Scenario

This part of processing options sections allows you to check document type 
• Document Process WFs: include DP work items 
• PO Block Invoices – Head: include PO Block Invoice head work items 
• PO Block Invoices – Line: include PO Block Invoice line work items 
• PO Parked Invoices WFs: include PO Parked invoice work items 
• NPO Parked Invoices WFs: include NPO Parked invoice work items 
• Approval PO Invoices: include approval PO invoice work items 
• Approval Non PO Invoices: include approval Non PO invoice work items 

15.2.5.2 Process Options: Mode

This part of processing options sections allows you to specify process mode   
• Test: specify Online process mode 
• Background: specify Background mode   

15.3 Report Result

This section describes the display of the report results that are available in running the Reminder.

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Clicking this      will send internet email/SAP note to selected current agent. 
 

Clicking this        will call SAP transaction SCOT 
The following are the available columns in the ALV Grid output.

Notes: Some of the column headers might be abbreviated.    Please expand the column to see the full text.    The 

columns might not be displayed and might not be in the following sequences; you can add or remove column, or 
change sequence by using the Layout function.

Column  Description 
Current Agent  Current agent who owns items 
Process Type  Type of the document (DP, PO/NPO doc…) 
Sub Process Type  Sub Process Type for each process Type 
Company  Company Code 
Document number  SAP Document number 
Fiscal year  Fiscal year 
Document ID  The Document Processing document ID 

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Vendor  Vendor Number 
Name 1  Vendor name 
Total Amount  Total amount 
Doc Currency  Doc Currency 
Inbox Days  Days the WI in the inbox   
Before Due  Days before due date 
Due Date  Document Due Date   
First Name  First name of current agent 
Last Name  Last name of current agent 
Responsible Party  Responsible Role 
Receiver ID  Email Address of current agent   
ID  Workitem ID 

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16 Terms and Definitions

AAK

See: SAP Add-On Assembly Kit (AAK)

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

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BDC ID

Business Data Communication ID. The BDC ID is used by the system to process an SAP
transaction to create an SAP Document in user context.

Block

Situation where an invoice has a price or quantity variance that prevents invoice from
posting

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 rules

Rules that describe the operations, definitions and constraints that apply 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.

COA

See: Approval chart of authority (COA)

Coding

Coding allocates an invoice to G/L account and cost object if required.

Contract agent

Person who can create and modify SAP contracts.

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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.

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

IE

See: Invoice Exception (IE)

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Indexer

Person responsible for entering index data

Indexing

Process of entering or storing data into the system

Information provider

Receiving role for option Refer for Information

Invoice Approval

VIM component that enables users to perform coding, approving and rejecting invoices

Invoice approver

Person who approves invoices

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

LIV

See: Logistic invoice (LIV)

Logistic invoice (LIV)

purchase order invoice

Materials Management

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)

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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)

Number range

Array of numbers that can be used for an object in the SAP system

OCR

See: Optical character recognition (OCR)

Optical character recognition (OCR)

Mechanical or electronic translation of images of handwritten, typewritten or printed text

(usually captured by a scanner) into machine-editable text

Park

Situation where an invoice is not posted and is waiting for further processing

Parked invoice document

Temporary document that the AP processor can change and post. SAP assigned document
number becomes real number when posted.

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).

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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

Receiver

Person who can create and reverse the goods receipt in SAP

Requisitioner

Person who requested goods and services

Roles

Set of predefined roles for the SAP user

SAP Add-On Assembly Kit (AAK)

Standardized delivery procedure for software

Scan operator

Person who scans the invoices into images (may not have a SAP ID)

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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 of the process.

Tax expert

Person who advises on invoices that need tax audit. Normally tax department personnel.

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

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)

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Workflow

SAP business workflows can be used to define business processes that are not yet mapped
in the R/3 system.

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