OpenText™ Vendor Invoice Management

for SAP® Solutions

Configuration Guide for Invoice

Solution

This guide describes the technical aspects of configuring the

Invoice Solution component of Vendor Invoice Management.

VIME070602-CGD-EN-01
OpenText™ Vendor Invoice Management for SAP® Solutions
Configuration Guide for Invoice Solution
VIME070602-CGD-EN-01
Rev.: 2021-Dec-03
This documentation has been created for OpenText™ Vendor Invoice Management for SAP® Solutions 7.6 SPS2.
It is also valid for subsequent software releases unless OpenText has made newer documentation available with the product,
on an OpenText website, or by any other means.

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accuracy of this publication.
 Table of Contents
1 About Vendor Invoice Management ...................................... 11
1.1 Architectural Overview ..................................................................... 13
1.2 Processing blocks ........................................................................... 14
1.3 About this document ........................................................................ 14
1.4 Understanding Vendor Invoice Management ..................................... 16
1.5 Preparing the configuration .............................................................. 20

Part 1 Mandatory configuration 23

2 Post installation activities ...................................................... 25

2.1 Post installation activities after installing Invoice Solution ................... 25
2.2 Post installation activities after installing a new Support Package ....... 31
2.3 Post installation activities after an upgrade ........................................ 31
2.4 Post installation activities after installing ARIBA integration ................ 34

3 Configuring ArchiveLink ......................................................... 37

3.1 Early Archiving scenario .................................................................. 37
3.2 PDF history log scenario .................................................................. 40
3.3 Required customizing for additional attachment upload in the
Invoice Approval process ................................................................. 42

4 Roles ......................................................................................... 43
4.1 Defining roles .................................................................................. 44
4.2 Defining role templates .................................................................... 46
4.3 Assigning templates to roles ............................................................ 50
4.4 Maintaining role determination settings ............................................. 52
4.5 Maintaining Chart of Authority .......................................................... 55

5 Defining rollout criteria for parking and blocking

processes ................................................................................. 85
5.1 Defining rollout criteria for the PO parking process ............................ 85
5.2 Defining rollout criteria for the PO blocking process ........................... 88
5.3 Defining rollout criteria for the Non PO parking process ..................... 90

Part 2 Advanced configuration 93

6 Authorization checks .............................................................. 95

6.1 General program execution checks .................................................. 95
6.2 Available authorization checks ......................................................... 96
6.3 Configuring the authorization checks .............................................. 104
6.4 Authorization group for VIM tables .................................................. 106
6.5 Authorization checks when performing transaction calls ................... 107

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6.6 Authorization checks for RFC calls ................................................. 112

6.7 Restricting ALV layout for process logs ........................................... 113

7 Incoming document processing .......................................... 115

7.1 Inbound Configuration ................................................................... 115
7.2 Integration with Information Extraction Service ................................ 118
7.3 Maintaining channels ..................................................................... 130
7.4 Maintaining the VIM field mapping .................................................. 133
7.5 Connecting using the Document Pipeline ........................................ 136
7.6 EDI configuration .......................................................................... 137
7.7 Processing electronic invoices ....................................................... 154

8 ICC integration ....................................................................... 155

8.1 Defining frequently used default values .......................................... 156
8.2 Maintaining the Mark for Training function ....................................... 157
8.3 Maintaining the workflow template for DP ....................................... 157
8.4 Document type determination rules engine ..................................... 158
8.5 Download of recipient data for ICC usage ....................................... 161
8.6 Maintaining the trusted vendor list .................................................. 162

9 Document Processing process configuration .................... 165

9.1 Configuring DP document types ..................................................... 168
9.2 Configuring automatic posting ........................................................ 217
9.3 Processing logic modules .............................................................. 222
9.4 Business Rule Framework ............................................................. 232
9.5 Customizing profiles for the indexing screen ................................... 244
9.6 Roles in Document Processing ...................................................... 247
9.7 Configuring DP process options ..................................................... 247
9.8 Invoice processing plug-ins ............................................................ 261
9.9 Configuring the process type .......................................................... 265
9.10 Configuring indexing line matching ................................................. 272
9.11 Additional process configurations ................................................... 282
9.12 Configuring global parameters ....................................................... 287
9.13 Excluding company codes from process types ................................ 293
9.14 Maintaining additional cost handling ............................................... 294
9.15 Maintaining the VAT date ............................................................... 304
9.16 Activating the profitability segment in the indexing screen ................ 306
9.17 Extensions in Document Processing ............................................... 306
9.18 Configuring the contract online posting feature ................................ 311

10 PO parking process configuration ....................................... 315

10.1 Configuring process options ........................................................... 317
10.2 Configuring parking reasons .......................................................... 322

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10.3 Configuring global parameters ....................................................... 327

11 PO blocking process configuration ..................................... 343

11.1 Configuring PO blocking process options ........................................ 346
11.2 Configuring blocking reasons ......................................................... 347
11.3 Configuring global parameters ....................................................... 349

12 Non PO parking process configuration ............................... 365

12.1 Configuring parking reasons (Non PO parking process) ................... 367
12.2 Configuring global parameters ....................................................... 372

13 Invoice Approval .................................................................... 387

13.1 Overview ...................................................................................... 387
13.2 Configuring the process type .......................................................... 390
13.3 Configuring the parking reason ...................................................... 390
13.4 Configuring posted approval .......................................................... 393
13.5 Implementing Invoice Approval ...................................................... 402
13.6 Roles in the IAP process ............................................................... 445
13.7 Configuring header based approval ................................................ 452
13.8 Configuring level based approval features ...................................... 453
13.9 Down payment approval ................................................................ 456
13.10 Coding validation .......................................................................... 457
13.11 Configuring the profitability segment feature ................................... 468
13.12 Logging and monitoring in Invoice Approval .................................... 474
13.13 Enhancing Invoice Approval using extensions ................................. 477

14 Apps based on the Fiori Task App ...................................... 483

14.1 General overview .......................................................................... 483
14.2 Integrating VIM Fiori apps into Fiori launchpad ................................ 496
14.3 Configuring the Confirm Quantity and Price app .............................. 497
14.4 Configuring exception handling with the Resolve Invoice
Exceptions app ............................................................................. 506
14.5 Configuring the Enter Cost Assignment Simple app ......................... 518
14.6 Configuring the Enter Cost Assignment Advanced app .................... 530
14.7 Upload coding in the Enter Cost Assignment Advanced app ............ 544
14.8 Configuring the Approve Invoices app ............................................ 555
14.9 Configuring the Approve Invoices (bulk mode) app .......................... 565
14.10 Configuring the My Approved Invoices app ..................................... 576
14.11 Configuring the Vendor Invoices Report app ................................... 585
14.12 Troubleshooting ............................................................................ 597
14.13 Frequently asked questions ........................................................... 597

15 SAP GUI for HTML Fiori apps in SAP ECC .......................... 599
15.1 VIM Analytics SAP GUI for HTML Fiori app ..................................... 601

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15.2 VIM Invoice Workplace SAP GUI for HTML Fiori app ....................... 603

16 VIM Analytics (new) ............................................................... 605

16.1 Reports for one-time data upload and for consistency check of
documents .................................................................................... 607
16.2 Customizing profiles for the new VAN ............................................. 612
16.3 Layout variants ............................................................................. 623
16.4 Configuring new VAN with remote systems ..................................... 624
16.5 Additional configuration options for the new VAN ............................ 625
16.6 VIM Analytics on mass data ........................................................... 639
16.7 Extending the Current Liability Report ............................................. 640

17 Characteristic specific configuration .................................. 643

17.1 Introduction ................................................................................... 643
17.2 Invoice categories, category groups, and mapping .......................... 650
17.3 Characteristic specific settings for document types .......................... 654
17.4 Z constants ................................................................................... 664

18 Configuring the VIM Invoice Workplace .............................. 667

18.1 Migration report for the VIM Invoice Workplace ............................... 667
18.2 Configuring the System Landscape Directory (SLD) for the VIM
Invoice Workplace ......................................................................... 671
18.3 Customizing profiles for the VIM Invoice Workplace ......................... 671
18.4 Defining action buttons for the VIM Invoice Workplace ..................... 682
18.5 Defining action authority groups for the VIM Invoice Workplace ........ 684
18.6 Configuring scanning in VIM Invoice Workplace .............................. 685
18.7 Defining smart selections ............................................................... 690
18.8 Maintaining general teams for the VIM Invoice Workplace ............... 693
18.9 Specifying discount light settings .................................................... 694
18.10 Displaying returning invoices in VIM Invoice Workplace ................... 695

19 Customizing plug-in controls for end-user screens .......... 697

19.1 Defining the plug-in type ................................................................ 697
19.2 Defining the plug-in ID ................................................................... 698
19.3 Assigning the plug-in IDs to plug-in types ........................................ 699
19.4 Customizing the integration of Extended ECM for SAP Solutions ..... 699

20 Configuring VIM dashboards for plug-ins ........................... 707

20.1 Maintaining customizing profiles for dashboards .............................. 707
20.2 Assigning default profiles to product code ....................................... 709

Part 3 Optional configuration 711

21 Smart coding .......................................................................... 713

21.1 Training ........................................................................................ 714

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21.2 Recommended training strategies .................................................. 717

21.3 Prediction ..................................................................................... 720
21.4 Custom extensions ........................................................................ 722

22 Smart Coding - Integration into Classic VIM ....................... 725

22.1 Smart coding cost lines enrichment in the DP line item .................... 725
22.2 Skipping the coder level in smart coding line automation ................. 729

23 Extended withholding tax ..................................................... 731

24 Return to Vendor ................................................................... 735

24.1 Configuring SAPConnect and SMTP .............................................. 736
24.2 Maintaining process options ........................................................... 736
24.3 Maintaining return reasons ............................................................ 736
24.4 Maintaining email templates ........................................................... 736
24.5 Maintaining the email determination user exit .................................. 737
24.6 Maintaining the email signature ...................................................... 738
24.7 Maintaining email archiving ............................................................ 739
24.8 Maintaining project enhancements ................................................. 739

25 Supplier Self Service ............................................................. 741

25.1 Customizing the OData Channel on the SAP NetWeaver Gateway
system ......................................................................................... 742
25.2 Customizing the HANA Cloud Server (option) ................................. 753
25.3 Customizing Supplier Self Service .................................................. 761
25.4 Configuring the status .................................................................... 763
25.5 Configuring the layout .................................................................... 765
25.6 Configuring company code settings ................................................ 767
25.7 Configuring the supplier settings .................................................... 769
25.8 Configuring Gateway host and application parameters .................... 770
25.9 Vendor cleanup program for Supplier Self Service ........................... 772
25.10 Questions and answers ................................................................. 773

26 Supplier Self Service Fiori apps ........................................... 777

26.1 Fiori Launchpad integration ............................................................ 778
26.2 User authorization ......................................................................... 786
26.3 Configuring the Supplier Registration app ....................................... 787
26.4 Configuring the Supplier Invoices app ............................................. 808
26.5 Configuring the Supplier Accountant app ........................................ 815
26.6 Configuring the Supplier Self Service app on the cloud .................... 823

27 Integration with the Ariba Network ...................................... 825

27.1 Ariba Network Integration for SAP Business Suite ........................... 826
27.2 Integrating the Ariba SAP NetWeaver Process Integration adapter ... 837
27.3 Integrating Ariba Network using Cloud Integration Gateway ............. 846

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28 SAP NetWeaver Business Warehouse content .................. 853

28.1 OpenText VIM Layered Scalable Architecture (LSA) ........................ 854
28.2 Installing VIM BW content .............................................................. 858

29 KPI Dashboard ....................................................................... 867

29.1 KPI Dashboard definitions ............................................................. 867
29.2 Periodic jobs - collection and aggregation ....................................... 869
29.3 Authorizations ............................................................................... 877
29.4 Customizing settings ..................................................................... 878
29.5 Troubleshooting ............................................................................ 898

30 Automation report ................................................................. 901

30.1 Overview ...................................................................................... 901
30.2 Periodic jobs - ATM collection report .............................................. 901

31 Central Reporting infrastructure .......................................... 903

31.1 Configuring the System Landscape Directory (SLD) ........................ 907
31.2 Maintaining logical systems for the Aggregation Report ................... 908
31.3 Running the Aggregation Report for the CUST_PREFL group .......... 910
31.4 Creating variants of the Aggregation Report for each group ............. 911
31.5 Activating Central Reporting Baseline and maintaining reporting
tables ........................................................................................... 912
31.6 Scheduling the Collection Report ................................................... 916
31.7 Scheduling the User Master Report ................................................ 920
31.8 Scheduling the Text Master Report ................................................ 921
31.9 Scheduling the Aggregation Report ................................................ 921
31.10 Troubleshooting: Cleaning up Central Reporting tables .................... 922
31.11 Maintaining thresholds for the Key Process Analytics Report ........... 923
31.12 Configuring the Summary Report ................................................... 934

32 SRM integration ..................................................................... 937

32.1 Use cases .................................................................................... 937
32.2 Determining purchase order types .................................................. 940
32.3 Configuring SRM purchase orders .................................................. 941
32.4 Configuring the SRM mail infrastructure .......................................... 948

33 PDF log ................................................................................... 955

33.1 Customizing profiles for the PDF log ............................................... 955
33.2 PDF rendition of IDocs .................................................................. 958
33.3 PDF history log ............................................................................. 958

Part 4 Special topics 963

34 Posting Non PO (FI) invoices ............................................... 965

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34.1 Background posting of Non PO (FI) invoices ................................... 965

34.2 Dialog posting of Non PO (FI) invoices ........................................... 967

35 Down payments process for PO and NPO invoices ........... 969

35.1 General information and DP process .............................................. 969
35.2 Down payment approval ................................................................ 973
35.3 Tax calculation .............................................................................. 973
35.4 Down payment clearing for PO invoices .......................................... 974

36 Tools ....................................................................................... 975

36.1 VIM Notifications ........................................................................... 975
36.2 Testing roles ................................................................................. 975
36.3 Changing the work item text ........................................................... 977
36.4 Test tools ..................................................................................... 978

37 Using VIM Notifications ........................................................ 979

37.1 Working with the selection screen .................................................. 979
37.2 Working with the VIM Notifications List ........................................... 982
37.3 Configuring VIM Notifications ......................................................... 985
37.4 Maintaining a notification email formatting function module .............. 993

38 Data archiving configuration ................................................ 995

38.1 Configuring archiving of DP documents .......................................... 996
38.2 Configuring archiving of Central Reporting information .................... 998
38.3 Configuring archiving of license report data ................................... 1001

39 Rerunning waiting process types ...................................... 1005

39.1 Working with the selection screen ................................................ 1005
39.2 Working with the Monitor list ........................................................ 1007

40 Dynamically translating user comments ........................... 1009

40.1 Integrating the translation services ............................................... 1009

41 External tax systems ........................................................... 1011

GLS Glossary 1013

VIME070602-CGD-EN-01 Configuration Guide for Invoice Solution ix

Chapter 1
About Vendor Invoice Management

OpenText Vendor Invoice Management for SAP Solutions (VIM) is an ABAP add-on
solution to SAP ECC and SAP S/4HANA.

VIM automates the processing of incoming documents into SAP.

Document-centric business processes like the processing of incoming invoices from

vendors or incoming sales orders from customers are typical use cases for VIM.
After capture, data is enriched and validated against predefined business rules.

If no business rules fail, the document is posted in SAP without human intervention.
Although a straight through, no-touch process is the ultimate objective, VIM also
supports the fast and efficient handling and resolution of exceptions.

Exceptions are routed via workflow to the relevant user or user group based on the
role assigned to the exception.

For managers VIM offers a comprehensive suite of operational and analytical

reports. In addition, VIM offers the tools to identify common exceptions that should
be addressed to achieve even higher levels of automation.

VIM includes the following solutions:

• Invoice Solution
• Procure to Pay Solutions

– Order Confirmation
– Delivery Note
– Quotation
• Order to Cash Solutions

– Sales Order
– Remittance Advice

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

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

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

VIME070602-CGD-EN-01 Configuration Guide for Invoice Solution 11

Chapter 1 About Vendor Invoice Management

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

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

The VIM Foundation consists of the following components:

• Inbound
• Process
• Workplace
• Analytics

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

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

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

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

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

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

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

storage of incoming documents. OpenText recommends OpenText Archiving and
Document Access for SAP Solutions or OpenText Core Archive for SAP Solutions for
the storage of documents.

12 OpenText™ Vendor Invoice Management for SAP® Solutions VIME070602-CGD-EN-01

 1.1. Architectural Overview

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

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

1.1 Architectural Overview

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

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

Figure 1-1: Technical system landscape

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Chapter 1 About Vendor Invoice Management

1.2 Processing blocks

From a technical and functional perspective, the overall processing comprises the
following processing blocks:

Document Processing (DP)

for front-end SAP document creation
PO parking processing
for handling parked PO invoices
PO blocking processing
for handling blocked PO invoices
Non-PO parking processing
for handling parked non-PO FI invoices
Invoice Approval
for approving and coding invoices

1.3 About this document

This document describes the configuration of each of the processing blocks (see
“Processing blocks” on page 14). It also describes the various implementation
aspects of configuring VIM to suit the specific business requirements for any
organization. VIM is designed to be highly configurable to accommodate varied
business scenarios.

The structure of this document follows the VIM customizing approach:

“Mandatory configuration”
These configuration steps describe the basic mandatory customizing. This
customizing must be done with every VIM installation, independent of changes
to the VIM baseline; for example the configuration of roles for the VIM process.
For further information about the VIM baseline, see “Delivery model”
on page 17.
“Advanced configuration”
These configuration steps describe the advanced customizing. This customizing
changes the VIM baseline and partly includes extensions and customer exits. An
example is the DP process configuration.
“Optional configuration”
These configuration steps describe the basic, but optional customizing. This
customizing must be done for optional VIM features, such as the integration of
the Return to Vendor (RTV) function.
“Special topics”
These configuration steps describe special topics of the VIM customizing, for
example VIM Notifications.

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 1.3. About this document

1.3.1 Target audience

This document addresses those who participate in the customization and
implementation of Vendor Invoice Management (VIM). This includes:

• SAP Basis Administrators

• SAP Workflow Administrators
• SAP Configuration and Development Support

1.3.2 Further information sources

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

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

Release Notes The Release Notes describe the following aspects in detail:

• The software supported by the product

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

VIME070602-CGD-EN-01 Configuration Guide for Invoice Solution 15

Chapter 1 About Vendor Invoice Management

• Documentation extensions

The Release Notes are continually updated. The latest version of the VIM Release
Notes is available on OpenText My Support (https://support.opentext.com).

On OpenText My Support, you find the OpenText Vendor Invoice Management

Forum where you can post questions and discuss VIM issues: https://
forums.opentext.com/forums/support/categories/cs-Vendor-Invoice-Management

Important note for SAP Reseller Customers

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

1.4 Understanding Vendor Invoice Management

Process steps The Vendor Invoice Management (VIM) business process typically includes the
following main steps:

1. An OCR process (optional) sends metadata and invoice image to VIM. On a

system without OCR, the invoice images go through a standard SAP
ArchiveLink® early archiving scenario.
2. The Document Processing (DP) component validates the metadata and identifies
exceptions.
3. Invoice Exception workflows address the exception issues.
4. After validating the data and handling data exceptions, VIM creates an SAP
invoice.

• If no business rules are violated, VIM posts the invoice.

• Otherwise, VIM parks the invoice for further processing.
5. If needed, VIM triggers the parking exception process workflow.
6. Once the parking workflow is complete and everything is correct, VIM posts the
invoice. Otherwise, VIM deletes or cancels the invoice.

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 1.4. Understanding Vendor Invoice Management

1.4.1 Delivery model

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

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

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Chapter 1 About Vendor Invoice Management

1.4.2 Workflow scheme

Figure 1-2: Workflow scheme

Each VIM workflow process has the same basic steps:

Validate metadata
The metadata or index data are validated against the SAP database. If validation
fails, an exception is triggered.
Check duplicates
The validated metadata is used to check whether the new invoice has been
entered already. If the new invoice is suspected to be a duplicate of any existing
invoice, an exception is triggered.
Apply business rules
Invoice pre-processing: Business rules are applied to detect additional
exceptions before posting.
Post for payment
The invoice is posted and released for payment.

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 1.4. Understanding Vendor Invoice Management

1.4.3 Process swimlanes

Business blue print sessions result in a set of finalized swimlane diagrams
representing the to-be process. Figure 1-3 on page 20 is an example of such a
process swimlane that is delivered with the VIM Baseline Configuration. A swimlane
diagram comprises the following main items:

Process Description
The description in the headline represents the process scenario.

Roles
Each lane represents a business role, a unique grouping of people required to
collaborate to complete the process.

Dashboard
The dashboard is the user interface for the actors in the process. The dashboard
type identifies the VIM component that is used to realize a specific functionality.
The following dashboard types are available:

DP dashboard
The DP dashboard represents a process as implemented in the Document
Processing component of VIM.
See Section 3 “Working with the DP Dashboard” in OpenText Vendor Invoice
Management for SAP Solutions - User Guide for Invoice Solution (VIME-UGD).

VIM dashboard
The VIM dashboard represents a process as implemented in the Invoice
Exception component of VIM for parked invoices.
See Section 5 “Working with the Invoice Exception dashboards” in OpenText
Vendor Invoice Management for SAP Solutions - User Guide for Invoice Solution
(VIME-UGD).

VIM line dashboard

The VIM line dashboard represents a process as implemented in the Invoice
Exception component of VIM for blocked PO based invoices for line level
blocks.
See Section 5 “Working with the Invoice Exception dashboards” in OpenText
Vendor Invoice Management for SAP Solutions - User Guide for Invoice Solution
(VIME-UGD).

VIM header dashboard

The VIM header dashboard represents a process as implemented in the
Invoice Exception component of VIM for blocked PO based invoices for
header level processes.
See Section 5 “Working with the Invoice Exception dashboards” in OpenText
Vendor Invoice Management for SAP Solutions - User Guide for Invoice Solution
(VIME-UGD).

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Chapter 1 About Vendor Invoice Management

Options
Various options are available to the actors during the processing of invoices.
These are represented as individual items next to the dashboard block.

Figure 1-3: Swimlane example

1.5 Preparing the configuration

This section describes the activities that need to be done prior to implementing VIM.
For detailed installation steps, refer to OpenText Vendor Invoice Management for SAP
Solutions - Installation Guide (VIME-IGD).

• Install and configure an archiving system that supports SAP HTTP Content
Server interface.
• Complete business process blueprint sessions: Final process design swimlane
diagrams are available.
• Create User IDs with appropriate developer and configuration authorizations.
Authorizations need to include developer as well as workflow administrator
authorizations.
• Create ArchiveLink document types or at least finalize the list of the document
types etc.

20 OpenText™ Vendor Invoice Management for SAP® Solutions VIME070602-CGD-EN-01

 1.5. Preparing the configuration

• Check for any existing BAdI implementations for definition INVOICE_UPDATE.

Check to see if there is any conflicting code that could prevent parking reasons in
PO/Non PO invoices from showing up.
• Complete appropriate FI and MM-Purchasing customizations, so FI and logistics
invoices can be created in the system.

VIME070602-CGD-EN-01 Configuration Guide for Invoice Solution 21

 Part 1
Mandatory configuration
Part 1 Mandatory configuration

This part describes mandatory configuration steps for VIM. These configuration
steps describe the basic mandatory customizing. This customizing must be done
with every VIM installation, independent of changes to the VIM baseline; for
example the configuration of roles for the VIM process.

24 OpenText™ Vendor Invoice Management for SAP® Solutions VIME070602-CGD-EN-01

Chapter 2

Post installation activities

After the installation, some post installation activities need to be performed. Some of
them need to be performed by the Basis Administrator who installs the software.
These are described in OpenText Vendor Invoice Management for SAP Solutions -
Installation Guide (VIME-IGD). This section describes the post installation activities
that you have to perform.

• “Post installation activities after installing Invoice Solution” on page 25

• “Post installation activities after installing a new Support Package” on page 31
• “Post installation activities after an upgrade” on page 31
• “Post installation activities after installing ARIBA integration” on page 34

2.1 Post installation activities after installing Invoice

Solution
2.1.1 Activating Business Configuration Sets
Important
This section is only relevant for VIM installation. For an SAP and VIM
upgrade, do not perform the actions described in this section. In case of a VIM
upgrade, previous VIM configuration data will be overwritten after activating
Business Configuration Sets (BC Sets). Any custom changes performed in a
previous version of VIM need to be redone after the BC Sets activation.

Each component of the Invoice Solution has its own namespace that is used for
customizing settings. The following table lists these namespaces:

Component/App Namespace
Inbound component PS03
Resolve Invoice Exceptions app PS31
Invoice Approval apps PS03
Enter Cost Assignment Simple app PS32
Enter Cost Assignment Advanced app PS37
Confirm Quantity and Price app PS35
Vendor Invoices Report PS311
Supplier Self Service apps PS34

VIME070602-CGD-EN-01 Configuration Guide for Invoice Solution 25

Chapter 2 Post installation activities

Notes

• For every client, you must activate new BC Sets after installing VIM 7.6.
• You have to login in English to activate the BC Sets.
• Always use “Expert mode” to activate the BC sets.
• You need the appropriate security authorization to run some of the
transactions.
• Depending on the SAP version, the following screens might look different on
your system.
• OpenText recommends that you activate only one BC set in one call of the
SCPR20 transaction. Close the SCPR20 transaction after each activation and
call the transaction again. Some activation errors depend on this: they do not
occur if the activation is performed in a separate SCPR20 transaction.

BC set for core Activate BC set /OTEXVIM/VIM76_BASELINE.

invoice
functions Activate the BC set in the Configuration client of the Development system and create
a transport from BC set activation, move the transport to required systems.

Don’t activate the BC set in the production system. Create a customizing transport in
Development System configuration client by activating the BC set and move it to
desired systems.

To activate BC Sets:

1. To access the Business Configuration Sets: Activation screen, run the SCPR20
transaction.

2. Enter the BC set name /OTEXVIM/VIM76_BASELINE and click the Activate

button .

Note: If you are prompted to create a new transport, follow your standard
change request process for tracking changes.

26 OpenText™ Vendor Invoice Management for SAP® Solutions VIME070602-CGD-EN-01

 2.1. Post installation activities after installing Invoice Solution

3. Apply the recommended settings, as shown in the screenshot.

4. Click the Activate button.

After BC Set activation, a message is displayed in the lower left of the SAP GUI,
for example: Activation ended with warning.

Tip: You can ignore any warnings during the activation. If you get an
error during activation of a BC set, then activate it again. In many cases the
error will disappear. You can ignore activation errors like No data found
for writing activation links for object <xxx>.

5. If you are prompted to confirm field values for Company Code, as shown in the
following screenshot, confirm them.

VIME070602-CGD-EN-01 Configuration Guide for Invoice Solution 27

Chapter 2 Post installation activities

BC sets for Using the same procedure, activate the following BC sets:
inbound and
Fiori scenarios
For inbound:
/OTX/VIM76_SP_INBOUND_DELTA, and then /OTX/VIM76_SP_INBOUND

For Fiori apps:

/OTX/VIM76_SP_FIORI

When performing initial installation together with support packages, in addition to

the initial BC sets listed in this section, you must activate the BC sets of each support
package. Those are listed in “Activating business configuration sets” on page 31.

The customizing in BC sets comprises hundreds of entries, which makes it difficult

to analyze changes. Therefore perform the following procedure:

To compare BC sets entries:

1. Compare current entries with BC sets of the previously used version.

Differences between table entries and BC sets are customer specific changes.

a. To compare the new values of, for example, BC set /OTEXVIM/VIM76_

BASELINE with the current values, use the compare functionality in the
SCPR20 transaction.
b. In the Output Options, change the output width from 150 to 500, to achieve
that less tables are split into parts (partial output).

28 OpenText™ Vendor Invoice Management for SAP® Solutions VIME070602-CGD-EN-01

 2.1. Post installation activities after installing Invoice Solution

c. Optional Download the result as HTML, to get the output with colors. This
provides a documentation how it was before.
d. Optional Copy the result into an Excel sheet manually.
e. Optional Create an Excel list of tables, to better decide where something
needs to be changed back.
If you do not want to insert values of a whole table, go into edit mode of
the table, so it is locked and the activation of the BC set cannot insert into
this table.

2. Compare the new BC set with current table entries. Only entries that overwrite
the changed entries need to be analyzed, all other changes are changes in the
standard and can be accepted.
3. After activating the BC set, apply the customer specific changes again.

2.1.2 Maintaining standard text

Note: The example RTV texts mentioned in this section are not included into
the product delivery. They will be delivered with VIM 7.6 SP2 and 20.4 SP2.
They are also provided as a download in OpenText My Support under Patches
> Vendor Invoice Management for SAP Solutions 21.2 > SAP ECC > Invoice
Solution 7.6 SPS1 > Additional Components > dw3k916418.zip.

The standard text is client dependent and should be copied from client 000 to all
required clients. Perform the following steps to do a client copy of the following
standard text in the required languages.

• /OPT/VIM_RTV_EXAMPLE
• /OPT/VIM_SIGNATURE_RTV

To maintain standard text:

1. Run the SO10 transaction.

VIME070602-CGD-EN-01 Configuration Guide for Invoice Solution 29

Chapter 2 Post installation activities

2. Navigate to the menu path Utilities > Copy from Client.

Note: To copy the text in all languages at once, you can use an asterisk in
the Language field.

3. Enter values in the required fields. Text Name and Target Name must be the
same.
Click .

4. If a dialog box like the following opens, click Yes.

30 OpenText™ Vendor Invoice Management for SAP® Solutions VIME070602-CGD-EN-01

 2.2. Post installation activities after installing a new Support Package

5. Click the Back button on the confirmation page.

6. Repeat the steps for all standard text shown in the list above.

2.2 Post installation activities after installing a new

Support Package
2.2.1 Activating business configuration sets
The BC sets for post installation activities after installing a Support Package are the
following:

Upgrade from Scenario BC sets to activate

/OTEXVIM/VIM76_SP1
Core invoice scenarios
/OTEXVIM/VIM76_SP2
/OTX/VIM76_SP1_INBOUND
VIM 7.6 Inbound
/OTX/VIM76_SP2_INBOUND
/OTX/VIM76_SP1_FIORI
Fiori apps
/OTX/VIM76_SP2_FIORI

2.3 Post installation activities after an upgrade

2.3.1 Activating business configuration sets
Notes

• To activate the BC sets, sign in in English and use the expert mode.
• You must activate the BC sets in every client separately.
• The VIM Invoice Solution 7.6 BC sets are not cumulative. When performing
an upgrade installation, in addition to the initial BC Set /OTEXVIM/VIM76_
BASELINE, you must activate the BC sets of each support package. For more
information, see “Activating business configuration sets” on page 31.
• OpenText recommends that you activate only one BC set in one call of the
SCPR20 transaction. Close the SCPR20 transaction after each activation and
call the transaction again. Some activation errors depend on this: they do not
occur if the activation is performed in a separate SCPR20 transaction.

VIME070602-CGD-EN-01 Configuration Guide for Invoice Solution 31

Chapter 2 Post installation activities

The business configuration sets (BC Sets) for post installation activities after an
upgrade are the following:

/OTEXVIM/VIM76_BASELINE
This BC set contains complete configuration of VIM 7.6
/OTEXVIM/VIM76_BASE_ONE
This BC set contains configuration changes for VIM 7.6 as compared to VIM 7.5
SP11.
/OTEXVIM/VIM76_DELTA_V2
This BC set contains configuration changes contained in VIM 7.5 SP10 and SP11.

• If you upgrade from VIM 7.5 initial release up to and including SP8, activate /
OTEXVIM/VIM76_BASELINE.

• If you upgrade from VIM 7.5 SP9 or SP10, activate /OTEXVIM/VIM76_DELTA_V2

and then /OTEXVIM/VIM76_BASE_ONE.
• If you upgrade from VIM 7.5 SP11, activate /OTEXVIM/VIM76_BASE_ONE only.

Note: OpenText recommends that you run each of these BC sets with compare
option, to get an overview of the constant values, that are going to be changed
when the BC sets are activated. The values in green are added constants, the
values in yellow are changes. Note that you do not need to activate these BC
sets.

If you are prompted to confirm field values for Company Code, as shown in the
following screenshot, confirm them.

32 OpenText™ Vendor Invoice Management for SAP® Solutions VIME070602-CGD-EN-01

 2.3. Post installation activities after an upgrade

For VIM Inbound component, activate the BC set /OTX/VIM76_SP_INBOUND_DELTA

and then /OTX/VIM76_SP_INBOUND.

If you are upgrading from VIM 7.5 SP11, you need to activate only /OTX/VIM76_SP_
INBOUND.

If Fiori apps are used, activate BC Set /OTX/VIM76_FIORI.

When performing an upgrade to VIM 7.6 and applying the support packages at the
same time, in addition to the initial BC sets listed in this section, you must activate
the BC sets of each support package. Those are listed in “Activating business
configuration sets” on page 31.

The customizing in BC sets comprises hundreds of entries, which makes it difficult

to analyze changes. Therefore perform the following procedure:

To compare BC sets entries:

1. Compare current entries with BC sets of the previously used version.

Differences between table entries and BC sets are customer specific changes.

a. To compare the new values of, for example, BC set /OTEXVIM/VIM76_

BASELINE with the current values, use the compare functionality in the
SCPR20 transaction.
b. In the Output Options, change the output width from 150 to 500, to achieve
that less tables are split into parts (partial output).

VIME070602-CGD-EN-01 Configuration Guide for Invoice Solution 33

Chapter 2 Post installation activities

c. Optional Download the result as HTML, to get the output with colors. This
provides a documentation how it was before.
d. Optional Copy the result into an Excel sheet manually.
e. Optional Create an Excel list of tables, to better decide where something
needs to be changed back.
If you do not want to insert values of a whole table, go into edit mode of
the table, so it is locked and the activation of the BC set cannot insert into
this table.

2. Compare the new BC set with current table entries. Only entries that overwrite
the changed entries need to be analyzed, all other changes are changes in the
standard and can be accepted.

3. After activating the BC set, apply the customer specific changes again.

2.4 Post installation activities after installing ARIBA

integration
2.4.1 Activating business configuration sets for the
OTVIMARB component
Note: For every client, you must activate new BC sets after installing the
OTVIMARB component.

To activate the BC sets:

1. Login to your productive clients (in English).

2. Activate the BC Set /OTVIMARB/760_CUSTOMIZING

Note: Consider the most recent Release Notes for latest information on new BC
sets and additional post installation activities.

2.4.2 Activating business configuration set for the

OTVIMARC component
Note: For every client, you must activate new BC sets after installing the
OTVIMARC component.

The customizing transport creates or updates an entry in the VIM Foundation

Inbound Registration IDoc node, with the following parameters:

• Partner number = <space>

• Partner type = LS
• Partner role = LS
• Message type = INVOIC

34 OpenText™ Vendor Invoice Management for SAP® Solutions VIME070602-CGD-EN-01

 2.4. Post installation activities after installing ARIBA integration

• Test = X

Note: Before performing the import, verify whether you already have such an
entry. Save the values of non-key fields to restore them after import. The
corresponding IDoc mapping entries are created for development object
ARBCIG_INVOIC.

To activate the BC sets:

1. Login to your productive clients (in English).

2. Activate the BC set /OTVIMARC/VIM204_CUSTOMIZING.

Note: Consider the most recent Release Notes for latest information on
new BC sets and additional post installation activities.

VIME070602-CGD-EN-01 Configuration Guide for Invoice Solution 35

Chapter 3
Configuring ArchiveLink

This chapter describes the steps needed to configure SAP ArchiveLink document
types. ArchiveLink is responsible for the collaboration between the SAP ERP system
and the Archive Center, for example to save documents from a VIM workflow to the
Archive Center, or to retrieve documents from Archive Center for a VIM process.

Every ArchiveLink document type is assigned to a workflow that will be started

when a document with the given ArchiveLink document type is uploaded by OCR
or the OAWD transaction.

You need to do this configuration when the content repository (Archive Center) is
installed and the basic ArchiveLink settings are completed. Depending on the
customer requirements, the number and attributes of the ArchiveLink settings might
be different.

Note: For further details about ArchiveLink refer to the SAP documentation.

3.1 Early Archiving scenario

Incoming paper invoices are scanned and archived, using the Early Archiving
scenario. The Early Archiving scenario describes a process in which a scanned
document is archived before the details of the underlying business transaction are
entered into the SAP ERP system.

Configure content repository, presetting folder and archive documents as explained

in Section 4.4.2.1 “Customizing the early archiving registration type” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD). Then proceed with the VIM specific linkings described in the
following sections.

Check if the following archive document types are defined because they are
frequently used as default values in the VIM configuration:

• /OPT/HTM with description Archived HTML Email and document class HTM
• /OPT/ICC with description ICC Scanned Image (or other) and document class
PDF or TIF
• /OPT/NFE with description XML document NF-e brazil invoice and document
class XML
• /OPT/OTHER with description Additional documents and document class
<empty>
• /OPT/PDF with description Workflow History and document class PDF

If these archive document types do not exist, create them.

VIME070602-CGD-EN-01 Configuration Guide for Invoice Solution 37

Chapter 3 Configuring ArchiveLink

3.1.1 Linking archive document type to VIM business object

Every incoming invoice is associated with an ArchiveLink document type and a
business object.

To know where to store the incoming invoice (in which Content Repository, in
which link table), you must maintain the links, as described in this section.

To link the Archive Document Type and the VIM Business Object:

1. Run the OAC3 transaction.

2. In the Links for Content Repositories Overview screen, click New Entries.

3. Enter the following parameters:

Object Type
Enter /OPT/V1001
Document type
Enter /OPT/ICC
Link Status
Enter X
Storage system
Enter the Content Repository ID.
Link
Enter TOA01

Notes

• If you want to process incoming emails with several attachments,

perform an identical customizing for the document type /OPT/OTHER.
• Return to Vendor: If you want to archive emails that are sent to the
vendor, perform an identical customizing for the document type /OPT/

38 OpenText™ Vendor Invoice Management for SAP® Solutions VIME070602-CGD-EN-01

 3.1. Early Archiving scenario

HTM. For more information, see “Maintaining email archiving”

on page 739.

4. Click .

3.1.2 Linking archive document types to SAP business

objects
This section describes the steps needed to map the SAP business objects to the
archive document types, which you have created. This is the way how a posted or
parked document can be linked to the documents that are attached to a VIM process.

To link SAP business objects to archive document types:

1. Run the OAC3 transaction.

2. Create new entries, as shown in the following screenshots. The first one is BKPF
for Non-PO invoices and the second one is BUS2081 for PO invoices.

3. Save the new entries.

VIME070602-CGD-EN-01 Configuration Guide for Invoice Solution 39

Chapter 3 Configuring ArchiveLink

3.2 PDF history log scenario

At the end of the VIM process, it is possible to create a PDF log with history
information. The PDF history log file is archived and linked to the DP document and
its SAP invoice. For more information about the PDF history log, see “PDF history
log” on page 958.

As a prerequisite, you need to perform the following actions:

• “Linking archive document types to the VIM business object” on page 40

• “Linking archive document types to SAP business objects” on page 41

Additionally, you have to define a profile for the PDF history log and assign it to a
VIM process step. For more information, see “PDF history log” on page 958.

3.2.1 Linking archive document types to the VIM business

object
At the end of the VIM process, it is possible to create a PDF log with history
information. This PDF history log is associated with an archive document type and a
business object. For more information about the PDF history log, see “PDF history
log” on page 958.

To know where to store the PDF history log (in which Content Repository ID, in
which link table), you must maintain the links, as described in this section.

To link the archive document type and the VIM business object:

1. Run the OAC3 transaction.

2. In the Links for Content Repositories Overview screen, click the New Entries
button in the application tool bar.

3. Enter the following parameters.

40 OpenText™ Vendor Invoice Management for SAP® Solutions VIME070602-CGD-EN-01

 3.2. PDF history log scenario

Object Type
Enter /OPT/V1001.
Document type
Enter /OPT/PDF.
Link Status
Enter X.
Storage system
Enter the Content Repository ID.
Link
Enter TOA01.

4. Click to save your settings.

3.2.2 Linking archive document types to SAP business

objects
This section describes the steps needed to map the SAP business objects to the
archive document type for the PDF history log. This is the way how a PDF history
log can be linked to the SAP invoices.

To link SAP business objects to archive document types:

1. Run the OAC3 transaction.

2. Create new entries as shown in the following screenshots. The first one is BKPF
for Non-PO invoices and the second one is BUS2081 for PO invoices.

VIME070602-CGD-EN-01 Configuration Guide for Invoice Solution 41

Chapter 3 Configuring ArchiveLink

3. Save the new entries.

3.3 Required customizing for additional attachment

upload in the Invoice Approval process
To be able to attach additional documents in the Invoice Approval process, you need
to create mappings between file extensions and SAP ArchiveLink document types in
the table /ORS/ARCH_ATTACH.

To customize additional invoice attachments:

1. To open the /ORS/ARCH_ATTACH table, run the SM30 transaction.

2. For each file extension (Extension), enter a mapping-entry to an SAP

ArchiveLink Document Type (Doc. type).

42 OpenText™ Vendor Invoice Management for SAP® Solutions VIME070602-CGD-EN-01

Chapter 4
Roles

Roles refer to the grouping of various business users according to their business
activity. In the swimlane diagrams, roles represent the title for each of the lanes.
Vendor Invoice Management (VIM) has a comprehensive framework for realizing
various requirements in the area of role definition. You can define roles as granular
as needed.

The VIM role framework comprises the following main concepts:

Role
In VIM terminology, role stands for a Process Agent. Role is not the same as the
SAP workflow technical role.
Note: The workflows are delivered by OpenText and hence cannot be
changed at client side.
Template
Any role bases on a template.
Template fields
Templates can have fields that determine the granular logic used in determining
the final set of users. For example, the grouping of roles can base on the
company code or the purchasing organization.

This chapter describes the steps required to create and configure roles needed for
implementing VIM business scenarios.

To configure roles, the following steps are required:

• “Defining roles” on page 44

• “Defining role templates” on page 46
• “Assigning templates to roles” on page 50
• “Maintaining role determination settings” on page 52
• “Maintaining Chart of Authority” on page 55

VIME070602-CGD-EN-01 Configuration Guide for Invoice Solution 43

Chapter 4 Roles

4.1 Defining roles

The first step in creating a role is to define the role. Roles in VIM base on product
codes that are defined in VIM. The following product codes are available:

005
Document Processing (DP) based product codes
LIX
LIV based product codes (both for PO parking and PO blocking workflows)
PIR
Product codes for Non-PO parking workflows

Every role assignment bases on the product code/role combination. For example, to
create a role called BUYER in a PO parking process, create a role BUYER with product
code LIX.

OpenText delivers standard roles used in most process scenarios. You can define
your own roles if needed.

To maintain roles:

1. Run the /OPT/CP_9CX5 transaction.

Alternatively, navigate to OpenText VIM - Invoice Solution > SAP menu>
Roles > Role Maintenance.

44 OpenText™ Vendor Invoice Management for SAP® Solutions VIME070602-CGD-EN-01

 4.1. Defining roles

2. Maintain the role data, using the following parameters:

Product Code
Enter the product code such as 005, LIX, PIR. Refer to OpenText product
codes for applicable product code.
Responsible Party
Enter the responsible party (role).
Description
Enter the description of the role.
Role Function Module
Enter a function module for the role. For the interface, see function module
template /PTGWFI/COA_W_ADKY_GET.
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.
Object Type
Maintain the object type, based on the workflow.

VIME070602-CGD-EN-01 Configuration Guide for Invoice Solution 45

Chapter 4 Roles

4.2 Defining role templates

This section describes the creation and maintenance of role templates. Every VIM
role is based on a role template. Templates determine the options that control how a
role is resolved finally by the workflow runtime system, that means how the final set
of users is found.

The following types of templates are available:

Key determination (Static)

• Combination of columns

• Depends on the business object attributes.

Example: Company code, scan location and plant define the AP Processor role.

Function Module (Dynamic)

• Set of custom functions that extend baseline functions

Example: Buyer is the PO creator that the function module extracts from the PO.

SAP HR org structure (Semi-Dynamic)

• Always send to the structure such as a position or work center.

Example: Tax Experts are users attached to a single work center.

4.2.1 Maintaining role templates

OpenText delivers standard role templates that are used in most process scenarios.
You can define your own role templates if needed.

To maintain role templates:

1. Run the /opt/cp_9cx2 transaction.

Alternatively, navigate to OpenText VIM - Invoice Solution > SAP menu >
Roles > Template Maintenance.

2. In the Product Role Templates Configuration Overview screen, double-click

Template Definition in the navigation pane.

46 OpenText™ Vendor Invoice Management for SAP® Solutions VIME070602-CGD-EN-01

 4.2. Defining role templates

3. Maintain templates using the following parameters:

Template Id
Enter meaningful character value that identifies the template.

Description
Enter the template description.

Type
Select the template type. The following template types are available:

Function Module Based

If you select Function Module Based, the agents for the role are
determined using a function module.

Org Unit
If you select Org Unit, the agents for the role are determined from a
fixed org unit (User, Position, Work Center, and so on)

Key Determination Based

If you select Key Determination Based, the agents for the role are
determined using runtime values of fields in the object data.

For further information on how templates resolve users, refer to

“Maintaining role determination settings” on page 52.

Allow Org
For Key Determination Based templates, only: If the Allow Org flag is set,
you can set an Org Unit instead of a fixed SAP User ID while maintaining
agents for role template in the role determination transaction.

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Chapter 4 Roles

Object Type
For Org Unit based templates only: Select the default value for Agent Type
(User, Position, and Work Center etc.).
Agent Id
For Org Unit based templates only: Select the agent ID.
Function Module
For Function Module Based based templates only: Select the function
module that is used to determine agents for this template. The interface
value for the function module can be found in the OpenText delivered
function /OPT/BL_ROLE_SELF_DIRECTED.

4.2.2 Maintaining template fields

Role templates can have template fields that determine the granularity of how the
role is resolved at run time. This subsection describes the steps required for creating
fields for role templates.

To maintain template fields:

1. In the Template Definition Overview screen, select a template from the list and
double-click Template Fields in the navigation pane.

2. Maintain the template fields, using the following parameters:

Field Id
Enter a freely defined field Id which describes the usage of the field.
Ref. Table/Ref. Field
Select reference table and reference field. When maintaining values for the
field, the system can check the values and provide F4 help for the field
using reference table and reference field.

Search Help
Select the search help. When maintaining values for the field in the role
determination transaction, the system uses this value to provide F4 help for
the field.

48 OpenText™ Vendor Invoice Management for SAP® Solutions VIME070602-CGD-EN-01

 4.2. Defining role templates

Allow Range
Select this check box to allow ranges. The values can have a range from
“Low Value” to “High Value”. The system checks the runtime data for the
product code in which the template is used to validate if it can resolve the
field.
Wild Card
Select this check box to allow the wild card character *. Users can define a
wild card for values in the role determination transaction for the product
code in which the template is used.

Example: If all company codes starting with 10 should be considered to resolve a

role, 10* can be maintained if wild card is selected. If the check box is not set, the
system checks to match the entry as is.

4.2.3 Maintaining template field details

In this step, you define the details for the field ID for each product code. This is
necessary because a template can be reused in different product codes and different
roles.

Example: A field combination of Company Code and Plant could be used to resolve BUYER
in the PO parking process, BUYER in the PO blocking process and PO_BUYER in the Document
Processing process.

To maintain template field details:

1. In the Template Fields Overview screen, select a field Id and double-click

Template Field Details in the navigation pane.

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Chapter 4 Roles

2. In the Template Fields Details Overview screen, maintain the Template Field
Details, using the following parameters:

Product Code
Select the OpenText product code in which the template is used.
Object Type
Select the object type. Object types are defined for each OpenText product
code. You can however create a subtype for the OpenText Object Type to
define your own attributes. At runtime, the system instantiates the object
with the object key. The type should be compatible to the OpenText object
type for the given product code.
Attribute
Select the attribute the system uses for the given OpenText product code for
getting the runtime value for the given field Id.

4.3 Assigning templates to roles

When the roles and role templates are created or changed, you need to assign the
templates to specific roles. You can maintain more than one template for a specific
role but only one of the templates will be active for that role. This section describes
how to maintain the assignment of role and role template.

To assign role templates to roles:

1. Run the /opt/cp_9cx2 transaction.

Alternatively, navigate to OpenText VIM - Invoice Solution > SAP menu >
Roles > Template Maintenance.

50 OpenText™ Vendor Invoice Management for SAP® Solutions VIME070602-CGD-EN-01

 4.3. Assigning templates to roles

2. In the Product Role Templates Configuration Overview screen, maintain the

Product Role Templates, using the following parameters:

Product Code
OpenText product code
Responsible Party
OpenText role
Key Determination Template Id
Template Id defined
Active check box
Select the Active check box to assign the template defined to the product
role combination. The template will be used in determining agents for the
role in OpenText processes. You can only have one active template for a
given product role.

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4.4 Maintaining role determination settings

In the steps before, you have maintained all the roles, role templates and role/role
template assignments. Now you maintain the actual settings for the roles by specific
user IDs or other objects (like the company code or plant) that are required by the
template. In this step, you define the runtime values that the system uses to resolve
roles for a given product code.

To maintain the role determination settings:

1. Run the /opt/cp_9cx4 transaction.

Alternatively, navigate to OpenText VIM - Invoice Solution > SAP menu >
Roles > Simple Mode Role Maintenance.

2. Maintain the role determination settings, according to the template type.

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 4.4. Maintaining role determination settings

Template type Key Determination Based

• The fields in a key determination based role depend on the template

definition.
• Maintain values for the fields displayed.

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Template type Function Module Based

Func. Module
Enter the custom function module. The interface for the function
module is defined in the /OPT/BL_ROLE_SELF_DIRECTED function
module.

Template type Org Unit

Agent Type
Select the agent type (US for user ID, S for position, and so on).
Agent Id
Depending on the agent type, select the agent Id (SAP user ID, position
etc.).

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 4.5. Maintaining Chart of Authority

4.5 Maintaining Chart of Authority

VIM provides the following method for Invoice Approval:

Level-based This approval method has been introduced with VIM 7.0. Level-based approval is
approval considered only for Non PO document types. For PO document types, a one-step
approval is provided by default.

For more information, see “Configuring approval flow settings” on page 406.

Note: The simple approval flow, which was used in versions of VIM prior to
7.0, was based on Manager’s information provided in the “old” Chart of
Authority (COA). For information about the “old” COA, see Section 9.6
“Maintaining Chart of Authority” in OpenText Vendor Invoice Management -
Configuration Guide (VIM060000-CGD). This is the documentation for VIM 6.0.

COA configura- In level-based approval, COA details are checked when the user opens the work
tion item. That means that changes in the COA details are automatically reflected in the
Invoice Approval screen. When a task is performed, the next approval steps are
automatically determined according to the actual setting. Therefore, changes to user-
specific COA details are not critical. Changing or renaming a User ID might be
critical. For more information, see “To activate or deactivate a user:“ on page 59.

This section provides details on how to configure the COA for level-based Invoice
Approval. For a comprehensive description of the level-based Invoice Approval
component, see “Invoice Approval“ on page 387.

Purpose COA is required in the Invoice Approval process to allow users to approve Non PO
invoices. The data combination maintained in the COA helps to determine the
correct approver for a certain invoice in the approval process.

Note: The PO Invoice Approval process does not consider the COA when
determining the next approver. For PO invoices, Baseline implementation
identifies the requester of the PO as the first and only approver.

Approvers can be different with different limits of approvals for different

combinations or different org data, which can be very complex. COA provides a
single interface for maintaining all the combinations of approvers, approval limits,
and coders for the Invoice Approval process.

COA maintenance is performed by functional users who are aware of organizational

objects involved in the Invoice Approval process.

Prerequisites

• The Cost Objects allowed in the Invoice Approval process are maintained. You
can maintain the Cost Objects in the SM30 transaction for the /OPT/BL_T401V
table/view.

Note: The fields Inv. Table and Inv. Field in /OPT/BL_T401V were used in
the old simple approval, but are ignored in level-based approval.

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• The fields required for approval user data in the User Details tab are maintained.
You can maintain the fields in the SM30 transaction for the /OPT/BL_T402V table/
view.
Independently from the /OPT/BL_T402V table/view, the following fields are
always displayed in the User Details tab:

– OPT_USERID
– DELETED
– EMAIL
– MANAGER_ID
– BULKAPPROVAL
– BTEXT
– USER_TYPE
– UTEXT

For all other fields, you must maintain them in the /OPT/BL_T402V table/view to
have them displayed in the User Details tab.
• The levels required for approval limit and approval authorities are maintained.
You can maintain the levels in the SM30 transaction for the /OPT/AT_LEVEL table/
view.

Note: Level 0 is always reserved for Coder Level. Level 1 always represents
Requester Level. All other subsequent levels from 2 to x can be used for
Approval Levels.

Expense type It is possible to build the line-based approval logic on the values of expense type and
and additional other fields that are available in the invoice line items. The expense type is treated as
fields
an item level field. Other fields must already be present in the line item structures of
the invoice. See the /OPT/A_INVOICE_ACCT_ST structure for reference.

Important
You can configure the requester determination using the same COA logic as
used to determine coders (except the first coder) and approvers. However, this
is only supported if you work with real coders, that means, if you have two
steps, first coding and then requester. If you have configured that “coder =
requester”, VIM uses the requester field from the invoice.

To enable new fields for COA logic:

1. Add new fields (except the expense type) to the /OPT/A_COA_FIELDS_ST and /
OPT/BL_4RCOA_DATA structures. To do this, use append structures.

Note: The field names used in both structures must match.

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 4.5. Maintaining Chart of Authority

2. Add new fields to the COA field list in the /OPT/BL_T401V view as line item
fields. You must add the expense type field as a line item field. Make sure the
Header field check box is cleared.
3. Provide a mapping between the invoice fields and the COA fields. You do this
in the VIM customizing for the respective AFS IDs, under Maintain Invoice
Detail Fields and Maintain Coding Fields Mapping. For more information, see
“Configuring fields for the invoice detail page” on page 429.

Access You can access the COA maintenance using transaction code /OPT/AR_COA.

Alternatively run the /n/OPT/VIM transaction and navigate to OpenText VIM -

Invoice Solution > SAP menu > Roles > Level Based Approval Flow > Level Based
Approval - Chart of Authority Maintenance.

The default access to COA is in display mode. Use the Display/Change button to
switch to maintenance mode.

4.5.1 User Details View

The User Details View lists the COA users' general details.

Enter the following details for each user:

OpenText User Id
User Id (generated automatically)
Note: If the OpenText Approval Portal is connected to multiple SAP ERP
backend systems, the OpenText User Id for a particular user must be the
same in all SAP ERP systems.
Deleted
Check box indicating if the user is deleted from COA.
Manager ID
Direct superior of the user. In the level based approval flow, the manager is only
used for the notification escalation processing but not for any approval
processing logic. For more information, see “Configuring notification and email
options” on page 985.

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Bulk Approval Category

Permission to perform bulk approval, that means, the user can approve or reject
more than one work item at the same time.
The following settings are possible:

• A-Approval
• R-Reject
• B-Approval and Reject
• N-None

Last Name
User’s last name
First Name
User’s first name
Middle Name
User’s middle name (optional)
Department
User's department (optional)
Windows Domain
If implementing optional Approval Portal with WAS authentication scenario:
Windows domain. Required if Approval Portal is used with WAS authentication
scenario and users are authenticated using Windows domain.
Windows_ID
If implementing optional Approval Portal with WAS authentication scenario:
Windows ID or the login ID. Required if Approval Portal is used with WAS
authentication scenario and users are authenticated using Windows domain.
Personnel number
Personnel number of the user
SAP User ID
SAP User ID of the user
SAP Portal User ID
If implementing optional Approval Portal with Portal authentication scenario,
this will be the login ID for the user in the portal.
Email Address
User's email address. Identifying field for all COA users (approvers). This field
cannot be duplicated with existing users.
Name and address
Name, other form of user's address (optional)
Telephone number
User's telephone number

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 4.5. Maintaining Chart of Authority

In the User Details View screen, you can perform the following actions:

To create a new user:

1. Click the icon.

A new empty row is created.

2. Maintain the required entries.

3. To save, click the icon.

To create multiple users:

1. Click the icon.

Five new users are inserted.

2. Maintain the required entries for each user.

3. To save, click the icon.

To activate or deactivate a user:

1. Select an existing user.

2. Click the icon.

Notes

• You cannot delete users in COA but only deactivate them. Before you
deactivate a user, check if the user has open invoices to approve. If yes,
reassign open invoices to another user using the Reassign utility. For
more information, see “Override, delegation, substitution, and reassign”
on page 449.
• Renaming an OpenText User ID is not possible directly. You must create
a new user and deactivate the old user.
• If you are deactivating a user, the COA will issue a warning if there are
any active approval tasks. However, this is only a warning, you can still
proceed.

3. Select User Activate or User Deactivate from the context menu.

The selected user is marked for activation or deactivation. If you deactivate a
user, the Deleted check box is selected.

4. To save, click the icon.

To maintain user preferences:

The settings here are the same as in the Personalization screen in the Approval
Portal. See Section 7.15 “Personalizing your views of the Approval Portal” in
OpenText Vendor Invoice Management for SAP Solutions - User Guide for Invoice Solution
(VIME-UGD). Some parameters apply to the Mobile Integration, as well.

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1. Select an existing user.

2. Click the User Preferences icon.

3. In the User Preferences dialog box, maintain the following parameters.

Show Details
Select this check box to automatically open the Invoice Detail section in the
Approve Invoice screen.
Clear this check box to display only the Details link in the Approve Invoice
screen.

Show History
Select this check box to automatically open the History section in the
Approve Invoice screen.
Clear this check box to display only the History link in the Approve Invoice
screen.

Default Coder
Starting with VIM 7.5, this parameter is no longer used.

Invoice List Field

Enter the sequence of list fields.

Max. Recent List

Enter how many names should be displayed in the drop-down list for
previously selected persons.

E Notify Active
Select this check box to receive an email notification regarding any new
invoice in your inbox.

Invoice per Page

Enter the number of invoices to be displayed in the Invoice List and the
Processed Invoice List.

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 4.5. Maintaining Chart of Authority

Language
Enter the default language.

Note: Using this setting can override the language used by some
screen elements in browser-based Invoice Approval applications. This
can result in a mixed display, meaning different languages in the same
screen. Do not use this setting if you experience conflicts of this setting
with default settings on the client side, like browser default settings or
the Fiori Launchpad sign-in language.

Date format
Also relevant for Mobile Integration: Enter the date format. Click for a
list of possible formats.

Dec.pt.format
Also relevant for Mobile Integration: Enter the format of the decimal
notation. Click for a list of possible formats.

Currency
Enter the default currency.

Show Attachment
This check box is not relevant. Users can always use the attachment
function, regardless of the Show Attachment check box.

Display Type
Determine where the invoice image should be displayed when opening the
detail page. Click for a selection.

Logical system
Enter the SAP ERP system that you want to use as the user preference for
your Invoice List page.

Time Zone
Also relevant for Mobile Integration (as the time zone in Approval log):
Enter the default time zone for the user. Click for a selection.

4. Click Save and Continue.

4.5.2 Approval Limit/Level View

The Approval Limit/Level View defines the approval levels and amounts,
depending on the Company Code and the Expense Type. In addition, for level based
header processing, the approval limit processing is detailed by the approval
category.

Note: In header based approval, the flow will remain the same as the line
based approval in coder and requester level. The lines have to be coded and
approved, and each line is checked against the COA details of the user in the
corresponding level.

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Enter the following parameters for the combination of Company Code and
Approval Level:

Company Code
Company Code for which the approval level should apply
Approval Level
Basic value of the level based COA. Select one of the following values from the
list:
0
Coder level (no limit possible)
1
Requester level
2, 3, ...
Approval levels

Expense Type for Invoices

Select an expense type from the list.
Description
Enter a description of the level. The description is optional. It helps to describe
the different levels for the different key fields.

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 4.5. Maintaining Chart of Authority

Amount Limit
Enter an amount. This amount will be considered as the approval limit. The user
can approve the invoice if the amount of a certain pack in the invoice is less than
or equals to the amount mentioned in this column. If the amount exceeds this
limit, the invoice needs next level approval.
Notes

• The pack amount is the sum of different line items assigned to an

approver per company code.
• For the coder level, the amount must always be 0 (zero). It is not allowed
to maintain any limit.
• You must maintain all levels in the hierarchy (0, 1, 2, 3, …). If any of the
level is missing, the hierarchy system shows an error message.
Approval Category
This column is specific to header based approval. Select H-Highest pack only
or A-All pack from the list.
For header based approval, all lines are assigned to one user in each level. This
user is automatically proposed by the system with the following logic:
For each user, the system calculates the approvable lines (pack) and sums up the
amount. The user with the highest pack amount is proposed.
H-Highest pack only
The amount limit within COA is checked against the total invoice amount.
From the levels with an amount limit (level 1 to level n), fetching the next
approver is based on the highest pack. For coder level (level 0), the value
always must be H-Highest pack only.
A-All pack
The amount limit within COA is checked against the pack amount (assigned
and approvable invoice lines). The additional amount is checked against the
sum of not assigned invoice lines.
For an example, see Example 4-1, “Header based approval” on page 63
Additional Amount
Enter an amount. The additional amount is used in the header based approval to
check all packs (All pack scenario).

Example 4-1: Header based approval

Invoice information

Invoice 1000€
Amount
Line 1 Cost Center: 1000; Amount 100€
Line 2 Cost Center: 1001; Amount 300€

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Chapter 4 Roles

Line 3 Cost Center: 1002; Amount 600€

COA Authority settings

User A Allowed for Cost Center 1000 and Cost Center 1001
User B Allowed for Cost Center 1001
User C Allowed for Cost Center 1002

The following ways of determining the user are available:

• Calculating each pack value

• Checking the amount limits

Calculating each pack value

(In this case, the approval limit settings have no impact.)

User A Allowed for line 1 and 2: Pack amount 400€

User B Allowed for line 2: Pack amount 300€
User C Allowed for line 3: Pack amount 600€

As User C has the highest pack amount, he will receive the workitem.

Checking the amount limits

(In this case, you must distinguish between the Highest pack only and the All
pack scenarios.)

Highest pack only scenario

COA limit settings: Approver level with the limit 500€
User C gets the invoice and will approve it. His configured limit (500€) is
checked against the total invoice amount which is 1000€. Because user C is
not allowed to approve 1000€, the invoice will be sent to the next level,
where another user will be determined.
All pack scenario
COA limit settings: Approver level with the limit 700€ and an additional
amount of 150€
User C gets the invoice and will approve it. His configured limit (700€) is
checked against his pack (the lines that user C is allowed to approve =
600€). If this limit is passed, his additional amount (150€) will be checked
against the sum of the remaining lines (400€). If one of these checks fails,
the invoice will go a level up to the next approver, otherwise the approval
is finished.

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 4.5. Maintaining Chart of Authority

4.5.3 COA Details View

The COA Details tab enables you to assign cost objects to each user.

For coder and requester (approval level 0 and 1), the cost objects are checked if the
user can code or approve the corresponding cost objects. All lines must be approved
by a legitimated coder or requester. The invoice is forwarded to the next coder or
requester until all lines are coded or approved. Within level based approval, this
process is performed in the same way for header and line based approval scenarios.

For approvers, the COA is used to determine the next approver and also to create
the pack when the approver opens the work item. If more than one approver exists
in the COA for the corresponding cost objects of the invoice line, the first user in the
COA will be determined. For this, the entries will be sorted alphanumerically with
the approver ID and counter.

Note: To change the logic of handling the cases when more than one approver
can be determined, you can redefine the user map class and implement your
own logic of sorting the entries and prioritizing the approvers.

In the COA, you can maintain different cost objects.

Cost object values can be entered using ranges and wildcards (asterisk). Only full
wildcards (*) are allowed, no partial wildcards (n*).

Note: You can choose whether the asterisk will match an empty invoice field
or not. You control this by the constant IAP / AST_ALLOWS_SPACE. When
changing the constant value, be aware that having it enabled may affect the
process of finding the next coding agent for the lines where all COA-relevant
fields are empty.

Without the constant enabled, for lines with empty cost elements, VIM will
propose any existing coding agent to allow the coding process to continue.

With the constant enabled, users that have COA records with asterisks will be
excluded from the search. This means, the line is not empty for them anymore
because the asterisk will fill the space.

If an invoice line has one cost object assigned, this cost object is checked against the
COA.

If an invoice line has more than one cost object assigned, all cost objects are checked
against the COA. There is no precedence of one cost object over the other. All cost
objects that are listed in OPT/BL_T401V are checked.

Cost objects which are not available in the COA (according to configuration of OPT/
BL_T401V) are not checked.

If an invoice line does not have any cost object that can be assigned to a COA cost
object, the line cannot be approved.

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The COA Details View lists approvers, depending on the Company Code and the
Approval Level.

The user types Coder / Requester and Approver are shown on separate sub-tabs.

Enter the following details for each user:

Company Code
The company code that the user is authorized to approve. For line based
approval, the company code of the invoice line is used to check against the
COA. For header based approval, the header company code is relevant.
Important
In VIM baseline, level based approval does not support cross-company-
code invoices.

Approval Level
Approval level. See “Approval Limit/Level View” on page 61.

UserObjID
OpenText User Id, maintained in the User Details tab

Counter
This column is not editable. It is filled automatically by the system. The counter
is used to indicate the number of times the same user with same level and
company code is assigned to different cost elements. See the lines in the
screenshot at the beginning of this section: Company Code 1000, Approval
Level 000-Coder, and UserObjID CODER1

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 4.5. Maintaining Chart of Authority

Configurable Cost Elements

The cost elements, for example Cost Center or WBS Element, can be maintained
in table OPT/BL_T401.
Depending on your process needs, you can configure VIM to either allow only
one cost object per COA line, or allow several cost objects. To enable multiple
cost object logic, set the constant MULTI_ACCT_ASSIGN for product code IAP to X
in table /PTGWFI/Z_CONST. It is also possible to configure an asterisk (*) for a
cost object.
See the screenshot of the COA Details tab above for an example.
Example 4-2, “Single and multiple cost objects” on page 67 illustrates the
differences between using single and multiple cost objects per COA line:

Example 4-2: Single and multiple cost objects

If in general all combinations of GL accounts 1234 and 5678 and cost
centers 1010 and 1020 are possible, you may maintain the COA without
using the multiple cost elements in the following way:

GL account Cost center

1234
5678
1010
1020

However, using this way, you cannot limit the approval rights at some
selected levels only to a combination of GL account 1234 and cost center
1010. The solution is to enable multiple cost elements in COA and maintain
the COA like this:

GL account Cost center

1234 1010

Input validation for cost objects

By default, COA does not provide input validation for cost objects. This
behavior allows maintenance of objects that do not exist in the current system.
As a global configuration item, the Z constant COA_VAL_INPUT_FLDS is available
to change this behavior. If this variable is set to X, user inputs are validated.
The following fields are validated:

• Company Code (BUKRS)

• Cost Center (KOSTL)
• WBS Element (WBS_ELEMENT)
• Order (INTERNAL_ORDER)

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• G/L Account (GL_ACCT)

• Profit center (PROFIT_CENTER)
• Plant (PLANT)
• Earmarked fund (EARMARKED_FUND)
• Cost object (COST_OBJECT)
• Fund center (FUND_CENTER)
• Activity type (ACTIVITY_TYPE)
• Network (NETWORK_NO)
• Business area (BUSINESS_AREA).

Parallel editing
The following might be a requirement: Multiple users in different company codes
should be able to change data in the COA Details tab in parallel. You can use the /
OPT/AR_COA_S transaction for this purpose.

The following conditions apply for parallel editing of the COA Details tab.

• Editing users have restricted company code authorizations based on

authorization object J_6NIM_CA5. For more information about COA
authorizations, see “COA maintenance” on page 98.
• Editing users have disjunctive company code authorizations. That means, if user
1 is authorized for company code 1000 and user 2 is authorized for company
code 2000, both users can edit in parallel. In contrast, a user with authorization *
locks all company codes.

Notes

– The user group based authorization check contained in J_6NIM_CA5 is

not considered for locking. The lock is only done on company code level.
– No special configuration is needed.

Technical implications

Locking
To ensure data integrity between standard COA maintenance, COA Detail
maintenance and COA Upload, the following locking scenarios are in place:

• If the /OPT/AR_COA transaction is opened in maintenance mode, the data is

locked globally. Neither COA Detail Maintenance nor COA Upload is
possible.
• If the COA Upload is running, the data is locked globally. Neither COA
Detail Maintenance nor COA Upload is possible

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 4.5. Maintaining Chart of Authority

• If a user with specific company code authorization opens the /OPT/AR_COA_S

transaction in maintenance mode, another user with non-overlapping
company code authorization can edit in parallel.
• If a user opens the /OPT/AR_COA_S transaction in maintenance mode, the
global maintenance transaction /OPT/AR_COA and the Upload Report are
locked.

Data handling
The behavior of the delete line icon in the /OPT/AR_COA_S transaction needed to
be changed. In this transaction, the delete line action is directly performed on the
database, in contrast to the main transaction where the deletion is performed
only after saving.

4.5.4 Coder Settings view

In the Coder Settings tab, you can maintain coders against the Approval Flow ID
(AFS ID). For more information about the AFS ID, see “Configuring approval flow
settings” on page 406.

To maintain coders in the COA:

1. In the COA, click the Coder Settings tab.

2. In Approval Flow ID, enter an AFS ID.
For a list of available AFS IDs, click
3. Press RETURN.

4. Enter the following details for each user:

The fields that you can maintain here depend on the coder determination (see
“Configuring approval flow settings” on page 406.)

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The company code will only be shown for determination by requester and
company code. If the determination is configured to use requester, there will be
no maintenance view available for this AFS ID.

Requester ID
Person who the invoice belongs to (initial approver). For more information,
see “Driving the approval flow for DP invoices” on page 403 and “Defining
approval hierarchy and approval level” on page 405.
Company Code
The company code the coder is authorized to perform coding accounting
information for.
Default
Select the check box to set the coder as the default coder for this company
code.
Counter
Counter, cannot be modified.
Coder
User ID of the coder for this combination.

In the Coder Settings view, you can perform the following action:

To create new entries:

1. Click the icon to create new coder entries.

2. Maintain the required entries for the new coders.
3. To save, click the icon.

4.5.5 Setting up a substitute for the IAP process

For the Invoice Approval (IAP) process, the VIM workflow administrator can set up
substitutes for other users.
Example: Anne is a substitute for Andrew to approve invoices when Andrew is on vacation.
However, Andrew has not designated Anne as his substitute in the SAP inbox. Andrew is on
vacation and there are invoices waiting for approval.

You as the VIM workflow administrator can set up Anne as Andrew’s substitute so that she
can approve the invoices.

Notes

• When a substitute approves an invoice, the audit trail shows that “XXXX
approves on behalf of YYYY”.
• In the Approval Portal (new interface), you can set up substitutes (delegates)
using the User menu in the header. For more information, see Section 7.16
“Specifying settings for delegation” in OpenText Vendor Invoice Management
for SAP Solutions - User Guide for Invoice Solution (VIME-UGD).

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 4.5. Maintaining Chart of Authority

To set up a substitute for the IAP process:

1. Run the /ORS/MAIN_SUBS transaction.

Alternatively, in the COA’s User Details View, select a user’s line and click the
Substitute button. If you use this option, continue with Step 5 on page 71.

2. In the User Substitutes Management Utility screen, click the Search User
button to indicate the user to be substituted.

3. In the Search User dialog box, enter search criteria for the substituted user and
click to search for the user ID.

4. To select the user from the list, double-click the corresponding entry in the
Search User dialog box.

5. In the User Substitutes Management Utility screen, click the Substitutes tab,
and then click Select a substitute.

6. In the Search User dialog box, enter search criteria for the substitute and click
to search.

7. To select the user from the list, double-click the corresponding entry in the
Search User dialog box.

8. In the User Substitutes Management Utility screen, click to save the

changes.
When the substitute accesses the approval page, they will be able to view and
approve invoices for the substituted user.

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4.5.6 Logging with change documents

The COA supports logging with change documents. The changes performed in the
User Details, Approval Limit/Level, and COA Details tabs of the COA
maintenance transaction /OPT/AR_COA are logged using SAP change document
objects. This also includes the changes made using the mass upload program /OPT/
COA_UPLOAD_REPORT.

To view the change documents, select the records to be analyzed and click the
Display changes button in the mentioned tabs.

You might want to use standard SAP transactions to view change documents or to
write change documents from your custom programs. In this case, see the following
list. It describes the corresponding change document classes and function modules
that are provided with VIM.

User Details
Change document class /ORS/USERMAP
Function module /OPT/VIM_BL_CHNG_USRMAP
Approval Limit/Level
Change document class /OPT/VIM_APPLMT
Function module /OPT/VIM_APPLMT_WRITE_DOCUMENT
COA Details
Change document class /OPT/VIM_LBACOA
Function module /OPT/VIM_LBACOA_WRITE_DOCUMENT

4.5.7 COA upload report

Using the COA upload report, you can upload mass data to the respective tables of
the COA. The COA upload report reduces the effort of manual entry in the COA
tabs.

To use the COA upload report:

1. To start the COA upload report, run the /n/OPT/VIM_COAUPLOAD transaction.

The program name is /OPT/COA_UPLOAD_REPORT.

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 4.5. Maintaining Chart of Authority

Figure 4-1: Upload mode

Figure 4-2: Download mode

2. Configure the following parameters for the COA upload report:

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Processing modes

Delta mode
In this mode, you update the existing record with information provided in
the upload file (*.CSV file).
Inserts a new record if the user does not exist yet.

Note: To mark a user as deleted, set the deletion flag in the *.CSV file.
The field DELETED for table /ORS/USERMAP must be enabled in the
upload configuration, and the *.CSV file must contain X at the
corresponding position.

Full mode
In this mode, all data from the COA tables is deleted in the database, and is
updated with the data provided in the *.CSV file.
Important
Handle the full mode with care because all existing users are deleted
in the system if you upload the data in full mode.

Test mode
Select this check box to run the report for testing purposes. Test mode does
not perform table updates.

Note: The processing modes are only applicable to upload (data transfer).
For download, the processing modes are not used.

Update modes

Presentation server
The *.CSV file to be uploaded is selected from the PC (presentation layer).

File path
Path to the *.CSV file that is used to either upload or download the data.

Application server
The *.CSV file to be uploaded is selected from the application layer.
Notes

• Regarding logical file names for application server upload and

download, only file names with prefix /OPT/COA_FILE are allowed.

• If you are upgrading from a previous version, change currently

used logical file names in the FILE transaction if they do not match.

File path alias

Path to the *.CSV file that is used to either upload or download the data. To
create the logical file name, you must maintain the file in the FILE
transaction.

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 4.5. Maintaining Chart of Authority

Type of data transfer

Upload
The data provided in the *.CSV file is uploaded to the COA tables.
Use SAP internal format
Clear this check box to upload the cost objects that are defined in the *.CSV
file with conversion (conversion exits, for example adding leading zeros).
Select this check box to upload the cost objects that are defined in the *.CSV
file without conversion, in the SAP internal format.
Notes

• The upload report does not perform all input checks as done in the /
OPT/AR_COA maintenance transaction. Manual rework might be
necessary after the upload.
• If the Use SAP internal format parameter is not set, Z constant COA_
VAL_INPUT_FLDS will be considered. For more information, see
Input validation for cost objects on page 67.
Download
The data related to the COA tables is downloaded into the *.CSV file.
Use Configuration
Clear this check box to download the table using the structure of the
database table.
Select this check box to download the table using the structure defined in
the COA upload configuration.

3. To run the COA upload report, click .

Exits You can overwrite the entire logic using the exits provided in the /OPT/COA_
UPLOAD_REPORT program, using the following Z constants of the IAP product code in
the /PTGWFI/Z_CONST table:

COA_UPLOAD_EXIT_UP
Z constant for upload. The reference FM template for the exit is /OPT/COA_
UPLOAD_EXIT.

COA_UPLOAD_EXIT_DW
Z constant for download. The reference FM template for the exit is /OPT/COA_
UPLOAD_EXIT.

Customization You can configure the fields and the field sequence for the COA upload, according
to the tabs in the new COA. The configuration for the COA upload supports only
three of the four tabs. For details, see the following table.

COA tab name COA upload tab type

(table name)

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Chapter 4 Roles

User Details USR

(/ORS/USERMAP)
Approval Limit/Level APL
(/OPT/APPR_LIMIT)
COA Details COA
(/OPT/APPR_COA)
Coder Settings not supported

To configure fields and sequence for the COA upload:

1. To specify the tab type for the COA upload, run the /OPT/VIM_UPLCFG
transaction.
Alternatively, run the /n/OPT/SPRO transaction and navigate to OpenText
Vendor Invoice Management Invoice Solution > Invoice Approval
Configuration > Technical General > COA Upload Configuration Details.

Note: This configuration is specific to the upload process type only.

2. In the Tab Configuration for COA Upload screen, in the COA Tab selection
field, specify the tab type that you want to configure, and click .
Field entries are inserted into the /opt/coa_uplcfg table.

3. Configure Fields and Sequence, using the following parameters:

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 4.5. Maintaining Chart of Authority

Tab type
COA upload tab type
Table name
Name of the table related to the specified COA upload tab type
Fields
Fields available in this table
Active
Select this check box for the fields that you want to change or update the
information for in the respective tab of the new COA.
Sequence
Specify the order of the fields. This can be flexible, you can determine your
own order or template. Do not duplicate order numbers.

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Notes

• Follow the same sequence in the *.CSV file.

• To clearly identify data sets during the upload process, OpenText
recommends that you fully specify the table keys in the *.CSV file
configuration, especially in delta mode.

The proposal for the COA upload configuration entries is created when you
open the corresponding node in /OPT/SPRO. All the field information related to
the COA tab is read. Already existing records are not overwritten. The data is
inserted or modified in the COA upload configuration table /opt/coa_uplcfg.
You must activate the fields in the proposed list of COA upload configuration
entries according to your process.
When using the Use Configuration option for the COA download, this
configuration is also considered when downloading COA data.
Deletion of records in the COA Details tab – For data in the COA Details tab
(key COA for table /OPT/APPR_COA), you can maintain a DELETE_FLAG in the
upload configuration for the COA details table. All entries that are marked with
DELETE_FLAG are deleted from the database.

Important

• You must maintain the DELETE_FLAG with the highest sequence

number. This means, locate the flag (if needed) at the end of each entry
in the *.CSV file. You also must maintain all key fields including
COUNTER in the upload customizing.

• OpenText strongly recommends that you fully specify the key of the /
OPT/APPR_COA table in the *.CSV upload. If the key is not specified
completely and you perform a delta upload, existing data that is not
considered in the *.CSV file might be overwritten. Therefore, if you run
a delta upload without fully specified keys, you do so at your own risk.
• When deleting entries in the COA details with the DELETE_FLAG, you
must completely specify the key.

Entries in the *.CSV file that cannot be matched to an existing database entry
are ignored and mentioned in the output protocol of the report.
The virtual field DELETE_FLAG is not reflected in the database table /OPT/APPR_
COA. The virtual field is only used to mark fields for deletion in the upload
report.

*.CSV file The following screenshot shows an example of an *.CSV file.

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 4.5. Maintaining Chart of Authority

Notes

• Always maintain the first column of the *.CSV file with the COA upload tab
type, for example USR. Then follow the sequence for the corresponding table,
mentioned in Sequence on page 77.
• The SAP_USER_IDs must already exist as SAP users.

4.5.8 Usermap and COA cleanup

OpenText provides a program to clean personal data from Invoice Approval Chart
of Authority (COA). It supports two functions:

• Cleaning the personal data from the usermap for records marked as inactive,
selected by user. No records are deleted, but the following fields are set to blank:
last, first, and middle name; department; email; phone number.
• Deleting the usermap records, COA and coder records, for records marked as
inactive, selected by user.

Notes

• The program does not check whether there are approval workflows that are
still open. Such a check is being performed in the COA maintenance
transaction when a user is being deactivated.
• The approver name can be eventually stored in approval process comments.
The comments are stored as SAPScript objects and are not deleted by the
program.
• When personal data is cleared, corresponding change documents are
written. The existing values will then be visible in the change documents
created in the process. The change documents can be deleted later using
standard SAP tools.

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To clean up usermap and COA:

1. To open the selection screen, run the SE38 transaction, enter the program
name /OPT/VIM_USERMAP_CLEANUP, and click Execute.

2. On the COA Usermap Cleanup screen, configure the cleanup program, using
the following parameters:

User Mapping Object ID

Select users. The values are in a format that is internally used by Invoice
Approval. If the values are not assigned based on email IDs (standard
setting), use the search help, which allows searching by real user names.
Erase personal data
Click this parameter to have personal data fields set to blank values.
Delete records
Click this parameter to have selected usermap records deleted along with
corresponding COA and coder entries.
Test run
Select this check box to verify the potential deletion results.

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 4.5. Maintaining Chart of Authority

4.5.9 Maintaining COA - alternative transaction

VIM 7.5 SP8 introduces an alternative transaction to maintain the COA: /OPT/AR_
COA_MAINT

The transaction supports only updating of COA Details, which is the third tab in the
COA maintenance transaction from earlier versions. You can use the alternative
transaction to maintain larger amounts of data, compared to the earlier one.

Note: Performance optimization implies the restriction that any custom COA
columns are not supported. Use the earlier transaction /OPT/AR_COA in this
case.

To access specific COA records with the alternative maintenance transaction, restrict
the selection on User Mapping Object ID, Approval Level, or Expense Type for
Invoices. The selection of the Company Code is mandatory. You can select only one
company code.

The alternative maintenance transaction performs the same authorization checks as

the earlier one. See “COA maintenance” on page 98.

The default access to COA maintenance is in display mode. To switch to

maintenance mode, click the Display/Change button .

Note: The data in the Limits and Users tabs cannot be changed, even in
maintenance mode.

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Functions of the maintenance mode

• Use the New Entries button to add entries manually.

• Use the copy function to mark several existing COA lines and then create their
copies for a different level or user ID. The values are requested in a dialog box.
To perform the copy, select individual lines and click the Copy icon.
• Use the Delete button to delete selected lines.

Note: Deletion is performed immediately when you confirm the question in

the dialog box.

Technical information on authorizations and performance

• When maintaining large amounts of COA data, choose reasonable selections to

prevent performance problems. If reading and saving the data or even paging
through the entries takes too much time, try to limit the amount of data to work
with, using additional restrictions on users, levels, or expense types.
• If authorization checks are enabled globally (Z constant 009 / AUTH_CHECK_
ACTIVE), user access for each processed record is verified. This requires
additional run time.
• The alternative maintenance transaction allows to maintain groups of records in
parallel. When in maintenance mode, only records that are being edited are
locked, grouped by company code, level, and user. However, when editing large
amounts of data, you can quickly reach the lock limits set globally for your
system. This can result into a situation when it is not possible to create locks on
your SAP instance. You recognize this by the message Records already locked
when switching to maintenance mode, while no one else is editing the COA. This
can also affect other applications. If your COA is large, and the probability of
reaching the lock limit is real, do not use the individual COA locking. Configure
your system to set a global COA lock in the same way the earlier maintenance
transaction does. For more information, see “COA Details View” on page 65.
• To control the lock logic, the following Z constant has been introduced:

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 4.5. Maintaining Chart of Authority

Product code
IAP

Constant name
COA_INDIVIDUAL_LOCK
Run the SM30 transaction for table /PTGWFI/Z_CONST, and set the value to X
to enable the individual locking.
Clear the value to enable global locking if you are processing large amounts
of data that might lead to reaching the global lock limit.

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Chapter 5
Defining rollout criteria for parking and blocking
processes

To determine when parking and blocking processes need to be triggered, you must
define the rollout criteria, for example the company code, for these processes.

Note: The rollout criteria are used for two additional functions:

• for the posted approval process. For more information, see “Configuring
event linkage for posted approval” on page 399.
• for the creation of accompanying DP documents for documents that are
posted or parked directly in the SAP system, in connection with a
corresponding setting of the Z constants 005 DOCTYPE_NPO and 005
DOCTYPE_PO.

This configuration applies to the following processes:

• “Defining rollout criteria for the PO parking process” on page 85

• “Defining rollout criteria for the PO blocking process” on page 88
• “Defining rollout criteria for the Non PO parking process” on page 90

5.1 Defining rollout criteria for the PO parking

process
In this step, you define when the VIM PO parked document process needs to be
triggered. For example, you might want to apply VIM for some specific company
code/plants/document types. For other company codes, you might want to use
standard SAP processes. In this case, the rollout must be maintained with correct
company code/plants/document types.

Note: For a description of the configuration necessary for the PO parking

process, see “PO parking process configuration“ on page 315

To completely disallow the PO parked document process, deactivate the event

linkage as described in “Event linkages” on page 87.

Note: Company codes, document types, and plants are part of the rollout
criteria for the PO parking process and the PO blocking process. For the Non
PO parking process, company codes and document types are part of the rollout
criteria.

• Rollout company codes, plants, and document types are maintained in the
respective tables by using the OpenText Customization:

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Chapter 5 Defining rollout criteria for parking and blocking processes

Company codes
/OPT/VIM_CCODE_A

Plants
/OPT/VIM_PLANT_A

Document types
/OPT/VIM_DTYPE_A

• You can maintain plants only for PO invoices.

To define the rollout criteria:

1. To define the rollout criteria, run the /n/OPT/SPRO transaction and navigate to
OpenText Vendor Invoice Management Invoice Solution > PO Based Invoice
Configuration > Parked Invoice Processing Configuration > Rollout Criteria
(Workflow Start Conditions) > Allowed Company Codes, Plants, Document
Types.

2. In the Allowed Company Codes screen, select either both PO Invoice Process
and Non PO Invoice Process or only one of the check boxes for the respective
Company Code.

3. Click New entries to add a company code.

Save your settings when finished.

4. Double-click Allowed Plants and Allowed Document Types in the navigation

panel to switch to the respective screens and define the rollout criteria for plants
and document types, as described for company codes.
The respective receiver function module triggers the workflow based on the
data in the tables. The workflow is triggered when there is no data maintained

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 5.1. Defining rollout criteria for the PO parking process

in the table(s) or the data meets all the conditions such as company code,
document type and plant (only for PO invoices).

5.1.1 Event linkages

In this step, you define the standard event linkage delivered by OpenText as active.
The correctly maintained event that is created for PO Parking ensures that an
appropriate action is carried out when a PO document is parked.

Caution
If you change the configuration in this section, the PO parking process
might not trigger at all.

To define the standard event linkage as active:

1. To access the Event Type Linkages screen, run the /OPT/VIM_IMG241

transaction.
Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Rollout Criteria (Workflow Start Conditions) > Event
Linkages (PO Parked Invoices).

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Chapter 5 Defining rollout criteria for parking and blocking processes

2. Make sure the Linkage Activated check box is selected.

5.2 Defining rollout criteria for the PO blocking

process
In this section, you define when or for which categories the VIM PO blocking
process needs to be triggered. For example, if you want to apply the blocking
process for only a specific subset of company codes, document types, and plants,
you can use the rollout criteria to do it.

Note: For a description of the configuration necessary for the PO blocking

process, see “PO blocking process configuration“ on page 343.

Company codes, document types, and plants are part of the rollout criteria for
the PO parking process and the PO blocking process. For details, see “Defining
rollout criteria for the PO parking process” on page 85.

To completely disallow the PO blocking process, deactivate the event linkage as

described in “Event linkages” on page 89.

To define the rollout criteria:

1. To define the rollout criteria, run the /n/OPT/SPRO transaction and navigate to
OpenText Vendor Invoice Management Invoice Solution > PO Based Invoice
Configuration > Blocked Process Configuration > Rollout Criteria (Workflow
Start Conditions) > Allowed Company Codes, Plants, Document Types.

2. In the Allowed Company Codes screen, select either both PO Invoice Process
and Non PO Invoice Process or only one of the check boxes for the respective
Company Code.

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 5.2. Defining rollout criteria for the PO blocking process

3. Click New entries to add a company code.

Save your settings when finished.

4. Double-click Allowed Plants and Allowed Document Types in the navigation

panel to switch to the respective screens and define the rollout criteria for plants
and document types, as described for company codes.
The respective receiver function module triggers the workflow based on the
data in the tables. The workflow is triggered when there is no data maintained
in the table(s) or the data meets all the conditions such as company code,
document type, and plant.

5.2.1 Event linkages

In this step, you define the standard event linkage delivered by OpenText as active.
If correctly maintained, the event created for the PO blocking process will ensure
that an appropriate action will be carried out when a PO document is posted with a
blocking reason.

Caution
If you change the configuration in this section, the PO blocking process
might not trigger at all.

To define the standard event linkage as active:

1. To access the Event Type Linkages screen, run the /OPT/VIM_IMG311

transaction.
Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > PO Based Invoice Configuration > Blocked Process Configuration
> Rollout Criteria (Workflow Start Conditions) > Event Linkages for Process
(PO Blocked Invoices).

2. Make sure the Linkage Activated check box is selected.

Notes

• You must activate this linkage if you want to use posted approval for
PO invoices, because the event to trigger posted approval is generated
in the receiver function module /OPT/BL_PO_BLK_RECEIVER. Make sure
that your setting of rollout criteria does not prevent the execution of the
receiver function module.

• The recommended event linkage is with receiver TS00275264. You can

use the /OPT/VIM_IMG311 transaction for the following purposes:

– to switch the event linkage with receiver WS00275264 off

– to switch the event linkage with receiver TS00275264 on or off

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Chapter 5 Defining rollout criteria for parking and blocking processes

5.3 Defining rollout criteria for the Non PO parking

process
In this step, you define when the VIM Non PO parking process needs to be
triggered. For example, you might want to apply VIM for some specific company
code/document types. For other company codes, you might want to use standard
SAP processes. In this case, the rollout must be maintained with correct company
code/document types.

Note: For a description of the configuration necessary for the Non PO parking
process, see “Non PO parking process configuration“ on page 365.

To completely disallow the Non PO parking process, deactivate the event linkage as
described in “Event linkages” on page 91.

Note: Company codes, document types, and plants are part of the rollout
criteria for the PO parking process and the PO blocking process. For the Non
PO parking process, company codes and document types are part of the rollout
criteria.

Rollout company codes and document types are maintained in the respective tables
by using the OpenText Customization:

Company codes
/OPT/VIM_CCODE_A

Document types
/OPT/VIM_DTYPE_A

To define the rollout criteria:

1. To define the rollout criteria, run the /n/OPT/SPRO transaction and navigate to
OpenText Vendor Invoice Management Invoice Solution > Non PO Based
Invoice Configuration > Parked Invoice Processing Configuration > Rollout
Criteria (Workflow Start Conditions) > Allowed Company Codes, Plants,
Document Types.

Note: You cannot maintain plants for Non PO invoices.

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 5.3. Defining rollout criteria for the Non PO parking process

2. In the Allowed Company Codes screen, select either both PO Invoice Process
and Non PO Invoice Process or only one of the check boxes for the respective
Company Code.

3. Click New entries to add a company code.

Save your settings when finished.

4. Double-click Allowed Document Types in the navigation panel to switch to the

Allowed Document Types screen and define the rollout criteria for document
types, as described for company codes.
The respective receiver function module triggers the workflow based on the
data in the tables. The workflow is triggered when there is no data maintained
in the table(s) or the data meets all the conditions such as company code and
document type.

5.3.1 Event linkages

In this step, you define the standard event linkage delivered by OpenText as active.
The correctly maintained event that is created for Non PO Parking ensures that an
appropriate action is carried out when a Non PO document is parked.

Caution
If you change the configuration in this section, the Non PO parking process
might not trigger at all.

To define the standard event linkage as active:

1. To access the Event Type Linkages screen, run the /OPT/VIM_IMG239

transaction.

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Chapter 5 Defining rollout criteria for parking and blocking processes

Alternatively, navigate to OpenText Vendor Invoice Management Invoice

Solution > Non PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Rollout Criteria (Workflow Start Conditions) > Event
Linkage for Processes (Non PO).

2. Make sure the Linkage Activated check box is selected.

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 Part 2
Advanced configuration
Part 2 Advanced configuration

This part describes the advanced customizing. This customizing changes the VIM
baseline and partly includes extensions and customer exits. An example is the DP
process configuration.

Important
If you create new elements from baseline elements in the advanced
configuration, do not change the baseline configuration but only copy it. Use
element names that begin with Z and numeric elements with 800 or 900. If you
need to enhance the VIM document status, use alphanumeric values (for
example Z1). VIM has already occupied the whole range between 00 and 99.

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Chapter 6
Authorization checks

VIM implements authorization checks in several reports, for the COA maintenance
transaction /OPT/AR_COA, for the indexing screen, and for VIM Invoice Workplace.

In the reports, in the indexing screen, and in VIM Invoice Workplace, the
authorization checks ensure that SAP users working with VIM are able to see and
process only the information that they are authorized for. In the COA maintenance,
the authorization checks make sure that the user is allowed to display or maintain
the entries.

For backward compatibility reasons, the authorization checks are disabled in the
standard configuration. You can enable them on demand as described in “Enabling
VIM authorization checks globally” on page 106.

With authorization checks activated, the information in the corresponding reports

and in VIM Invoice Workplace is filtered according to the settings. The documents
or work items for which the user is not authorized will not be shown. The COA
maintenance transaction also filters out unauthorized records and displays a
warning in this case.

6.1 General program execution checks

All executable programs (reports) delivered with VIM can perform a general
execution check at the beginning. The check is performed with the standard
authorization object S_PROGRAM, and it is controlled with the Z constant 009 /
SPROGRAM_CHECK_ACTIV. If the constant is set to X, the check is done with the
following values:

P_GROUP = '/OPT'

P_ACTION = 'SUBMIT'

Note: A similar check is done in executable programs that belong to the

Foundation component. The authorization object J_6NPF_ADM is used, with the
field value J_6NPF_COM = ‘1’. For more information, see Section 8.4
“Authorization objects” in OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide for Foundation (BOCPE-CGD).

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Chapter 6 Authorization checks

6.2 Available authorization checks

6.2.1 Reporting
The authorization checks that are currently implemented check the company code of
the document header.

If you run VIM in a multiple backend landscape, the data for the Central Reporting
module is normally collected from more than one system. It may be important to
distinguish between documents arriving from different systems even if they have
the same company code. Because of this, OpenText provides the new authorization
object J_6NIM_BUK, which has the following check fields: activity, logical system,
and company code. The activity checked currently in the reports is 03 - Display.
The logical system and the company code correspond to the document source.

In case of VIM Analytics and Current Liability Report, the data that is displayed
comes from the current (local) system only. Therefore, these reports use a blank
logical system value when checking the authorizations.

Table 6-1 summarizes the available checks.

Table 6-1: Authorization checks - Reporting

Transaction code Description Comment

/OPT/VIM_VA2 VIM Analytics Checked with blank logical
/OPT/VIM_VA21 system value.
/OPT/VIM_VA22
/OPT/VIM_VA23
/OPT/VIM_VA24/OPT/VIM_
VA26
/OPT/VAN_LIABILITY Current Liability Report Checked with blank logical
system value.
/OPT/VIM_AGING Aging Report Checked with actual logical
system of each document.
/OPT/VIM_AUDIT Central Audit Report Checked with actual logical
system of each document.
/OPT/VIM_EXCP1 Exception Analysis Report Checked with actual logical
system of each document.
/OPT/VIM_KPA1 Key Process Analytics Checked with actual logical
Report system of each document.
/OPT/VIM_PROD1 Productivity Report Checked with actual logical
system of each document.
/OPT/VIM_SUMM Summary Report Checked with actual logical
system of each document.

Restrict the visibility of the data regarding company code authorizations of the users
for the following reports:

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 6.2. Available authorization checks

Table 6-2: Authorization checks - restricting data visibility

Transaction code Description Comment

/OPT/VIM_MEND_PO Month end program for Checked with blank logical
PO based invoices system value.
/OPT/VIM_MEND_NPO Month end program for Checked with blank logical
Non PO based invoices system value.
/OPT/VIM_YEND_LOG Display Log for year end Checked with blank logical
process system value.
/OPT/VIM_YEND_NPO Year end program for Checked with blank logical
Non PO based invoices system value.
/OPT/VIM_YEND_PO Year end program for PO Checked with blank logical
based invoices system value.
/OPT/VIM_ATM VIM Automation Report Checked with blank logical
system value.

All reports perform the checks for the blank value of the company code whenever it
is relevant for DP documents. If the authorization checks are active, the documents
with a blank company code are not shown to all users, but are checked as are all
other documents. Therefore, unless you are granting “all values” access with an
asterisk (*), it is important to allow the display by adding the empty company code
value in the authorization profile. The value to enter is ' ', that is a space
surrounded by single quotes. For the OpenText authorization object J_6NIM_BUK,
the authorization profiles in the central system must include entries with blank
company code for the central and satellite systems as needed.

Similarly, to grant access to local documents in VIM Analytics and Current Liability
Report, you must maintain the entries with blank logical system in the authorization
profiles. You must do this even if at the same time, for the multiple backend
scenario, the exact logical system name of the local system is already added into the
authorization profiles.

An additional authorization check with the object J_6NIM_BRO is done in VIM

Analytics to control the execution based on the fields ROUTE_ID1 and ROUTE_ID2.
For more information, see Section 11.1 “Routing documents with the route ID” in
OpenText Vendor Invoice Management for SAP Solutions - Scenario Guide for Invoice
Solution (VIME-CCS).

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Chapter 6 Authorization checks

6.2.2 COA maintenance

The COA maintenance transaction is using four new authorization objects, one for
each of its tabs: User Details, Approval Limit/Level, COA Details, and Coder
Settings.

All authorization checks examine the SAP user group of corresponding SAP user in
the user map, or a blank user group of non-SAP users is entered. The following
screenshot from the SU01 transaction shows the field being checked.

The checks of the approval limits and coder assignments will also check the
company code of the record. All three objects support the following activities for the
authorization checks: 01- Create, 02 - Change, and 03 - Display.

Table 6-3 summarizes the authorization checks available in the COA maintenance.

Table 6-3: Authorization checks - COA

Transaction area Authorization object What is being checked

name
User map J_6NIM_CA1 User group
Approval limits J_6NIM_CA4 Company code
Approver List (COA J_6NIM_CA5 User group, company code
details)
Coder Settings J_6NIM_CA3 User group, company code

When maintaining the authorization profiles, it is important to decide whether the

blank values for the user group and company codes have to be included in the
authorizations list.

If you do not use the user group field in the SAP user master of the corresponding
SAP user, enter a <blank> value for the user group in the authorization profile. Also
enter a <blank> value for the user group in the authorization profile if the SAP user is

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 6.2. Available authorization checks

not maintained (for example for pure portal users). The blank company code will be
used whenever the company code is not entered or is entered as “*” in COA Details
or Coder Settings.

If Coder Settings is set to “Use Requester” mode so that the company code is not
used, empty company code values must be used in the authorization profiles. When
switching the setup from “Use Requester” to other modes, all company code values
in the Coder Settings have to be properly populated. If needed, this must be
performed by a user who has the coder maintenance authorization for all company
codes.

Whenever the data is saved, in all four screens, the maintenance transaction
performs consistency checks on the changed data. This also includes the entries that
are not shown to the user because of missing authorization. This means, both the
displayed list and the hidden list are checked together. An inconsistency could be
reported because of the hidden entries. In case of Coder Settings checks, the
consistency errors for hidden entries will be reported as any that have the row index
99999. When such problems occur, the COA consistency has to be checked by a user
who has maximum authorizations for all four screens, for example by a Basis
administrator.

6.2.3 Indexing screen

You can limit the processing of documents during the DP process by authorization
in the indexing screen. This makes it possible that processes cannot be executed
within the workflow by a user who is not authorized to display or maintain data, or
that data is only processed in display mode, if no changes are allowed.

Table 6-4 shows the authorization object used in the indexing screen (DP
dashboard).

Table 6-4: Authorization checks - indexing screen

Transaction area Authorization object Activities What is being

name checked
Processing and change J_6NIM_BC1 Display / Change Company code
mode

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Chapter 6 Authorization checks

6.2.4 VIM Invoice Workplace

In VIM Invoice Workplace (/OPT/VIM_WP transaction), several authority checks are
implemented to protect UI-related functionalities, selected data content, and the
performing of actions. As VIM Invoice Workplace offers full multiple backend
support, the authorizations related to data selection and performing of actions are
checked directly on the corresponding backend system. UI-related authorization
checks and authorization checks controlling the general structure of the VIM Invoice
Workplace are always directly performed on the system where the VIM Invoice
Workplace is currently running.

Note: With VIM Invoice Workplace, you can run work items that are not in
your own inbox, such as Work Views Other, Team, or All. If you want to
restrict this possibility, you must protect it against the authorization objects
J_6NIM_WP8 or J_6NIM_WP9.

Table 6-5 summarizes the authorization checks available in VIM Invoice Workplace.

Table 6-5: Authorization checks - VIM Invoice Workplace

Transaction area Authorization Activities What is being Where is the

object name checked authorization
check
executed
General J_6NIM_WP0 Change General Local System
Functionality Function (for
example
Maintain
Substitute)
UI Functionality J_6NIM_WP1 Change UI Function Local System
Work Views J_6NIM_WP2 Change Work View Local System
Team J_6NIM_WP3 Display, Activity Local System
Configuration Change Activity 02:
Personal Team
configuration
is disabled.
Activity 03:
Team
configuration
is disabled in
general.
System Selection J_6NIM_WP4 Change Logical System Local System
Selection Tabs J_6NIM_WP5 Display Logical Local System
System, Work
View,
Selection Tab

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 6.2. Available authorization checks

Transaction area Authorization Activities What is being Where is the

object name checked authorization
check
executed
Data Selection J_6NIM_WP6 Display Work View, Corresponding
Selection Tab, Backend
Company System
Code
Data Selection J_6NIM_WP7 Display Work View, Corresponding
Selection Tab, Backend
VIM System
Document
Type
Execute Action J_6NIM_WP8 Execute Work View, Corresponding
Selection Tab, Backend
Action System
Authority
Group,
Company
Code
Execute Action J_6NIM_WP9 Execute Work View, Corresponding
Selection Tab, Backend
Action System
Authority
Group, VIM
Document
Type

Note: If your VIM system does not run in a multiple backend environment, all
authorization checks are performed on the same local system. In this case, a
transaction assignment in SU24 is possible for all authorization checks, using
the proposal provided by OpenText. For more information, see “Configuring
the authorization checks” on page 104.

In a multiple backend environment, the authorization checks are performed in

a remote system. Corresponding authorizations must be added to profiles
manually.

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Chapter 6 Authorization checks

6.2.5 VIM Central Workplace - supplier invoices

When working with VIM work items, the authorization object J_6NIM_WP6 is
checked in the VIM Central Workplace.

To enable authorization checks in the VIM Central Workplace on VIM work items
and to restrict the execution based on company codes, the Foundation component
provides a new class for dynamic filter: /OTX/PS03_CL_03_AUTH_CC_WP.

To enable authorization checks:

1. Run the /OTX/PF00_IMG transaction, and then navigate to the path Workplace
configuration > Navigation > Nodes.
2. Mark the node related to VIM and double-click Filter criteria in the Dialog
Structure.
3. Configure the filter criteria, using the following parameters:

Attribute
BUKRS

Sign
Range Limit included

Options
Equals

Exit for dynamic filter criteria

/OTX/PS03_CL_03_AUTH_CC_WP

Note: The BC set delivered with the VIM Support Package 16.3.2 provides
the dynamic filter entries for all relevant nodes.
4. To activate the authorization check, open table /PTGWFI/Z_CONST using the
SM30 transaction, and set the global authorization check Z constant 009 / AUTH_
CHECK_ACTIVE to X.

6.2.6 Invoice exception dashboards

The authorization check with company code is implemented in the following
dashboards:

• Parked Non-PO invoice

• Parked PO invoice
• Blocked PO invoice, line item level
• Blocked PO invoice, header level

The authorization checks use the authorization object J_6NIM_BC1. Any “Display”
or “Change” authorizations allow the user to execute work items.

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 6.2. Available authorization checks

Table 6-6 shows the authorization object used in the exception dashboards.

Table 6-6: Authorization checks - exception dashboards

Transaction area Authorization object Activities What is being

name checked
Processing and change J_6NIM_BC1 Display / Change Company code
mode

6.2.7 Vendor data cleanup program

The vendor data cleanup program provides built-in checks to ensure that only VIM
specific data is modified or deleted. The program also provides a specific
authorization check. The authorization object is J_6NIM_CA6. For more information
about the program, see Section 8.3.1 “Vendor data cleanup program” in OpenText
Vendor Invoice Management for SAP Solutions - Administration Guide (VIME-AGD).

If the 009 / SPROGRAM_CHECK_ACTIV Z constant is active, the program also checks for
access to the S_PROGRAM authorization object. For more information, see the entry
SPROGRAM_CHECK_ACTIV in Section 36 “Z constants for product code 002 and 009” in
OpenText Vendor Invoice Management for SAP Solutions - Reference Guide for Invoice
Solution (VIME-RGD).

Table 6-7: Authorization checks - vendor data cleanup program

Transaction area Authorization object Activities What is being

name checked
Execution J_6NIM_CA6 Execute If user is
authorized to
perform cleaning
activities

6.2.8 Other areas

Several additional VIM transactions perform company code authorization checks. In
all transactions listed in “Authorization checks - other areas” on page 103, the check
is performed with the same authorization object as for reporting, J_6NIM_BUK, with
activity 02 (Change).

Table 6-8: Authorization checks - other areas

Transaction Description
/OPT/DP_POST_DT_UPD Mass update of posting date in DP documents
/OPT/VIM_INV_REVERSE Reverse invoice posted with VIM
/OPT/VIM_RPT_DATA_LD Initial data load for VIM Analytics (VIM 7.0 only)

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Chapter 6 Authorization checks

Transaction Description
/ORS/UMREASSIGNED Approval reassignment

6.3 Configuring the authorization checks

To enable the authorization checks in VIM, you must perform the following steps:

Add or verify the authorizations of SAP users

This may include adding the SAP and VIM authorization objects to the existing
SAP profiles or creating new profiles and assigning them to users. You can also
perform transaction assignments in SU24, to be used later in the profile
generation tool.
Enable VIM authorization checks globally
You can switch the authorization checks on and off completely, using a constant
in the table /PTGWFI/Z_CONST.

6.3.1 Adjusting the SAP authorization profiles manually

Use standard SAP authorization administration tools like Profile Generator PFCG.
After you have adjusted the existing profiles or created new ones, the profile
SAP_ALL needs to be regenerated, for example, in the transaction SU21.

6.3.2 Adjusting authorizations assignment

The maintenance of authorization profiles with SU24 using transaction assignment
can be made easier. For this purpose, OpenText delivers standard authorization
assignments for relevant VIM transactions as part of the installation packages. This
section describes the configuration steps relevant for VIM. Refer to the standard SAP
documentation for more information about the relevant SAP transactions.

The installation packages provide only the standard entries for “SAP” assignments,
which means those visible in SU22. Copying of the standard VIM assignments into
the “customer” tables (SU24) must be performed through the standard SAP
download / upload programs RSU22DOWN and RSU22UPLD in the following way.

To copy standard VIM assignments into customer tables:

1. Import the VIM installation packages.

2. Download the authorization to transaction assignment data into a file using

RSU22DOWN for the transaction codes listed in Transaction codes for the
assignments on page 105.

3. Run the upload program RSU22UPLD, and enter the same list of VIM
transactions.

4. Make sure you set the check boxes as shown in the following screenshot:

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 6.3. Configuring the authorization checks

Note: You can perform a test run first (select Test Mode) and also use the
option to create a transport file if needed (select Enter Data in Transport).
5. When asked for the file to use, select the same file created by the download
program.
6. When you have successfully completed the previous steps, adjust the
transaction assignments, if needed, in SU24. Then, you can use them in the
profile generation tool.

Transaction codes for the assignments

• /OPT/VIM_VA2
• /OPT/VIM_VA21
• /OPT/VIM_VA22
• /OPT/VIM_VA23
• /OPT/VIM_VA24
• /OPT/VAN_LIABILITY
• /OPT/VIM_AGING
• /OPT/VIM_AUDIT
• /OPT/VIM_EXCP1
• /OPT/VIM_KPA1
• /OPT/VIM_PROD1
• /OPT/VIM_SUMM

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Chapter 6 Authorization checks

• /OPT/AR_COA
• /OPT/VIM_WP

Note: For the authorization checks added or changed in future support

packages, OpenText will be delivering a list of transactions whose assignments
can be completely copied into the “customer” list of SU24, using the procedure
described in this section. The existing transaction assignments must be verified
in SU25 (Postprocess step 2B).

6.3.3 Enabling VIM authorization checks globally

In the default VIM delivery, all authorization checks are disabled by default for
backward compatibility reasons. You can activate the checks by changing or creating
the value of the Z constant with Product Code 009 and Constant AUTH_CHECK_
ACTIVE in the table /PTGWFI/Z_CONST. The value can be changed in the SM30
transaction. To enable authorization checks globally, set the Constant Value to X.

6.4 Authorization group for VIM tables

VIM uses a specific authorization group /OPT for the VIM specific tables.

Some VIM tables are being delivered without this authorization group. To set this
authorization group on customer’s site, a report is available. The report is called /
OPT/VIM_AUTHGROUP_TABLE_CHNG. You can use it to update:

• only configuration tables, or

• only transaction tables, or
• all VIM tables

If you run the report in test mode, the names and the number of tables with default
authorization group are displayed.

If you run the report in normal mode, the report prompts for a transport request
after successfully updating the data. This transport must be transported to quality
and production clients.

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 6.5. Authorization checks when performing transaction calls

6.5 Authorization checks when performing

transaction calls
Starting with VIM 7.5 SP6 (VIM 7.0 SP10), VIM performs additional authorization
checks before calling any transaction. For example, when an SAP FI document is
displayed from VIM Analytics, and the transaction FB03 is called, an authorization
check is performed to make sure that the current user is authorized for the FB03
transaction.

The new authorization checks are implemented to comply with SAP security
requirements. You cannot switch them off like it is possible with VIM specific
authorization checks (see “Configuring the authorization checks” on page 104). Most
of the time, VIM users already have the necessary authorizations in their profiles
because they likely use the same transactions outside of the VIM context. For
reference purposes, the list of transaction codes is provided in “Authorization
checks with fixed transaction codes, VIM transactions” on page 107 and
“Authorization checks with fixed transaction codes, standard SAP transactions”
on page 108. If needed, authorization profiles of VIM users can be extended
according to their specific tasks.

In many cases, transaction codes are configurable. A typical example is calling a

transaction specified in VIM customizing to post a document online. A separate list
with such configurable transaction codes is provided in “Transaction codes used in
VIM BDC ID definitions in standard configuration” on page 110, corresponding to
the standard VIM configuration. You can use this kind of transactions at the
following locations:

• Dashboard process options

• SAP document display in VIM Analytics, VIM Liability reports, Notification
report, and Invoice Exception dashboards
• VIM BDC IDs for both online and background processing.

Note: Make sure the background user (normally WF-BATCH) has all
necessary authorizations

Table 6-9: Authorization checks with fixed transaction codes, VIM transactions

Transaction code Short text

/OPT/CP_9CX1 BDC Configuration
/OPT/CP_9CX2 Key Determination Configuration
/OPT/CP_9CX3 Role / Key Det. Administration
/OPT/CP_9CX4 Key Det. Maintenance w/ template
/OPT/CP_9CX5 Role Definition Maintenanc
/OPT/ROLEUPG Baseline Role <-> Custom Role Map

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Chapter 6 Authorization checks

Transaction code Short text

/OPT/VIM_1AX13 Display Document
/OPT/VIM_1AX4 Display BDC Log
/OPT/VIM_1CX1 Index Document Type Maintenance
/OPT/VIM_1CX13 Document Process BTE Maintenance
/OPT/VIM_1CX14 Document Process BADI Maintenance
/OPT/VIM_1CX20 Document Process BTE Maintenance
/OPT/VIM_1CX5 Duplicate Check Defition
/OPT/VIM_7AX2 Document Test - With OCR
/OPT/VIM_7CX3 Screen configuration
/OPT/VIM_8CX1 Process Type Definition
/OPT/VIM_8CX2 Process Option Definition
/OPT/VIM_8CX31 Create Parking Reason
/OPT/VIM_8CX32 Change Parking Reason
/OPT/VIM_8CX33 Display Parking Reason
/OPT/VIM_RTV Return To Vendor
/OPT/VIM_VA2 VIM Analytics 7.50
/ORS/MAIN_SUBS Utility to maintain substitutes.
/PTGWFI/IE_BCT Table maintenance for BCT
/PTGWFI/IE_OST Table maintenance for OST
/PTGWFI/IE_PCIV Table maintenance for Parking CIV
/PTGWFI/IE_PLIV Table maintenance for Parking LIV
/PTGWFI/IE_POT Table maintenance for POT
/PTGWFI/IE_ZCONST Table maintenance for Const
/PTGWFI/LIV_HDWF LIV Header Level Workflow Triggering
/PTGWFI/ORG /PTGWFI/W_ORG Maintenance
/PTGWFI/ROLE /PTGWFI/ROLE Maintenance

Table 6-10: Authorization checks with fixed transaction codes, standard SAP
transactions

Transaction code Short text

F-63 Park Vendor Invoice
FB02 Change Document
FB03 Display Document

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 6.5. Authorization checks when performing transaction calls

Transaction code Short text

FB08 Reverse Document
FB60 Enter Incoming Invoices
FBV0 Post Parked Document
FBV2 Change Parked Document
FBV3 Display Parked Document
FBV4 Change Parked Document (Header)
FV60 Park Incoming Invoices
ME12 Change Purchasing Info Record
ME21 Create Purchase Order
ME23 Display Purchase Order
ME23N Display Purchase Order
ME2M Purchase Orders by Material
ME32K Change Contract
ME32L Change Scheduling Agreement
ME33K Display Contract
ME33L Display Scheduling Agreement
ME53 Display Purchase Requisition
ME53N Display Purchase Requisition
MIGO Goods Movement
MIR4 Call MIRO - Change Status
MIRO Enter Incoming Invoice
MK03 Display vendor (Purchasing)
MR01 Process Incoming Invoice
MR03 Display Inv. Verification Document
MR42 Change Parked Invoice
MR8M Cancel Invoice Document
MRHG Enter Credit Memo
PA30 Maintain HR Master Data
PFTC General Task Maintenance
SCOT SAPconnect - Administration
SE16 Data Browser
SE19 Business Add-Ins: Implementations
SE37 ABAP Function Modules

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Chapter 6 Authorization checks

Transaction code Short text

SE51 Screen Painter
SE80 Object Navigator
SM30 Call View Maintenance
SNRO Number Range Objects
SU01 User Maintenance
SWEL Display Event Trace
SWIA WI Administration Report
SWL1 Settings for dynamic columns
SWO1 Business Object Builder
SWU_OBUF Runtime Buffer PD Org
XK02 Change vendor (centrally)
XK03 Display vendor (centrally)

Table 6-11: Transaction codes used in VIM BDC ID definitions in standard

configuration

BDC ID Transaction BDC ID Text

1 MIRO PO Invoice Posting - Online
3 ME22N Change PO
4 ME23N Display PO
13 FV60 Non PO Invoice Parking - Online-Approval
Non PO Invoice Parking - Background
14 FV60
Approval
16 MIR7 PO Invoice Park - Online
17 ME21N Create New PO
18 XK02 Change Vendor Master
19 XK01 Create New Vendor
20 ME51N Create New Requisition
21 ME52N Change Requisition
22 MIGO Post Goods Receipt (Batch Input for DP)
23 MIGO Reverse Goods Receipts (Batch Input for DP)
Non PO Invoice Parking - Online -- No
24 FV60
Subscreen
Non PO Invoice Parking - Background -- No
25 FV60
Subscreen

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 6.5. Authorization checks when performing transaction calls

BDC ID Transaction BDC ID Text

Non PO Invoice Parking - Background -- No
26 FV60
Subscreen - Swiss
28 MIR7 PO Invoice Park - Background BDC
Non PO Invoice Parking - Background
29 FV60
Approval - Swiss
Non PO Invoice Parking - Online-Approval -
30 FV60
Swiss
31 /OPT/SEND_BACK Send Back to Central System
32 /OPT/DP_RESTART Start DP Workflow
33 /OPT/APPROVAL_START Start Approval Workflow
40 FB60 NPO Online Invoice Posting
NPO Background Invoice Posting -- BDC
41 FB60
Infrastructure
44 /OPT/BDC_POSTGR Post Goods Receipt (Function Call for DP)
Reverse Goods Receipts (Function Call for
45 /OPT/BDC_REV_GR
DP)
Reverse Goods Receipts (Batch Input for
46 MIGO
Blocked and Parked)
50 F-47 Down Payment Request - Online
51 F-47 Down Payment Request - Background
100 /OPT/VIM_1AX1 Change Doc Type
101 /OPT/VIM_1AX2 Change Process Type
110 /OPT/VIM_1AX5 Delete & Restart
300 ME22N Change PO
301 XK02 Change Vendor Master
302 ME52N Change Requisition
Post Goods Receipt (Function Call for
303 /PTGWFI/M_CR_GR
Blocked and Parked)
Reverse Goods Receipts (Function Call for
304 /PTGWFI/M_REV_GR
Blocked and Parked)
305 ME31K Create New Contract
306 ME32K Change Contractract
307 /OPT/VIM_BL_UPD_INFO Update Info Record
308 /PTGWFI/M_LIST_PO List PO by Material
309 ML81N Enter Service Entry
310 ML81N Approve Service Entry

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Chapter 6 Authorization checks

BDC ID Transaction BDC ID Text

311 FBV2 Delete Invoice (NPO)
312 FBV0 Change/ Post Invoice (NPO)
313 MIR4 Change Post Invoice (PO)
314 MIR4 Delete Invoice (PO)
315 XK02 Change Vendor Master - Non PO
317 /OPT/VIM_1AX5 Set verification flag - China

Table 6-12: Transaction codes used in DP process options in standard

configuration

Option ID Transaction Option Text

2030 /OPT/DISPLAY_SH_DP Display Special Handling Instructions
2740 /OPT/VIM_MAIL_DP Send email to SRM user

6.6 Authorization checks for RFC calls

There are more than 200 function modules in VIM that can be called remotely. There
are two groups of function modules:

• Function modules that belong to core VIM (namespaces /PTGWFI, /ORS and /
OPT)
• Function modules that belong to VIM solutions based on the Foundation
component, used for the Inbound component and Fiori apps (namespace /OTX)

In core VIM, you can additionally secure remote function calls (RFC) by activating
dedicated authorization checks. These checks are optional and are not active in the
baseline configuration for backwards compatibility.

In contrast to that, the authorization checks in the function modules of VIM

solutions are always active. For information about the importance of the
corresponding authorization, see Section 9.1.1 “Technical security and
authentication” in OpenText Vendor Invoice Management for SAP Solutions -
Administration Guide (VIME-AGD).

Core VIM RFC authorization checks

The checks are enabled by maintaining the following Z constant in the table /
PTGWFI/Z_CONST, using the SM30 transaction:

Product code
009

Constant name
SRFC_CHECK_ACTIV

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 6.7. Restricting ALV layout for process logs

To activate the checks, set the value to X.

When active, the authorization object J_6NIM_RFC with the activity 16 is
checked. Provide this authorization to the following users:

• all VIM dialog users

• the CPIC user used for the Approval Portal
• background job users
• the background workflow user (typically WF-BATCH)

Inbound component and Fiori apps authorization checks

The checks are performed at all times. The authorization object J_6NPF_RFC with the
activity 03 is checked. Provide this authorization to the following users:

• all VIM dialog users

• background job users
• the background workflow user (typically WF-BATCH)

6.7 Restricting ALV layout for process logs

It might be required to limit the amount of information shown to VIM users in the
logs of Document Processing (DP) and Invoice Approval. For example, some
columns must be hidden. You can solve this by creating global ALV layout variants
for the selected ALV screens, making those variants default, and at the same time
restricting user authorizations to modify the ALV layouts themselves.

This is implemented at the following locations:

• Display of DP process and approval logs in VIM Invoice Workplace

• Display of DP process and approval logs in VIM Analytics
• Display of DP process logs in VIM unified dashboard

To activate the checks in general, the value of the Z constant 009 / ALV_CHECK_
ACTIVE must be set to X in the constant table /PTGWFI/Z_CONST. With this activation,
you can control the authorization with the authority check object J_6NIM_ALV:

• The users authorized for activity = 02 are allowed to maintain ALV layouts for
the mentioned screens.
• Unauthorized users do not have any layout options active in ALV toolbars of the
mentioned screens. The default global variant is used all the time.

OpenText recommends the following approach to restricting the ALV display:

1. Assign change authorization (J_6NIM_ALV) to certain users who are responsible

for ALV layout maintenance.

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Chapter 6 Authorization checks

2. The authorized users create a global default variant in each ALV screen.
3. All user specific ALV layouts for the following programs are deleted.

• /OPT/CL_C_UI_PLUGIN_DEF_LOG===CP
• /OPT/CIDX_OUTPUT_LOG_ST
• /OPT/SAPLVIM_RPT_FG_005

Note: The ALV layout deletion can be performed as described in SAP Note
933916.
4. Activate the authorization check for ALV layout (table /PTGWFI/Z_CONST).

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Chapter 7

Incoming document processing

The Inbound Configuration handles incoming document processing. For more

information, see Section 4 “Inbound Configuration” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (BOCPE-CGD).

If you use the Inbound Configuration, only the following customizing steps are
relevant for VIM:

• “Maintaining channels” on page 130

• “Maintaining the VIM field mapping” on page 133
• “Connecting using the Document Pipeline” on page 136
• “Rendering IDocs to PDF” on page 146
• “Testing an IDoc” on page 149

Each document runs through defined workflow steps indicated by the framework
process. Workflow steps consist of an ordered number of Service Modules. These
Service Modules are integrated components of the framework. You can enhance the
Service Modules by adding new entries in the customizing.

The Incoming Document Processing customizing structure in the VIM Invoice

Configuration contains all views that are relevant for handling incoming
documents.

To access the Incoming Document Processing customizing structure:

• Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
General Configuration > Incoming Document Processing.

7.1 Inbound Configuration

Starting with VIM 7.5 SP3, Inbound Configuration replaces the Incoming Document
Handling (IDH) framework and the ICC Dispatcher framework. For a
comprehensive description of the Inbound Configuration, see Section 4 “Inbound
Configuration” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

Some authorizations are needed to monitor the Inbound Configuration. For more
information, see the example in Section 8.4 “Authorization objects” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD).

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Chapter 7 Incoming document processing

Caution
Standard inbound scenarios for invoices include implicit enumeration of
invoice line items. This results in entries with field name ITEMID added
automatically into external data lists. To avoid conflicts with those entries,
avoid using explicit mapping of the item ID, for example, by adding a
corresponding entry into IDOC mapping definition.

Note: Component OTBCSL03 is no longer included in VIM 7.6 and later.

7.1.1 General configuration

Document registration
Configure a Inbound Configuration registration number range (object /OTX/
PF01). For details, see Section 4.4.2 “Customizing registration types” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD).
On VIM side, enable the Inbound processing for some scenarios using Z
constant BC_INBOUND.
Early archiving
Assign the Inbound Configuration registration workflow WS00297300 for the
OCR and manual indexing processing. Use Inbound Configuration registration
object type /OTX/PF01REG for all required ArchiveLink settings. For details, see
Section 4.4.2.1 “Customizing the early archiving registration type” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD).
Inbound IDoc
Assign the Inbound Configuration registration function module /OTX/PF01_
UTIL_IDOC_INPUT for all required IDoc settings. For details, see Section 4.4.2.2
“Customizing the Inbound IDoc registration type” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (BOCPE-CGD).
Incoming mail
Assign the Inbound Configuration registration mail handler class /OTX/PF01_
CL_REGISTER_MAIL to your recipient mail address. For details, see Section 4.4.2.3
“Customizing the incoming email registration type” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (BOCPE-CGD).
Document Pipeline
For example, assign the delivered exit function to your scenario. For details, see
Section 4.4.2.4 “Customizing the Document Pipeline registration type” in
OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Foundation (BOCPE-CGD).

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7.1.2 VIM Foundation configuration

Basic settings
All necessary settings are delivered in BC sets. If you use Business Center
Capture for OCR integration, you must configure the ArchiveID for XML. For
details, see Section 4.1 “Customizing basic settings for Inbound Configuration”
in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Foundation (BOCPE-CGD).
Channels
All necessary channels are delivered in BC sets. For details, see Section 4.2
“Configuring channels” in OpenText Vendor Invoice Management for SAP Solutions
- Configuration Guide for Foundation (BOCPE-CGD).

Note: Make sure that the channel you use in Inbound Configuration is also
configured in the Invoice Solution.
Scenario classification
Entry PS03_VIM_INVC is delivered in BC set. It is required to trigger VIM. You
must assign it in your registration configuration. For details, see Section 4.3
“Creating scenario classifications” in OpenText Vendor Invoice Management for
SAP Solutions - Configuration Guide for Foundation (BOCPE-CGD).
Document handler - status
All necessary status entries are delivered in BC sets. For details, see Section
4.4.1.1 “Configuring the document handler status” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (BOCPE-CGD).
Document handler - modules
The following document handlers are delivered in BC sets. Assign the document
handlers in your registration configuration. For details see Section 4.4.1.3
“Configuring modules for the required processing steps” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD):

• PS03_ARIBA – Processing of documents with ARIBA integration (used in

custom registration)
• PS03_CAPTU – Processing of documents with OCR integration (used in early
archiving registration / incoming mail registration)
• PS03_IDOC – Processing of incoming IDocs (used in inbound IDoc
registration)
• PS03_NFE – Processing of incoming XML documents for nota fiscal
electronica (used in mail registration)

Handler module /OTX/PS03_CL_VIM_MODULE_REG is used in all delivered

document handlers. It registers incoming invoices in VIM with DP status 50 =
Document Registered. The status remains until the end of the Inbound
component processing. Invoices can be monitored using VIM Analytics. With
the registration, also a mapping is processed to register the document with

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initial values, for example provided within a pipeline with call point PR. If you
want to avoid that already pre-mapped information gets overwritten during
later mapping, you must enhance the mapping logic.
The OCR integration document handler PS03_CAPTU updates the captured data
from OCR recognition and validation in VIM (handler modules /OTX/PS03_CL_
VIM_MODULE_CC_VAL and /OTX/PS03_CL_VIM_MODULE_CC_PRO).
The DP status in VIM is finally updated with the processed handler steps at the
end of the Inbound component processing in the exit class /OTX/PS03_CL_VIM_
HANDLER_EXIT of the document handler.

Document handler - registration

You must configure the registration points according to the different scenarios.
The corresponding channel, document handler process, and document types
must be assigned. For OCR integration, an example entry is available within the
early archiving registration. For ARIBA integration, an entry exists in the custom
registration. Also for inbound IDoc an example entry exists.
For incoming mail and pipeline processing you must perform the relevant
configuration.
For details see Section 4.4.2.3 “Customizing the incoming email registration
type” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Foundation (BOCPE-CGD)Section 4.4.2.5 “Customizing a custom
registration type” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).
Business Center Capture configuration
For the OCR integration, you must configure the used document types and
assign the validation agents. For details, see Section 5.3 “Customizing
validation” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

7.1.3 Administration
All incoming documents can be monitored and administered in the VIM Central
Workplace in the Inbound Administration work center.

7.2 Integration with Information Extraction Service

Starting with VIM 7.5 SP8 and VIM 16.3 SP2, Information Extraction Service (IES)
can be used in scenarios that require OCR.

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

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

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

OpenText™ Information Extraction Service for SAP® Solutions (IES on
premise)
• OpenText™ Core Capture for SAP® Solutions

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This chapter describes configuration required for IES and VIM integration, which is
specific for VIM. General Foundation component configuration that is required for
IES integration is documented in Section 5 “Capture Integration” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Foundation (BOCPE-
CGD).

ICC and IES It is possible to switch from ICC to IES. You can use the pre-learning feature in the
Foundation component to train IES profiles based on already validated ICC
extraction results. For more information, see Section 2.4 “Pre-learning of IES
Profiles” in OpenText Vendor Invoice Management for SAP Solutions - Administration
Guide (VIME-AGD).

Data correction The OCR sometimes makes mistakes, and these mistakes need to be corrected
manually. Machine learning also requires correction. For more information, see
Section 5.2.1.4 “Machine learning” in OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide for Foundation (BOCPE-CGD).

VIM provides the following tools for correction:

Inside SAP
VIM indexing screen
Outside SAP
Validation Client for SAP® Solutions (Validation Client), which is the end user
interface of IES. For more information, see Section 3 “Validating documents” in
OpenText Validation for SAP Solutions - User Guide (CPIE-UGD).

For more information, see Section 6 “Validating invoices in ICC or indexing in

VIM?” in OpenText Vendor Invoice Management for SAP Solutions - Scenario Guide for
Invoice Solution (VIME-CCS).

Single Click Up to VIM 7.5 SP10 and VIM 16.3.4, Single Click Entry (SCE) was only supported
Entry with ICC/BCC. Starting with VIM 7.5 SP11 and VIM 16.3.5, you can use the SCE
function when invoices are processed with IES. There is no additional configuration
required to enable the SCE plug-in. When a document is processed with IES, the SCE
button is visible in the DP indexing screen and you can move any data from the
image into VIM fields with a single click.

Learning in IES is based on the data sent as feedback either as results of the OCR
validation process, or from the processed VIM DP document, which in turn can be
direct or SCE based input, sent at the end of the DP process. Activate either
Validation or Process end in the feedback configuration in the Foundation
component configuration. If you are not using SCE but only the validation client,
OpenText recommends that you set the feedback to Validation.

Note: For Single Click Entry to work correctly with IES, the Single Click Entry
control needs to be updated to the latest version, patch 26 minimum.

Authorizations RFC authorizations are necessary for the validation user. For more information, see
Section 2.4 “Configuring authorizations for validation user” in OpenText Vendor
Invoice Management for SAP Solutions - Security Guide (VIME-GSM).

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Credit memos IES hands over negative amounts if they are present on the credit memo. If a
corresponding keyword points to a credit memo, IES also hands over negative
amounts for credit memos that have positive amounts. From validator corrections,
IES learns to distinguish between credit memo and invoice.

Upgrade After an upgrade of IES to a later version, no further action is required from your
side.

7.2.1 Two-step extraction of invoices

To optimize automation of information extraction, the extraction of invoices is split
into two steps. The objective of the first step is to determine company code and
supplier of the invoice. This information is used to provide additional information
for the second extraction step. With this information, it is possible to optimize global
extraction logic and to perform country-specific extraction logic.

In the first step, SAP is calling IES and sends the image and information about the
PO number format, see the parameters in First step on page 120. IES tries to find
generic data on the invoice which will allow SAP to determine the sender and the
recipient of the invoice, such as PO number candidates, email addresses, IBAN
numbers, TaxIDs. The OCR results are stored in SAP.

In the second step, SAP calls IES and sends a list of possible receiving countries
(based on company code), a list of vendor countries (based on the vendor
candidates), and a list of relevant tax rates. In this step, IES extracts all preconfigured
and custom invoice fields. The OCR results are stored in SAP.

It is possible and recommended to use the Validation Client to verify and complete
extraction results. For details regarding configuration of validation, see Section 5.3
“Customizing validation” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

The following extraction parameters are provided for IES:

First step

PONumberRanges
List of internal number range intervals for number range object EINKBELEG
(purchasing documents) with low value, high value, and current value

Second step

ReceivingCountries
List of countries of company codes which are relevant based on extracted fields
of first step

VendorCountries
List of countries of suppliers which are relevant based on extracted fields of first
step

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 7.2. Integration with Information Extraction Service

VatRates
List of relevant tax rates of company code if unique company code was
identified by extracted fields of first step
SupplierMatcher
List of candidates for supplier which are relevant based on extracted fields of
first step (version 2 only, see “Business Entity Determination” on page 121)
RecipientMatcher
List of candidates for company code which are relevant based on extracted fields
of first step (version 2 only, see “Business Entity Determination” on page 121)

Figure 7-1: IES invoice extraction: two-step flow

Business Entity For the recognition of the supplier and company code entity fields, an advanced
Determination determination logic is available with version 2 of the invoice extraction
scenario PS08_INVOICE. This feature is called Business Entity Determination. It is
described in Section 5.2.3.1 “Customizing the Business Entity determination” in
OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Foundation (BOCPE-CGD).

Version 1 of the Invoice scenario uses a learning-based approach to determine the

supplier and company code. If invoices are extracted for the first time, some limited
master data is used to determine the business entities.

Version 2 of the Invoice scenario additionally uses address data and other master
data to determine the supplier and company code.

In the default Invoice scenario PS08_INVOICE, the PS08_SUPPLIER determination ID

determines the supplier. The following master data is used:

• IBAN numbers

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• Email addresses
• PO numbers
• Address data
• Tax numbers / VAT IDs
• URL addresses

In the default Invoice scenario PS08_INVOICE, the PS08_RECIPIENT determination

ID determines the company code. The following master data is used:

• Email addresses
• Tax numbers / VAT IDs
• URL addresses
• Address data

For details see Section 5.2.3.1.1 “Processing of the Business Entity determination” in
OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Foundation (BOCPE-CGD)

7.2.2 Configuring the IES integration for VIM

The delivery of the VIM solution includes the necessary basic customizing. This
complements the basic Foundation component customizing related to IES. After the
activation of the BC sets provided by OpenText, you have to perform customizing
that is specific for your project and system. This section briefly outlines the standard
customizing delivered with BC sets and shows the specific customizing that you
need to perform additionally.

The following settings are provided with the BC sets. Do not change them:

• Definitions of channels VIM_IES (in VIM Invoice and VIM Foundation

configuration)

Note: The VIM channel is using the standard VIM mapping GENERAL.

• Inbound module handler PS03_IES

• Process profiles PS03_VIM_PROFILE
• Process data model PS03_VIMCL

The following procedure shows the additional required steps to enable the IES
integration. The OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Foundation (BOCPE-CGD) provides more details on some of the
configuration tasks.

To configure the IES integration:

1. Customize ArchiveLink:

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a. Create a new archiving document type in ArchiveLink customizing. The

document type /OPT/VIMC is used in the following example screenshots.
b. Create links for the created archiving document type for the objects /OPT/
V1001 and /OTX/PF01R.
c. Assign the created archiving document type to the Foundation component
inbound workflow (object type /OTX/PF01R and task WS00297300).
d. Maintain the ArchiveLink presettings for the new archiving document
type.
2. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor
Invoice Management Foundation > Inbound Configuration > Document
handler > Registration > Early Archiving.
3. On the Registration - Early Archiving Overview screen, assign the standard
channel VIM_IES, the handler PS03_IES and the classification PS03_VIM_INVC
to the new archiving document type:

4. Create a new IES extraction profile.

The new extraction profile links the archiving document type with the rest of
IES customizing like standard data mapping, and so on.

a. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Inbound Configuration > Capture
> Information Extraction Service > Profile maintenance.
b. Create a new extraction profile. The profile Z_VIM_IES is used as an
example. Use the standard extraction scenario PS08_INVOICE. The scenario
is provided with the delivered BC sets.

5. Link the archiving document type with the extraction profile:

a. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Inbound Configuration > Capture
> Information Extraction Service > Profile maintenance.
b. On the Profile Overview screen, mark an profile ID and double-click
Document Type Assignment in the Dialog Structure.
c. Assign the extraction profile to the archiving document type.

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This concludes the transportable customizing settings.

6. Activate the created extraction profile in the system that will be actually
integrated with the IES service.

a. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Inbound Configuration > Capture
> Information Extraction Service > Profile activation.
b. On the Profile Management screen, click the activation button in the
Action column.

Note: It can take some minutes until the profile will be completely
activated and ready to be used for extraction.

7. Optional Configure any custom units of measure that you expect to be on

invoices, but that are not maintained as standard SAP units of measure. Use the
SM30 transaction with the view /OTX/PS00_V_MEIN.

Note: When setting up the IES result processing service according to the
Foundation component documentation, you need to grant general MM and FI
authorizations to the service user if the IES will be used with VIM. If
recognition results are not complete, for example, supplier or company code
data is not populated in general, perform an authorization trace to identify
missing authorizations.

Field mapping VIM is using two stage mapping for IES results. The first mapping, implemented in
of IES the Inbound Configuration, maps the fields in the structured XML format received
extraction
results
from IES into a field/value list for header and item data. This data set is later
mapped using the baseline VIM mapping definition GENERAL when starting the VIM
process.

You can configure the first mapping in the maintenance table /OTX/PS03_IESMAP for
the used IES scenario.

Customizing Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice
path Management Invoice Solution > Document Processing Configuration > General
Configuration > Incoming Document Processing > IC4SAP (IES) Data Mapping.

Baseline scenario is PS08_INVOICE. The field External Field Name must contain the
path to the field that is mapped. The path must correspond to the structure
definition delivered in the table /OTX/PF11_T_DESD. The fields and paths, apart
from custom defined fields, are set by the IES. Do not change them.

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Note: To ensure correct amount mapping, verify that the Z constant 005 / OCR_
CURRENCY_FIELD lists all possible external names of currency fields. Settings
for this Z constant are not delivered with standard BC sets. Separate the list
with commas and include no spaces. Recommended value: InvoiceCurrency,
WAERS.

If you are using an input channel different from the standard channel VIM_IES, and
also using feedback on the process end, you must define that custom channel for
feedback mapping.

To define a custom channel for feedback mapping:

1. Run the /OTX/PF00_IMG transaction, and navigate to OpenText Vendor Invoice

Management Foundation > Process Foundation > Data Model.

2. Mark the data model PS03_VIMCL and double-click Mapping Channel

Assignment.

3. Add a new entry for your new channel with the same mapping ID as the
standard one:

7.2.2.1 Maintaining country specific tax rates

To help IES to identify tax information, all relevant tax rates (depending on the
company code, and so on) are sent to IES during the extraction. For special tax
scenarios, when tax can have several components, additional customizing is
required. Currently, IES supports such scenarios for Canada and India.

The possible tax rates are not read from the SAP FI module (transaction FTXP) but
must be maintained in the table /OTX/PS00_TAXR:

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Provide the entries for country and tax category. Currently, the following tax
categories are supported:

For Canada
GST, HST, PST

For India
CGST, IGST, SGST

You can use the free-text column Region to enter several rates for one combination
of country and category. The column does not need to be restricted to real region
names.

The recognition of country specific tax data requires special mapping entries in the
table /OTX/PS03_IESMAP (see also “Configuring the IES integration for VIM”
on page 122). OpenText delivers standard mapping entries for that.

Figure 7-2: Example of mapping for header fields

Note: The path does not reflect the OCR result structure. The last element (for
example CA_GST) actually denotes country and tax category and does not
exist as it is.

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 7.2. Integration with Information Extraction Service

Figure 7-3: Example of mapping for item fields

7.2.2.2 Adding custom fields

You can define custom fields that IES can recognize through learning and then send
them to VIM. General configuration steps for custom fields are also described in
Section 5.2.3.10 “Defining custom fields” in OpenText Vendor Invoice Management for
SAP Solutions - Configuration Guide for Foundation (BOCPE-CGD).

To add a new field:

1. Add the custom field in the Foundation component IES Profile Maintenance.

Figure 7-4: For header

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Figure 7-5: For items

2. Add the custom field in the /OTX/PS03_IESMAP table. For external names, add a
prefix Z_.

3. If needed, add the custom field in VIM mapping GENERAL.

Now, the new fields appear in the Validation Client screen.

4. Use the validation process to make IES learn the custom fields.

If you are using feedback on the process end, and not after validation, you must add
the custom fields to the feedback mapping.

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To add custom fields to the feedback mapping:

1. Run the /OTX/PF00_IMG transaction, and navigate to OpenText Vendor Invoice

Management Foundation > Process Foundation > Data Model.

2. Mark the data model PS03_VIMCL and double-click External data mapping.

3. On the External Data Mapping Details screen, double-click Level Mapping

4. Add header fields in the node Field Mapping for data hierarchy level 1.
Add line items fields in the node Field Mapping for data hierarchy level 2.

5. The external field name must be your custom field name including the prefix
Z_, and the field name must be the database field in the table /OPT/VIM_1HEAD
for header fields and /OPT/VIM_1ITEM for item fields.

7.2.3 IES Extraction Analytics

IES Extraction Analytics allows to evaluate the extraction results, accuracy, and the
effectiveness of the learning process of OpenText™ Intelligent Capture for SAP®
Solutions (IC4SAP) and OpenText™ Core Capture for SAP® Solutions (CC4SAP).
For more details on the capabilities of IES Extraction Analytics, see Section 3.7.4.4
“Maintaining data tables” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD) and Section 3.7.5 “Analytics class”
in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Foundation (BOCPE-CGD). Section 14 “Using IES Extraction Analytics” in OpenText
Vendor Invoice Management for SAP Solutions - Reference Guide for Invoice Solution
(VIME-RGD) provides details on the usage of IES Extraction Analytics.

This section describes the setup steps required to enable IES Extraction Analytics for
Invoice Solution.

7.2.3.1 Enabling the IES Extraction Analytics calculation

Calculation of data for IES Extraction Analytics must be performed at the start of
VIM Document Processing (DP). In case of multiple backend setup, it runs on the
satellite systems. OpenText provides a logic module definition that needs to be
included into the logic module processing for the relevant DP document types and
inbound channels. The logic module definition is delivered in a BC set. On VIM 7.6,
it belongs to the component OTBCSL03.

To add the call of IES Extraction Analytics into logic module processing:

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

Configuration > Document Type Configuration > Logic Module Processing >
Logic Module Processing.

2. Double-click Processing Mapping.

3. Add record(s) to the standard processing definition G_PS03_001 for the relevant
DP document types and inbound channels.

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7.2.3.2 Configuring Workplace

The IES Extraction Analytics report is delivered as a node named IES Extraction
Analysis integrated in the work center Supplier Invoices. By default the node is not
visible. To make it visible, do the following:

To display the IES Extraction Analysis node:

1. Run the /OTX/PF00_IMG transaction.

2. Navigate to Workplace Configuration > Navigation > Nodes.

3. Select the Active check box for the following nodes: PS03_DEA_INV_ALL
and PS03_DEA_INV_VAL.

7.3 Maintaining channels

A channel uniquely identifies the source of an incoming invoice to the VIM system
across the landscape. Channels drive the System Determination Procedure in a
multiple backend system and drive the set of mapping to be performed.

To maintain the incoming channels:

1. Run the /n/OPT/SPRO transaction and navigate to the menu path OpenText
Vendor Invoice Management Invoice Solution > Document Processing
Configuration > General Configuration > Incoming Document Processing >
Maintain Channels.
The Channel Setup Overview shows a list of all existing Channel IDs.

2. Make sure that all relevant VIM import channels are included in the table.

Important
The Web Dynpro application of the KPI Dashboard can display a maximum of
10 channels.

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7.3.1 Creating a channel

Important
Make sure that the channel ID in VIM is identical with the channel ID in the
Inbound Configuration. This is necessary for a successful mapping.

To create a channel:

1. In the Channel Setup Overview screen, click New Entries.

2. Configure the new channel, using the following parameters:

Channel Type
Select the channel type from the list.
Short Description, Text
Enter the channel description. It is language dependent.
Mapping ID
Enter the Mapping ID.
You maintain mapping IDs for each channel, for example IDOC. The
mapping ID is used to determine whether the mapping is done through a
custom function module or field to field.
Sys Det. ID
If you want to link a System Determination ID to the channel, enter the
System Determination ID. If no System Determination ID is linked here, the
Default Company Code Look up system determination can be used in a
multiple system scenario.
Ignore Mapping Error
Errors might occur during the mapping stage when data from a particular
channel is sent to the SAP ERP system.
Select this check box to determine that these errors are ignored for the
channel and that the VIM workflow is started.
Clear the check box to determine that, in case of a mapping error,
processing stops and the VIM workflow is not started.

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Process ID
Enter the process ID.
You can maintain process IDs for the channel. The process ID is used to
determine which process handling the incoming document is linked to.
Notes

• You cannot customize a process for the IDoc input channel.

• If you use the Inbound Configuration to handle incoming document
processing, configuring the process ID is not necessary. The
document handler performs this task.

3. Save your settings.

7.3.2 Flexible channel selection

In a typical configuration, the channel is defined in a fixed way at the very
beginning of the inbound process. Because the channel defines the used mapping,
this makes processing of different data formats difficult in the same channel.

It is possible to switch the channel dynamically when Inbound Configuration is used

to start VIM invoice processing. You can override the channel, depending on the
type of files used to start the inbound process. If you use XML input, further
selection is possible, based on the XML format.

To define channel override:

1. Run the /n/OPT/SPRO transaction and navigate to the menu path OpenText
Vendor Invoice Management Invoice Solution > Document Processing
Configuration > General Configuration > Incoming Document Processing >
Maintain Channel Override Settings.

2. Decide on the priority of the checks for possible file types (Document Class)
and the XML content format (Root Node for XML files).

3. Enter the desired channel for each combination.

The screenshot shows how to direct electronic invoices in CEFACT format into
the CEFACT channel, and invoices in UBL format into the OAWD_RECHN channel.
The process with PDF files is directed into the VIM_IES channel.

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 7.4. Maintaining the VIM field mapping

If no matching entry is found, the channel defined in the inbound configuration

at the start of the inbound process will remain unchanged.

Note: If there are several XML files attached to the same invoice, all of
them are checked against each configuration entry until a match is found.

7.4 Maintaining the VIM field mapping

Invoices come through different channels, for example from ICC, from IDoc, or by
email. Parameters or values of the incoming invoice are mapped to parameters or
values of the indexing document. The mapping can be different depending on the
channel. Therefore, a mapping set or mapping ID is assigned for every channel.

You can create a Mapping ID to logically group a mapping set for a particular
channel. A Mapping ID is tied to a channel so that proper mapping is performed for
an incoming invoice for that channel.

In this step, you map Intermediate fields to VIM fields.

To configure the VIM field mapping:

1. Run the /n/OPT/VIM_MAPV transaction.

Alternatively, run the /n/OPT/SPRO transaction and navigate to the menu path
OpenText Vendor Invoice Management Invoice Solution > Document
Processing Configuration > General Configuration > Incoming Document
Processing > Maintain Mapping ID.

2. If you want to configure the complete mapping using a function module,

double-click a line to open the Mapping Setup Details screen.

3. Configure the Mapping ID using the following parameter:

Ext Field Mapping FM

If simple one-to-one mapping does not suffice, enter a custom function
module to perform the mapping. The function module must be compatible
with the interface /OPT/DO_MAPPING. However, do not use /OPT/DO_
MAPPING itself because this will cause recursive calls.

4. In the Mapping Setup Overview screen, select a Mapping ID and double-click

Field Mapping in the Dialog Structure.

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5. Configure the field mapping, using the following parameters:

External Field Name

Intermediate field name (case-sensitive), which is supplied by the external
system.
Field Type
Select field level Header or Item.
Document Field Name
Enter the Index field name (VIM field).
The header level SAP fields come from the structure /OPT/VIM_1RHEAD. The
item level SAP fields come from the structure /OPT/VIM_1RITEM_DATA.
Function name
If you need to convert the format of the data coming from the external
system, enter a conversion function module for a particular field. Any
function module that you enter here, whether SAP standard or a custom
one, should be compatible with the interface of the function module
CONVERSION_EXIT_ALPHA_INPUT.
If the values are exported in the standard format, no conversion modules
are necessary. Standard formats are the following:

• For date fields:

YYYYMMDD

• For amount fields:

Period (.) as decimal separator
• For unit of measure:
SAP internal format (for example ST for piece)
• For currency:
ISO format

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Ignore Chars
Enter characters that are deleted in an extra step before the mapping
continues. This is useful to easily implement simple normalization of
external values. For example, apostrophes or dashes can be removed this
way.
The field can contain up to 6 characters.
Condense
To remove blank characters in the input string, enter X in this field.

6. Save your settings.

Notes

• Mapping a list of PO numbers or DN numbers from an external channel to

VIM is not as flexible as it was in previous versions of VIM. The strings with
the PO number list and the DN number list must be presented to VIM with
the fixed external names ListPO and ListDN. These are hard-coded
keywords for VIM. VIM parses the strings and enters the numbers into the /
OPT/VIM_1PO_DN table. The mapping is activated, as soon as the keyword is
present in the mapping table.
• With VIM 7.5 SP6, the OCR interface to ICC has been extended to accept an
unlimited count of PO numbers and DN numbers from ICC. A new docpart
List is used to transport an additional line for every number. For this
interface, field names are not configurable and have the fixed values
TablePONumber and TableDNNumber. You can switch the mapping on
and off by adding or removing fields POList and DNList in the mapping
table /OPT/VIM_T109_N. These fields are already used to switch the mapping
for the string base list fields.
This feature requires ICC 7.5 SP6 as minimum ICC support package level.

In addition to the standard field mapping, automated field enhancement offers the
possibility to set or change field values statically or dynamically.

To configure automated field enhancement:

1. In the Mapping Setup Overview screen, select a Mapping ID and double-click

Automated Field Enhancement in the Dialog Structure.
2. Configure the field enhancement using the following parameters:

Counter
To specify a call order of the field enhancement, enter a number up to 4
digits.
Field Type
Select field level Header or Item.
Document Field Name
Enter the Index field name (VIM field).

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Field Processing Type

Select the field processing type from the list.
Field Value
If selected in Field Processing Type, enter a fixed value or a system
variable.
Enhanced Field Function Module
If selected in Field Processing Type, enter the function module to
implement the enhanced field function.
Satellite
If the exit function module must be executed on a satellite system, select this
check box. The check box is only available on the central instance in a
multiple backend system.

Note: If you are using Subsequent Debit/Credit, for the field name BSART
(E1EDK01 segment, object name INVOIC02), maintain the Document Field
name VORGANG instead of CREDIT_MEMO.
Additionally, in the IDoc Field Mapping, maintain, for the field name
BSART, the Document Field Name VORGANG instead of CREDIT_MEMO. For
more information, see “Configuring IDoc field mapping” on page 143.

3. Save your settings.

7.5 Connecting using the Document Pipeline

You can handle incoming documents using the OpenText Document Pipeline
(Document Pipeline). For details about the Document Pipeline, see OpenText
Document Pipelines - Overview and Import Interfaces (AR-CDP).

You can use the Inbound Configuration to handle incoming document processing.
For more information about how to configure document registration for Document
Pipeline and document handler, see Section 4.4.2.4 “Customizing the Document
Pipeline registration type” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

To activate the Document Pipeline processing for the Inbound Configuration, you
must assign the corresponding exit function delivered with the Foundation
component in the J_6NGTE26 table and deliver the data according to the interface
described in Section 4.4.2.4.1 “Maintaining general settings” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Foundation (BOCPE-
CGD).

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7.6 EDI configuration

The Electronic Data Interchange (EDI) scenario in VIM is based on the standard SAP
document format Intermediate Document (IDoc). IDocs allow different application
systems to be linked through a message-based interface. The following list shows
some examples of how you can benefit from using IDocs:

• Business documents are exchanged in a structured way in order to process them

automatically.
• The various degrees of structural complexity as displayed by different
application systems can be reduced to a structure which is as simple as possible.

Example: The structure of an SAP application document and the structure of the
corresponding EDI message under the UN/EDIFACT standard.
• IDocs allow extensive exception handling before the data is posted to the
application.

You can use the Inbound Configuration to handle incoming document processing.
For more information about how to configure document registration for IDoc and
document handler, see Section 4.4.2.2 “Customizing the Inbound IDoc registration
type” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide
for Foundation (BOCPE-CGD).

To activate the IDoc processing for the Inbound Configuration, you must assign the
corresponding processing function delivered with the Foundation component in the
Inbound Function Module configuration in the BD51 transaction. For more
information, see “Defining settings for the inbound function module” on page 138.

7.6.1 Configuring general settings

The inbound function module /OPT/DP_INBOUND_IDOC_PROC creates DP documents
from incoming IDocs and sends them to the DP process. To enable this, the
following configuration steps are necessary:

• “Defining settings for the inbound function module” on page 138

• “Linking the inbound function module to IDoc type and message type”
on page 138
• “Creating a new process code” on page 140
• “Configuring the partner profile” on page 141

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7.6.1.1 Defining settings for the inbound function module

In this step, you choose the input type for the IDocs.

To define settings for the inbound function module:

1. Run the BD51 transaction.

2. In the Characteristics of Inbound Function Modules view, click New Entries.

3. Define the inbound function module, using the following parameters:

Function module (inbound)

Enter /OPT/DP_INBOUND_IDOC_PROC.
Input type
Enter 0 (for Mass processing).
Dialog allowed
If you want to process IDocs in dialog mode, select this check box. With
baseline implementation, the check box is cleared.

4. Click Save .

7.6.1.2 Linking the inbound function module to IDoc type and message
type
In this step, you establish the link between the inbound function module, the basic
IDoc type, and the message type.

To link the inbound function module to IDoc type and message type:

1. Run the WE57 transaction.

2. In the IDoc: Assignment of FM to Log. Message and IDoc Type view, click
Change .
3. Click New Entries.
4. Configure the assignment using the following parameters:

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Function module
/OPT/DB_INBOUND_IDOC_PROC

Function type
Select Function Module.
Basic type
Enter the basic type, for example INVOIC02.
Message Type
Enter the message type, for example INVOIC.
Object Type
Enter /OPT/V1001.
Direction
Select Inbound.
Description
Enter a meaningful description.

5. Click Save .

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7.6.1.3 Creating a new process code

In this step, you create a new process code and assign the inbound function module
to this process code.

The process code is a logical name for the processing function module. The process
code is used to uniquely determine a function module that processes the received
IDoc data and converts an IDoc to an SAP document.

To create a new process code:

1. Run the WE42 transaction.

2. In the Inbound process code view, click Change .

3. Click New Entries.

4. Define the new process code using the following parameters:

Process code
Enter the process code name.
Tip: You can choose a name for the process code that suits your needs.

Description
Enter a meaningful description.

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Identification
Enter the inbound function module /OPT/DB_INBOUND_IDOC_PROC.

Option ALE
Click Processing with ALE service.

Processing type
Click Processing by function module.

5. Click .

6. Double-click Logical message in the Dialog Structure.

7. Assign the new process code to the logical message using the following
parameters:

Process code
Process code name as defined in Step 4.

Message type
Enter the message type, for example INVOIC.

8. Click Save .

7.6.1.4 Configuring the partner profile

When data is exchanged between partners, it is important that sender and receiver
define the exact syntax and semantics of the data to be exchanged beforehand. The
partner profile defines the type of data and communication paths of that data
exchange.

In this step, you assign the new process code to the IDoc partner profile. You must
specify partner and partner type. You must also specify whether you define a profile
for inbound or outbound data exchange. You can use an existing partner profile. The
partner type must be Logical system (LS).

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Tip: If you want to create a new partner profile, you must first create a new
logical system. See the SAP documentation for details.

To configure the partner profile:

1. Run the WE20 transaction.
2. Select the partner profile under Partner Profiles > Partner Type LS.
3. Below the Inbound parmtrs. panel, click Add .
4. Configure the inbound parameters.

Partner No.
ID of the partner profile
Partn. Type
Partner Type: Enter LS for logical system.
Message type
Enter the message type, for example INVOIC.

5. On the Inbound options tab, enter the Process code that you created in
“Creating a new process code” on page 140.

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6. Click Save .

7.6.2 Configuring the mapping

In an inbound process, when the IDoc hits SAP ERP, a predefined function module
is called to convert an IDoc to an SAP document. Some mapping is required between
the segment fields available in the IDoc and the internal fields that can be used to
create the SAP document.

In the EDI scenario, the following levels of mapping are available:

• The first level of mapping maps the IDoc data to Intermediate fields.
• The second level of mapping maps Intermediate fields to VIM fields (index
fields). The second level of mapping is maintained at the channel level.
Every type of incoming document, for example IDoc, is assigned to a channel.
Based on the mapping ID which is assigned to the channel, each type of
incoming document is mapped differently. The mapping ID determines the set of
mappings from the Intermediate Fields to the VIM fields. For VIM, the channel
for the EDI scenario is IDOC. The Channel IDOC is assigned to the mapping ID
IDOC.

In multiple backend systems, the incoming IDocs are received and preprocessed in
the central system. After that, they are sent to the satellite system for further
processing. The satellite system is determined based on the company code. Each
system in the multiple backend system is identified by a logical system name. See
“Determining system by company code for multiple backend systems” on page 148.

To configure the mapping, you must do the following:

• “Configuring IDoc field mapping” on page 143

• “Configuring the VIM field mapping” on page 145
• “Creating a Channel ID” on page 145
• “Available mapping functions” on page 146

7.6.2.1 Configuring IDoc field mapping

In this step, you map IDoc segment fields to Intermediate fields. To do this, you
maintain the /OPT/VIM_T123 table.

To configure the IDoc field mapping:

1. Run the /N/OPT/SPRO transaction and navigate to the menu path OpenText
Vendor Invoice Management Invoice Solution > Document Processing
Configuration > General Configuration > Incoming Document Processing >
Idoc Data Mapping.

2. In the Document Process - Mapping Fields for Automatic Indexing screen,

double-click a line to open a single field.

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3. Configure the field mapping using the following parameters:

Obj. name
Development Object name: the IDoc type INVOIC02

Segm.type
Segment type in IDoc type

Field name
Segment field

IDOC Qualf(Fld/VAl)
Qualifier of the Segment

Qualifier Value
Value of Segment Qualifier

Field Type
Select either Header or Item type from the list.

Document Field Name

Enter the Intermediate field name.

Field Mapping Type

Select one of the following mapping types from the list:

• From IDOC Segment Field

• Constant (fixed value)
• System variable
• Function Module

Value
If you selected Constant (fixed value), System variable, or Function
Module as the field mapping type, enter the corresponding value.

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If you selected Function Module, you can use the /OPT/GET_YEAR or /OPT/
IDOC_UOM_ISO_TO_SAP function modules as a template.

4. Save your settings.

Notes

• To transfer a list of PO numbers or delivery note numbers using an IDoc,

you must use mapping entries in a special format. Define the key values to
point to the segment where the lists are stored using the following fixed
values:
Field Type
H for Header

Document Field Name

Leave empty
Field Mapping Type
D for Constant

Value
POLIST or DNLIST

• If you are using Subsequent Debit/Credit, for the field name BSART (E1EDK01
segment, object name INVOIC02), maintain the Document Field name
VORGANG instead of CREDIT_MEMO.
Additionally, when maintaining the VIM field mapping, maintain, for the
IDoc Mapping ID, the CREDIT_MEMO Document Field name instead of
VORGANG in Automated Field Enhancement. For more information, see
“Maintaining the VIM field mapping” on page 133.

7.6.2.2 Configuring the VIM field mapping

In this step, you map Intermediate fields to VIM fields. For details, see “Maintaining
the VIM field mapping” on page 133.

7.6.2.3 Creating a Channel ID

You maintain mapping IDs for each channel, for example IDOC. The mapping ID is
used to determine if mapping is done through a custom function module or field to
field. For details, see “Creating a channel” on page 131.

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7.6.2.4 Available mapping functions

To facilitate mapping of several fields, OpenText provides function modules, which
can be used in VIM Foundation Inbound IDOC mapping.

Function module: /OTX/PS03_EXIT_IDOC_CR_MEMO

User exit for IDOC mapping of document transaction type: invoice, credit
memo, and so on.
Recommended mapping: header field, E1EDK01-BSART to VORGANG
Note: This mapping must be complemented by the extended VIM
mapping function /OPT/VIM_EXIT_MAP_ENH_03 in VIM mapping IDOC
with the target field CREDIT_MEMO. This is provided in the baseline
configuration.
Function module: /OTX/PS03_EXIT_IDOC_BUKRS
User exit for mapping of company code based on standard SAP mapping table
T076B. Returns company code based on Bill to.
Recommended mapping: header field, E1EDKA1-NAME1 with qualifier
PARVW=“RE” to BUKRS
Function module: /OTX/PS03_EXIT_IDOC_MWSKZ
User exit for mapping of tax codes based on standard SAP mapping table T076M.
To determine the company code, the user exit uses standard IDOC mapping
with E1EDKA1 / PARVW = RE and table T076B. The user exit can be used for both
header and line item fields.
Recommended mapping

Header
E1EDK04-MWSKZ to MWSKZ

Item
E1EDK04-E1EDP04-MWSKZ to MWSKZ

7.6.3 Rendering IDocs to PDF

Whenever an invoice comes in through an IDoc, mapped IDoc data can be rendered
to a PDF file using the PDF log configuration; for details, see “PDF log“
on page 955.

You can use the Inbound Configuration to handle incoming document processing.
For more information about how to configure document registration for IDoc and
document handler, see Section 4.4.2.2 “Customizing the Inbound IDoc registration
type” in OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide
for Foundation (BOCPE-CGD).

To activate the PDF rendering of IDocs using the Inbound Configuration, you must
assign the same document type in the registration for IDoc in the Foundation
component, see Section 4.4.2.2.5 “Linking inbound IDoc with document handler,

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 7.6. EDI configuration

channel, and classification” in OpenText Vendor Invoice Management for SAP Solutions
- Configuration Guide for Foundation (BOCPE-CGD). Additionally, a service module
for document creation must be available and activated in the handler processing ,
see Section 4.4.1.3 “Configuring modules for the required processing steps” in
OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Foundation (BOCPE-CGD).

Z constant To enable the PDF rendition, you must maintain the Z constant EDI_IMAGES_FM
(product code 005) in table /PTGWFI/Z_CONST. In the Constant Value field, enter a
function module using the template /OPT/EDI_IMAGES_EXIT_TEMP. You can use the
baseline function module /OPT/EDI_IDOC_PDF_IMAGE.

To define a profile for the PDF rendition:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > PDF Log >
Maintain Customizing Profiles.

2. For the fields in the Define Profiles area, see the following screenshot and
“Defining profiles for the PDF log” on page 955. The field description is similar
to the general PDF log.

The IDoc rendition to PDF shows the following differences from the general
PDF log:

• The fields PDF Timezone and Time Zone do not apply for the IDOC
rendition.
• The Document type must be the same as the IDOC channel archive object
document type.

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To assign profiles to VIM process steps:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > PDF Log >
Maintain Customizing Profiles.

2. In the Dialog Structure, double-click Assign Profiles to VIM Process Steps.

3. Select the step 02 IDOC to PDF Invoice Creation.

4. Optional Maintain the company code (if required).

5. Assign the profile as shown in the screenshot.

Note: With VIM baseline, only English language is supported. To configure

other languages, you must translate the objects.

7.6.4 Determining system by company code for multiple

backend systems
If you do not maintain the system determination procedure in the channel
configuration, the system uses the baseline (OpenText) configuration which is:
System is determined based on the company code. Based on the company code,
DP documents are created in the satellite systems.

For the EDI scenario, you configure the system determination using Company Code
only in the central system.

For a description of the configuration, see Section 4.8 “Maintaining the system
determination” in OpenText Vendor Invoice Management for SAP Solutions - Scenario
Guide for Invoice Solution (VIME-CCS).

In the following screenshot, Company code 2000 is mapped to the Logical system
T90CLNT090.

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7.6.5 Testing an IDoc

You can test the whole process using the WE19 transaction, where you supply the
IDoc and the processing function module.

To test an IDoc:
1. To start the Test tool for IDoc processing, run the WE19 transaction.

You can perform the test in one of the following ways:

• Copying from an old IDoc (as described in this section).

• Creating a new IDoc with entirely new information.
2. Enter an Existing IDoc and click .

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3. Click the Inbound function module button in the application tool bar. The Test
inbound IDoc via a function module dialog box opens.

4. Enter the function module /OPT/DP_INBOUND_IDOC_PROC and click to

continue.
A new IDoc is created, by copying the existing IDoc.

5. To check the status of the new IDoc, run the WE02 transaction.

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6. Enter the new IDoc number into the IDoc number field and click .
The IDoc with status information is displayed. Successfully processed IDocs
have the status 53.

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To identify the DP document number from an IDoc:

1. To access the Data Browser: Initial Screen, run the SE16 transaction.

2. Enter Table name /OPT/VIM_1HEAD and press the RETURN key.

3. Enter the IDoc number in the EDI_DOCNUM field of the selection screen and
click in the application tool bar.

The DP document ID is displayed.

You can display the full information about the document using VIM Analytics.
You can also use the WE02 transaction to check the status of the IDocs. Enter the
date and the Basic Type to check how many IDocs have been received by the
systems and to check their status. See also Step 5 on page 150.

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7.6.6 Configuring global parameters

This section describes the global customization parameters that are available. Global
parameters control various aspects of the inbound EDI processing.

Important
Changes of the global configuration parameters as described in this section
may affect the functionality of the process.

7.6.6.1 EDI image exit function module

During the inbound EDI processing, it is possible to archive delivered IDoc
visualizations or to create and archive IDoc visualizations directly if required. To do
this, maintain a suitable custom exit function module.

Note: If document type AR_OBJECT is provided as an input parameter, the

document class for the image is set to the corresponding value of AR_OBJECT. If
AR_OBJECT is not provided, the document class is derived from the mime type
of the images.

To maintain a custom exit function module:

1. Run transaction SM30 and enter table /PTGWFI/Z_CONST.

2. Enter /PTGWFI/Z_CONST in Table/view and click Maintain.

3. In the WebFlow Constant Table, under Product Code 005, double-click the
Constant EDI_IMAGES_FM.

The default value is <None>.

To get the necessary interface definition, you can copy the /OPT/EDI_IMAGES_
EXIT_TEMP template function module.

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7.7 Processing electronic invoices

VIM supports the processing of electronic invoices. For more information, see
Section 10 “Processing electronic invoices” in OpenText Vendor Invoice Management
for SAP Solutions - Scenario Guide for Invoice Solution (VIME-CCS).

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Chapter 8

ICC integration

The OCR solution OpenText Invoice Capture Center (ICC) can be integrated into
VIM.

Note: From a technical point of view, OpenText™ Invoice Capture Center for
SAP® Solutions (ICC) corresponds to “OpenText™ Business Center Capture
for SAP® Solutions with invoice solution” (BCC with invoice solution).

ICC automates the capture of paper invoices by using OCR to extract the invoice
data. ICC uses SAP ERP as backend to store and retrieve invoice image information.

You can use the Inbound Configuration to handle incoming document processing.
For more information about how to configure document registration for early
archiving and document handler, see Section 4.4.2.1 “Customizing the early
archiving registration type” in OpenText Vendor Invoice Management for SAP Solutions
- Configuration Guide for Foundation (BOCPE-CGD).

Notes for upgrade

• To activate the ICC processing for the Inbound Configuration, you must
activate the BC_INBOUND Z constant.

• After you have switched your system to BC_INBOUND, ICC and OpenText™
Business Center Capture for SAP® Solutions (BCC) cannot access the ICC
application store in your VIM system anymore. This means, that you must
perform a new export of all your ICC/BCC applications. For more
information, see Section 2.2.3 “Exporting an application to SAP ERP or SAP
S/4HANA” in OpenText Business Center Capture for SAP Solutions -
Customization Guide (CPBC-CGD) and Section 2.2.6 “Exporting an application
to file” in OpenText Business Center Capture for SAP Solutions - Customization
Guide (CPBC-CGD).

If you use the Inbound Configuration, only the following customizing steps are
relevant for VIM.

• “Defining frequently used default values” on page 156

• “Maintaining the Mark for Training function” on page 157

• “Maintaining the workflow template for DP” on page 157

• “Document type determination rules engine” on page 158

• “Download of recipient data for ICC usage” on page 161

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8.1 Defining frequently used default values

VIM Invoice Configuration provides an option to define default values that are
used frequently in the ICC integration. For example, DP_DOC_TYPE determines the
default DP document type value.

If you use the Inbound Configuration to handle incoming document processing, the
following constants are relevant:

• CUSTOM_ICC_PO_DOWNLD
• DP_DOC_TYPE
• PO_REC
• VEND_REC

To define default values:

1. Run the /N/OPT/SPRO transaction and navigate to the menu path OpenText
Vendor Invoice Management Invoice Solution > Document Processing
Configuration > General Configuration > Incoming Document Processing >
ICC Configuration > Advanced Configuration.
Product Code 005 determines Document Processing.
Value is the default value or expected value in the process.
2. Define the default values, according to the following table:

Constant Meaning
CUSTOM_ICC_PO_DOWNLD Customer function module to perform the PO
download.
The signature is the same as standard function
module /OPT/DOWNLOAD_PURCHASE_DATA
Using this user exit, a customer specific function can
be performed to load the items from the staging tables
to the ICC.
DP_DOC_TYPE Default DP document type
PO_REC Maximum batch size for Purchase Order download
data
VEND_REC Maximum batch size for Vendor download data

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8.2 Maintaining the Mark for Training function

Starting with VIM 7.5 SP2, the ICC function Mark for Training is available as a
Training button in the VIM indexing screen, Process tab. For more information
about the function, see Section 3.11 “Marking documents for training (only BCC)” in
OpenText Validation for SAP Solutions - User Guide (CPIE-UGD).

Prerequisite The DOC_ARC_DOC_ID field (XML data from ICC) must be filled for the work item.

To maintain the Training button:

1. Open the index header configuration (see “Configuring the index header”
on page 185)

2. Set the MARK_TRAINING field to Display Only, Input, or Required.

The Training button is visible but inactive if one of the following conditions applies:

• The Training Status on the Process tab is C (Completed), W (In Progress), or X

(Obsolete).
• The indexing screen is in display mode.

8.3 Maintaining the workflow template for DP

Document input using BC Inbound Framework ends up in starting a workflow for
DP.

8.3.1 Maintaining the default workflow template

VIM Invoice Configuration provides an option to maintain the default workflow
template for Document Processing. The workflow maintained here is triggered if
validation is required.

To maintain the default workflow template:

1. Run the /N/OPT/SPRO transaction and navigate to the menu path OpenText
Vendor Invoice Management Invoice Solution > Document Processing
Configuration > General Configuration > Incoming Document Processing >
ICC Configuration > Maintain Workflow Template Constants.

2. For Constant MAIN_WF_TEMPLATE, enter Constant Value WS00275269.

3. Click to save your settings.

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8.3.2 Maintaining the preprocess exit

VIM Invoice Configuration provides an option to maintain the default preprocess
exit function module if needed. When an invoice comes from ICC, it will be stored
and a predefined workflow will be started. If the preprocess exit function module is
maintained, it will be called to process data coming from ICC before doing any
further actions in the workflow.

To maintain the preprocess exit:

1. Run the /N/OPT/SPRO transaction and navigate to the menu path OpenText
Vendor Invoice Management Invoice Solution > Document Processing
Configuration > General Configuration > Incoming Document Processing >
ICC Configuration > Maintain Preprocess Exit constants.

2. In Constant Value, enter the preprocess exit function module.

3. Click to save your settings.

8.4 Document type determination rules engine

VIM provides a document type determination rules engine to determine the DP
document type from OCR results.

The engine works if the DP document type assigned to the archive document type is
one of the following:

• the default document type; that means the value configured in Z-constant 005
DP_DOC_TYPE

• NPO_75 if the Z-constant 005 DP_DOC_TYPE is empty or not configured

If a different DP document type is assigned to the archive document type, the engine
is skipped. In this case, the assigned DP document type is used for the DP workflow.

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If you set the Z-constant 005 DP_DOC_TYPE_REDETRMN to X, you make it impossible to

skip the engine.

If you have a 1:1 relation between the DP document type and an ArchiveLink
document type, select the ArchiveLink document type defined in the SAP
ArchiveLink process. If you do not have a fixed relation, you can leave the field
empty or you can use a dummy archive document type which is used for all DP
document types without fixed relationship. The current baseline is delivered with
dummy document type /OPT/ICC.

Up to VIM 6.0 SP3, the archive document type in table /OPT/VIM_1HEAD was derived
from the DP document type by the configuration setup using the /OPT/VIM_1CX1
transaction. This determination was changed in VIM 6.0 SP3 to the determination
that is described in this section.

However you can switch to the old determination behavior (as it was before VIM 6.0
SP3), using transaction /OPT/VIM_1CX12: For constant 005 / AR_OBJECT_FROM_DP,
enter Constant Value X.

8.4.1 Methods
The rules engine consists of a sequence of procedures. Each procedure is responsible
for one DP document type. If one procedure says NEXT, the next procedure is
performed. If a procedure says TRUE, the document type of this procedure is applied
to the document. The last procedure should be responsible for the DP document
type NPO_75. This last procedure should always return TRUE.

8.4.2 Configuration
You configure the rules engine in the VIM Invoice Configuration (/OPT/SPRO):
OpenText Vendor Invoice Management Invoice Solution > Document Processing
Configuration > Document Type Configuration > Maintain Document Type
Determination Procedure

For more information, see “Document type determination and characteristic

customizing” on page 648.

8.4.3 Baseline Procedures

The baseline configuration uses the existence of an invoice order number in the OCR
results for an invoice to tell if the invoice is a Non PO or a PO invoice. The company
code of the OCR results decides on the invoice characteristics.

To configure baseline procedures for the rules engine:

• Configure the baseline procedures, as shown in the screenshot.

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You can use the Exclusive check box to deactivate a procedure. If the check box
is not selected, the procedure will never return TRUE but always return NEXT.
You can change the sequence of the procedures, and you can introduce
additional procedures. As the procedures are executed in alphabetical order
according to their procedure name, you must insert new procedures in their
correct position. The maintained procedures will be checked top down and the
first matching document type will be chosen.

8.4.4 Steps
The procedures consist of steps, which can be modified. You can use the following
check types:

A
Missing value of an OCR field
B
Constant value of an OCR field
C
Custom function
D
Invalid value of an OCR field (value cannot be found in a check table)
E
Characteristic value of the characteristic customizing criteria
F
PO related invoice type check

You can configure the processing relation between the different steps with the
indicators AND or OR.

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8.5 Download of recipient data for ICC usage

This section describes a one-time download of data to the ICC. The other downloads
of SAP data to the ICC are periodic downloads and are described in OpenText Vendor
Invoice Management for SAP Solutions - Administration Guide (VIME-AGD).

8.5.1 Transaction and report

To generate a text file that can be imported in ICC as recipients database, you can
use the /OPT/VIM_COMP_DN transaction or the /OPT/VIM_COMPCODE_DOWNLOAD
report. The program has to be used in dialog mode.

Note: The report is available with UI languages English, German, French, and
Spanish.

The report generates database lines for every company code in the selection,
respecting all house banks and bank accounts. The address information related to
the company code is the same in all lines.

Note: In most cases, you must edit the text file or the database itself because
the address information generated by the download program will not be
sufficient for a good identification of company codes.

8.5.2 User interface

The /OPT/VIM_COMPCODE_DOWNLOAD program provides the following selection
screen.

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Character The processing option With character check checks the address for TAB characters
check inside the strings. These characters would disturb the output format and must be
eliminated.

Processing option With character check will not work in an EBCDIC environment, so
it can be switched off.

Logical system You can set the value for the logical system to be used in the data to a defined value.
So, it is possible to generate databases which are not designated for the logical
system where the download data is taken from.

Output to If you use the option Additional output to screen, the data will be displayed on the
screen screen in an ALV grid. Note that the field sequence is rearranged for optimized
readability. The field sequence does not correspond to the field sequence in the
download file.

8.5.3 Maintaining VAT registration number codes

The company code download looks for the VAT registration number of a company
code in field T001-STCEG. However, for some countries, this value is empty and you
find the VAT registration number in the additional data T001Z (additional company
code information) as value for a specific keyword.

You can maintain these keywords in table /OPT/VIM_T001I, using the SE16 or SE16N
transaction.

8.6 Maintaining the trusted vendor list

The trusted vendor list is used for secure line item number input. For more
information, see Section 7.6 “Secure line item number input” in OpenText Vendor
Invoice Management for SAP Solutions - Scenario Guide for Invoice Solution (VIME-CCS).
Line item numbers in invoices from vendors on the trusted vendor list are treated as
secure.

To maintain the trusted vendor list:

1. Run the SM30 transaction to maintain the trusted vendor list /OPT/SLN_
VENDORV.

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 8.6. Maintaining the trusted vendor list

If the list does not contain any entries at all, each vendor is considered as
active.
If the list contains entries, but none of them is flagged as active, each vendor is
considered as inactive.

2. To add a vendor to the trusted vendor list, click New Entries.

3. Enter a Vendor and an X in the Active Indicator field.

Note: To avoid risks, add at least one vendor in this list, before you use an ICC
application with option Deliver line item number.

To find out which vendors can be added to the trusted vendor list:

1. Switch on the ICC option Deliver line item number and process the
documents as usual. For more information about the option, see Section 3.4.6
“Specifying line item processing” in OpenText Business Center Capture for SAP
Solutions - Customization Guide (CPBC-CGD).

2. After a while, look at the entries in table /OPT/VIM_1ITEM. Look for items that
have the same value in columns EBELP and EBELP_N and find out the vendors
for these purchase orders.

3. If you have found suitable vendors, find out the purchase orders of these
vendors. Double-check the items.
If you find purchase orders with different values for EBELP and EBELP_N, the
vendor is not a candidate for the trusted vendor list.

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Chapter 9
Document Processing process configuration

Document Processing (DP) in Vendor Invoice Management (VIM) is primarily used

to preprocess data before creating SAP business documents. The DP process can be
used as a filter to validate, eliminate potential errors and/or duplicates in the vendor
invoice documents.

Note: For details on country specific configuration, see “Characteristic specific

configuration“ on page 643.

Example 9-1: A possible DP process

1. A vendor invoice is scanned, OCR processed and sent to DP.

2. The indexer validates the data passed from OCR to determine the correct
document type, invoice information etc.
3. The indexer submits the document for further processing.
4. The system validates the data using pre-defined business rules, and if all
rules have been passed, creates an SAP document.

DP comprises the following main concepts:

Document types

• Highest level attribute, effect the processing, process flow and user interface.
A more detailed configuration according to the process and screen layouts is
done at the invoice characteristic level; see “Characteristic specific
configuration“ on page 643. Therefore it is not necessary to create many
different document types for individual process settings. Use a document
type as a global invoice processing template.
• Determine the SAP transaction to be called during document creation.
• Determine the metadata (index) collection screen layout and fields.
• Can be derived from OCR data using the document type determination rules
engine.
• Require no one-to-one relation to SAP ArchiveLink document types.

Process types

• Effect the process flow as required by swimlane definition.

• Each swimlane diagram refers to one process type.

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• Are similar to parking or blocking reasons in VIM Invoice Exception.

• Can be used in multiple document types.
• Each document type needs at least one process type.
• Determine the initial actor and various collaboration options available to the
various actors during the process flow.

Business rules

• Represent a rudimentary engine for determining

– process type
– document type (in case of OCR or external data input)
• Use configuration to apply logical conditions.
• Allow defining of multiple criteria.
• Can be specified regarding order and exclusivity.
• Can be used for validating data from external systems (OCR).
• Can be automatically applied to the metadata to effect the process flow.
• Can be configured to be called at multiple stages in the process flow.

Roles

• Use the standard OpenText role/actor infrastructure.

• Can use the standard key determination infrastructure to configure complex
actor determination logic without programming.

Options and option types

• Comprise the following main types of options:

– Actions
Actions can be based on transactions or class method or workflow tasks.
– Referrals (for collaboration)
• Can effect the processing logic.
• Can effect the user experience.
• Can trigger the workflow engine to re-run the rules on the most current
metadata to effect the process flow.
• Can be configured to change the document status.

BDC IDs

• Build a powerful infrastructure for pre-populating data into SAP

transactions without programming.

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 • Are optimized for both dialog processing and background processing.
• Allow to set dynamic parameter IDs.
• Can be used to configure new user collaboration actions.
• Eliminate the need to code parameterized transactions.
• Allow to configure BDC success messages.

Duplicate check infrastructure

• Builds a comprehensive infrastructure for configuring different duplicate

check logic.
• Allows specifying multi-step duplicate check logic.

Main steps Implementing process scenarios in the DP workflow component of VIM comprises
the following main steps:

1. Identify the list of DP document types that are needed.

2. Create and configure the association between DP document types and SAP
ArchiveLink process types.
3. Identify the various process types that are required for realization of the process
scenarios.
4. Identify and configure 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.

The starting point for any configuration is a set of process flow swimlanes.
Figure 9-1 shows an example for a process swimlane as implemented by the DP
workflow:

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Figure 9-1: DP process swimlane example

9.1 Configuring DP document types

The document type is the key object in the DP component of VIM. The document
type holds key information about how the document is created in the system (from
external data using OCR or manual entry etc.), Invoice Type etc. OpenText provides
standard document types for most scenarios in VIM. For further information about
DP document types, see Document types on page 165.

The DP document type configuration in VIM baseline comprises the following

document types:

NPO_75
for Non PO processing
PO_75
for PO processing
DWN_75
for Down Payment processing

The NPO_75 and PO_75 document types contain a huge amount of business rules,
which are relevant to process Non PO or PO invoices in different countries. Because

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not every business rule must be executed in each country, a characteristic

customizing is provided, which, in the baseline, depends on the country. This can be
changed to each indexing field. You can determine a characteristic that must appear
in the index data.

The customizing allows specifying if a business rule should be executed for each
characteristic or executed only depending on the characteristic setting. For more
information, see “Characteristic specific configuration“ on page 643.

The baseline also contains only a few business rules which are mandatory for further
processing. The intention is to avoid dialog steps to increase efficiency.

With VIM 7.5 and above, baseline document types PO_75, NPO_75 and DWN_75
can be posted automatically. For more information, see “Configuring automatic
posting” on page 217.

The DWN_75 document type allows processing of Down Payments (both Non PO
related and PO related) based on a specific set of business rules. After processing the
defined business rules and running through the corresponding approval process (if
required), posting of Down Payment Requests using the F-47 transaction is possible
in dialog or background.

Note: The document types described in this section are the DP document types
in the baseline configuration of VIM.

Of course, you are free to create new DP document types, and, in upgrade
projects, to keep the DP document types that you are used to.

Configuring the DP document types comprises the following steps:

• “Creating a new DP document type” on page 170

• “Defining process types” on page 175
• “Defining the process type determination sequence” on page 177
• “Configuring index screen options” on page 181
• “Configuring the index header” on page 185
• “Configuring the index item fields” on page 187
• “Customizing field labels in the index screen” on page 188
• “Mapping ArchiveLink document types” on page 189
• “Configuring options for Change Document Type” on page 191
• “Configuring automatic image display” on page 191
• “Maintaining the PO line determination” on page 192
• “Maintaining tax code determination” on page 198
• “Configuring duplicate check” on page 205
• “Determining PO invoices by vendor table” on page 210

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• “Configuring auto coding” on page 210

• “Mapping for coding upload from Excel sheet” on page 215

9.1.1 Creating a new DP document type

1. Run the /OPT/VIM_1CX1 transaction.
Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > Document Type
Configuration > Maintain Document Types.
2. In the Document Type Definition Overview screen, double-click a DP
document type.

3. Define the DP document type, using the following parameters.

Basic Configuration group

Description
Enter the document type description.

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Number Range
Enter the number range for the number range object. If a custom number
range object is not defined in global configuration, you can maintain the
number range for object /OPT/DOCID in the Maintain Number Ranges step;
see “Configuring global parameters” on page 287.
Classifier
Select the classifier from the list. The classifier represents a further detailed
classification of special invoice types (for example Down Payments).
Document Index Type
Select the type of indexing to determine how the system determines the
origin of data. The following values are available:
Indexing using OCR
Use this option if the document is scanned and the OCR interface
passes the data to SAP ERP for creating an OpenText document.
Online Indexing
Use this option if archiving a document using the SAP ArchiveLink
Early Archiving process. Indexing is manual and the person responsible
maintains the data and submits for further processing.
In case of online indexing, the first process type that is determined will
be the default process type (see Default Process Type on page 173),
regardless of the list and the sequence of process types configured for
the document type.
No Indexing
Use this option if there is no indexing required and the document is
directly processed. Use this option if there is no scanned image and the
process is triggered using an API provided by OpenText.
Indexing using Idoc
This is not supported at the moment.

Invoice Type
Decide whether the document generates a Non PO Invoice or a PO Invoice.
Default Archive Doc. Type
The following logic applies:
ArchiveLink document type is set for external data
Document types will be checked for the ArchiveLink document type;
not only the field in the global customizing but also the new Archive
Link Mapping table; see “Mapping ArchiveLink document types”
on page 189.

• If a match is found, the document type is selected.

• If no match is found, the document type determination is executed.

ArchiveLink document type is not set for external data

The document type determination is executed.

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If you have a 1:1 relation between the DP document type and an

ArchiveLink document type, select the ArchiveLink document type defined
in the SAP ArchiveLink process. If you do not have a fixed relation, you can
leave the field empty or you can use a dummy archive document type
which is used for all DP document types without fixed relationship. The
current baseline is delivered with dummy document type /OPT/ICC.
For further details, see “Document type determination rules engine”
on page 158.
SAP FI DocType
To determine the SAP document type, enter a fixed document type or a
custom function module.
If you use a function module, enter FM:<Function Module Name>. As the
interface for the function module, use the template /OPT/BL_IF_
DETERMINE_SAP_DTYPE.
You must configure separate FI document types for invoices and credit
memos at the DP document type level. Fill the SAP FI DocType field with
two separate FI document types, separated by comma.

Example: If the value in the field is AA,BB, the system will set the FI document type
AA for invoice and BB for credit memos.

You can still configure a custom function module to determine the FI

document type.
New Indexing Screen
In VIM 7.5 SP1 and higher, configuring the old indexing screen (by selecting
No) is no longer supported.
Tab <X> Program
The indexing screen allows you to configure 5 tabs.
OpenText provides subscreens for managing index data both at header
level and item level. If the layout or information on the subscreen is
inadequate to the business process, you can define your own screens.
For the indexing screen, each tabstrip can be redefined with an own
subscreen and program.
Tab 6 (custom tab) allows you to configure a custom program and
screen. You can use the custom tab for additional fields that are
necessary in your project implementation.
In baseline delivery, the custom program and screen are not configured.
When the Tab 6 Program and Tab 6 Screen Number fields are
configured, a new tab is shown on the indexing screen.
Tab <X> Screen Number
Enter the Screen Number for the respective Tab <X>.
For the custom tab 6, VIM delivers an example screen 1900 in
program /OPT/SAPLVIM_IDX_UI. Screen 1900 provides the following
sample fields:

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 9.1. Configuring DP document types

• ATTRIBUTE1
• ATTRIBUTE2
• ATTRIBUTE3
• ATTRIBUTE4
• CUSTOM_FIELD4
• CUSTOM_FIELD5
• CUSTOM_FIELD6
• CUSTOM_FIELD7
• CUSTOM_FIELD8
• CUSTOM_FIELD9
• CUSTOM_FIELD0

Application Sync FM, Label Sync FM

If you want to have a customer specific indexing screen, you must configure
these two function modules.
Maintain and create two sync function modules, one for the application
itself and one for labels. To create the function modules, copy /OPT/C_IDX_
SYNC_APPLICATION and /OPT/C_IDX_SYNC_LABELS.
These two functions must also be available in the function group where you
have your new screens.
Country
In VIM 7.5 SP1 and higher, this field is technically not used.
You can use this field to switch between new (VIM 7.0 and higher) and old
document types. The new document types no longer base on countries. So,
they do not require this field. The old document types need this field filled
to be able to map against the country specific settings, which are renamed to
characteristic specific settings with VIM 7.0 and higher. All the new coding
checks this switch to process the old or new logic.

Process Configuration
Document Posting Configuration group

Default Process Type

Select the process type the system uses if the initial business rule check fails
to result in a valid process type.
Usage – This process type is used if no other process type is determined.
If you use online indexing, it will also be the first process type determined,
regardless of the process types and sequence configured for the document
type.

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Example: If a document has no errors and should directly be created in SAP ERP,
you select a default process type for creating the document.

Rescan Data group

Rescan Role
Select the role that receives the work item if the document data is not legible
or if the user decides to send the document for rescanning.
Note: A valid role must be already defined, see “Defining roles”
on page 44.

Dialog Posting Step Options group

Posting Role
Select the role that is responsible for posting the document finally. If the
posting of the document fails in background, this role gets the work item to
post the document in dialog.
Note: A valid role must be already defined, see “Defining roles”
on page 44.
Display Index Data
Select this check box to display the index document in a separate session
while document posting so the user is able to reference back the index data.
Note: At least one session must be available for display.

Skip Dashboard
Select this check box to skip the dashboard step. The system creates the SAP
document directly during the document posting process for the posting
user.
Example: If the document is all okay, the user might want to post it directly,
without displaying the document data.

Display Image
Select this check box to display the archived image linked to the document
in a separate session when the user processes the work item.
Note: Archiving must be active in the system.

Duplicate Check Data group

Duplicate Check Grp

Select the duplicate check group defined.
Duplicate Check Role
Select the role that gets the work item if the duplicate check fails and system
identifies the document as a potential duplicate.

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Tax Configuration – For a description of the fields in the Tax Configuration

group, see “Tax calculation group” on page 198, “Maintaining tax code
determination” on page 198.

Line Item Configuration

Line Processing

Line item data

Select the check box if line item data is used that needs to be managed for
the document (for example PO lines).
Ignore Items from Ext System
Select the check box to achieve that no line items are taken into account.
This means line items are not mapped and not transferred to VIM. You can
use this, for example, for NPO invoices where line items are not relevant.

PO Line Automation – See “Maintaining the PO line determination”

on page 192.

9.1.2 Defining process types

In this step, you define the valid process types for document types and the BDC Id
for each process type. For further information about process types, see Process types
on page 165.

To define process types:

1. Run the /OPT/VIM_1CX1 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > Document Type
Configuration > Maintain Document Types.

2. In the Document Type Definition Overview screen, select a document type

and double-click Document Processes.

3. In the Document Processes Overview screen, select a process type and click the
button in the application bar.

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4. In the Document Processes Details screen, define the process type, using the
following parameters.

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 OpenText 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. You must enter the
function module as FM:<Function Name>. The interface for the function
module can be found from template /OPT/BL_IF_DETERMINE_AUTOPOST.

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• To use the extended determination logic for automatic posting, which is

introduced with VIM 7.5, enter FM:/OPT/VIM_DETERMINE_AUTOPOST. See
also “Configuring automatic posting” on page 217.

ParkReason
Enter the parking reason the system uses to park the document.
Prerequisites

• The BDC Id defined for Document Create is used for parking the
document.
• A valid parking reason is defined in the Maintain Parking Reasons step
for Non PO or PO documents; see “Configuring parking reasons”
on page 322 and “Configuring parking reasons (Non PO parking
process)” on page 367.

Example: If the process type determined is to park a PO invoice for missing or

invalid information, create a parking reason and enter that parking reason here.

9.1.3 Defining the process type determination sequence

In this step, you define how the system determines a process type for a given
document type. The system validates each step defined here, and if the step fails, the
process type defined against that step is determined. These process type
determination rules are also referred to as business rules. These steps serve the
purpose of parsing the invoice metadata and of determining any business rules that
are violated.

To define the process type determination sequence:

1. Run the /OPT/VIM_1CX1 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > Document Type
Configuration > Maintain Document Types.

2. In the Document Type Definition Overview screen, select a document type

and double-click Proc. Type. Det. Sequence.

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3. Define the process type determination sequence, using the following

parameters:

Step Id
Define a step Id.
Process Type
Define the process type for the step Id.
Exclusive Indicator
Select this check box if the system should stop checking for next process
type even though the current step resolves a process type.
Exclude from Simulate
Select this check box to exclude the business rule from simulation.
Bypass possible
Select this check box to enable the Bypass icon on the Bypass/Simulate
Business Rules screen for the user.
You can also enable a bypass for a Process Option on the indexing screen
when the user clicks Apply Rules: In addition to the Bypass possible check
box, set the value of the Z constant 005 / ENABLE_BYPASS_POPUP to X in the
table /PTGWFI/Z_CONST.
For process option ID 2012 - Apply Rules, change the existing Option
Type BDC Action to Class Method.
Enter the Option Class Name /OPT/CL_CP_PRCOPT_APPLY_RULES. In VIM
16.3 and 20.4, this class option is provided with baseline configuration.

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Background – On the Proc. Type. Det. Sequence: Overview screen, select

this check box to always run the process type in background when using
the process option 2012 - Apply Rules.
The SAP document status setting is not relevant for VIM 7.5/7.6.
Usually, the process option Apply Rules checks the set of business rules in
dialog and changes the process type directly on the screen without leaving
the dashboard.
Run in Central
This column appears in satellite systems, only.
Select this check box for any business rule to have it run in the central
system by an RFC call from the satellite system. Some business rules are
centralized. Satellite systems can use such centralized rules by this option.

Example: If a PO number is missing or invalid, the system should determine process

type 101 (Invalid PO number).
In the document processes, you can configure the initial role that gets the work item to
resolve the exception (defined in the definition of the process type).

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9.1.3.1 Defining sequence steps

In this step you define, for a given step Id, the fields that need to be considered for
validating data. This means you specify the fields that will be checked in the
business rule. You can also enter a function module. Then no field is specified but a
step, which will be executed for this business rule.

To define sequence steps:

1. In the Proc. Type. Det. Sequence Overview screen, select a step and double-
click Sequence Steps.

2. Define the sequence steps, using the following parameters:

Step Seq.
Enter a numeric value identifying the step sequence.
Field name
Select the field name in document data that is considered for validation.
Check Type
Select the type of check to be performed:

• If Table Field is selected, the system validates that the value of the
document field at runtime exists in the check table mentioned in the
Table field. If the value does not exist, the step is considered to be
successful and the system will determine the process type.
You have to maintain the Table field.
• If Check Function is selected, you can define your own check against
the document field. If the function raises an exception the step is
considered to be successful and the system will determine the process
type.
You have to maintain the Check Function field.
• If Constant Value is selected, you can define a constant value against
which the runtime data of the document is compared. If the runtime
value matches the configured value, the step is considered to be
successful and the system will determine the process type.
You have to maintain the value of the constant in the Check Val field.

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• If Required Field is selected and if there is blank data in the document

field, it is considered as meeting the criteria. The step is considered to be
successful and the system will determine the process type.
You have to maintain the Required Field field.

Note: The business rule check function library offers additional check
function modules that are not directly delivered as pre-customized
business rules. You can use the function modules as new business rules
depending on your needs. The new library is located in function group /
OPT/VIM_PROC_TYPE_LIBRARY, which has been created to collect such
function modules.
If you want to activate one of the library function modules as a new
business rule for any VIM document type, perform the following
customizing steps:

a. To create a new process type depending on your specific needs, run

the /n/OPT/VIM_8CX1 transaction. Assign suitable process options and
an initial actor to the new process type.
b. To integrate the newly created process type within the VIM document
type maintenance, run the /n/OPT/VIM_1CX1 transaction.

9.1.4 Configuring index screen options

In this step you define what the index screen looks like for each role in the DP
process. This means which buttons are visible and which are not.

To configure index screen options for document types:

1. Run the /OPT/VIM_1CX1 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > Document Type
Configuration > Maintain Document Types.

2. In the Document Type Definition Overview screen, select a document type

and double-click Index Screen Options.

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3. In the Index Screen Options Overview screen, click the New entries button in
the application tool bar to create a new index screen option.

4. Configure index screen options, using the following parameters:

Process Type
Select a valid process type, as defined in “Defining process types”
on page 175.

Description
Description of the selected process type

Current role
Role which processes the work item

Allow Changes
Select this check box for a given role to allow all users in the role defined to
change the index data.
Prerequisite – The document should not have been submitted, yet.

Example: If INDEXER and AP_PROCESSOR roles should be able to change index

data, select the Allow changes check box in the Index Screen Options screen for
INDEXER and AP_PROCESSOR roles.

Show Duplicates
Select this check box to achieve that the duplicates identified by the system
are displayed below the index data screen for the role that is processing the
work item.

Example: It might be relevant for the DUP_CHECKER role to look at the duplicates to
decide whether the document is actually a duplicate. For the AP_PROCESSOR role,
showing duplicates might not be that important as the document might have
already completed the duplicate check process and might be ready to be posted or
parked.

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Initial Tab
With the indexing screen delivered with VIM 7.0 and higher, you can
configure each tabstrip of the indexing screen for the tab that is shown
initially:
Basic Data
Shows the basic indexing information which is also available on the
invoice document
Line Item Data
Shows the relevant line items
Accounting Data
Shows additional SAP specific data for the accountant to post the
document
Tax Data
Shows relevant tax information
Process Data
Shows relevant process information and also provides access to the
duplicated invoices

Simulate and Bypass

Note: These parameters act as an enhancement to the DP Dashboard.

See also Section 3.1.2 “Application toolbar” in OpenText Vendor Invoice
Management for SAP Solutions - User Guide for Invoice Solution (VIME-
UGD).

Enable Simulate
Select this check box to simulate skipping certain business rules. The
Simulate process will check the relevant business rules.

Example: If any DP document got an exception Invalid Vendor (PO), you

can simulate this by selecting the current role and selecting Enable Simulate.

Enable Bypass
Select this check box to bypass the business rules.

Example: If any DP document got an exception Invalid Vendor (PO), you

can bypass this by selecting the current role and selecting Enable Simulate and
Enable Bypass.

Dis.Obsolete
Select this check box to hide the Obsolete button in the DP Dashboard for
the selected DP document type and the current role.
Dis.Rescan
Select this check box to hide the Rescan button in the DP Dashboard for the
selected DP document type and the current role.

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Show Match
Select this check box to display the matching area within the item data
subscreen for PO invoices to the user. This is relevant to execute the
matching for PO related documents based on the SAP proposal.
Disable GL Tab
Select this check box to hide the GL tab on the index screen for the selected
PO document type and the current role.
Code Check Enable
You can configure the check box in the following places:
Document type configuration
/OPT/SPRO > Document Processing Configuration > Document Type
Configuration > Maintain Document Types, option: Index Screen
Options (described in this section)
Configuration in Characteristic
/OPT/SPRO > Document Processing Configuration > Document Type
Configuration > Characteristic Specific Document Type
Configuration, option: Characteristic Specific Screen Configuration
(see “Characteristic specific screen configuration” on page 664)
Select the check box for a certain process type and a certain role to show the
Validate Coding button in the DP Dashboard, Line Items tab, G/L Account
tab of the given role and the given process type. This button enables the
agent to validate the coding entered in the indexing screen.
Notes

• To use the Validate Coding button, you must select the Code Check
Enable check box in both places (document type configuration and
configuration in Characteristic) if the Characteristic Check check
box of the process type is selected (see “Defining the process type”
on page 265). In baseline, this check box is cleared.
The configuration in Characteristic will overwrite the document
type configuration.
• Coding validation is available for both PO and Non PO based DP
documents. However, it is available for PO documents only since
VIM 7.5 SP6 and it is only available along with the simulation
support of SAP MM-LIV BAPI, provided with SAP note 1694508.
Enable Code Upload
You can configure the check box in the following places:
Document type configuration
/OPT/SPRO > Document Processing Configuration > Document Type
Configuration > Maintain Document Types, option: Index Screen
Options (described in this section)

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Configuration in Characteristic
/OPT/SPRO > Document Processing Configuration > Document Type
Configuration > Characteristic Specific Document Type
Configuration, option: Characteristic Specific Screen Configuration
(see “Characteristic specific screen configuration” on page 664)
Select the check box for a certain process type and a certain role to show the
Upload Coding button in the DP Dashboard, Line Items tab, G/L Account
tab of the given role and the given process type. This button enables the
agent to upload coding from an Excel sheet.
Notes

• To use the Upload Coding button, you must select the Enable Code
Upload check box in both places (document type configuration and
configuration in Characteristic) if the Characteristic Check check
box of the process type is selected (see “Defining the process type”
on page 265). In baseline, this check box is cleared.
The configuration in Characteristic will overwrite the document
type configuration.
• Upload coding is available for Non PO based DP documents.

9.1.5 Configuring the index header

You can specify the header fields on the index screen for each document type.
Possible values are Display Only, Hide, Required, and Input.

To configure the index header:

1. Run the /OPT/VIM_1CX1 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > Document Type
Configuration > Maintain Document Types.

2. In the Document Type Definition Overview screen, select a DP document type

and double-click Index Header Configuration.

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3. Configure the index header fields, using the following parameters:

Field Stat

Required
Make the field mandatory at runtime.
Input
Define the field as an input field for users.
Display Only
Only display the field.
Hide
Hide the field on the screen.

Note: The attributes Input, Display Only, and Hide are independent
from the processing state. Unlike those, the attribute Required works as
follows: If the processing state is configured in Z constant 005 / REQUIRED_
PROC_TYPE, the field is required and the field will show the Input
Required icon. In all other processing states, the field is a normal input
field. Thus, the field input can be skipped in the early processing steps.

There are some special fields that are not in the database but can be displayed in the
index screen. To use them, you must configure the Field Stat column for the
following parameters:

VORGANG
To display Subsequent Debit and Subsequent Credit for PO in the index
screen, under Invoice Data, Transaction field, set the parameter VORGANG to
Input.

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DIFFERENZ
To display the Balance traffic light in the index screen, under Invoice Data, set
the parameter DIFFERENZ to Display Only.
DN_LIST, PO_LIST, SES_LIST, BOL_LIST
To display the DN List, PO List, SES List, and BOL List buttons in the index
screen, under Invoice Data, set the parameters DN_LIST, PO_LIST, SES_LIST,
and BOL_LIST to Input.
IGNORE_IP
If the purchase order contains an invoicing party, this field appears (if it is not
set as Hide). The invoicing party is used as reference for bank data and
withholding tax.
Check the field IGNORE_IP, if you want to ignore the invoicing party and pay to
the vendor directly.

9.1.6 Configuring the index item fields

You can specify the item fields on the index screen for each document type. Possible
values are Display Only, Hide, Required, and Input.

To configure index item fields:

1. Navigate to OpenText Vendor Invoice Management Invoice Solution >

Document Processing Configuration > Document Type Configuration >
Maintain Document Types.
2. In the Document Type Definition Overview screen, select a DP document type
and double-click Index Item Configuration.
3. In the Index Item Configuration Overview screen, configure the index item
fields, using the following parameters:
Field Stat
Every line represents one line item field of the selected DP document type,
indicated by the Field Name.

Required
Make the field mandatory at runtime.
Input
Define the field as an input field for users.
Display Only
Only display the field.
Hide
Hide the field on the screen.

Note: The attributes Input, Display Only, and Hide are independent
from the processing state. Unlike those, the attribute Required works as

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follows: If the processing state is configured in Z constant 005 / REQUIRED_

PROC_TYPE, the field is required and the field will show the Input
Required icon. In all other processing states, the field is a normal input
field. Thus, the field input can be skipped in the early processing steps.

9.1.7 Customizing field labels in the index screen

Starting with VIM 7.5 SP6 (VIM 7.0 SP10), you can customize the labels of header
and line item columns. You maintain labels using a single node in the OPT/SPRO
configuration for both header and line item fields.

Alternatively, run the following transactions:

• For header field labels: /OPT/VIM_HDR_SCR_DES

• For line item field labels: /OPT/VIM_ITM_SCR_DES

To customize field labels in the index screen:

1. Navigate to OpenText Vendor Invoice Management Invoice Solution >

Document Processing Configuration > General Configuration > Translations/
Labels for Index Screen Fields.

2. In the Choose Activity dialog box, choose Translation/Labels for Header

Fields or Translation/Labels for Line Item Fields and click Choose.

3. In the Field Selection dialog box, select one or more filters: Field Name,
Language Key, Data element, Label and click .

4. In the Determine Work Area: Entry dialog box, enter filter values and click .

5. In the Maintain index screen header field labels or the Maintain index screen
line item field labels screen, customize the field labels, using the following
parameters:

Field Name
Field in the index data table. The table is either /OPT/VIM_1HEAD (header
fields) or /OPT/VIM_1ITEM (line item fields).
Language
Language, for example EN.
Data element
Enter the data element.
For line item labels, baseline configuration determines that the labels are
fetched based on the data element that is mapped to the field. If a data
element is available, the medium size label is fetched automatically. If an
input is provided in the text field, the label from the data element is
ignored. This means the field is cleared.
Label
Enter the language-specific label, which represents the heading of the field.

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Migration program to load data element descriptions

For the line item labels, a migration program exists that can load the data element
descriptions as the baseline configuration.

You can migrate for multiple languages at the same time for bulk update of the line
item labels. The migration program updates the line item labels only. You cannot
use it to update header field labels.

After running the migration program, you must add the table entries to a
customizing request manually. This enables you to transport the table entries when
using the migration program.

Note: If you add entries using the OPT/SPRO node Translations/Labels for
Index Screen Fields, no customizing transport request is necessary to move the
table entries to the target system.

The table entries are stored in the following database tables:

• For header: /OPT/VIM_IDX_T

• For line item: /OPT/IDX_ITM_T

To migrate labels for line item fields:

1. Run the SE38 transaction for the /OPT/VIM_MIGRATE_LABELS program.

2. In the Upload labels for line item fields screen, enter the Language Key
(range).

3. Click Test Mode or Direct Update Mode.

4. To run the program, click .

9.1.8 Mapping ArchiveLink document types

You may want to configure more than one ArchiveLink document type for one DP
document type, for example to support more than one mime type. The ArchiveLink
Mapping enables you to perform this configuration.

To map ArchiveLink document types to a DP document type:

1. Navigate to OpenText Vendor Invoice Management Invoice Solution >

Document Processing Configuration > Document Type Configuration >
Maintain Document Types.

2. In the Document Type Definition Overview screen, select a DP document type

and double-click ArchiveLink Mapping.

3. In the ArchiveLink Mapping Overview screen, configure the mapping, using

the following parameters:

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Country
Enter a country code to which the ArchiveLink document type is associated.
Doc. Type
Enter an ArchiveLink document type to map it to the selected DP document
type.
Description
Enter a description of the ArchiveLink document type.

You can define country specific archive document types in the document type
configuration. You can also define an archive document type that is not country
specific. This means, it is used for the rest of the countries. If you have only one
archive document type that is not country specific, you can use the default archive
document type in the document type configuration. If you have more of these
document types, leave the default archive document type empty and make archive
document type entries with empty value in the Country column.

Note: Do not use the asterisk as value.

Prerequisites

• The Country field in the DP document type determination must be empty.

• Make sure that the Z constant (product code 005) AR_OBJECT_FROM_DP is set to X.
If this Z constant is set to an empty value or is missing, VIM will not check and
adjust the archive document type when the DP workflow is started (see below).
• Copy between logical archives (see below) is done with SAP CMS function
module SCMS_AO_COPY. Make a test if copy works, you might need changes in
the definition of the logical archives (transfer directory).

The DP document type, the company code, or the Country field might be changed
during DP processing. In this case, VIM checks if the archive document type has to
be adjusted, and if so, performs the adjustment. If the new archive document type is
linked to a different logical archive, the images are copied between the archives.

The application log shows messages for object /OPT/VIM, subobject DP, and
document number as external ID. Messages are of the following types:

Information
if there was a copy to a new archive
Warning
if there is no image linked
Error
if there was an exception in one of the called function modules

You can have country specific document types and you can maintain the relation in
the ArchiveLink mapping table. Whenever a company or a country is changed in the

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indexing screen, the relation is checked and, if necessary, the archive document type
is adjusted. There are two user exits to change this, controlled by two Z constants:

• AR_OBJECT_DETRM_FM (product code 005)

• AR_OBJECT_TRIG_FM (product code 005)

You can define the logic to determine the archive document type and you can define
the logic when a redetermination should be triggered.

9.1.9 Configuring options for Change Document Type

ArchiveLink If you change the DP document type, attachments are moved from their original
document types ArchiveLink document type to the ArchiveLink document type of the new DP
document type.

To enable custom solutions for attachments, VIM 7.5 SP3 introduces the /OPT/ES_
VIM_R1AX1 enhancement spot in the /OPT/VIM_R1AX1 program. When changing the
DP document type, this enhancement spot allows implementing a custom logic to
reassign ArchiveLink document types of documents and attachments to other
logical archives.

Further filters For the /OPT/VIM_CHANGE_DOCUMENT_TYPE function module, VIM 7.5 SP4
introduces an enhancement spot /OPT/ES_VIM_FG1A3. You can use the enhancement
spot to apply further filters for the new document types available in the Change
Document Type option, for example authorization checks.

9.1.10 Configuring automatic image display

You can configure that the invoice document linked to the process (not any further
ArchiveLink attachments) is automatically displayed when the DP Dashboard is
opened.

The DP Dashboard provides the possibility to show the image in the Detail pane.
The configuration described in this section is only relevant if you want to deactivate
the image plug-in, or to display the image in a separate window.

To configure automatic image display in a separate window:

1. Run the SM30 transaction.

2. Enter /PTGWFI/Z_CONST in Table/view and click Maintain.

3. In the WebFlow Constant Table, under Product Code 005, double-click the
Constant DASHBOARD_IMAGE_AUTO.

4. Enter Constant Value X and save.

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9.1.11 Maintaining the PO line determination

When processing PO based invoices, it is necessary to supply line item data to be
used in invoice posting. This data can be entered manually or received from ICC,
IDoc, or other external sources. In both cases, line item information may be
incomplete. Often, when there is a 1:1 relation between the PO or GR and the
invoice, the line item data can be completely derived from the existing PO lines.

With version 7.5 and higher, VIM provides some options in the logic module
processing to match and derive data even if no 1:1 relation is available.

VIM offers the following functionality:

• Ignoring the line item data coming from ICC and deriving the line item data
from the PO(s).
• Ignoring the line item data coming from ICC and deriving the line item data
from the MIRO proposal.
• Matching the PO and GR data against the data provided manually or from
external sources, and, based on the PO and GR data, completing the data in the
line item fields where it is missing.

This section describes the configuration of this functionality.

With VIM 7.5 and higher, the determination of line item data is implemented in logic
module /OPT/CL_D_LM_DETERM_PO_MAP, which is included in logic module
processing Line based processing / enrichment / matching (PO).

Old In VIM versions prior to 7.5, the following DP business rules were used to process
the PO matching and exception handling:

• Manual Check Needed for Indexing Lines (PO), DP process type 110
• Unable to Determine PO Line Number (PO), DP process type 109

New These two business rules are replaced by the combination of a logic module and a
business rule:

• Logic module processing: Line based processing / enrichment / matching

(PO)
• Business rule: Manual Check Needed / Missing Data for Indexing Lines
(PO), DP process type 113

Note: In this section, the “OCR” term, which is used to denote the source of the
data, applies equally to the data entered manually or received from external
sources like IDoc.

To maintain the PO line determination:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >

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 9.1. Configuring DP document types

General Configuration > Automated Line Processing > PO Line

Determination > Maintain PO Line Determination Procedures.

2. In the PO Line Determination ID Details screen, enter the following details:

PO Line Det. ID
The ID must be numeric.
You must assign the PO Line Determination ID to the DP document type;
see Step 8 on page 195.
Description
Enter an appropriate description.
Check Function
Optionally, use a custom function module here to determine the PO line
number. By default, the field is blank. An OpenText standard function
module is used.
No of Fields to Match (shown if Match All Fields is cleared)
Specify how many fields should be matched before claiming the PO line
number found. The number of fields you specify here should be less than or
equal to the number of fields you maintain for this Determination ID.
Match All Fields
Select this check box to use all fields maintained in the PO line
determination fields for the Determination ID to find a PO line match.
Match Conditional (used in logic module Line based processing /
enrichment / matching (PO))
Select this check box to configure a condition in the fields configuration
between each field within one field group. See Relation on page 195.
Match against Proposal (used in logic module Line based processing /
enrichment / matching (PO))
Select this check box to match not only against PO information but also
against the MIRO proposal. If a unique match is found, also relevant key
fields (GR or SES) are retrieved.

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Match within MIRO Tolerance (used in logic module Line based processing
/ enrichment / matching (PO))
Select this check box to achieve that matching is also possible within the
tolerances configured in MIRO.
Exclude Invoiced Lines
Select this check box to exclude the lines in the PO that have been marked
as Final Invoice when trying to find the PO line match. This narrows
down the search for the PO line determination.

3. Double-click PO line Determination Fields in the Dialog structure.

The new matching process is used in logic module Line based processing /
enrichment / matching (PO)). To find the PO line number, the matching
process first tries to match all fields within step ID 1 (MENGE / NETPR / WRBTR) for
each index line against the PO and the GR. If no unique match is found, step ID
2 is processed. Now, the process takes also the field MAKTX into account. If again
no unique match is found, the process takes step ID 3 with field LFSNR into
account. So it is possible to define various steps with different detail levels to
find a unique match.

4. Maintain the fields you want to use for the PO line determination. Baseline
configuration uses the following fields for the matching:

Step ID
Define the sequence for the matching. The step ID is also the grouping
indicator for the fields to find a unique match.
Field Name
Enter the field used for matching.

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Field Step ID (used in logic module Line based processing / enrichment /

matching (PO))
Define the sequence of processing fields within one step ID.

Field Matching Exit (used in logic module Line based processing /

enrichment / matching (PO))
Process your own matching logic. Also in the field matching exit, the
complete line information delivered by OCR is provided to process
individual matching logic.

• Baseline:
/OPT/VIM_DBPF_MATCH_QUANTITY to convert quantity fields from
invoice unit into PO unit
• Baseline:
/OPT/VIM_DBPF_MATCH_TEXT to normalize the invoice material text to
match it against PO material text

Relation
Optional: Enter AND or OR.
The relation is taken into account if conditional matching is enabled. The
relation is used within one step ID.

• If conditional matching is disabled, all fields must match.

• If conditional matching is enabled, an initial condition is used like an OR
condition.

5. Click to save your settings.

6. Continue with DP Document Type configuration: Run the /n/OPT/SPRO

transaction and navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing > Document Type Configuration > Maintain
Document Types.

7. Double-click a line to open the Document Type Definition Details screen.

8. Maintain the Determination Logic ID (PO Line Determination ID) you have
just configured.

9. Select the PO Line Determination Setting:

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OK (default value)
Use OCR lines as basis without deletion of incomplete lines.
OCR lines are evaluated line by line. All lines based on reference documents
are read from the MIRO proposal. All OCR lines for which matches are
found in the MIRO proposal are overwritten with MIRO Amount/Quantity if
the OCR Amount/Quantity is missing.

• While matching, PO/PO item will be used as a key for Non GR IV case.
• PO/PO item or delivery note will be used as a key for GR IV case.

All lines that could not be matched with MIRO lines stay as they are. Finally,
the modified OCR lines are updated in the indexing item table.
OD
Use OCR lines as basis with deletion of incomplete lines.
OCR lines are evaluated line by line. All lines that are based on reference
documents are read from the MIRO proposal. All OCR lines for which
matches are found in the MIRO proposal are overwritten with MIRO Amount/
Quantity if the OCR Amount/Quantity is missing.

• While matching, PO/PO item will be used as a key for Non GR IV case.
• PO/PO item or delivery note will be used as a key for GR IV case.

All lines that could not be matched against MIRO lines and that are
incomplete are deleted. Finally, the modified OCR lines are updated in the
indexing item table.
MO
Use MIRO proposal as basis for indexing lines.
All lines that are based on reference documents are read from the MIRO
proposal. All MIRO lines for which matches are found in OCR line items are
overwritten with OCR Amount/Quantity.

• While matching, PO/PO item will be used as a key for Non GR IV case.
• PO/PO item or delivery note will be used as a key for GR IV case.

All lines that could not be matched against OCR lines stay unchanged.
Finally, the modified MIRO lines are updated in the indexing item table.
M2
Use MIRO proposal as basis, change only open lines.
This option has the same logic as MO but it prevents the data in non-open
lines of the MIRO proposal from being overwritten.
Background: Option MO results in overwriting the MIRO proposal lines that
are not open anymore because the data has been manually entered in the
DP document or received from ICC. Although this logic may be wanted in
some situations, VIM is now offering the alternative option M2.

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PO (Default for PO Automation)

Use only MIRO proposal as indexing lines.
This option is created for an automated scenario. For specific data on
invoices which has to be set up in the document type determination, usually
no dialog steps are expected.
Therefore all lines are read from the MIRO proposal and are moved to the
indexing lines. Existing lines are removed. There is no matching and also
quantity and amount is taken from MIRO proposal.
The business rule only fails if amount or quantity is zero.

10. Select the Level Preference:

Configure if users choose PO/delivery note either at header level (H), or line
level (L), or both levels (B).

11. Select the Ref Doc Preference:

Configure if users choose either purchase order (PO) or delivery note (DN) as
their base for proposal.

12. Save your settings to finish the process.

Important
Level Preference is used in conjunction with Ref Doc Preference. These two
values indicate the starting point for selecting reference documents, in order to
propose lines for invoicing: either purchase orders or delivery notes that
appear either at line item level or at header level.

Example: If Level Preference is L and Ref Doc Preference is PO, the system uses
purchase orders at line item level as the basis for getting proposals.

If no purchase order exists at line item level, the system uses delivery notes at line item
level.

If no documents exist at line level, the system uses the header level and starts with
purchase orders, there.

If no purchase order is supplied, the system uses delivery notes at header level.

Note: If the PO line determination does not find the PO line item number
while running the Business Rules, you will get an exception Unable to
determine PO line number (PO). You will also get this exception if the PO
line item number is blank or if it is invalid.

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9.1.12 Maintaining tax code determination

When data flows to VIM from external systems like an OCR system, the tax code
may not be supplied. However, for auto tax calculation, the tax code is important.
Therefore, VIM provides a tax code determination rule that tries to determine the tax
code corresponding to the supplied tax rate.

The tax code determination works whenever there is a supplied tax rate. See “Tax
calculation group” on page 198 for details.

To maintain tax code determination:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
Document Type Configuration > Maintain Document Types.

2. Double-click a line to open the Document Type Definition Details screen.

In the Tax Code Determination group, the following options are available:

• “SAP Tax Determination Logic with OT Tax Table (Simple maintenance)”

on page 203
• “Tax Determination using OpenText Tax Table (Simple maintenance)”
on page 203
• “SAP Tax Determination Logic” on page 204
• “Customer Tax Determination” on page 205

Note: Select the Tax Code from Vendor Master check box to retrieve the
tax code from Vendor Master in case any of the other options fails to
retrieve the tax code.

Tax calculation group

In the Tax calculation group of the Document Type Definition Details screen (see
screenshot above), you define the tax calculation options for the DP document type.
The following options are available:

Auto Calculate Tax

Select this check box if you want the system to calculate the tax based on the tax
code either supplied explicitly during the indexing stage or determined by the
system from the supplied tax rate.

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Allow Zero Tax Rate

Select this check box if you want the system to determine the tax code for a 0.00
tax rate (zero tax rate). If blank or empty is supplied, the system cannot
determine the tax code, so the value should be 0.00 or greater.

Allow without Tax

Select this check box for scenarios without input tax, that means, nothing is
supplied from tax perspective and you still want the system to carry it forward.

Note: This option only works if Auto Calculate Tax is not selected.

Calculate Tax on Net

For Non PO DP Approval, use this check box if you want the system to
differentiate between gross and net. The check box is document type specific
instead of user specific, because approval might be accomplished by several
different users.
As a prerequisite, you must configure the global constant CALC_TAX_ON_NET. See
“Configuring tax calculation on net amount” on page 421 for details.
If the global constant CALC_TAX_ON_NET is set to D, you can define Calculate Tax
on Net document type specific in the Document Type Definition Details
screen:

• Select the Calculate Tax on Net check box to define that G/L account
amounts are to be entered net.
• Clear the Calculate Tax on Net check box to define that G/L account
amounts are to be entered gross.

SAP ERP has two different tax flags that control the line amount and balance on
the Non PO parking screen and VIM Non PO parked approval:

• auto_calc tax flag that is document specific.

• calculate-tax-on-net-amount flag that is user specific.

In the past, VIM had only the auto-calc tax flag for Non PO DP approval. The
calculate-on-net-amount tax flag, known from Non PO processing, was not
available for DP documents. VIM interpreted the missing second flag as being
empty. If the auto-calc flag was selected, the gross amount was expected in the
Non PO DP line items.
The following combinations are possible with the two tax flags:

Test Document Flag User Flag Item

Case auto_calc calculate-tax-on-net- Amount
(BKPF-XMWST) amount
(BKPF-XSNET)
1 X Gross
2 Net

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Test Document Flag User Flag Item

Case auto_calc calculate-tax-on-net- Amount
(BKPF-XMWST) amount
(BKPF-XSNET)
3 X X Net
4 X Net

If auto_calc is selected and calculate-tax-on-net-amount is not selected (Gross),

the line items have to be filled with gross amount.
All other combinations require net amounts in the line items in order to have a
correct balance.
Test Case 1
If auto_calc is selected, and calculate-tax-on-net-amount is not selected
(Gross Amount, tax included):
Balance = Header Gross amount - (sum of all line item amounts)
Test Cases 2 and 4
If auto_calc is not selected (Net Amount):
Balance = Header Gross amount - (tax amount in header + sum of all line
item amounts)
Test Case 3
If auto_calc is selected and calculate-tax-on-net-amount is selected (Net
Amount, no header tax available):
Balance = Header Gross amount - (calculated tax + sum of all line item
amounts)
CALCULATED TAX = sum all (line item amount * tax rate on the line)

Tax jurisdiction code determination

Tax procedures that have tax jurisdiction codes need to determine tax jurisdiction
first. The system checks the following to determine the jurisdiction code:

1. If a PO line exists, the system tries to retrieve the jurisdiction code from the PO
line item.
2. If the PO line item does not contain a jurisdiction code, the system checks for a
jurisdiction code based on the plant for the PO line item.
3. If still no jurisdiction code is found or if the invoice is a Non PO invoice, the
system picks up the jurisdiction code from the vendor master.

Note: If no jurisdiction code is found for tax procedures with jurisdiction code,
the tax code determination fails.

Possible reasons for tax code determination failures

If the tax code determination fails, consider the following possible reasons:

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• The PO line item tax code does not match the tax rate supplied.
• There are multiple tax codes belonging to the same tax rate supplied.
• A tax rate may match with one tax code but the tax code contains multiple rates.
• The tax jurisdiction code has not been determined, in case a tax procedure with
jurisdiction code is used.
For example, the United States have the TAXUSJ tax procedure with jurisdiction
code.

If the tax code determination fails, an Invalid Tax Info exception is raised in the
VIM Analytics report. In this case, the workflow is routed to the Tax Expert for
further actions.

9.1.12.1 Plants abroad functionality and reporting country

To configure the plants abroad functionality:

1. In the IMG path for SPRO-Financial accounting (New), navigate to Financial

accounting global settings (New) > Tax on sales and purchases > Basic
settings > Plants abroad > Activate plants abroad.

2. Select the Plants abroad activated? check box.

3. To maintain the reporting country, run the FTXP transaction and click
Properties on the menu. Maintain the reporting country as a combination of Tax
code, Tax type, and country (Reporting cntry).

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If the current tax code is not maintained in the reporting country that you have
chosen, a warning message is displayed: Reporting country changed, verify
the tax code (s).

Note: On the Tax tab of the indexing screen, there is a similar field
Reporting cntry. Its purpose is to provide default VAT registration
numbers from vendor master, based on the reporting country entered.

On the indexing and approval screen, Basic Data tab, the Change rep.country
(Change reporting country) button is displayed after the Tax Code list, only if
Plants Abroad is activated.

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9.1.12.2 SAP Tax Determination Logic with OT Tax Table (Simple

maintenance)
This option uses the following logic:

1. The system reads the tax code from the PO line and checks if the tax rate
supplied by the external system matches uniquely. If the tax code exists in the
PO line item and no match is found, the tax code is considered to not determine
and the system stops checking further.
2. If the tax code does not exist in the PO line or the invoice is not a PO invoice, the
system proceeds as follows:
a. The system checks all tax codes of input tax type for the country and checks
if the tax rate supplied matches uniquely with only one tax code. If no match
is found, the system proceeds further.
b. The system selects the tax code from the OpenText table based on the tax
rate (Simple Maintenance). See “Tax Determination using OpenText Tax
Table (Simple maintenance)” on page 203.
c. If the above step does not result in a tax code match, the system retrieves the
tax code from Vendor Master if the Tax Code from Vendor Master check
box is selected in the DP configuration. The system checks if the vendor tax
code contains only one tax rate and if that tax rate matches with the tax rate
supplied. If it matches, the tax code is determined.

Note: If the tax procedure with tax jurisdiction is used, the jurisdiction code is
determined first and this code is used in conjunction with tax code to retrieve
the match. For details on the jurisdiction code determination, see “Tax
jurisdiction code determination” on page 200.

9.1.12.3 Tax Determination using OpenText Tax Table (Simple

maintenance)
This option uses the following logic:

1. The system reads the tax code from the PO line and checks if the tax rate
supplied by the external system matches uniquely. If the tax code exists in the
PO line item and no match is found, the tax code is considered to not determine
and the system stops checking further.
2. If the tax code does not exist in the PO line or the invoice is not a PO invoice, the
system proceeds as follows:
a. The system selects the tax code from the OpenText tax table based on the tax
rate (Simple Maintenance).

To maintain the Tax Code Determination Configuration:

1. To maintain the table /OPT/VIM_TAX_CFG, run the /OPT/VIM_BL_TAX_

CFG transaction.

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2. For a given Country key and Vendor ranges, maintain Tax Rate versus
Tax Code.
For tax procedures with jurisdiction code, additionally use the
Jurisdiction code field to maintain Tax Rate versus Tax Code entries.
b. If the above step does not result in a tax code match, the system retrieves the
tax code from Vendor Master if the Tax Code from Vendor Master check
box is selected in the DP configuration. The system checks if the vendor tax
code contains only one tax rate and if that tax rate matches with the tax rate
supplied. If it matches, the tax code is determined.

Note: If the tax procedure with tax jurisdiction is used, the jurisdiction code is
determined first and this code is used in conjunction with tax code to retrieve
the match. For details on the jurisdiction code determination, see “Tax
jurisdiction code determination” on page 200.

9.1.12.4 SAP Tax Determination Logic

This option uses the following logic:

1. The system reads the tax code from the PO line and checks if the tax rate
supplied by the external system matches uniquely. If the tax code exists in the
PO line item and no match is found, the tax code is considered to not determine
and the system stops checking further.
2. If the tax code does not exist in the PO line or the invoice is not a PO invoice, the
system proceeds as follows:
a. The system checks all tax codes of input tax type for the country and checks
if the tax rate supplied matches uniquely with only one tax code. If no match
is found, the system proceeds further.
b. If the above step does not result in a tax code match, the system retrieves the
tax code from Vendor Master if the Tax Code from Vendor Master check
box is selected in the DP configuration. The system checks if the vendor tax
code contains only one tax rate and if that tax rate matches with the tax rate
supplied. If it matches, the tax code is determined.

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Note: If the tax procedure with tax jurisdiction is used, the jurisdiction code is
determined first and this code is used in conjunction with tax code to retrieve
the match. For details on the jurisdiction code determination, see “Tax
jurisdiction code determination” on page 200.

9.1.12.5 Customer Tax Determination

You can use a Custom Function Module to determine the tax code. The function
module must be compatible with the interface of the function module /OPT/VIM_
TAX_CODE_DETERMINE:
*"--------------------------------------------------------
*"*"Local interface:
*" IMPORTING
*" REFERENCE(LOCATION) TYPE CHAR1 OPTIONAL
*" TABLES
*" INDEX_ITEM STRUCTURE /OPT/VIM_1ITEM
*" CHANGING
*" REFERENCE(INDEX_DATA) TYPE /OPT/VIM_1HEAD OPTIONAL
*"--------------------------------------------------------

9.1.13 Configuring duplicate check

9.1.13.1 General information
A check for duplicate invoices needs to be implemented for the following reasons:

• to prevent accidental posting of the same invoice again

• to prevent posting of invoices with wrong data
• to prevent fraud

VIM duplicate VIM extends the idea of standard duplicate checks available in SAP ERP or SAP S/
check 4HANA in FI and MM-IV modules. VIM allows flexible configuration of the checks
and offers many different options, which are described in this section.

Basic configura- In VIM, you implement duplicate check as a DP process type (exception) that is
tion active for DP document types and is executed on each run of business rules. The
configuration of duplicate check in VIM does not depend on the standard
configuration in SAP FI or MM-IV modules, including field selection or vendor
specific activation of the checks. Therefore, when implementing VIM, OpenText
recommends that you make the standard SAP FI and MM-IV duplicate check less
strict, disabling the corresponding messages in transactions OBA5 / OMRM for
background posting. This will let the documents post when invoice data is really the
same as that of an earlier posted invoice, and a DP document was explicitly declared
as non-duplicate.

Groups, steps, To implement VIM duplicate check, first decide on duplicate check groups. Each DP
and fields document type must have a duplicate check group assigned. Depending on the
duplicate check type maintained in the group, each group can have several steps of
fields checks, or it can have a function module that will be called by VIM. Steps are
an additional layer to control the check. On each step, several different combinations
of fields are checked to match against existing documents. In the most simple case, a

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duplicate check group has only one step and list several fields to be checked. A
duplicate will be detected as soon as the first combination of fields defined by a step
deliver a match.

Baseline In a baseline configuration, VIM duplicate check checks both DP documents (not
posted or parked) and SAP documents (posted or parked). Checks of SAP
documents are optional but active in a baseline configuration.

In the baseline, the fields invoice date, invoice reference, and vendor number
are used to identify potential duplicates.

Baseline checks of DP documents are using the configuration of duplicate groups/

steps directly. Checks of SAP documents are implemented by maintaining the
baseline function module /OPT/VIM_CHK_INVOICE_DUPLICATE in the Ext. Dup.
Check Func (Extended duplicate check function) setting of the duplicate check
group. If the field is left blank, only DP documents are checked.

Note: This does not apply if the check type is set to Function module and a
custom function module is entered in the above mentioned field, assuming all
responsibility over the check.

Function The function module /OPT/VIM_CHK_INVOICE_DUPLICATE checks both PO and Non

modules PO SAP documents. For example, even if a DP PO document is being processed, the
function module checks whether a Non PO SAP invoice exists with the same data. If
you do not need such mixed checks, you can enter the function modules /OPT/VIM_
CHECK_DUPLICATES_PO and /OPT/VIM_CHECK_DUPLICATES_NPO instead of /OPT/
VIM_CHK_INVOICE_DUPLICATE. Those function modules implement checks only for
SAP PO or only SAP Non PO documents respectively. The standard function
modules use the same field lists, which are maintained in the duplicate check
settings.

Relevant For all combinations of checks, whether DP or SAP documents, only relevant
invoices invoices are checked. Obsolete, cancelled, or deleted documents, as well as those
confirmed as duplicate, are ignored.

Performance Take care when deciding on the fields to be used for duplicate checks with regards
to check performance. For most common field combinations, it is very likely that
database indexes will exist for VIM DP and SAP FI and MM tables. If you use less
common fields, it is advised to consider creating additional database indexes.

When VIM performs a duplicate check during the business rules run, the process
typically stops, opening a dialog box to decide the following:

• Data needs to be corrected.

• The document must be posted as-is.
• The document must be confirmed as duplicate, terminating further processing.

Buttons The list of found documents whose data match the current document will be
displayed in the DP indexing screen. If invoice data is considered to be wrong and is
corrected, use Submit or Rerun business rules options to continue the processing.

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The Non duplicate button lets the invoice proceed and post even if identical data is
detected. The button Declare as Duplicate ends the DP process.

9.1.13.2 Configuration
Configuring duplicate check comprises the following steps:

• “To define a duplicate check group:“ on page 207

• “To define duplicate check fields for a group:“ on page 208

To define a duplicate check group:

1. Run the /OPT/VIM_1CX5 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution> Document Processing Configuration> General Configuration>
Maintain Duplicate Check Procedures.

2. To add a duplicate check group, click the New entries button in the application
toolbar.

3. Define the new duplicate check group, using the following parameters:

Duplicate Check Grp

Enter the 3 digit id identifying the duplicate check group.

Description
Enter a description for the duplicate check group.

Duplicate Check Type

Select Function Module or Index Data Fields from the drop down list.

Function Module
Select Function Module to configure duplicate check in a custom
function module. Enter the function module in the Duplicate Chk Func
field. The function module maintained here must have the same
interface as described in the field Ext. Dup. Check Func.

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Index Data Fields

Select Index Data Fields to configure duplicate check based on the
fields defined in the Group Fields. See “To define duplicate check
fields for a group:“ on page 208.

Ext. Dup. Check Func

Define a function module to define extended duplicate check to check SAP
documents. The interface for the function module is the following:
FUNCTION <FUNCTION>.
IMPORTING
REFERENCE(I_INDEX_DATA) TYPE /OPT/VIM_1HEAD
EXPORTING
REFERENCE(O_DUPLICATES) TYPE /OPT/VIM_1HEAD_T
REFERENCE(O_DUPLICATES_EXT) TYPE /OPT/VIM_DUPL_H_T
TABLES
INDEX_ITEM STRUCTURE /OPT/VIM_1ITEM OPTIONAL

Run Duplicate Check in Central System

This check box appears in satellite systems, only.
In multiple systems scenario, select this check box in any satellite system to
scan for duplicates through all DP documents of all systems in the
landscape, central as well as satellite systems.
The configuration data for Run Duplicate Check in Central System does
not have to be centralized. Local configuration can work without the need
of centralizing configuration data.
Note: The Aggregation Report batch job for the OTH_VMHEAD group
runs periodically and synchronizes the data of SAP IM documents to
the central system. The frequency of the batch job can be adjusted as
needed. Run Duplicate Check in Central System yields desired
results only after the batch job synchronized data with up to date
information. See “Scheduling the Aggregation Report” on page 921
for details.

To define duplicate check fields for a group:

In this step, you define the fields that need to be considered to define a duplicate
check. You can define multiple groups by maintaining them in the same step id.

1. In the Group Definition Overview screen, select a group and double-click

Group Fields in the navigation pane.

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2. Define duplicate check fields for the selected group, using the following
parameter:

Dup Check Step Id

Enter a value to group different fields from document data.

Example: If a document should be considered duplicate if document date, reference

number and gross amount matches or document date, reference number and PO
number matches, you can define:

• Step Id 1, Field name BLDAT

• Step Id 1, Field name XBLNR
• Step Id 1, Field name GROSS_AMOUNT
• Step Id 2, Field name BLDAT
• Step Id 2, Field name XBLNR
• Step Id 2, Field name EBELN

Currency field In versions before VIM 7.5 SP2 (and VIM 7.0 SP6), the duplicate check automatically
included the Currency field when an amount was configured in the duplicate check
customizing.

Since VIM 7.5 SP2 (and VIM 7.0 SP6), this automatism is removed. The Currency
field is not automatically checked during duplicate check, you have to customize it
explicitly.

This change was done to avoid duplicate postings which occurred if a wrong or
empty currency was delivered, for example, during OCR recognition or other input
channels. In these cases, it could happen that a duplicate was not found due to the
wrong currency check.

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The new default delivery is a duplicate check without currency. It can lead to a
higher amount of possible candidates for duplicate check. For upgrade customers,
OpenText recommends that you review the current duplicate check settings and
include the currency field (WAERS) to the customizing, if necessary.

9.1.14 Determining PO invoices by vendor table

VIM provides the table /OPT/VT_DOC_DET. You can maintain the table using the
SM30 transaction. Currently, this table is specific to invoices processed in China but,
by design, this table can be used for other countries as well.

The table /OPT/VT_DOC_DET stores the vendors that send PO based invoices. In
China it is possible to send PO based invoices without providing the PO numbers on
it. Using this table, you can configure certain vendors that do this practice, thereby
determining the DP document type correctly.

The system first checks the entries in table /OPT/VT_DOC_DET. If the vendor is found,
the DP document is considered as a PO based invoice. If no vendor entry is found,
the system checks for the existence of any PO numbers on the invoice.

You can maintain vendors per company code and also ranges of company code and
vendor combinations.

To configure vendor table determination of PO invoices:

1. Align the document determination procedure in a way that the PO

determination happens first, followed by the NPO determination.
2. Copy function module /OPT/VIM_DET_DOC_TPE_PO_INV_CN. This function
module contains the determination code based PO determination based on the
vendor for China. For other countries, you must modify it.
3. In the document type determination procedure, add the step details with the
custom function module copied in Step 2. See “Document type determination
and characteristic customizing” on page 648.

9.1.15 Configuring auto coding

The auto coding component enables you to configure dynamically that DP Non PO
documents are automatically coded with the configured cost elements.

Configuration The whole configuration for auto coding is integrated in the VIM Invoice
aspects Configuration tree: Navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > General Configuration >
Automated Line Processing > NPO Line Auto Coding.

To configure auto coding, the following steps are necessary:

1. Define dynamic determination for auto coding. In this step, you configure the
data loading for auto coding:

• Define determination fields

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 9.1. Configuring DP document types

• Define determination data

2. Call the data loading. This differs if you are using logic modules or not:

• With VIM 7.5 and later, you can use logic modules for auto coding.
Therefore, the Logic Module Process ID N_SPEC_001 must be mapped to the
Non PO based DP Document Types that are used. In VIM Baseline, this
mapping is available for DP Document Type NPO_75. For more information,
see “Mapping the processing” on page 228.
• Without logic modules: Integrate a process type for the document type to
execute auto coding in the DP processing.

9.1.15.1 Defining determination fields

You can individually configure the fields for the dynamic determination of the auto
coding processing.

To define determination fields:

1. In the VIM Invoice Configuration tree, navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
General Configuration > Automated Line Processing > NPO Line Auto
Coding > Auto Coding Determination - Fields
The following screenshot shows the configuration that is used for the
determination and the coding fields.

2. Define determination fields using the following parameters:

Determination Type
Enter ACO (Auto Coding Configuration)
The determination type is defined in table /OPT/AT_DETTYPE. The type ACO
is delivered within the posted approval baseline configuration.

Note: You can perform some customizing on the production system,

where clients are normally set to “No changes allowed”. For this
customizing activity, no transport request is created.
As a prerequisite, you must select the Edit Allowed check box in the /
OPT/AT_DETTYPE table for the corresponding transaction codes.

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Field Type
Available values are Header or Item. For the determination, only header
fields are relevant.
Field Name
Select the corresponding field of the /OPT/VIM_1HEAD or /OPT/VIM_1ITEM
table.
Sequence
Define the processing sequence of the determination.
Search Help Name
Configure the search help that will be used in the data determination
configuration.
Allow Ranges
Select this check box to allow ranges in the data determination
configuration. For item fields, ranges are not allowed.

9.1.15.2 Defining determination data

You can individually configure the data for the dynamic determination of the auto
coding processing, based on the defined fields.

To define determination data:

1. In the VIM Invoice Configuration tree, navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
General Configuration > Automated Line Processing > NPO Line Auto
Coding > Auto Coding Determination - Data
The following screenshot shows the configuration for the fields configured in
“Defining determination fields” on page 211.

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 9.1. Configuring DP document types

2. To activate the auto coding configuration, configure the corresponding ranges

and data. You can add or remove lines.
You can use the Skip Stack indicator to automatically skip the coding or
requester step when the approval is triggered. The following values are
possible:

C
Skip the coding step (most common setting).

R
Skip the coding step and the requester step.

S
Skip the requester step. However, in case of rejection, the document is still
sent to the requester in the approval process.

3. To open the Detail Configuration, double-click a determination line or click the

Details button .
Configure the corresponding coding.
The coding is used to insert an initial line item with the net amount of the
invoice in the processing. Existing lines are overwritten with the configured
coding.

4. Save your settings.

A transport is created for the corresponding settings.

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9.1.15.3 Defining a process type for auto coding

This configuration is only necessary if you do not use a logic module for auto
coding. If you use a logic module, skip this section.

To execute the auto coding, you must integrate a process type in the document
processing for the following reasons:

• to update the /OPT/VIM_1ITEM table

• to determine if the document has to be coded automatically.

Therefore, you can use the “exception” function /OPT/VIM_DETERMINE_PROC_

LIB003 for custom processing.

To integrate a process type, follow the customizing steps in “Defining the process
type” on page 265.

The process type needs the following settings:

• No exception
• No user process options
• Autopost flag activated
• Bypass and simulate deactivated
• Process type determination sequence before Approval Required process option
• Sequence step function module /OPT/VIM_DETERMINE_PROC_LIB003

The following screenshots show example settings of the process type:

Process Type Definition (no other settings relevant); see also “Defining the process
type” on page 265:

Document Processes; see also “Defining process types” on page 175:

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Index Screen Options (no other settings relevant): see also “Configuring index screen
options” on page 181:

Process Type Determination Sequence (no other settings relevant); see also
“Defining the process type determination sequence” on page 177

Sequence Steps: see also “Defining sequence steps” on page 180

9.1.16 Mapping for coding upload from Excel sheet

The agent who is working with the indexing screen can upload coding lines from an
Excel sheet. This new feature enables the agent to use an existing template of coding
lines available in an Excel sheet.

The corresponding Upload Coding button is added to the indexing screen. You can
configure the button to be shown or hidden. For more information about
configuring the button, see “Configuring index screen options” on page 181.

In this step, you configure the mapping between VIM fields and columns in the
Excel sheet for coding upload in the indexing screen.

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To map indexing fields for coding upload from Excel sheet:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Invoice Approval Configuration > Technical
General > Upload/Download File Configuration > Upload Coding in Indexing
Configuration

2. Configure the mapping, using the following parameters.

Application Area
IDX_CODING is specific for coding upload in Indexing.

Table Name
/OPT/CIDX_ITEMS is also specific for coding upload in Indexing.

Note: The Application Area and Table Name fields are not editable.
They will be added to the entries during the configuration.

Fields
Field name in the indexing screen.

Active
Select this check box to specify that the field is considered in the uploading
process.

Sequence
Enter digits that indicate the sequence of Excel sheet columns that will be
mapped. This sequence number must be unique.

Example: The first column of the Excel sheet is mapped to the field with the lowest
sequence number. The second column of the Excel sheet is mapped to the field with
the second lowest sequence number, and so on.

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9.2 Configuring automatic posting

VIM 7.5 introduces extended configuration options to control the automatic posting
of DP documents. It is not possible to post each and every NPO or PO related
document automatically in background. There might be some restrictions because
the standard SAP BAPI does not support all scenarios that SAP standard
transactions support. There also might be business related reasons that prevent a
document from being posted in background automatically.

With VIM 7.5 and above, the baseline document types PO_75, NPO_75 and DWN_75
will no longer get posted automatically. You must activate them to get posted
automatically.

To activate the automatic posting configuration, you must configure the document
type accordingly: In the process type definition, you must configure the baseline
function module /OPT/VIM_DETERMINE_AUTOPOST for the default process type or the
relevant process types for automatic posting.

Automatic posting might fail, for example, if the scenario is not supported or if the
necessary configuration has not been implemented. In this case, the DP document is
re-routed to the posting role, which is defined in the DP Document Type; see
Posting Role on page 174.

For details, see “Defining process types” on page 175.

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9.2.1 Activating business related automatic posting

Not every DP document must be posted directly in background. There might be
business related reasons, for example a certain combination of company code and
total amount, to post some documents in background and other documents
manually.

To enable the background posting of DP documents, you must configure a dynamic

activation, as described in this section.

Configuring automatic posting: fields

You can configure the fields for the dynamic determination of the automatic posting
individually.

To configure automatic posting fields:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
General Configuration > Automated Posting Determination > Auto Posting
Determination - Fields.

2. Configure the fields for automatic posting, using the following parameters:

Determination Type
The determination type for automatic posting is APO. It is defined in table /
OPT/AT_DETTYPE. The determination type APO is delivered in the baseline
configuration.
Field Type
You can configure Header or Item fields. For the determination, only
header fields are relevant.
Field Name
Select the corresponding field of table /OPT/VIM_1HEAD or /OPT/VIM_
1ITEM.

Sequence
Define the processing sequence of the determination.
Search Help Name
You can configure a search help, which will be used in the data
determination configuration.

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Allow Ranges
Select this check box to allow configuring ranges in the data determination
configuration.

Configuring automatic posting: data

You can configure the data for the dynamic determination of the automatic posting
individually, based on the defined fields.

To configure automatic posting data:

• Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
General Configuration > Automated Posting Determination > Auto Posting
Determination - Data.
The following screenshot shows the configuration for the fields configured in
“Configuring automatic posting: fields” on page 218.

In this example, all documents of the company codes 1000 to 2000 and vendors
1000 to 9000 will be posted automatically.

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9.2.2 Scenario related automatic posting restrictions

Not every DP document must be posted directly in background. There might be
scenario related reasons that do not support an automatic posting. If the SAP BAPI
does not support a scenario, the document will be excluded from automatic posting.
It must be posted in dialog.

The automatic posting activation function /OPT/VIM_DETERMINE_AUTOPOST also

checks the excluded scenarios in processing class /OPT/CL_D_DETERMINE_AUTOPOST.
For more information, see “Configuring automatic posting” on page 217.

The following scenarios are excluded.

• NPO - Cross company posting is not supported if the company codes have
different currencies.
• NPO - Specific currency translation for tax
• PO - Mixed Services and Goods in combination with multi account assignment

9.2.3 Scenarios where automatic posting is not supported

The following list describes some specific situations when baseline VIM logic cannot
post invoices correctly. These situations are not supported. In some cases, an attempt
to post the invoice fails with an error. In other cases, the posting works, but with
unwanted side effects. To complement general testing, OpenText recommends that
you verify the posting results carefully in these specific situations. Make sure that
the documents are posted correctly. If they are not posted correctly, decide if you
switch off the automatic posting.

Note: The following list is not guaranteed to be complete. It will be extended if

new limitations are discovered.

• NPO - Fields that are not supported by standard SAP BAPI: LNRZE (Head office
account number)
• PO - Fields that are not supported by standard SAP BAPI: LNRZE (Head office
account number), SECCO (Section Code)
• Distribution logic “by amount” is not supported if it is used in multiple account
assignment of a PO position.

Note: Starting with VIM 7.0 SP7 and VIM 7.5 SP3, this scenario is
supported.
• The line number of a PO invoice might be limited according to the Z constant NR_
ALLOWED_LINEITEMS to maximum allowed lines. The default value is 1,000. If the
line count of the invoice to be posted exceeds the limit, the posting will stop.
• Posting to a tax GL account is supported for NPO invoices with BDC ID 42,
starting with VIM 7.0 SP7 and VIM 7.5 SP3.

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• Asset posting is not supported in VIM baseline. If you absolutely need this
functionality, you must implement it as an extension (BDC with the F-90
transaction).
• Until VIM 7.0 SP6 (VIM 7.5 SP2), line by line tax determination based on tax
jurisdiction codes was not supported with BDC ID 34 on latest SAP EHPs. For
details, see the SP list in OSS note 1692637. The reason for this were new
restrictions imposed by the standard SAP posting logic. The check that stops the
posting could be switched off by setting the Z constant SKIP_LINETAX_CHECK.
Starting with VIM 7.0 SP6 (VIM 7.5 SP2), such invoices can normally be posted
when another Z constant USE_ITEM_COUNTER is set.
• Net vendor invoices, which typically have SAP document type KN, cannot be
posted with BDC ID 34. VIM does not calculate the discount and does not create
automatic lines for discount posting. OpenText recommends that you use BDC
ID 41 (batch input with the FB60 transaction) or BDC ID 42 (starting with VIM 7.0
SP7 and VIM 7.5 SP3) to post discounts correctly.
• When posting in background with BDC ID 41, pay attention to the way how line
item amounts in the DP document (gross or net) are entered. It must be in sync
with the gross or net setting flag of the user that is used to post the documents,
typically WF-BATCH.
• VIM provides a limited logic of assigning the default values to cost elements and
other invoice fields. VIM supports determining the tax jurisdiction code from
cost center, WBS element, network or activity, internal order, and vendor master.

Example: FI validation rules that you define for FB60 are not called by VIM and SAP
BAPIs to determine default field values.

Therefore, the current logic of assigning the default values may not satisfy your
implementation requirements. In this case, extend the logic with the provided
extension mechanisms or disable automatic posting of such invoices.
• Tax reporting date (VAT date) is posted if the corresponding field exists in the
SAP BAPI structure, which depends on your SAP SP level. Moreover, the
company code must be set up to use VAT date. However, if the company code is
set up for VAT date but the BAPI structure does not allow this, the background
posting stops. The invoice must be posted in dialog. For more information, see
“Maintaining the VAT date” on page 304.

Note: You can disable the VAT date and BAPI structure check by setting
the Z constant SKIP_VATDATE_CHECK.
• You might want to post an invoice with CPD vendor. If there is no IBAN field in
the BAPI structure, the posting will stop. To avoid this, set the Z constant SKIP_
BAPICHECK_SEPA.

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9.2.4 Activating user related automatic posting

Often users themselves are aware if a document can be automatically posted or if it
must be posted in dialog. The indexing screen provides a way how to route a
document accordingly: the Document Creation field. For more information, see
Section 3.10 “Posting invoices for payment” in OpenText Vendor Invoice Management
for SAP Solutions - User Guide for Invoice Solution (VIME-UGD).

To activate the Document Creation field on the indexing screen (AUTO_POST field),
see “Configuring the index header” on page 185.

Using the Document Creation field, the user can decide whether the document
should be posted automatically in background (A), online in dialog (M), or posted as
configured.

The decision of the user has the highest priority, that means, no matter what is
configured for the document type,

• if Document Creation is set to A (Auto posted), the document will be posted

automatically.
• if Document Creation is set to M (Manual), the document must be posted in
dialog.
• if Document Creation is set to <space> (as configured), the document will be
posted automatically when it is configured to be posted automatically or the
Autopost Flag is set to X. For more information, see “Defining process types”
on page 175.

9.3 Processing logic modules

To increase the automation of the DP process, you can use logic modules, which are
introduced with VIM 7.5.

The task of logic modules is to check whether data is missing for a document and to
add the data where possible. This data enrichment is scheduled before the business
rules run. It might be useful to also trigger some logic modules at a later point of
time, for example if the user has entered data on the indexing screen and presses
Rerun Business Rules. A new business rule has been introduced that “informs” the
user that a logic module has added data to the document. Business rules are
intended to check document data whereas logic modules are intended to also change
document data.

Logic module customizing comprises modules, process IDs and the mapping of
document types to process IDs. The smallest unit is a logic module. It consists of a
class method (including an user exit) running its own checks and its own data
retrieval. The logic modules are clustered together to process IDs obtaining a certain
sequence. There are process IDs for PO documents and Non PO documents.

Some logic modules replace existing mapping function modules, others are
completely new.

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• Example for simple mapping

Determination of bank data from vendor master

• Example for complex mapping

Additional cost handling based on line items delivered and marked by OCR.

1. VIM checks whether additional costs have been planned in purchase order.

2. If unplanned additional costs exist, they are moved to header or line items
according to VIM Additional Cost Customizing.

The logic module framework is the underlying technology. It determines which

logic module is carried out at what point(s) of the process.

“Best Practice” in VIM 7.5 means that OpenText delivers a set of logic modules/
process IDs that you can use by assigning them to your document types, according
to your processes.

The configuration of logic module processing is completely integrated in the /OPT/

SPRO tree:

Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration > Document
Type Configuration > Logic Module Processing.

To configure the logic module processing, the following steps are necessary:

• Configuring logic module processing (mandatory)

• Defining dynamic determination for determination type BPF (optional)

– Activating logic module processing - Fields

– Determining logic module processing - Data

9.3.1 Configuring logic module processing

The configuration contains the following steps

• Defining logic modules (mandatory)

– Configuring field change for exception (optional)

– Configuring messages for exception (optional)

• Defining the processing (mandatory)

– Configuring module processing steps (mandatory)

• Mapping the processing definition (mandatory)

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9.3.1.1 Defining logic modules

Configure modules with the corresponding processing logic and possible exception
handling. When you create your own module, create a delegated class of super
class /OPT/CL_D_LM_SUPER.

To define logic modules:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
Document Type Configuration > Logic Module Processing > Logic Module
Processing.

2. Define the module, using the following parameters:

Module ID
Unique ID of the module
Class Name
Enter the processing class of the logic module. The class must have super
class /OPT/CL_D_LM_SUPER. Method /OPT/IF_D_BP_MODULE~PROCESSING
must be redefined to integrate own processing logic.
Process Type Activation
Select how the process type is activated. A process type or exception gets
triggered according to the activation type:
Activate on field change
The process type gets triggered by a field change. See “Configuring
field change for exception” on page 225.
Activate on custom logic
The process type gets triggered by custom logic implemented in Exit
FM.

Process Type
Enter the process type.
Process type 405 is a template for the one time business rule trigger. The
rule gets triggered when a field is changed within the module or by custom
logic (see Process Type Activation on page 224)

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Note: If you use a process type here, locate it near the beginning of the
sequence of process types.

Exit FM
Enter the exit function for process type activation on custom logic. Use
template function /OPT/VIM_DBPF_TEMPLATE_PROC_TR to create your own
function module.

9.3.1.2 Configuring field change for exception

In this step, you configure the fields for the process type activation based on field
change. This is only relevant for Activate on field change. Whenever a field is
changed (at least one of the field list) in the logic module, the corresponding
exception is triggered.

To configure field change for exception:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
Document Type Configuration > Logic Module Processing > Logic Module
Processing.

2. In the Module Definition Overview screen, select a Module ID that has Process
Type Activation Activate on field change, and double-click Field Change
for Exception in the Dialog Structure.

3. In the Field Change for Exception screen, configure the fields, using the
following parameters:

Field Type
Select Header or Item.

Field Name
Enter the name of the field in the index data table. The table is either /OPT/
VIM_1HEAD or /OPT/VIM_1ITEM.

9.3.1.3 Configuring messages for exception

In this step, you configure the messages that are shown in the index screen when the
configured exception (see “Defining logic modules” on page 224) occurs.

To configure messages for exception:

1. In the Module Definition Overview screen, select a Module ID that has Process
Type Activation Activate on field change, and double-click Messages for
Exception in the Dialog Structure.

2. In the Messages for Exception screen, configure the messages, using the
following parameters:

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Application Area
Enter the message class of the message.
MsgNo
Enter the message number.
Fld.Change
Select this check box to show a message for each field that gets changed
with relevant information:
/OPT/VIM_BPF - 001
Message for item field changes
/OPT/VIM_BPF - 002
Message for header field change

Field Type
Select if the message is shown for Header or Item fields.

9.3.1.4 Configuring the processing definition

In this step, you configure the relevant logic module processing definition. Logic
modules are clustered in process IDs in order to have the following:

• a processing sequence
• different processing for PO / NPO document types
• easier configuration: basic enrichment is separate from special handling
(additional costs)

To configure the processing definition:

1. In the Module Definition Overview screen, select a Module ID and double-

click Processing Definition in the Dialog Structure.

2. In the Processing Definition screen, define the processing, using the following
parameters:

Process ID
Enter the unique Process ID of the processing steps.
Description
Enter the description of the processing steps.

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9.3.1.5 Configuring module processing steps

In this step, you assign the logic modules to the processing definition.

To assign logic modules to the processing definition:

1. In the Processing Definition screen, select a Process ID and double-click

Module Processing Steps in the Dialog Structure.

2. In the Module Processing Steps screen, assign the logic modules to the
processing definition, using the following parameters:

Counter
Enter the sequence of the modules.
Module ID
Enter the unique ID of the module (see “Defining logic modules”
on page 224).
Active
Select this check box to activate each module in the process.
Process Mode
Define when to trigger the module: at Process Start, at Rerun Rules
(rerun business rules), or at both times (Start + Rerun).
Note: Be careful when you use the rerun option. Many of the
enrichments only make sense when they are done at the start of
processing. During rerun, they might overwrite values entered by the
user.
Relation
Select the relation between the modules: AND or OR
You can define if the module has run successfully or not within the
processing class (see “Defining logic modules” on page 224).

• If you define an AND relation between two modules and the first module
does not run successfully, the next modules will not be processed at all.

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• If you define an OR relation, the next modules in the OR relation will be

skipped if the previous module ran successfully.

Notes

• Use the AND relation as default to run all modules correctly.

• If no relation is available between modules in one process
definition, the process will not continue with the next module.
• Take the process mode into account if you need to configure
different relations: Create different processing definitions for
different process modes.

9.3.1.6 Mapping the processing

In this step, you map the process definition with the related module processing steps
to the relevant document types, other fields (determination) or other logic (function
module).

You can map the process ID in the following different ways:

• Map to Channel ID and Document Type: use Activation Type Activate by

Constant.
• Map by determination, you can define your own determination fields, see
“Configuring logic module processing determination - fields” on page 229: use
Activation Type Activate by Determination.
• Map by using a customer specific function module: use Activation Type
Activate by Custom Function and fill FM to determine Process ID.

To map the process definition:

1. In the Module Definition Overview screen, double-click Processing Mapping

in the Dialog Structure.

2. In the Processing Mapping screen, perform the mapping of the process

definition, using the following parameters:

Counter
Define the sequence of processing.
Channel ID
Only relevant for activation type Activate by Constant.

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Enter the input channel that is used for the process definition. If it is empty,
all channels are valid.

DP Document Type
Only relevant for activation type Activate by Constant.
Enter the document type that is used for the process definition. If it is
empty, all document types are valid.

Note: When upgrading from older VIM releases, you might like to
have some document types using logic modules and some others run
without logic modules. In this case, you need to remove the standard
entries in the processing mapping with empty document types. This
will prevent the logic modules to be called for all documents. The
removed entries need to be replaced with respective entries for each
document type that will need to have logic modules called.

Activation Type
Select how your mapping is activated. If you select Activate by Constant,
input channel and document type are the relevant parameters that are taken
into account.
You can also select Inactive, Activate by Custom Function or Activate
by Determination (see “Configuring logic module processing
determination - fields” on page 229).

Process ID
Enter the unique ID of the processing steps.

Note: If you want to use logic modules for auto coding, Process ID N_
SPEC_001 must be mapped to the Non PO based DP Document Types
that are used. In VIM Baseline, this mapping is available for DP
Document Type NPO_75.

FM to determine Process ID
If applicable, enter the name of the function module to activate the logic
module processing. Use template function /OPT/VIM_DBPF_TEMPLATE_DET
to create your own function module.

9.3.2 Configuring logic module processing determination -

fields
You can configure the fields for the dynamic determination of the logic module
processing individually.

Important
If there are entries in the logic module processing mapping that have activation
type Activate by Determination, you must define the relevant fields and the
data. Otherwise, you can skip sections “Configuring logic module processing
determination - fields” on page 229 and “Configuring logic module processing
determination - data” on page 231.

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This section describes the configuration of fields that are used for the determination.
The process ID (PROC_ID) field (see screenshot below) is required to assign the
correct process.

To configure fields for the logic module processing determination:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
Document Type Configuration > Logic Module Processing > Logic Module
Processing Determination - Fields.

2. In the Maintenance View for Logic Module Processing, configure fields for
logic module processing, using the following parameters:

Determination Type
BPF (mandatory)
The determination type for Best Practice Framework Configuration is
BPF. It is defined in table /OPT/AT_DETTYPE. The determination type BPF is
delivered in the baseline configuration.

Note: You can perform some customizing on the production system,

where clients are normally set to “No changes allowed”. For this
customizing activity, no transport request is created.
As a prerequisite, you must select the Edit Allowed check box in the /
OPT/AT_DETTYPE table for the corresponding transaction codes.

Field Type
You can configure Header or Item fields. For the determination, only
header fields are relevant.

Field Name
Select the corresponding field of table /OPT/VIM_1HEAD.

Sequence
Define the processing sequence of the determination.

Search Help Name

You can configure a search help, which will be used in the data
determination configuration.

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Allow Ranges
Select this check box to allow configuring ranges in the data determination
configuration.

9.3.3 Configuring logic module processing determination -

data
You can configure the data for the dynamic determination of the logic module
processing individually, based on the defined fields.

Important
This is only relevant if there are entries in the logic module processing
mapping that have activation type Activate by Determination. Otherwise,
you can skip sections “Configuring logic module processing determination -
fields” on page 229 and “Configuring logic module processing determination -
data” on page 231.

To configure logic module processing determination data:

• Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
Document Type Configuration > Logic Module Processing > Logic Module
Processing Determination - Data.
The following screenshot shows an example for the fields configured in
“Configuring logic module processing determination - fields” on page 229.

In this example, the Logic Module Process ID N_SPEC_001 is used for all
documents of the company code 7000 and vendors 1000 to 3000 + for the
company code 7500 and vendors 4000 to 7000.

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9.4 Business Rule Framework

VIM 7.5 provides the Business Rule Framework (BRF), which allows you to
configure the business rule processing in a more detailed way. The usage of the BRF
is optional. If nothing is configured in the BRF Schemata Assignment, the business
rules are carried out as usual.

9.4.1 New features of the BRF

In previous VIM versions, a business rule (= process type) was either set active or
inactive for a document type. For more information, see “Defining process types”
on page 175.

With VIM 7.5, the settings are more refined with respect to check status, check
conditions, vendor grouping, and assignment.

The new check status does not only mean that a business rule run is either on or off.
The check status also considers counter based, random, periodic, or once as possible
triggers for a business rule run.

The new check condition definition allows you to limit business rule runs to either
exceeding a minimum amount or receiving a flag from a custom function.

9.4.1.1 Check type / check status

You can assign the following business rule run statuses. A check type means that you
can configure a business rule run to on, off, random, and so on. See the following
list.

• Random
The business rule might or might not run.
• Condition based (function module)
The business rule runs only if a custom function module delivers a success flag.
• Counter based
If the counter is reached, the business rule runs. The counter can be customized.
• Blind
The business rule runs without stopping in case of an exception.
• Off
The business rule does not run (inactive).
• Check
The business rule runs (active).
• Periodic
The business rule runs every x month for a vendor. The x can be customized.

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• Once per vendor

The business rule runs once.

9.4.1.2 Check condition / check ID

You can assign each business rule, a subset of business rules, or all business rules to
a check condition. The following check conditions are available.

• Amount based
A minimum amount is configured. If the document exceeds this amount, the
business rule is run.
• Function module based
A custom function can be implemented. If it returns a success flag, the business
rule is run.

9.4.1.3 Vendor group

You can group vendors to white list, grey list, or black list vendor groups. For white
list vendors, you can limit the execution of business rules to the most important
ones. Grey list vendors, however, can be checked more intensely and black list
vendors can be assigned a very strong rule framework.

9.4.1.4 BRF schemata assignment

The check types, which control the business rule runs, can be assigned to different
customizing objects, for example a vendor group. Assignments can be very
detailed by entering single process types and company codes or they can be
extensive by only entering a vendor group.

You can assign check types to the following elements.

• Company Code (range)

• Vendor group
• Document type
• Exception Class or Process Type
• Check condition (ID)

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9.4.2 Configuring the BRF

The configuration of the BRF is integrated in the /OPT/SPRO tree:

Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration > Process
Configuration > Business Rule Framework (BRF).

To configure the BRF, you must perform the following steps:

• Configuring vendor groups (white list, grey list, black list)

• Assigning vendors to the groups; unassigned vendors automatically belong to
the grey list.
• Defining names for the check types
• Defining check IDs if you want to use amount limits or custom function modules
• Defining which check types are valid for which process types and which
documents (document type, company code, vendor group)

9.4.2.1 Configuring vendor groups

To configure vendor groups:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
Process Configuration > Business Rule Framework (BRF) > Maintain BRF
Vendor Group.
In the BRF - Vendor Group Overview screen, the following vendor groups are
preset: WHITE, GREY, and BLACK.

2. Optionally, add other vendor groups, using the following parameters:

Vendor Group
Unique name for the vendor group (black, grey, white)
Description
Description of the vendor group

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9.4.2.2 Assigning vendors to vendor groups

To assign vendors to vendor groups:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
Process Configuration > Business Rule Framework (BRF) > Maintain BRF
Vendor Group Assignment.

2. In the BRF - Vendor Group Assignment Overview screen, assign vendors to

vendor groups, using the following parameters:

Company Code from

Enter a single value or the lowest company code in a range.
If this field is empty, the assignment is valid for all company codes.

Company Code to
For ranges only: Enter the highest company code in a range.

Vendor
Enter the vendor number.
If this field is empty, the assignment is valid for all vendors of the company
code(s).

Country
Vendor country code, for example DE for Germany.

Name
Vendor name.

Vendor Group
Enter the vendor group. For more information, see “Configuring vendor
groups” on page 234.

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Description
Vendor group description. For more information, see “Configuring vendor
groups” on page 234.

9.4.2.3 Maintaining check type ID names

The following check types are preset:

• RANDOM
• CONDITION
• COUNT
• BLIND
• OFF
• CHECK
• PERIODIC
• ONCE

For more information, see “Check type / check status” on page 232.

To maintain check type ID names:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
Process Configuration > Business Rule Framework (BRF) > Maintain BRF
Check Type ID Name.

2. In the BRF - Check Type ID Overview screen, fill the check type descriptions
(especially in additional languages), using the following parameters:

• Chck. Type ID
• Check Type name
• Check Type Description

9.4.2.4 Maintaining check IDs

The check condition definition allows you to limit business rule runs to either
exceeding a minimum amount or receiving a flag from a custom function.

To maintain check IDs:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
Process Configuration > Business Rule Framework (BRF) > Maintain BRF
Check ID.

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2. In the BRF - Check ID Overview screen, configure check conditions (check

IDs), using the following parameters:

Check ID
Enter the unique ID of the check condition.

Description
Enter the check condition description.

Check Base
Select which check base you want to use. Possible options:

Amount based
If you select this option, you must enter values in the following fields:
Amount, Currency, Amount Base, and Conversion Date.

Function Module
If you select this option, you must enter a custom check function in the
Check Function field.

Check Function
Enter the exit function for the function module check base. You can use
the /OPT/VIM_DCMP_EX_CONDITION function module as a template.

Amount
Enter a minimum amount for a business rule run.

Currency
Enter the currency for the minimum amount.

Amount Base
Select Gross amount or Net amount.

Conversion Date
Define a currency conversion date. You can select one of the following
options:

• Current System Date

• Date on the Vendor Invoice
• Posting Date
• Date of the supply of the Goods or Services.

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Conversion Function
Optionally, enter a custom function for the currency conversion. If you
leave this field empty, the SAP function module CONVERT_TO_LOCAL_
CURRENCY is used.

9.4.2.5 Configuring the BRF schemata

To configure the BRF schemata, you fill in either the Exception Class ID or the
Process Type to limit the validity of the check type. If both fields are empty, the
check type is valid for all active business rules.

To configure the BRF schemata:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
Process Configuration > Business Rule Framework (BRF) > Maintain BRF
Schemata Assignment.

2. In the BRF - Schemata Assignment Overview screen, configure the BRF

Schemata Assignment, using the following parameters:

Company Code from

Enter a single value or the lowest company code in a range.
If this field is empty, the assignment is valid for all company codes.

Company Code to
For ranges only: Enter the highest company code in a range.

Vendor Group
Enter the vendor group. If you leave the field empty, the Grey list vendor
group is taken.

DP Document Type
Enter a DP document type. If you leave the field empty, the assignment is
valid for all DP document types.

Exception Class ID, Exception Class

To limit the check type, enter an exception class ID, which bundles several
process types. See the definition in “Mapping exception classes”
on page 887.

Process Type
If you do not use an exception class ID and you nevertheless want to limit
the check type, enter a process type.

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Check ID
To limit the check type, assign a check ID as defined in “Maintaining check
IDs” on page 236.
Check Type
Select a check type. For more information, see “Maintaining check type ID
names” on page 236.
Counter X
If you use Counter Based check type: Enter a numeric value for the counter.
When the counter is reached, the business rule runs.

9.4.3 Additional configuration

The following Z constants have influence on the BRF.

COMPL_RANDOM_MIN
Valid for check type RANDOM. You can increase or decrease the probability of
exceeding the minimum random value.
This central value is used as a lower limit for the Business Rule Framework. If
check type RANDOM is active for a business rule (process type), the SAP random
number generator is called. It returns a value between 0 and 100. If you want
business rules to run very rarely, you have to enter a high value (for example
90). If you want them to run more often you have to enter a low value (for
example 10).
CUSTOM_FM_COMPLIANCE
You can create a customer specific function module for the BRF matching. Use
template /OPT/VIM_DCMP_EX_MATCH.
COMPL_ALLOW_M_BYPASS
The DP indexing simulation screen shows activate/bypass icons that are set by
the BRF or manually. If a BRF check type exists and this Z constant is empty, the
icon cannot be changed. If no check type exists or this Z constant is set to X,
manual changes are possible.
COMPL_HIDE_CHECKTYPE
If this Z constant is set to X, the DP indexing simulation screen does not show
the check type column. If it is empty, it shows the column.

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9.4.4 BRF test tool

VIM 7.5 introduces the new /OPT/VIM_CP_TEST transaction. It calls a basic test tool
for the BRF. You can use the test tool for the following purposes:

• to show the processing steps for a group of documents that is defined by:

– DP document type
– Company Code
– Vendor
• to show the processing steps of a DP document.

9.4.4.1 Example 1: Group selection

To show the processing steps for a group of documents:

1. Run the /OPT/VIM_CP_TEST transaction.

2. Select Show Processing Steps (group).

3. Enter DP document type, company code, and vendor, and click .

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The displayed list covers the following data:

Header data

• DP Document Type
• Characteristic (country)
• Vendor Group

Step data

Step ID
Technical information: processing sequence
Process Type
Technical information: process type ID
Business Rule
Name of the process type (business rule)

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Activate/Bypass
A business rule can take one of the following statuses:

<empty>
Active (no manual bypass possible)

Active

Inactive / bypassed

Bypass possible depending on the check type

Business rule run was not logged.

For a list of events that prevent business rules from being logged, see
Section 9.8 “Troubleshooting business rules simulation” in OpenText
Vendor Invoice Management for SAP Solutions - Administration Guide
(VIME-AGD).

The following check types trigger the status “bypass possible”:

Random
At business rule run time, the random function delivers a bypass
variable that is either filled or empty.

Condition
At business rule run time, a custom function delivers a bypass variable
that is either filled or empty.

Count
At business rule run time, the counter is checked for company code,
vendor and process type/exception class. If a predefined value is
reached, the business rule is run. Otherwise, it will be bypassed.

Periodic
At business rule run time, the current date is compared to a predefined
period and last run for company code, vendor and process type/
exception class. If the predefined period is reached, the business rule is
run. Otherwise, it will be bypassed.

Once
At business rule run time, it is checked whether the business rule has
been run once for company code/vendor/document type. If the business
rule has run before, it is bypassed. If it did not run before, it is run now.

Check Type
If a check type has been assigned in the BRF schemata assignment, it is
shown.

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Initial Role
Role that is assigned to the business rule.

4. To return to the selection screen, click .

9.4.4.2 Example 2: Document selection

To simulate business rules for a single document:

1. Run the /OPT/VIM_CP_TEST transaction.

2. In the Process Information area, select Simulate Business Rules 1 doc.

3. In the Selection area, enter the DP Document ID and click .

Header data

• Document ID
• DP Document Type

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• Characteristics (country)
• Invoice Category

• Vendor Group

Step data is identical to the group result list; see Step data on page 241.

4. To return to the selection screen, click .

9.5 Customizing profiles for the indexing screen

You configure the indexing screen for all global settings within a profile. A profile
describes all relevant default user screen settings and enables you to integrate own
processing logic. You can assign different profiles directly to different users if
specific settings are necessary.

Note: VIM baseline delivers a global profile (DEFAULT), which is called

whenever no specific user profile is configured. The DEFAULT profile must
always be available.

You can assign a specific user profile, using the user parameter /OPT/CIDX_CUST_
PROF.

The following customizing steps are necessary:

• Defining the profile

• Defining profile settings

9.5.1 Defining the profile

The profile definition describes the overall profile with a unique ID and the
corresponding description.

To define the profile:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
General Configuration > Maintain Customizing Profiles for Index Screen

2. In the Profiles Details screen, define the profile, using the following
parameters:

Customizing profile
Unique ID of the profile

Customizing Profile Description

Description of the profile

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9.5.2 Defining profile settings

The general profile settings comprise pure UI related settings as well as some
important functional application parameters.

The general default profile (DEFAULT) included in the baseline delivery assumes a
minimum screen resolution of 1600 x 900 for all UI related settings.

To define profile settings:

1. In the Profiles Details screen, double-click Profile Settings in the Dialog

Structure panel.

2. Define the profile settings using the following parameters. The corresponding
settings are called during runtime.

Customizing Profile
Unique ID of the profile
Application Class
Enter the application class.
The complete logic of the indexing screen is combined in the application
class of the indexing screen. All relevant attributes and methods of the
global application class are delivered in a baseline indexing screen
application. You can enhance the class by redefining components of the
class within a custom class, which can be maintained instead of the baseline
class.
Default value: /OPT/CL_C_IDX_APPLICATION
UI Class
Enter the UI class.

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All relevant screen logic is combined within the UI class of the indexing
screen. Like for the application class, the baseline class delivers the
complete screen logic, which you can redefine.
Default value: /OPT/CL_C_IDX_UI_CONTROLLER
Process Options
Enter the process options class.
This class includes the process options to be executed within the indexing
screen.
Default value: /OPT/CL_C_IDX_PROCESS_OPTIONS
User Class
Enter the user class.
This class includes necessary user settings and configuration of the indexing
screen.
Default value: /OPT/CL_C_IDX_USER

The plug-in options of the profile are used when the user calls the indexing
screen the first time. Changes done during screen processing are stored when
the indexing screen is left and the screen is opened in the same way the next
time. For details about plug-ins, see “Customizing plug-in controls for end-user
screens“ on page 697.

Plug-In Type
Enter the plug-in type that is used within the indexing screen by default.
Default value: VIM_IDX
Plug-In ID
Enter the default plug-in ID that is used in the indexing screen.
Default value: 10 (Image plug-in)
Plug-In Side
Select the default plug-in side where the plug-in is displayed on the screen.
Default value: Right justified
Cont. Pane % Vt.
Content pane size ratio vertical in %: Enter the default plug-in size in
percent of the indexing screen, a % value between 5 and 90.
Default value: 42

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9.6 Roles in Document Processing

OpenText delivers standard roles for Document Processing (DP) in the baseline.

To display the table of roles, run the /OPT/CP_9CX5 transaction.

Alternatively, navigate to OpenText VIM - Invoice Solution > SAP menu > Roles >
Role Maintenance.

To create a new role, follow the process described in “Defining roles” on page 44,
with product code 005.

9.7 Configuring DP process options

In this step, you define the process options that a role gets to see on the DP
dashboard during the DP process. These options are available for use in any process
type configuration.

To configure DP process options:

1. Run the /OPT/VIM_8CX2 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > Process Configuration >
Maintain Process Options.

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2. Configure DP process options using the following parameters:

Option Id
Enter a 4 digit number identifying the process option.
Option Button Text
Enter the text that appears on the button for this option in the users’
dashboard.
Option Button Icon
Enter the icon that appears on the button for this option in the users’
dashboard. If you maintain an icon, the Option Button Text is not used.
Option Text
Enter a description that describes the option in detail.
Option Type
Select the type of option:
BDC Action
A BDC ID is executed if the user chooses this option.
Note: If you select BDC Action, you must maintain the BDC
Configuration Id.
Referral
User can refer the work item to a target role for further processing.
Note: If the Override Res. Actor check box is selected, the user
has an option to send the work item to users other than the ones
determined by the system for the target role.

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Class Method
The system calls the class method that you define in the Option Class
Name field.

Note: If you select Class Method, you must maintain the Option
Class Name field.

Call Transaction
The system calls the transaction that is defined in the Transaction Code
field.

Note: If you select Call Transaction, you must maintain the

Transaction Code field.

Workflow Task
The system calls a (sub) workflow or task before continuing the process.
Select Workflow Task to define any custom post processing steps for a
given option.

Auto Action Required

Select this check box to let the system try to post the document (create SAP
document) in background. The transaction that is called for posting
depends on the process type configuration.

Recheck Proc Type

Select this check box to let the system try to run the business rules as
defined.

Confirm Check Rules

Select this check box to let the system try to get a confirmation from the user
to rerun the business rules.

Confirm Execute
Select this check box to let the system get a confirmation from the user to
execute the option.

Confirm Completion
Select this check box to let the system get a confirmation from the user that
the option is successfully executed.

Display Index Data

Select this check box to let the system display indexing data of the DP in a
separate window while executing this process option.

Note: After Display Index Data is selected for a certain Process

Option, the feature is applied to all Document Types.

Mandatory Check not Required

Select this check box to let the system proceed with the action even if not all
mandatory fields are populated on the indexing screen.
If you clear this check box, and some mandatory fields are still empty, the
standard message Fill in all required entry fields will be displayed.

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Comments Required
Select this check box if a comment is required for the action executed. The
comment will be shown in the process log.
Note: For referring process options, this setting is ignored if the Z
constant REFER_COM_REQ (product code 005) is set.
Document Status
Select the status set for the document if the option is executed successfully.

9.7.1 Using the BDC ID infrastructure

In VIM, many processes base on configuring the system to perform a sequence of
operations. This concept is implemented by configuring a BDC ID, a very flexible
infrastructure that allows to:

• execute a transaction code without any configuration

• execute a transaction code pre-populating process data without having to code
how the data is read
• configure a custom function module to be executed to achieve the process option

The substeps in the definition of a BDC ID are the following:

• “Defining a BDC ID” on page 250

• “Defining parameters” on page 253
• “Defining transaction data” on page 255
• “Defining success messages” on page 258

9.7.1.1 Defining a BDC ID

To define a BDC ID:

1. Run the /OPT/CP_9CX1 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > Process Configuration >
Maintain BDC Procedures.

2. In the BDC Definition Overview screen, double-click a BDC configuration Id.

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3. Define the BDC ID, using the following parameters:

Note: If the Custom BDC Function at the bottom of the screen is

maintained, the system ignores all other BDC Definition settings.

Description
Enter a meaningful description for the action.

Transaction Code
Enter the related SAP transaction code.

Data Area
Enter Indexing for DP

Processing Mode
Select settings for processing:

Display all screens

Use this option to display all screens.

Display errors
BDC mode E: Stops at Error screen.

Background processing
BDC Mode N: Use this option for background processes.

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Background processing; debugging possible

Not used

Update
Select the Update mode to call transaction. Possible values: Local,
Synchronous, or Asynchronous.

CATT Mode
Select the CATT mode. The following values are possible:
No CATT
’ ’ No CATT active

CATT without individual screen control

‘N’ CATT without single-screen control

CATT with individual screen control

‘A’ CATT with single-screen control (can be selected for running in
MIRO in background)

Default Size
Select this check box to use the default window size.
Continue after Commit
Select this check box to specify that the transaction does not end at COMMIT
WORK.

Not a BI Session
Select this check box to specify no batch input mode, that is, SY-BINPT =
SPACE.

End: No BI
Select this check box to specify no batch input mode after the end of BDC
data.
Custom BDC Function
Maintain the custom BDC function, and the system will ignore all settings
in the BDC Definition Details screen. Figure 9-2 on page 253 shows the
function module interface.
Exceptions

• You must specify the processing mode that you are using in your
customer function.
• You must specify the transaction FV60 as Transaction code, if you are
calling a transaction to park Non PO invoices in your custom module,
and if you want the parking workflow for the Non PO invoices dialog to
be triggered.

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Figure 9-2: BDC ID function module interface

9.7.1.2 Defining parameters

In this section, you define the parameter ids that are set before calling a BDC
transaction.

To define parameters:

1. In the BDC Definition Details screen, double-click Parameters in the

navigation pane.

2. Define the following parameters:

SPA/GPA
Parameter Id (Check definition with SAP Documentation)

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Value Det. Type

Function module
Figure 9-3 on page 254 shows example and interface.

Figure 9-3: Parameter function module interface

As the data head is structure, it is not specified. Use field symbol to pass
it on to the respective structure.
You can use the function module parameter ID also as exit before
calling BDC transaction.
Create a dummy parameter ID and use the custom function module for
any processing that needs to be done before BDC call.

Application Variable
Application Variable is used to reference index field values.

System Field
System Field is used to reference system fields.

Default Value
Default Value is used to set default values as parameters.

Class Method
Currently not implemented.

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9.7.1.3 Defining transaction data

In this section, you define the transaction data that is passed to various screens when
the transaction is called.

To define transaction data:

1. In the BDC Definition Details screen, double-click Transaction Data in the

navigation pane.

2. In the Transaction Data Overview screen, double-click an Index ID on the very

left of the table.

3. Define the transaction data, using the following parameters:

Index ID
Sequence step number for the BDC data table
Program
Enter the name of the program.
Screen number
Enter the screen number.
Start Screen
Select the check box to indicate a new screen.
Line Number for Item
Enter the line number for the table control line item. Normally blank.
BDC Field Name
Enter the BDC field name.

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BDC Field Value

Enter the actual value, based on the Value type.
Value Det. Type
The Value Determination Type settings are similar to the settings in
“Defining parameters” on page 253.

The following options are available:

Function Module
The BDC field value can be retrieved dynamically based on a function
module.

Figure 9-4: Transaction data function module interface

Note: BDC infrastructure is used in multiple areas of VIM, so

DATA_HEAD declares the BDC field as field symbol and passes on
the correct structure. Figure 9-4 on page 256 is an example for DP
usage.

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Application Variable
The value of the table field from table /opt/vim_1head can be used in
the application variable. If you choose Application Variable, enter
the field name from table /opt/vim_1head into the BDC field value
table.

System Field (SYST)

To pass any system variable like date and time, choose field value type
System Field and enter the system variable into the BDC field value.

Default Value (Constant)

To pass on constant values like BDC_OKCODE, use the Constant Value
field type. Enter the value without quotation marks.

Class Method
Currently not implemented.
BDC Extension Function Module
You can use this option to add a screen field to BDC Data structure
based on special logic, for example country specific screen fields. When
you use this option, enter the following values and leave the remaining
fields empty. See the following screenshot.

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Program
EXTENSION

BDC Field Value

Function module name
The function module interface must be like the one shown in the
following screenshot. Append the BDC field information to the table
BDCDATA for each field.

9.7.1.4 Defining success messages

In this step, you define the success messages issued by the system to indicate the
successful completion of the process.

If success messages are maintained, the system checks for the messages at the end of
the transaction, and if they match any other messages returned from BDC, the
system treats it as transaction completed.

To define success messages:

1. In the BDC definition screen, select a BDC Configuration Id and double-click

Success Messages in the navigation pane.

2. Define success messages using the following parameters:

Index
Sequential line item number

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Application Area
Select the message class.
Message ID
Select the message number.

The success message is not required for all transactions. In a few cases, like MIRO and
FV60 transactions, the transaction itself exports a Process_key-complete flag to
memory ID name as work item ID, and then the system also treats the transaction as
completed.

The following is the example code for exporting a document creation flag in case of
MIRO and FV60 transactions.
DATA l_objkey TYPE swotobjid-objkey.
CALL FUNCTION 'GET_WORKFLOW_ID'
IMPORTING
workitemid = l_objkey
EXCEPTIONS
not_found = 1
OTHERS = 2.

CHECK: sy-subrc EQ 0, l_objkey NE space.

IMPORT process_key TO l_prockey FROM MEMORY ID l_objkey.

CHECK sy-subrc EQ 0.

l_prockey-bus_objtype = 'BUS2081'.
l_prockey-bus_objkey = l_rbkp+3(14).
l_prockey-complete = 'X'.

EXPORT process_key FROM l_prockey TO MEMORY ID l_objkey.

The following screenshot shows the structure to be implemented for /OPT/PROCESS_

KEY.

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9.7.2 Changing BAPI configuration

If you need to change the configuration for a certain BAPI® and configure a plug-in
custom function module in BAPI, perform the following steps.

To change the BAPI configuration:

1. Run the /OPT/CP_9CX1 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > Process Configuration >
Maintain BDC Procedures. See also “Defining a BDC ID” on page 250.

2. Double-click BDC Configuration Id 6.

3. Replace the existing BAPI with custom BAPI compatible to interface /OPT/VIM_
52_BAPI_DOCLINES_PO.

4. Return to the BDC Definition Overview screen, and double-click BDC

Configuration Id 11.

5. Replace the existing BAPI with custom BAPI compatible to interface /OPT/VIM_
52_BAPI_PO_PARK.

You might not want to entirely overwrite the BAPIs with custom BAPIs as described
above. The other way to allow some custom modifications is to use a custom plug-in
function module.

To configure a plug-in custom function module in BAPI:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
General Configuration > Automated Line Processing > PO Line
Determination > Maintain PO Invoice Lines Related Constants.

2. Double-click CUSTOM_FM_PLUGIN.

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This Z constant allows you to plug in your own function module, in order to
enhance the functionality lines for posting or parking via BAPI. This plug-in
custom function is called within /OPT/VIM_52_BAPI_DOCLINES_PO and /OPT/
VIM_52_BAPI_PO_PARK, just before creating the SAP documents.

3. In Constant Value, enter the name of your custom function module.

The interface of the custom function should look like the following:
EXPORTING
index_header = index_header
TABLES
index_item = index_item
itemdata = lt_bitem
accountingdata = lt_accountingdata
glaccountdata = lt_glaccountdata
materialdata = lt_materialdata
taxdata = l_tax
withtaxdata = lt_withtax "Witholding Tax
vendoritemsplitdata = lt_vendoritemsplit
CHANGING
headerdata = l_bhead
addressdata = ls_addressdata.

The BAPI function to park a PO invoice (/OPT/VIM_52_BAPI_PO_PARK) terminates

processing with an error if no line items are delivered or the line items could not be
matched completely with the SAP proposal.

If the exit function (constant 005 / CUSTOM_FM_PLUGIN) is maintained, the processing

within the function module continues. Within the exit, additional coding can be
executed to park the document correctly.

For the posting BAPI (/OPT/VIM_52_BAPI_DOCLINES_PO), the same functionality

exists for not completed lines according to the SAP proposal.

9.8 Invoice processing plug-ins

Invoice processing plug-ins comprise the following:

• Business Add-Ins (BAdI)

• Business transaction events (BTEs).

9.8.1 Activating BAdI for invoice processing

For PO based invoices (transaction MIRO), Business Add-Ins (BAdI) determine
document completion. The corresponding VIM BAdI exports the Process_Key-
complete flag and also object type and object key.

In this step, you need to verify that the BAdI used for PO based invoice processing is
active. This is important to successfully terminate the document processing
workflow and start PO parked/blocked workflow (if required).

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Usage:

• When a PO document is parked, the VIM BAdI triggers an OpenText process to

capture the reason for parking the invoice which triggers the OpenText PO
parked invoice workflow process.
• When a PO document is posted and the PO document is blocked for any reason,
the VIM BAdI triggers the PO blocked invoice workflow process.

To verify BAdI PO park invoice exit:

• Run the SE19 transaction and check the BAdI /OPT/VIM_MIRO_ENH.

The BAdI implementation has to be available and active on the system.

Runtime Behavior must be Implementation is called.

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There is a second implementation for this BAdI called /OPT/VIM_ENH_SPOT_MIRO.

This implementation is integrated into the Switch Framework, Business Function
Set /OPT/VIM_BFS, Business Function /OPT/VIM_SFW_MIRO, Switch /OPT/VIM_
SWITCH.

Make sure that only one implementation for this BAdI is called. Therefore use the
SE19 transaction to check that the runtime behavior of BAdI /OPT/VIM_ENH_SPOT_
MIRO is Implementation is not called. To prevent activation of this second BAdi,
leave the Planned Status for Business Function /OPT/VIM_SFW_MIRO empty (in the
SFW5 transaction).

To activate the BAdI implementation in the switch framework:

1. Deactivate BAdI /OPT/VIM_MIRO_ENH using the SE19 transaction.

2. Use the SFW5 transaction to set the planned status of business function /OPT/
VIM_SFW_MIRO to “active” and activate the change.

Note: You find the business function under ENTERPRISE EXTENSIONS.

You can check if the activation was successful in SFW5 (bulb is lit) or in SFW_
BROWSER (“Switch position” of business function /OPT/VIM_SFW_MIRO is green.)

3. Use the SE19 transaction to make sure that runtime behavior of BadI /OPT/VIM_
ENH_SPOT_MIRO is Implementation is called.

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9.8.2 Activating BTEs for FI invoice processing

In this step, you define BTEs (Business Transaction Events in FI invoice processing)
that are delivered with VIM. These BTEs are required to trigger the OpenText Non
PO Parked Invoice Process. For more information on how BTEs work, refer to the
SAP documentation on BTEs.

To verify the BTE Non PO park invoice exit:

1. Run the FIBF transaction.

On the Settings menu, point to Products > of a partner, and click Activate.
The /OPT/VIM product must be active.

2. On the Settings menu, point to P/S Modules, and click of a partner.

The following entries must be available.

New BTE processing for document parking – The parked processing within BTE
2213 has been enhanced and supports the following scenarios:

• NPO parking using enjoy transactions: uses BTE 2213 and BTE 1140
• NPO parking using classic transactions: uses BTE 1020 and BTE 2213
• NPO BDC scenario: uses BTE 2213 and modification in function module /OPT/
VIM_CALL_IDX_TRANSACTION

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 9.9. Configuring the process type

9.9 Configuring the process type

A process type in the VIM DP process is used by the system to determine if the
process type is an exception, and to define the initial role that gets the work item.
The user process options for each role define the options on the dashboard for each
role.

9.9.1 Defining the process type

To define the process type:

1. Run the /n/OPT/VIM_8CX1 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > Process Configuration >
Maintain Process Types.

2. To display the Process Type Definition Details screen, double-click a Process

Type line.

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3. Define the process types using the following parameters:

Basic Configuration

Process Type Number

3 digit unique number identifying the process type.
Process Type
Description of the process type.
Initial Role
Select the initial role that gets the work item.
Initial Actor FM
Select a custom function module to determine the initial role. The system
first checks if there is an initial actor. If there is no initial actor, the system
tries to get the initial actor from the function module.

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Is Exception
Select this check box to mark the process type as exception. If this check box
is selected, the process type is not relevant for automatic background
document posting.
Characteristic Check
Relevant for characteristic specific configuration, for the following kinds of
process types:

• Process types that are specific to a single characteristic or multiple

characteristics
• Process types that need to be checked for specific invoice categories in
specific characteristics only
• Custom process types that need to be executed only for certain invoice
categories of a characteristic

Select this check box for these process types.

This check box tells the VIM system to check the characteristics
configurations also before the check defined in the process types is executed
on the invoice.
Baseline configuration provides the check box as selected for the baseline
process types that need additional checks to be performed for the
characteristic configuration.
Note: For the characteristic specific configuration, see “Characteristic
specific process types” on page 663.

Wait / Rerun Settings

The Wait / Rerun option can be used to automatically retrigger rules after a
period of time by the system.
Example: This helps when the system should check that a goods receipt is available
before the process continues without interaction of the user, when the invoice arrives
before the goods receipt is posted.

To rerun process types correctly in background, you must plan a batch job for a
report; see Section 7.1.1 “Scheduling batch jobs for workflows” in OpenText
Vendor Invoice Management for SAP Solutions - Administration Guide (VIME-AGD).
You can also rerun the waiting process types in dialog using the /OPT/DR_BR_
WAIT report or the /OPT/VIM_RULERUN transaction. See also “Rerunning waiting
process types“ on page 1005.

Wait / Rerun
With this option, it is possible to send any exception of a business rule into a
wait state. Depending on the selected option, it is possible or not possible to
process the work item:
Background processing only
The work item is sent to the background user (WF-BATCH).

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Workitem processing possible

The work item is in a wait state but it can be processed by the user
specified in Wait Role.

Interval (hours)
The interval defines the time in hours after which the business rule is
skipped or placed in the initial actor's inbox if no other action happened.
You can control this using the exclusive indicator; see “Defining the process
type determination sequence” on page 177). The rule will be skipped if the
exclusive indicator is not set, or the process will stop and the initial actor
has to resolve the process type manually.
Wait Role
Only necessary if the Wait / Rerun option is set to Workitem processing
possible. The specified role gets the work item that is sent into the wait
state. The specified role is able to process the work item.

Workflow Settings

Workflow Type
Select Opentext Approval Workflow from the drop down list to start the
DP based approval workflow. With Opentext Approval Workflow selected,
it is possible to select or clear the Auto Start check box, as the case may be.
Select External Workflow from the drop down list to run any external
workflow (based on SAP technology) outside SAP IM workflows as a part
of any business rule. With External Workflow selected, the Auto Start
option is always enabled.
Select SRM System Integration from the drop down list for SRM scenarios
or any other external systems where an email will be sent and the workflow
will be in wait status. See “SRM integration“ on page 937.
Auto Start
Relevant for DP based approval workflow. If the process type
corresponding to the approval workflow is determined, the system checks
whether the Auto Start check box is enabled. If yes, the system starts the
approval workflow if it is enabled. If Auto Start is not enabled, processing
continues with the initial actor assigned to the current process type. The
initial actor will manually start the approval workflow.
Task
Enter the workflow template to be triggered. The workflow template
container can be of any interface as the binding is controlled by a custom
binding function module.
Binding Function
Enter the Workflow Binding function module.
It must be implemented in the system where the SAP IM workflow is
running, to pass appropriate data to the external workflow. The function
module should have an interface as /OPT/VIM_DASHBOARD_BINDING. Inside

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the custom function, in this case, implement Dataflow = E (Inward

Binding). You can access the complete container elements of the DP
workflow from the table parameter CALLING_CONTAINER. Regarding how
actual to implement the binding function, you can refer /OPT/VIM_
DASHBOARD_BINDING.
As a simple implementation, element INDEXDOCUMENT can be accessed from
the container CALLING_CONTAINER. DP (Document Processing number) can
be retrieved and other indexing information can be extracted and passed to
the elements of the CALLED_CONTAINER container, which is the container of
the external workflow. The external workflow must also raise the event /
OPT/V1001.PSS_COMPLETED at the end in the system where the SAP IM
workflow runs so that the SAP IM workflow proceeds further.

Example 9-2: Sample code for the Workflow Binding function

module
FUNCTION Z_SHV_BINDING.
*"-----------------------------------------------------------
*"*"Local interface:
*" IMPORTING
*" VALUE(DATAFLOW) LIKE SWABINDEF-DATAFLOW
*" TABLES
*" CALLED_CONTAINER STRUCTURE SWCONT
*" CALLING_CONTAINER STRUCTURE SWCONT
*"-----------------------------------------------------------
include <cntn01>.

DATA : lcl_indexer TYPE REF TO /opt/cl_vim_doc_processor,

l_curr_role type SWCONT-VALUE.
data : l_head type /opt/vim_1head,
lo_v1001 TYPE swc_object,
l_objkey TYPE swotobjid-objkey,
l_docid TYPE /opt/docid,
l_bus2012 TYPE swc_object.

IF DATAFLOW = 'E'. " Task Container <== Workflow Container

" Called_Container -- Calling_container
****************************************************************
* The binding is as follows
* External Workflow Container <=== VIM Workflow Container
* ===================== <=== =======================
****************************************************************
* Convert the Calling Container to Persistent
SWC_CONTAINER_TO_RUNTIME CALLING_CONTAINER.
swc_get_element calling_container:
'IndexDocument' lo_v1001 .

swc_get_object_key lo_v1001 l_objkey.

l_docid = l_objkey.

select single * into l_head from /opt/vim_1head

where docid = l_docid.

swc_set_element called_container: 'HEAD' l_head.

swc_create_object l_bus2012 'BUS2012' l_head-ebeln.

swc_set_element called_container: 'PurchaseOrder' l_bus2012.

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SWC_CONTAINER_TO_RUNTIME called_container.
SWC_CONTAINER_TO_PERSISTENT called_container.

ELSEIF DATAFLOW = 'I'. " Task Container ==> Workflow Container

" Called_Container -- Calling_container
****************************************************************
* The binding is as follows
* External Workflow Container ===> VIM Workflow Container
* ===================== =======================
****************************************************************
* Convert the Called Container to Persistent
SWC_CONTAINER_TO_RUNTIME CALLED_CONTAINER.
SWC_CONTAINER_TO_RUNTIME CALLING_CONTAINER.

ENDIF.

ENDFUNCTION.

Logical System
Enter the name of the system where the external workflow is supposed to
run. The external workflow should be based on SAP technology.

SRM Settings

Max Retry Counter, Retry Time (Minutes), Mail Config ID, Receiver Mail
Function, Send Mail Function
These fields are only relevant for the SRM integration. See “Missing goods
receipt scenario” on page 942.

9.9.2 Defining user process options

In this step, you define process options for each role. Process options are associated
with the process type.

To define user process options:

1. In the Process Type Definition Overview screen, select a process type and
double-click User Process Option in the navigation pane.

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2. Define process options, using the following parameters:

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.

Sequence
Optional setting: Enter the sequence of the process options shown in the
dashboard.

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9.10 Configuring indexing line matching

This section provides information about how to configure the matching of indexing
lines. To implement the derivation of indexing lines, you need to perform the
following configurations.

• “Configuring indexing line matching from OCR results” on page 272

• “Setting up the derivation infrastructure” on page 273
• “Enhancing MIRO for pre-population of data during online invoice creation”
on page 276

9.10.1 Configuring indexing line matching from OCR results

OCR can provide all purchase orders and all delivery notes that are found in one
invoice on header level.

Old VIM With VIM 7.0 and lower, the business rule Unable to Determine PO Line number
approach was used to derive PO item numbers for the indexing lines. As an extension for the
feature of line determination for invoicing, VIM provides a business rule Manual
Check Needed for indexing lines. The former rule Unable to Determine PO Line
number stays valid as it complements the line determination.

New VIM In VIM 7.5 and higher, the old approach is replaced with a combination of a logic
approach module and a business rule.

The combination of logic module Line based processing / enrichment /

matching (PO) and business rule Manual Check needed / Missing data for
indexing lines allows deriving all billable lines that are based on purchase orders
or delivery notes at header level. The automatic derivation runs as a background
process in the following cases:

• OCR did not supply any line items.

• OCR supplied incomplete line items.
Line items whose mandatory fields are empty are treated as incomplete.

OCR lines

• If no OCR lines are supplied, the entire proposal that is based on reference
documents is used to form indexing lines, based either on PO orders in the
documents or on Delivery Notes, but not on both.
• If OCR lines are supplied, and all lines’ mandatory fields are filled, no business
exception occurs.
• If OCR lines are supplied, but some lines have empty mandatory fields, these
lines are considered as incomplete.
Incomplete OCR lines are checked if certain fields are filled. According to the
configuration, either the lines proposed by the MIRO transaction or the OCR

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 9.10. Configuring indexing line matching

supplied lines can then form the basis for indexing lines. See “Setting up the
derivation infrastructure” on page 273.

Business exception

A business exception occurs under the following conditions:

• When a line is still considered incomplete due to missing mandatory fields.

• When the system automatically derives a line or a field value.

Completeness check for indexing lines

Mandatory fields of a PO invoice:

• PO Number
• PO Item
• Quantity
• Amount
• UOM

Once the system has determined that indexing lines are incomplete, the system
derives the missing mandatory fields based on the configuration described in
“Setting up the derivation infrastructure” on page 273.

9.10.2 Setting up the derivation infrastructure

With VIM 7.5, the PO line derivation is processed in the logic module processing.
For more information, see “Processing logic modules” on page 222.

The old derivation infrastructure using business rules is still working but you
should not use it any more.

Process Type 110, business rule Manual Check Needed for Indexing Lines, used in
VIM versions prior to 7.5, is replaced with process type 113, business rule Manual
Check Needed / Missing Data for Indexing Lines (PO) with VIM 7.5 and higher.
This business rule has been created for PO data checking.

Conditions for logic module processing

1. Logic module /OPT/CL_D_LM_DETERM_PO_MAP must be available.

2. Process definition and related logic module must be available and active.

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3. The process definition must be mapped and activated for the related document
type.

To configure the business rule Manual Check Needed / Missing Data for
Indexing Lines (PO):

1. Run the /OPT/VIM_1CX1 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > Document Type
Configuration > Maintain Document Types.
See also “Defining the process type determination sequence” on page 177.

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 9.10. Configuring indexing line matching

2. At DP Document Type level, configure process type 113 Manual Check Needed
/ Missing Data for Indexing Lines (PO).

3. Open the Sequence Steps screen for process type 113. See also “Defining
sequence steps” on page 180.

4. Enter the Check Function /OPT/VIM_DETERMINE_PROC_108.

5. See also “Configuring the index item fields” on page 187.

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6. For the DP Document Type, configure the fields as highlighted in the

screenshot.

7. Configure document-type-specific settings. The PO Line Determination is based

on “Maintaining the PO line determination” on page 192.

9.10.3 Enhancing MIRO for pre-population of data during

online invoice creation
This covers the aspects related to online posting via the MIRO transaction via
Enhancement Points. Currently, the line items from the indexing dialog window are
lost when a user executes online postings. Due to the complexity of MIRO, normal
BDC is not possible to pass lines from the indexing screen. The following
configurations are necessary:

To ensure that BDC Configuration ID 200 exists in the system:

1. Run the /OPT/CP_9CX1 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > Process Configuration >
Maintain BDC Procedures. See also “Defining a BDC ID” on page 250.

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 9.10. Configuring indexing line matching

2. Ensure that the BDC Configuration Id 200 PO Invoice Posting Online -

Special is listed. BDC Configuration Id 200 is used to run the MIRO
enhancement logic. BDC Configuration Id 200 refers to function /OPT/VIM_
PREPOPULATE_MIRO.

To configure the Z Constant entry for BDC Configuration Id 200:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
General Configuration > Automated Line Processing > PO Line
Determination > Maintain PO Invoice Lines Related Constants.

2. Double-click BDC_POSTING_ONLINE.

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BDC Configuration Id 200 is a special BDC Configuration Id which in turn calls

the standard BDC Configuration Id based on the Z constant BDC_POSTING_
ONLINE.

3. Enter the Constant Value 1.

Baseline uses 1 as the default value which is a normal BDC Configuration Id to
call the MIRO transaction for online posting.

Process option BDC Configuration Id 200 is a special BDC Configuration Id. It, therefore, needs to
be attached to a user process option, which in turn is called from the DP Dashboard.

Either create a new process option or change the existing process option for PO
invoice posting, as shown in the following procedure.

To configure the process option:

1. Run the /n/OPT/VIM_8CX2 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > Process Configuration >
Maintain Process Options. See also “Configuring DP process options”
on page 247.

2. Double-click the line with Option Id 2009 Post PO Invoice

3. Enter the BDC Configuration Id 200 PO Invoice Posting Online - Special.

VIM Baseline delivers a special BDC Configuration Id 200 that is configured
within Option Id 2009 as part of the BC set. Option Id 2009 already exists, so
make sure to take a note of BDC Configuration Id 200, before you activate the
BC set for the indexing line matching.

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User process You need to configure the user process option 2009 Post PO Invoice for process
option type 110 Manual Check Needed for Indexing Lines.

To configure the user process option:

1. Run the /n/OPT/VIM_8CX1 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > Process Configuration >
Maintain Process Types.

2. In the Process Type Definition Overview screen, select process type 110 Manual
Check Needed for Indexing Lines and double-click User Process Option in
the navigation pane. See also “Defining user process options” on page 270.

3. Maintain process option 2009 Post PO Invoice for appropriate roles under
process type 110, as shown in the screenshot.

4. For VIM version 7.5, repeat this procedure for process type 113.

Enhancement The following locations in SAP code need to be modified using implicit
spots enhancements:

Call of /OPT/VIM_BUILD_REFERENCE_DOCS
This function is used for passing the reference documents in the include
LMR1MF3S. Call this function inside the subroutine ZUORDNUNGSKRITERIEN_
AUFBAUEN, at the end of the form, just before the ENDFORM statement.

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Call of /OPT/VIM_CHANGE_PROPOSAL_MIRO
This function is used to manipulate the lines from proposal in the include
LMR1MF3U. Call this function inside the subroutine
ZUORDNUNG_DURCHFUEHREN, at the end of the form, just before the
ENDFORM statement.
********BEGIN OF CODE PIECE**************************
data: vim type c.

CALL FUNCTION '/OPT/VIM_CHANGE_PROPOSAL_MIRO'

EXPORTING
RBKPV = rbkpv
IMPORTING
VIM = vim
TABLES
DRSEG_CT = ydrseg

.
***********BEGIN OF ADDITIONAL MIRO CHECKS*******************
if VIM = 'X'.

loop at ydrseg.

CHECK Ydrseg-selkz NE space .

PERFORM menge_pruefen USING rbkpv

'X'
CHANGING ydrseg.

* -------- Bestellpreismenge prüfen ------------------------*

PERFORM bpmng_pruefen TABLES t_errprot
USING 'X'
'X'
rbkpv
CHANGING ydrseg.

* -------- Wert prüfen -------------------------------------*

PERFORM wert_pruefen TABLES t_errprot
USING rbkpv
space
CHANGING ydrseg.
modify ydrseg.

endloop.
endif.
***********END OF ADDITIONAL MIRO CHECKS***********************

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********END OF CODE PIECE**************************

Modification for vendor dialog box when using Bill of Lading

The include LMR1MF4N needs to be modified to support correct vendor selection
when using Bill of Lading.

To modify include LMR1MF4N:

1. In the include LMR1MF4N, search for the subroutine TAB_MULTIVEN_CHECK as

the implementation starting point.

2. To switch into enhancement mode, click the Enhance button on the

application toolbar.

3. Display implicit enhancement options using the menu path: Edit >
Enhancement Operations > Show Implicit enhancement options.

4. Create the implementation with the code as shown in the following, at the
beginning of the form:
*&---------------------------------------------------------*
*& Form TAB_MULTIVEN_CHECK
*&---------------------------------------------------------*
* text
*----------------------------------------------------------*
* --> p1 text
* <-- p2 text
*----------------------------------------------------------*
FORM tab_multiven_check.
"""""$"$\SE:(1 ) Form TAB_MULTIVEN_CHECK, Start D
*$*$-Start: (1 )----------------------------------------$*$*
ENHANCEMENT 98 ZMIRO_MULTIVENDOR_SEL. "active version
DATA: lv_lifnr TYPE lifnr,
lv_vim TYPE char1.

CALL FUNCTION '/OPT/VIM_BOL_SELECT_VENDOR_GET'

IMPORTING
EV_LIFNR = lv_lifnr
VIM = lv_vim.
IF lv_lifnr IS NOT INITIAL AND
lv_vim IS NOT INITIAL.
DELETE tab_multiven WHERE lifnr NE lv_lifnr.
ENDIF.
ENDENHANCEMENT.
*$*$-End: (1 )-----------------------------------------$*$*

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9.11 Additional process configurations

This section describes the following configurations:

• “Maintaining rescan reasons” on page 282

• “Maintaining obsolete reasons” on page 283
• “Maintaining scan locations” on page 284
• “Maintaining document priorities” on page 284
• “Maintaining dynamic columns” on page 285

9.11.1 Maintaining rescan reasons

In this step, you maintain rescan reason codes for the document. The reason will be
used when the user chooses to send the document to rescan.

To maintain rescan reasons:

1. Run the /OPT/VIM_1CX7 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > Process Configuration >
Maintain Rescan Reasons.

2. Maintain the rescan reasons using the following parameters:

Code
Rescan reason code.
Description
Description of the rescan reason.
Comm Required
If you select this check box, the user must maintain the comments to
proceed.

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9.11.2 Maintaining obsolete reasons

In this step, you maintain reasons for setting an obsolete flag for a DP document so
that the process can complete without the creation of an SAP invoice. This reason
code will be used when a user chooses to set a document to “obsolete” status.

To maintain obsolete reasons:

1. Run the /OPT/VIM_1CX8 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > Process Configuration >
Maintain Obsolete Reasons.

2. Maintain the obsolete reasons using the following parameters:

Code
Obsolete reason code
Description
Description of the obsolete reason
Comm Required
If you select this check box, the user must maintain the comments to
proceed.
Comm visible
Comments visible externally. If you select this check box, comments entered
when obsoleting a document may be sent outside your organization. For
example, they may be sent to a vendor who is transmitting invoices over
Ariba Network. Vendors can then read the comment on the Ariba Network
invoice display pages.
If you select this check box, a warning dialog box is displayed when
confirming the obsolete reason in the DP indexing screen.

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9.11.3 Maintaining scan locations

In this step, you maintain scan locations for document archiving.

To maintain scan locations:

1. Run the /OPT/VIM_1CX15 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > Process Configuration >
Maintain Scan Locations.

2. Maintain the scan locations using the following parameters:

Scan Location
Scan location for archiving
Description
Scan location description

9.11.4 Maintaining document priorities

In this step, you define priorities for documents. With baseline delivery, no priorities
are defined. You can use priorities, for example, as a field in the indexing screen. In
VIM Invoice Workplace, you can use the Priority field to sort the result list.

To maintain document priorities:

1. Run the /OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
Process Configuration > Maintain Document Priorities.

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 9.11. Additional process configurations

2. In the Document Priority Definition Maintenance Overview screen, define

priorities using the following parameters.

Priority
Enter the priority number.
Description
Enter a description of the priority.

9.11.5 Maintaining dynamic columns

In this step, you define how the system determines values for dynamic columns in
the user's inbox during work item processing.

To maintain dynamic columns:

1. Navigate to OpenText Vendor Invoice Management Invoice Solution >

Document Processing Configuration > Workflow Configuration > Maintain
Dynamic Columns.

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2. Maintain the dynamic columns using the following parameters:

Column Header
Enter text to appear as column header in user's inbox.
Dynamic Col. Type
Define how the dynamic column value is determined. The following values
are possible:

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 9.12. Configuring global parameters

Table Field
Data will be populated from the /OPT/VIM_1HEAD table.

Container Expression
Data will be populated from container data from task TS9578003.

Custom Function
Data is derived using a custom function module. A sample interface can
be found from function module /OPT/BL_IF_SET_DYNAMIC_COLUMN.

Note: The change of the settings for dynamic columns in the DP workflow
results in automatic entry of the workflow container elements DYNAMICCOLUMNx
for the task TS00275278 in the table SWLVCUSTOM. All six columns are plain text
fields, and this can result into incorrect sorting for values containing numbers,
for example Invoice Amount. If you need VIM users to see and sort work items
using the Invoice Amount field, you must maintain one dynamic column
directly in the table SWLVCUSTOM (transaction SM30) with the container element
expression &_WI_OBJECT_ID.GROSSAMOUNT& (instead of automatically entered
&DYNAMICCOLUMNx&).

9.12 Configuring global parameters

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.

To configure global parameters:

1. Run the /OPT/VIM_1CX12 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > General Configuration >
Global Configuration.

2. The following list defines the usage of the constants:

GR_CHECK_EXIT

Usage
This constant defines the function that is called to check if the Goods
Receipt (GR) for the PO is already done.
This constant is only applicable for Brazil.

Default value
/OPT/VIM_BL_CHECK_GR_EXIT

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GR_MOVEMENT_TYPE

Usage
This constant defines the movement type to be used when posting the
goods receipt (GR) document in background. It can either be a fixed
value or a function module name.
This constant is only applicable for Brazil.
Default value
For a fixed value, just mention the movement type in the constant
value, for example: 101.
For a function module, use the format FM: <function_name>.

GR_POST_BAPI_EXIT

Usage
This user exit bases on a function module. The function module defined
in this constant is called by the standard program before the SAP BAPI
is called while posting the goods receipt (GR). You can use this user exit
to change values being passed to the BAPI.
This constant is only applicable for Brazil.
Default value
None
The interface of the custom function module must be the same as /OPT/
DPPO_GR_BAPI_POST_EXIT.

DP_NPO_POSTING_EXIT

Usage
This user exit bases on a function module. The function module is called
before calling the non PO invoice posting BAPI BAPI_ACC_DOCUMENT_
POST in function module /OPT/DNONPO_INVOICE_BAPI. You can use this
user exit to modify the baseline data in BAPI structures.
This constant is applicable for all countries.
Default value
None
The interface of the custom function module must be the same as /OPT/
DNONPO_INVOICE_BAPI_EXIT.

DP_PO_PROPOSAL_EXIT

Usage
This user exit is called at the end of the proposal function. You can
modify the proposals and create additional error messages.

Note: Under certain conditions, for example with closed posting

periods, the user exit is not called.

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The following scenario might occur: Line-item relevant checks are

disabled for the document type, and the system tries to post the
document in background with the proposed lines, which also include
zero amount lines. This will lead to background errors.
It is standard VIM behavior that the proposal function (as SAP proposes
in MIRO) returns also the already invoiced lines without amount and
quantity. If there is no further line-item information available, VIM
cannot decide which lines are relevant for posting. For such scenarios,
you can use the VIM proposal exit to eliminate lines without amount
and quantity.
Default value
None

APP_DOCU_URL

Usage
The custom help URL for the DP dashboard. You can provide custom
help for users to look up processing steps they need to take when they
are processing the DP dashboard.
Default value
www.opentext.com

IMG_DOCU_URL

Usage
The custom help URL for OpenText IMG. Do not change this constant.
Default value
www.opentext.com

MAIN_WF_TEMPLATE

Usage
The default workflow template that will be triggered for DP. Do not
change this value.
Default value
WS00275269

NUMBER_RANGE_OBJECT

Usage
The default number range object for DP is /OPT/DOCID. If you want to
define a custom number range object for document number ranges,
define the value of the number range object here.
Default value
None

Note: If you change this value, you will have to maintain the number
ranges for the documents separately. The OpenText delivered /OPT/

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VIM_1CX6 transaction will not work in this case for maintaining

number ranges.
PREPROCESS_EXIT_FM

Usage
A custom function module can be used as a value for this constant to
change the document values (Index Data etc.) before the workflow
starts.
Default value
None
Interface
CALL FUNCTION <CONSTANT>
CHANGING
INDEXER = LCL_INDEXER TYPE REF TO /OPT/CL_VIM_DOC_PROCESSOR

REMINDER_USER_EXIT

Usage
This configuration value is used to maintain a custom function allowing
to format e-mail content when sending reminders to users holding
work items.
Default value
/OPT/VIM_NOTIF_USER_EXIT_TEMP

Interface
CALL FUNCTION <CONSTANT>
EXPORTING
SEND_INFO STRUCTURE/OPT/VIM_S1_REMINDER_DISPLAY
TABLES
OUT_DATA STRUCTURE /OPT/VIM_S1_REMINDER_DISPLAY
FIELDS_CATALOG STRUCTURE LVC_S_FCAT
SORT_FIELDS STRUCTURE LVC_S_SORT

REM_MAIL_DOCTYPE

Usage
This configuration value determines the global format of email sent
from Reminder Notification, Approval Notification and SRM
Notification.
The notification emails can be sent in HTML format with readable
formatting and invoice data presented in the form of HTML tables. To
enable this functionality, you must set the constant 005 / REM_MAIL_
DOCTYPE to HTM. In the /OPT/VIM_8CX50 transaction, you must
configure the Email Type to be Internet Email.
Default value
RAW

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REM_MAIL_FORMAT_FM

Usage
This configuration value determines the exit function module where the
customer can manipulate the email content before sending it out.

Default value
empty

SERVICE_ENTRY_BSART (obsolete)

Usage
The service entry document type. This configuration value was
formerly used in business rule 154 Service entry required.

SERVICE_ENTRY_BSTYP (obsolete)

Usage
Purchase document category for service entry. This configuration value
was formerly used in business rule 154 Service entry required.

WI_TEXT_FM

Usage
This configuration value is used to maintain a custom function that
allows formatting the work item text.

Prerequisite
Knowledge about work item data

Default value
/OPT/BL_IF_DETERMINE_WI_TEXT

Interface
CALL FUNCTION <CONSTANT>
EXPORTING
VALUE(INDEX_DOCID) TYPE /OPT/DOCID
IMPORTING
REFERENCE(WI_TEXT) TYPE SWW_WITEXT

DP_DASHBOARD_TASKID

Usage
This configuration value is used to determine the dashboard task in DP.
The task should be compatible to task TS00275257.

Prerequisite
Knowledge about workflow tasks

Default value
TS00275257

Note: Do not change this value as a change affects the behavior of the
application.

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DUP_CHECK_DELIMIT

Usage
This configuration value is used to determine which characters in the
document reference number are considered as delimiter to determine a
document as a duplicate.
Default value
/-

Example
If a document with reference number REF-1 should be considered as a
duplicate for REF, the delimiter that should be maintained is -.

LIST_WF_STATUSES

Usage
This configuration value is used to determine at which document
statuses the PO parked workflow should be triggered. The document
status in question is the SAP document status.
Possible values:
A: Parked workflow triggered by MIR7 function Save parked document
B: Parked workflow triggered by MIR7 function Save as completed
AB: Parked workflow triggered by MIR7 function Save as completed
and Save parked document
Default value
A

WFDOCTYPE - obsolete (no longer used)

Usage
This configuration value is used to determine for which SAP document
types the PO/Non PO workflow is triggered. This eliminates the
triggering of the workflow for unwanted document types. Separate the
values by comma.
Default value
KR,RE,KG

Example
If you want to trigger the workflow for GL documents (document type
AB) maintain value AB here.

WFTRGPLANT

Usage
This configuration value is used to determine for which plants the PO /
Non PO workflow is triggered. This eliminates the triggering of the
workflow for unwanted plants. If you want to consider all plants,
maintain the value * here.

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Default value
*

Example
If you want to stop triggering the workflow for plant 0001, maintain all
plants different from 0001 here.

9.13 Excluding company codes from process types

In this step, you maintain process types that should not be executed for specific
company codes. This configuration overwrites any other process type configuration.
This configuration is independent from document types and characteristics.

To exclude company codes from process types:

1. Navigate to OpenText Vendor Invoice Management Invoice Solution >

Document Processing Configuration > Process Configuration > Exclude
Company Codes from Process Types.

2. Maintain company codes that should be excluded from process types, using the
following parameters:

Process Type
Enter the process type from which the company code should be excluded
Company Code From, Company Code To
Enter a company code or a company code range that should not execute the
mentioned process type.
Exclude
To activate the exclusion, select this check box.

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9.14 Maintaining additional cost handling

VIM provides a feature with regards to the handling of additional costs. It is possible
to handle costs like delivery costs, for example freight. ICC delivers as many
additional costs as possible (line items) based on customer defined keywords. You
must perform some customizing on VIM side, which is described in this section.

Delivery costs are costs that are invoiced for a delivery over and above the value of
the delivery itself. This includes freight charges, customs duty, packaging, material
surcharges, or other costs.

Delivery costs can accrue as line item related costs and as header related costs. There
is also a distinction between planned delivery costs and unplanned delivery costs.

Planned delivery costs

Planned delivery costs are entered in the purchase order as line items. Planned
delivery costs are agreed upon with the vendor, a carrier, or a customs office
before the purchase order is created. They are entered in the purchase order in
the item conditions folders with a certain condition type.
The following differentiation applies:
Costs origin

• Freight charges
• Customs charges

Costs calculation

• Fixed amount, regardless of the delivered quantity

• Amount depending on quantity
• Percentage of the goods’ value

Unplanned delivery costs

Unplanned delivery costs were not agreed on in the purchase order and are not
entered until the invoice is received.

ICC extracts and classifies additional costs from the invoice based on customer
specific keywords. It delivers a separate line for each cost object found. The cost
type, for example freight or packaging, that is delivered within the line is called
“qualifier”.

You can customize VIM to use ICC line item data by setting the PO line
determination setting to OK; see “Maintaining the PO line determination”
on page 192. VIM checks whether planned costs of this cost type(s) exist for the
purchase order(s) involved and tries to match the cost amount(s) to the planned cost
amount(s). If the PO line determination setting is not OK, additional cost handling
will not work.

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A successfully matched line will be shown with PO details and condition type.
Mismatched cost lines will be handled according to the customizing. For the
available alternatives, see “Maintaining the handling of unplanned costs”
on page 300.

Planned delivery costs are shown on the PO Reference tab of the indexing screen
line item section. They can be recognized by the filled Condition Type. Unplanned
delivery costs are either shown on header level or on the G/L account tab of the
indexing screen line item section. If they are on item level they will show the
qualifier name and the alternative A4 or A5.

Manual or automatic parking or posting of the VIM document covers additional

costs. The respective amounts can be found in the SAP document.

9.14.1 Maintaining additional cost qualifiers

In this step, you maintain qualifier names that ICC delivers to VIM.

To maintain additional cost qualifiers:

1. Navigate to OpenText Vendor Invoice Management Invoice Solution >

Document Processing Configuration > General Configuration > Incoming
Document Processing > Maintain Handling of Additional Costs > Additional
Cost Qualifiers - Definition.

2. In the Customizing table qualifier texts screen, maintain the qualifiers, for
example FREIGHT or PACKAGING, using the following parameters:

• Description
• Short Description

9.14.2 Specifying additional cost qualifiers as discount

In this step, you specify which qualifier delivered from ICC is a discount and not
additional cost.

To specify additional cost qualifiers as discount:

1. Navigate to OpenText Vendor Invoice Management Invoice Solution >

Document Processing Configuration > General Configuration > Incoming
Document Processing > Maintain Handling of Additional Costs > Additional
Costs Qualifiers - Assign Discount Flag.

2. In the Maintenance View for Qualifier Discount Flag, specify the qualifiers
that are discount, using the following parameters:

• Discount Flag
• Additional Costs

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9.14.3 Mapping additional cost qualifiers to condition types

In this step, you maintain which qualifier (coming from ICC) is mapped to which
condition types for planned delivery cost in SAP ERP.

A SAP condition type represents some aspect of a company's daily pricing activities.
A different condition type can be defined for each kind of price, discount, or
surcharge that occurs in business transactions.
Example: ZOB1 represents value based customs surcharges.

To map additional cost qualifiers to condition types:

1. Navigate to OpenText Vendor Invoice Management Invoice Solution >

Document Processing Configuration > General Configuration > Incoming
Document Processing > Maintain Handling of Additional Costs > Planned
Costs - Mapping of Qualifiers to Condition Types.
2. In the Customizing table for Conditions, maintain the mapping of Additional
Costs to CTyp (condition types), depending on Company Code and Vendor.
If you leave Company Code or Vendor empty, the settings are used for all
company codes or all vendors.

9.14.4 Maintaining fields for handling the determination of

Easymatch
In this step, you maintain the header fields that determine the handling of planned
costs.

Easymatch is a flag for the comparison of extracted line item data with planned
delivery cost in the purchase order. If Easymatch is set, only the cost amount is
compared. If it is not set, the amount is compared in addition with purchase order
number and item.

To maintain fields for handling the determination of Easymatch

1. Navigate to OpenText Vendor Invoice Management Invoice Solution >

Document Processing Configuration > General Configuration > Incoming
Document Processing > Maintain Handling of Additional Costs > Planned
Costs - Handling Determination of Easymatch - Fields.

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2. In the Maintenance View for Additional Cost Handling, maintain the fields,
using the following parameters:

Note: You must enter all relevant header fields.

Determination Type
Enter the determination type. For additional planned cost handling, enter
ACP.
The determination type ACP is defined in the /OPT/AT_DETTYPE table.
Note: You can perform some customizing on the production system,
where clients are normally set to “No changes allowed”. For this
customizing activity, no transport request is created.
As a prerequisite, you must select the Edit Allowed check box in the /
OPT/AT_DETTYPE table for the corresponding transaction codes.

Field Type
Select Header from the list.
Field Name
Enter the field name. Click for a list of available fields.
Sequence
Define the sequence for the header.
Easymatch should have the highest number in the list.

Search Help Name

Enter the search help name for the field.
Allow Ranges
Select this check box to allow ranges. Ranges are used in handling the
alternative determination.

9.14.5 Maintaining the handling of planned cost (Easymatch)

In this step, you maintain document header data restrictions for planned delivery
cost according to Easymatch. Maintenance is based on header attributes like
company code, vendor, and total amount.

To maintain planned cost handling (Easymatch):

1. Navigate to OpenText Vendor Invoice Management Invoice Solution >

Document Processing Configuration > General Configuration > Incoming
Document Processing > Maintain Handling of Additional Costs > Planned
Costs - Handling Determination of Easymatch - Data.

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2. In the Handling of Additional Planned Costs screen, maintain the Easymatch

flag, using header field parameters as defined in “Maintaining fields for
handling the determination of Easymatch” on page 296.

Company Code, Vendor

Enter values to restrict the alternatives.
Note: Do not apply too tight restrictions for the case that ICC does not
fill the appropriate data.
Easymatch
If you set this flag, only the cost amount is compared.
If you do not set this flag, the amount is compared in addition with
purchase order number and item.

9.14.6 Maintaining fields for handling determination and auto

coding
In this step, you maintain the header fields that determine the handling alternative
for unplanned costs and item fields for auto coding (valid for Alternative 4 and 5).
For information about the alternatives, see “Maintaining the handling of unplanned
costs” on page 300.

To maintain fields for handling alternatives and auto coding:

1. Navigate to OpenText Vendor Invoice Management Invoice Solution >

Document Processing Configuration > General Configuration > Incoming
Document Processing > Maintain Handling of Additional Costs > Unplanned
Costs - Handling Determination and Auto Coding - Fields.

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2. In the Maintenance View for Additional Cost Handling screen, maintain the
fields, using the following parameters:

Note: You must enter all relevant header fields.

Determination Type
Enter the determination type. For additional cost handling, enter ACS.
The determination type ACS is defined in the /OPT/AT_DETTYPE table.
Note: You can perform some customizing on the production system,
where clients are normally set to “No changes allowed”. For this
customizing activity, no transport request is created.
As a prerequisite, you must select the Edit Allowed check box in the /
OPT/AT_DETTYPE table for the corresponding transaction codes.

Field Type
Select Header or Item from the list.
Item fields are used for auto coding of alternative 4 and alternative 5 G/L
lines.
The following item fields are allowed:

• HKONT
• KOSTL
• KSTRG
• PRCTR
• PROJK
• AUFNR
• NPLNR
• GSBER
• LSTAR
• VORNR

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• ZUONR
• VBELN
• VBELP
• PAOBJNR
• GEBER
• FISTL

Field Name
Enter the field name. You can select the field from the available field list.
If you want to use auto coding for GL lines (alternative 4 and 5), you must
enter item coding fields like HKONT or KOSTL.
Sequence
Define the sequence for header and item fields.
ALTERNATIVE must be the first header field with sequence 1.
QUALIFIER must be sequence 2.
DISTR_TYPE must be sequence 3.
HEADER fields must be sequence 4 to x.

Search Help Name

Enter the search help name for the field.
Allow Ranges
Select this check box to allow ranges. The check box is available for header
fields. Ranges are used in handling the alternative determination.

9.14.7 Maintaining the handling of unplanned costs

In this step, you maintain document header data restrictions for alternative handling
of unplanned delivery cost, based on header attributes like company code, vendor,
and total amount.

To maintain unplanned cost handling:

1. Navigate to OpenText Vendor Invoice Management Invoice Solution >

Document Processing Configuration > General Configuration > Incoming
Document Processing > Maintain Handling of Additional Costs > Unplanned
Costs - Handling Determination and Auto Coding - Data.

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2. In the Handling of Additional Costs screen, maintain alternatives for the

handling of unplanned costs, using header field parameters as defined in
“Maintaining fields for handling determination and auto coding” on page 298.

Alternative
The following alternatives are available:

A1 Add delivery costs together into header field Unplanned Cost

A2 Add delivery costs to the respective item amount (previous line
item without qualifier)
A3 Distribute delivery costs to PO lines (% to line item amount /
same % for all lines)
A4 Add Delivery costs together and post to separate G/L account
A5 Show delivery costs as separate lines
A6 Discard delivery costs
A7 Customer specific

Additional Costs
Enter qualifiers, for example FREIGHT.

Distribution Type for Alternative A3

Select one of the following:

• Distribute equally to all PO lines

• Distribute proportionally to all PO lines

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Example 9-3: Equal and proportional distribution

A document has two line items.
Line 1 has an amount of 100 Euro.
Line 2 has an amount of 300 Euro.
Additional cost for the document is 20 Euro.
Equal distribution
Line 1 receives 10 Euro (20 Euro / 2) additional cost and ends up
with 110 Euro.
Line 2 receives 10 Euro (20 Euro/2) additional cost and ends up
with 310 Euro.
Proportional distribution
Line 1 receives 5 Euro (20 Euro * 100/[100 + 300]) additional cost
and ends up with 105 Euro.
Line 2 receives 15 Euro (20 Euro * 300/[100 + 300]) additional cost
and ends up with 315 Euro.

Company Code, Vendor

Enter values to restrict the alternatives.
Note: Do not apply too tight restrictions for the case that ICC does not
fill the appropriate data.

Example:

• A1: For company code 3000 and vendors 0 to 3000, the cost will be added to the
Unplanned Cost header field.
• A6: Vendor 1002 claims handling charges, which will always be discarded.

3. To open the Detail Configuration in the Handling of Additional Costs screen,

double-click a determination line or click the Details button .
Configure the corresponding coding using item field parameters as defined in
“Maintaining fields for handling determination and auto coding” on page 298.
You must enter the coding only in A4 and A5 lines.

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9.14.8 Maintaining a function module for customer specific

cost handling
The ICC additional cost data is delivered on line item level. It can be matched within
a customer specific function module instead of using the VIM standard approach.

To maintain a function module for cost handling:

1. Navigate to OpenText Vendor Invoice Management Invoice Solution >

Document Processing Configuration > General Configuration > Incoming
Document Processing > Maintain Handling of Additional Costs > Customer
Specific Cost Handling > Function Module for Customer Specific Cost
Handling.

2. In Constant ADD_COST_FM, in Constant Value, enter the name of your cost

handling function module. The interface of the function module must be
compatible with /OPT/MAP_ADD_COSTS.

9.14.9 Maintaining a function module for customer specific

unplanned cost matching
This refers to alternative A7 in “Maintaining the handling of unplanned costs”
on page 300. To handle unplanned cost delivered by ICC, you can configure a
customer specific function module instead of using the VIM standard approach.

To maintain a function module for unplanned cost matching:

1. Navigate to OpenText Vendor Invoice Management Invoice Solution >

Document Processing Configuration > General Configuration > Incoming
Document Processing > Maintain Handling of Additional Costs > Customer
Specific Cost Handling > Function Module for Customer Specific Unplanned
Cost Matching.

2. In Constant ADD_UNPL_COST_FM, in Constant Value, enter the name of your

unplanned cost matching function module. The interface of the function module
must be compatible with /OPT/MAP_UNPL_COSTS.

9.14.10 Maintaining G/L line relevance of unplanned costs

In this step, you maintain whether the customer specific unplanned cost handling
alternative shall be treated as G/L line or not.

Note: This is only necessary if a customer specific cost handling function

module has been implemented.

To maintain G/L line relevance of unplanned costs:

1. Navigate to OpenText Vendor Invoice Management Invoice Solution >

Document Processing Configuration > General Configuration > Incoming

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Document Processing > Maintain Handling of Additional Costs > Customer

Specific Cost Handling > Assign G/L Line Flag to Customer Alternative.

2. In the Customizing Table G/L line flag for Handling Alternative screen,
specify whether the customer specific handling alternative is G/L line relevant
or not.

9.15 Maintaining the VAT date

In some countries, for example in Eastern Europe, the use of the VAT date (tax
reporting date) has become mandatory. In a typical case, this is the date when goods
are received. The VAT date must be used as a reference date for tax calculation. VIM
provides a dedicated field for the VAT date with a corresponding logic to have
documents posted according to the legal requirements.

For general information, see the SAP Note 1232484 - How to use the VAT due date,
tax reporting date VATDATE (http://service.sap.com/sap/support/notes/1232484)

The VAT date functions in VIM work in conjunction with the global setting of
company codes Tax Reporting Date active. If this setting is activated, VIM checks
if the VAT date is provided in the DP document at the time of posting.

You can enter the VAT Date field during indexing in the DP indexing screen. In
many cases, the value of the supply date, which already exists in VIM, can be
assigned to the VAT date. VIM does not automatically populate the VAT date from
the supply date, but VIM provides the business rule 409 - Copy rule: Supply Date
to VAT Date (NPO / PO) to copy the value. You can activate this business rule when
needed. VIM provides the business rules 407 - Missing VAT Date (NPO) and 408 -
Missing VAT Date (PO) to check if the VAT date is entered in the DP document.
These business rules stop the process with a DP exception before posting.

In the standard configuration, none of the related functions are active. To be able to
use the VAT date, additional configuration is required, as described in the following
sections.

9.15.1 Configuring the indexing screen

You must add the VATDATE field into the list of header fields for each DP document
type where it is needed; for more information, see “Configuring the index header”
on page 185.

Alternatively, you can add the VATDATE field into the list based on characteristics, as
described in “Characteristic specific screen fields” on page 661. For example, you
can enable the field for Eastern European countries where the VAT date is
mandatory.

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9.15.2 Configuring process types

VIM delivers the following process types (business rules) to use with the VAT date:

• 407 - Missing VAT Date (NPO)

• 408 - Missing VAT Date (PO)

• 409 - Copy rule: Supply Date to VAT Date (NPO / PO)

The process types 407 and 408 check if the VAT date is provided in the DP
document. If not, the DP processing stops with an exception. Users are required to
enter the VAT date in the DP document. To enable the check, add the respective
process type for DP document or characteristic, with the function /OPT/VIM_
DETERMINE_PROC_407 (same function for 408).

The baseline configuration of the process types 407 and 408 contains predefined
process options. You can adjust the process options list to suit your scenarios.

The process type 409 copies the supply date value into the VAT date. This is not a
dialog process type: it does not trigger an exception. You must use the same process
type for both PO and NPO. You can enable the process type for individual
document types or using characteristics. The process type must be checked with the
function /OPT/VIM_DETERMINE_PROC_409.

In addition to enabling these process types as required for selected DP document

types, there is another configuration task that you must perform: For the
combination of the process types 407/408 and DP document types, you must
maintain index screen options for all relevant roles.

9.15.3 Maintaining Z constant 005 / SKIP_VATDATE_CHECK

You can set the Z constant 005 / SKIP_VATDATE_CHECK to X in the table /PTGWFI/
Z_CONST. This setting prevents the posting functions from stopping with an error
message in the following situations:

• For Non PO invoices

With standard VIM BDC ID 34: When the company code is set up to use the VAT
date but the corresponding field does not exist in the SAP BAPI structure.
With standard VIM BDC ID 42: VIM 7.0 SP8 / VIM 7.5 SP4 and earlier do not
support background posting of VAT date for NPO invoices with this new BDC
ID. But if you want the posting to go through or you are using a user exit to pass
the date in some other way, you can set the constant to X.

• For PO invoices
With SAP BAPI (standard VIM BDC ID 1): When PO invoices are set up to be
posted.

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VIM 7.0 SP8 / VIM 7.5 SP4 and earlier do not support background posting of
VAT date. But if you want the posting to go through or you are using a user exit
to pass the date in some other way, you can set the constant to X.

9.16 Activating the profitability segment in the

indexing screen
Starting with VIM 7.5 SP6, the profitability segment is supported in the (new) DP
indexing screen. For more information, see “Configuring the profitability segment
feature” on page 468. To activate the profitability segment in the indexing screen,
perform the following activities:

To activate the profitability segment:

1. Run the /ORS/PSEG transaction.

2. Enter the Company Code and click Get Fields.

3. On the Maintain Profitability Sement Fields screen, select the Active check box
at least for one row.

4. Enter a value 1 in the corresponding field of the Seq. Num column, and save.

5. If you use the Approval Portal for Invoice Approval, perform the necessary
configuration as described in “Activating the profitability segment”
on page 469.

6. Activate the PSEG field in Index Item Configuration in the document type
configuration. For more information, see “Configuring the index item fields”
on page 187.

Limitations

• This feature is supported only for NPO documents.

• If you use BDC ID 40 or 41 to post the invoices, you need to clear the flag
Not a BI sess in the BDC ID definition. If this flag is selected, the invoice is
not posted properly.

9.17 Extensions in Document Processing

You can use extensions in Document Processing to adapt the process to your
requirements. For example, you can add your own fields into data structures and
screens. This section provides some examples for features that are based on
extensions.

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9.17.1 Extending document data

It is possible that OpenText delivered data-fields are not sufficient for business
requirements. In that case, enhance the following structures to capture additional
data.

Note: The maximum length of an enhancement field is 255 characters.

/OPT/VIM_1RDOC_DATA
This structure is used to capture data that is document specific and not process
specific. If a field is applicable for both POs and Non POs, maintain the field
here. An example for that field is the company code which can be for POs and
also for Non POs.
/OPT/VIM_4RAPP_DATA
This structure is used to capture data that is specific for Non PO approvals. If a
field is applicable to Non PO approvals, maintain the field here.
/OPT/VIM_BL_1RIDX_DATA
This structure is used to capture index data which may or may not be used in
subsequent processes. If you want to create a field that is specific to index
documents, extend this structure.

Prerequisites for extending document data

• Developer authorization
• Knowledge of SAP database tables and structures

To extend document data:

1. Run the SE11 transaction.

2. Display the corresponding structure, see above.

3. Click Append Structure.

4. Maintain the Append Structure definition and fields.

5. Activate your settings.

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9.17.2 Implementing custom field validation in the DP indexing

screen
Standard field validations performed by VIM in the DP indexing screen might not
be sufficient. In this case, you can implement additional validations starting with
VIM 7.5 SP7, in the form of a function module called like a user exit.

The validation is called in change mode for all DP dashboard actions with the
exception of the exit type functions located in the DP dashboard toolbar. These exit
type functions are used for special processing that does not allow reading the
current screen data.

Notes

• Actions performed in the plug-in toolbar, typically in the right panel, result
in the validation call. However, you cannot stop the corresponding actions
by passing the error message type back from the user exit, because of
technical limitations.
• If you would like to skip validation on plug-in toolbar actions, or on any
other actions, you can implement a check of the OK code in your user exit.
The example source code at the end of this section shows how to do this.

To activate and perform the data validation, you must first create a function module
with the following interface:
*" IMPORTING
*" VALUE(INDEX_DATA) TYPE /OPT/VIM_1HEAD
*" VALUE(INDEX_DATA2) TYPE /OPT/VIM_2HEAD
*" VALUE(OK_CODE) TYPE SY-UCOMM
*" VALUE(PROC_OPT) TYPE /OPT/VIM_1RACTION
*" TABLES
*" INDEX_ITEMS STRUCTURE /OPT/CIDX_ITEMS
*" INDEX_WTAX STRUCTURE /OPT/CIDX_EWHTAX
*" RETURN STRUCTURE BAPIRET2

The function module logic receives, in addition to the document data, the active OK
code and the selected process option (if there are any). It is supposed to return an
internal table with messages. All messages are shown in a dialog box. If any error
messages of type A, E, or X are returned, the screen processing is stopped when the
dialog box is closed.

To activate the user exit, you must create the following Z-constant entry with the
value equal to the function module name, in the /PTGWFI/Z_CONST table:

Product code
005

Constant
DP_VALIDATE_EXIT

Description
DP indexing screen - validation exit

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Value
User exit function module name

Sample function module source code:

DATA:
ls_return TYPE bapiret2,
lv_mesg TYPE sy-msgv2.

CHECK ok_code(4) <> '%_GC'. "skip plug in commands

lv_mesg = ok_code.
CALL FUNCTION 'BALW_BAPIRETURN_GET2'
EXPORTING
type = 'W'
cl = '00'
number = '398'
par1 = lv_mesg
IMPORTING
return = ls_return.
APPEND ls_return TO return.

ENDFUNCTION.

9.17.3 Implementing invoice reduction

Invoice reduction automatically generates a credit memo when an invoice is posted.
As a result, the vendor is only paid for the amount minus the invoice reduction. The
vendor receives a letter of complaint detailing why the invoice was reduced. The
system enables you to reduce the invoice amount due to a vendor error, and it
subsequently calculates the taxes accordingly. You enter the invoice reduction at
item level.

To support invoice reduction processing and handle corrections in quantity and

value, the following functions are implemented:

• New line item fields RBWWR, RBMNG, KZMEK are introduced.

• New business rule Check for Reduction Invoice is introduced.
• New BDC ID 202 is introduced to post the reduction invoice in background.
• BDC ID 200 is modified to post the reduction invoice in online mode.

To configure reduction invoice processing:

1. In the program LMRMHF0A, at the end of form MRM_DRSEG_FILL, create an

implicit enhancement point.

2. Place the code as shown in the following screenshot.

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The following configuration is delivered in the BC set. It can also be performed

manually.

3. Configure the fields RBWWR, RBMNG, and KZMEK as input fields at item level for the
PO Reference tab only.

4. Configure the business rule Check for Reduction Invoice and BDC IDs 200
and 202 for auto posting or background posting of the reduction invoice.

To process a reduction invoice:

1. Select the correction ID (KZMEK) as Vendor Error. Reduce Invoice from the list
in the line item column Correctn ID (Correction ID).

2. Press ENTER.
The original amount and quantity is copied into the fields Invoice Amount FC
(RBWWR) and Inv.doc.qty (Invoice document quantity; RBMNG).

3. Change the amount and quantity in the original amounts and quantity fields.

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9.18 Configuring the contract online posting feature

Starting with VIM 16.3.4 / VIM 7.5 SP10, processing invoice posting is possible,
using the contract reference tab from MIRO for Value contracts. For this, certain
configuration steps must be done. This configuration is delivered with the BC set of
this support package. The steps to create the same configuration manually are
described in this section.

The support of contract invoices is implemented in VIM in several phases. Currently

OpenText provides basic support for processing invoice referring to value contracts.
The features that are provided now include the following:

• New DP indexing screen fields for value contract data

– Contract list and contract number fields in basic data tab

– Contract number and contract item fields in line item PO tab and proposal tab
• Screen logic to validate the contract number and contract item when entered in
the Contract list and line item tab
• Business rule to trigger when contract list is provided in indexing screen (process
type 508) for document types (PO_75). When the process type is triggered, the
following process options (5001 and 5002) are displayed for the user.
• DP flow control including process option:

– 5001 (for display of contract)

– 5002 (for online posting)
• The new BDC definition 500 triggers the ME33K transaction for viewing the
contract.
• The new BDC definition 501 supports basic dialog posting with MIRO.
• The contract number in header line, and contract number and contract item in
the line items tab, are displayed in the VIM Analytics report output.

9.18.1 Activating the document types configuration

Document type configuration needs to be done for PO_75. The document type is the
key object in the DP component. It holds information about how the document is
created in the system.

To configure document type PO_75 for contract online posting:

1. Run the /OPT/VIM_1CX1 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > Document Type
Configuration > Maintain Document Types.
2. Mark document type PO_75 and double-click Index Header Configuration in
the Dialog Structure.

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3. Set field CON_LIST to Input to display the Contract list button in the Basic Data
tab of the indexing screen.

Note: To avoid that the Contract list button is displayed for Non PO
invoices, set the field CON_LIST in document type NPO_75 to Hide .

4. In the Index Header Configuration, set the field EVRTN to Input.

5. In the Index Header Configuration, set the fields CONTRACT_ITM and

CONTRACT_NO to Input and PO Reference Tab Only to display the Contract
Item and Contract No fields in the PO Reference tab of the indexing screen.

For contract-related screen fields added in the VIM indexing screen, maintain
meaningful labels.

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 9.18. Configuring the contract online posting feature

To maintain field labels for contract-related fields:

1. Navigate to OpenText Vendor Invoice Management Invoice Solution >

Document Processing Configuration > General Configuration > Translations/
Labels for Index Screen Fields.

2. In the Choose Activity dialog box, choose Translation/Labels for Header

Fields or Translation/Labels for Line Item Fields and click Choose.

3. In the Field Selection dialog box, select the following filters: Field Name,
Language Key and click .
For line item fields, continue with Step 5 on page 313.

4. In the Maintain index screen header field labels screen, customize the header
field label, using the following parameters:

Field Name
Enter CON_LIST

Language
Enter EN.

Label
Enter Contract list.

5. In the Maintain index screen line item field labels screen, customize the line
item field labels, using the following parameters:

Field Name
Enter CONTRACT_NO and CONTRACT_ITM

Language
Enter EN.

Data element
Enter EVRTN (for CONTRACT_NO)
Enter EVRTP (for CONTRACT_ITM)

Label
Enter Contract No (for CONTRACT_NO).
Enter Contract Item (for CONTRACT_ITM).

Changing the BDC configuration

Value Contract invoice posting in VIM is supported with the online contract invoice
posting option. Background mode of invoice posting is not supported yet.

For posting DP documents with Contract Reference tab in MIRO, use BDC 501 for
online posting.

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To maintain process options:

1. Run the /OPT/VIM_8CX2 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > Process Configuration >
Maintain Process Options.

2. Configure Process Option 5002 (Post Invoice) with BDC configuration ID 501.

3. Maintain the following Z constant in table /PTGWFI/Z_CONST, using the SM30

transaction:

Product Code
002

Constant
CONTRACT_POSTING

Description
Process option for online contract posting

Constant Value
5002

4. Configure Process Option 5001 (Display Contract) with BDC configuration ID

500 to navigate to the ME33K transaction.

While posting contract invoices in the MIRO transaction BDC for Contract reference,
selected line items accounting data coming from the VIM screen must be captured
during items proposal. You can achieve this through an enhancement implemented
in the MIRO transaction.

To create an enhancement implementation:

1. Plug in the following function using implicit enhancements.

2. Create an implicit enhancement at the end of include LMR1MP24 choosing

Declaration and then give name, for example ZMIRO2.
*$*$-Start: (1)-----------------------------------------------$*$*
ENHANCEMENT 1 ZMIRO2. "active version
DATA : VIM TYPE c.
CALL FUNCTION '/OPT/VIM_CHANGE_PROPOSAL_MIRO'
EXPORTING
RBKPV = rbkpv
IMPORTING
VIM = vim
TABLES
DRSEG_CT = ct_drseg
.
ENDENHANCEMENT.

*$*$-End: (1)-----------------------------------------------$*$*

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Chapter 10
PO parking process configuration

Note: In VIM 5.2, the Baseline implementation of handling parked PO and

Non PO invoices has switched to the DP document. This change applies to the
entire exception handling (except price and quantity block on the posted
document) and to Invoice Approval.

Vendor Invoice Management (VIM) provides functionality for managing parked PO

invoices (MIRO transaction) and exceptions therein.

Primarily, invoices can be parked for some further processing. This includes, for
example, waiting for approval, or changing some customizing like vendor data, or
tax data. The invoice will be posted in a later step.

The main processing concept involved in managing parked PO invoices is the

concept of “parking reasons”. Parking reasons define the overall processing of the
invoice as required by the process swimlane.

Main concepts

Parking reasons

• Parking reasons effect the process flow as required by the swimlane

definition.
• Each swimlane diagram translates to one parking reason.
• Parking reasons determine the initial actor and various collaboration options
available to the various actors during the process flow.

Roles

• Roles use the standard OpenText role/actor infrastructure.

• Roles can use the standard key determination infrastructure to configure
complex actor determination logic without programming.
• For the PO parking process, the role concept uses the product code LIX.

Options and option types

• The following main types of options are available:

– Actions
– Referrals (for collaboration)
• Actions can base on transactions or class methods or workflow tasks.

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• Options and option types can effect the processing logic.

• Options and option types can effect the user experience.
• Options and option types can make the workflow engine rerun the rules on
the most current metadata to effect the process flow.
• Options and option types can be configured to change the document status.

BDC IDs

• BDC IDs build a powerful infrastructure for prepopulating data into SAP
transactions without programming.
• BDC IDs are optimized for both dialog processing and background
processing.
• BDC IDs can be used to set dynamic Parameter IDs.
• BDC IDs can be used to configure new user collaboration actions.
• BDC IDs eliminate the need to code parameterized transactions.
• BDC IDs can be used to configure BDC success messages.

Main steps The following are the main steps involved in implementing process scenarios in the
PO parking process:

1. Identify the various parking reasons that are required for the realization of the
process scenarios.
2. Identify the subscreen to be called during the document parking process.
3. Identify the roll out criteria.
4. Identify the various roles and configure the roles in the appropriate process
types.
5. Identify and configure the process options according to the swimlanes.
6. Configure global customization setting as per customer requirements.

The starting point for any configuration is a set of process flow swimlanes. The
following swimlane is an example of such a process as implemented by the PO
invoice parking workflow:

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The following sections describe the main steps of the PO parking process
configuration:

• “Configuring process options” on page 317

• “Configuring parking reasons” on page 322
• “Configuring global parameters” on page 327

10.1 Configuring process options

Process options are the functions that a user can perform in a Dashboard. Process
options interact with workflow processes. This section describes the configuration of
process options used in the following scenarios:

• Parking PO invoice processing

• Blocking PO invoice processing
• Parked Non PO Invoice processing

The process options configuration comprises the following steps:

• “Defining a process option” on page 318

• “Configuring user process options” on page 321

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10.1.1 Defining a process option

You can always define a new process option to suit to your business process. For
example, if an agent needs to do some action that is not delivered in the VIM
baseline, you can define a new process option for this.

To define a process option:

1. Run the /OPT/SPRO transaction and navigate to OpenText Vendor Invoice
Management Invoice Solution > PO Based Invoice Configuration > Parked
Invoice Processing Configuration > Park Reason Maintenance > Process
Option Definition
2. Click the New Entries button in the application toolbar.

3. Define the process option, using the following parameters:

Option Type
Select the option type:
Action
The system executes an SAP transaction code defined against this
action.
Authorization
This option type is relevant only if the option selected is a PO blocked
scenario. It allows the user to complete the line level workflow and the
target role to run the transaction code defined against the authorization
option.

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 10.1. Configuring process options

Referral
The work item is forwarded to the target role defined in the user
process options configuration.
Approve/Reject
The Approve/Reject option type has more relevance in the Invoice
Approval process as these are predefined options.
BDC Action
Similar to the Action option type, but the transaction/execution has
more flexibility to be configured in the BDC ID defined here.
Workflow Task
Triggers a custom (sub) workflow when the user selects the option.

Note: Some of the following parameters are only available for certain
option types.
Option ID
Enter a 5 digit numeric ID that represents the option.
Description
Enter a description.
Option Short Text
Enter the description that is shown on the button in the user dashboard for
this option.
BDC Configuration Id
Select the BDC ID that will be called when the user selects the option for
execution. This field is applicable only if the option type is BDC Action.
Task
Enter the (sub) workflow/task to be triggered when the user selects the
option. The task must be compatible to OpenText workflow task.
Transaction Code
Define a transaction code to be called when the user executes the option.
This is only relevant if the option type is Action or Authorization.
Check Autopost
Define if the system shall try to post a parked document in background
after successful execution of the option:

• Enter X to enable automatic posting.

• Enter FM:<FUNCTION> where <FUNCTION> is a custom function module
to determine if the document will be posted. This is relevant when it is
difficult for the system to define the auto-post criteria directly.

Comments Required
Select this check box to force the user to maintain comments once this
option is executed.

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Hdr Level Decision

Select this check box to achieve that the system applies the decision to the
entire document rather than to the current line item in the process. This is
applicable in the PO blocked invoice processing scenario where there may
be options that need to be applied to the entire PO invoice and not just the
line item that is being worked on.
Confirm Execution
Select this check box to achieve that the user will be prompted to confirm
the option selected.

Example: If an option deletes the SAP document, a confirmation from the user to
really perform the action makes sense.

Confirm Completion
Select this check box to achieve that the user will be prompted to confirm
successful completion of the option.
Override
Select this check box to achieve that the user will be able to select any SAP
user in the system as the user(s) that will receive the work item when it is
referred, and not just the users the system proposes after running the role
resolution process. This parameter is applicable only in the Referral
option type.
Validate Override User
Select a function module that is used to validate the users that the current
user overrides.

Example: If a work item needs to be sent for approval, which is technically a

referral, and the user is allowed to change the proposed users, this custom
validation is required to disallow users to choose anyone they want.

Run Inv. Verification

Select this check box to run invoice verification when the current process
ends.
Process Complete
Select this check box to end the current process and start the next process.

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 10.1. Configuring process options

10.1.2 Configuring user process options

In this step, you configure all the process options available for roles when a PO
invoice document is parked.

When a PO invoice is parked with a parking reason, a corresponding workflow is

triggered. It will create a work item for the role to handle the next step. This section
describes how to customize the role who will receive the work item. You can assign
the option defined in “Defining a process option” on page 318 to a role in this step.
A role has normally some process options, which are available in the role dashboard.

Tip: The standard SAP authorizations for transactions are checked for the
underlying transactions in a user process option.

To configure user process options for PO parked documents:

1. Run the /OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > PO Based Invoice Configuration > Parked
Invoice Processing Configuration > Technical Configuration > Advanced
Process Option Configuration > PSS User Process Options - OST

2. Click New Entries in the application toolbar.

3. Configure the user process options, using the following parameters:

Block Reason
Select block reason. 9 is the system defined block reason for PO parked
invoices.

From Actor
Select the role that sent the work item.

To Actor
Select the role that receives the work item after successfully processing the
option.

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Option Type
Select the type of process option (Action, Referral, BDC Action, Approve,
Reject, etc., see “Configuring process options” on page 317)
Option ID
Select the ID of the process option.
Condition FM

• Define a condition function module to restrict availability of an option to

a role even if the availability is defined here.

Example: If you would like to show the option “Change Purchase Info Record”
only if the Purchase Order has a Purchase Info Record (PIR), you can define a
custom function to verify the existence of the PIR and issue an error if there is no
PIR.
• If an error is issued in the function module, the option will not be
available to the user.
• For the interface of the condition function module, see function
module /OPT/BL_CONDFM_INFOPROVIDER.

10.2 Configuring parking reasons

Figure 10-1 shows the parking reason selection screen.

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 10.2. Configuring parking reasons

Figure 10-1: Parking reason selection screen

In this step, you configure the valid parking reasons. Each parking reason represents
a process scenario as represented in a swimlane diagram.

Configuring a parking reason comprises the following actions:

• Define the parking reason.

• Define the roles that are responsible for receiving the first work item in the
process, for posting the PO invoice, and the initial approver.
• Define if the process triggering needs to be delayed.
• Delimit the available options for the role that is responsible for receiving the first
work item.

To configure a parking reason:

1. Run the /OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > PO Based Invoice Configuration > Parked
Invoice Processing Configuration > Park Reason Maintenance > Parking
Reason Definition Maintenance

2. Select a parking reason and click in the application bar.

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3. Define the parking reason, using the following parameters:

Description
Enter a description for the parking reason.
Active Indicator
Select this check box to achieve that the user can select the parking reason
during parking of a PO invoice.
Approval Required
Select this check box to achieve that the parking reason will be considered
for the Invoice Approval process. For details on the Invoice Approval
process in VIM, see “Invoice Approval“ on page 387.
Subscreen Program/Screen Number
Select a subscreen that can be configured to capture additional information
from the user when the user chooses a particular parking reason.

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 10.2. Configuring parking reasons

• You can extend the structure /PTGWFI/M_PRKMTR to capture additional

data during parking a PO invoice.

Example: If a PO invoice needs to be parked for “Service Entry Sheet Required”,

the system needs to know who is the Service Requisitioner. This additional
information can be programmed in a custom subscreen for the parking reason
“Service Entry Sheet Required”.

• Copy the OpenText delivered subscreen program and screen number to

ensure that the common part include /PTGWFI/PRK_COMMON_PART is
defined and data read/transferred properly.

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Autopost
Select this check box to achieve that the system tries to post the parked
invoice after the routing is complete.
Posting Actor
Define the role responsible for posting the invoice and also responsible for
handling errors if the posting in background fails.
Initial Actor
Define the role who receives the first work item in the process when the
current parking reason is selected.

Example: If a PO invoice is parked for “Currency Mismatch”, the initial role that
needs to look at the invoice is the BUYER to correct the PO. Maintain BUYER as initial
actor.

Initial Actor FM
You can define a custom function module to determine the initial actor.

Example: A PO is parked for a reason that is applicable to BUYER or

REQUISITIONER depending on the availability of a value REQUESTER in Purchase
Info Record or Goods Receipt. You can then define a custom function module to
determine the availability of value for REQUESTER in Purchase Info Record or
Goods Receipt and set the initial actor accordingly.
For the interface of the function module, see function module /OPT/BL_Q_INIT_
ACT_FM.

Available Options
Define the options that are available for the role on the dashboard during
PO parked invoice process for the current parking reason. Separate the
options by semicolon. The option format is AXXXX where A is the option type
and XXXX is the 4 digit value representing the option ID.
The system uses these values in conjunction with the user process options
defined in “Configuring user process options” on page 321 to determine
which options show up for the role’s dashboard.
Initial Approver
Define the role of the initial approver if the invoice document is sent for
approval.
Delay Function

• Define the custom function module that can be used to restrict the
immediate triggering of the PO parking process even if the user selected
the current parking reason when the invoice is parked.

Example: The PO is parked for “Credit Memo Required” and you know that
Credit Memo is on its way and will not show up for the next two days. You
might then want to send the work item to the AP's inbox not before two days.
For this purpose, you can define a custom function to restrict the triggering of
the work item for the user for the next two days.

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 10.3. Configuring global parameters

• For the interface of the delay function module, see function module /
OPT/BL_P_DELAYFM_SRM.

10.3 Configuring global parameters

This section describes the various global customization parameters that are
available. Global parameters control various aspects of the processing logic for PO
invoice parking process flows.

Important
Take care when you change the global configuration parameters. Changes can
affect the functionality of the process.

Configuring global parameters comprises the following actions:

• “Configuring transactions to create parked PO invoices” on page 327

• “Configuring screen exits” on page 328
• “Configuring the option order” on page 331
• “Defining a preprocess (sub)workflow” on page 332
• “Configuring binding function exits” on page 333
• “Configuring the pre-dashboard method exit” on page 334
• “Configuring the post-dashboard method exit” on page 335
• “Configuring a post process (sub)workflow” on page 335
• “Configuring an autopost exit” on page 336
• “Configuring a parked document posting exit” on page 337
• “Configuring the image display function” on page 338
• “Configuring automatic image display” on page 339
• “Configuring the parking functionality” on page 339
• “Configuring populating screens for re-enter options” on page 340

10.3.1 Configuring transactions to create parked PO invoices

In this step, you configure the transactions that create parked PO invoices. Any
parked PO invoice that is created with these transactions triggers a corresponding
workflow in VIM.

To configure transactions to create parked PO invoices:

1. Run the SM30 transaction.

2. Enter /PTGWFI/Z_CONST in Table/view and click Maintain.

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3. In the WebFlow Constant Table, under Product Code PIR, double-click the
Constant PO_BASED_INV_TCODE.

4. Enter the Constant Value: MR01;MIR7;/PTGWFI/LIV_CHG_PKRS;

10.3.2 Configuring screen exits

In this step, you configure the custom program/subscreen that displays the header
data on the user dashboard.

Example: After you have selected a particular parking reason, you want a particular
subscreen to appear as shown in the following screenshot.

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To configure screen exits:

1. Copy the OpenText delivered header program and subscreen.

Note: We strongly recommend that you copy the program and subscreen
because the common part /PTGWFI/WLIX_COMMON_PART is required to
communicate to the main program.

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2. To access the configuration for PRKPROG and PRKSCREEN, run the /OPT/
VIM_IMG207 transaction.
Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Dashboard Screen Customization
> Screen Exits.
3. Configure PRKPROG and PRKSCREEN, using the following parameters:

Constant: PRKPROG
Usage
Subscreen program for parked invoice dashboard header subscreen. To
provide additional data on the invoice dashboard, you can define your
custom screen here.

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 10.3. Configuring global parameters

Default Value
/PTGWFI/PRK_SUBSCREEN01

Constant: PRKSCREEN

Usage
Subscreen number for parked invoice dashboard header subscreen. To
provide additional data on the invoice dashboard, you can define your
custom screen here.

Default Value
9901

10.3.3 Configuring the option order

In this step, you configure the order in which the options appear in the user’s
dashboard in the parked invoice process. For details on options, see “Configuring
process options” on page 317.

To configure the option order:

1. Run the /OPT/VIM_IMG208 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Dashboard Screen Customization
> Option Order Configuration.

2. Configure the order in which the options will appear in the user’s dashboard,
using the following parameters:

Description
Enter a description of the option order.

Constant Value
Value for the option order. Default value: 10ATR

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Individual values

1
Approvals
0
Rejects
A
Actions
T
Authorizations
R
Referrals

Example: If you want all actions to show up first, maintain A10TR. The options will
be shown in order actions, approvals, rejections, authorizations and referrals.

10.3.4 Defining a preprocess (sub)workflow

In this step, you define a custom (sub)workflow that needs to be triggered before the
PO parking workflow process is triggered.

This custom (sub)workflow can do some actions that are not delivered in the VIM
standard process. For example, it can notify an agent that a PO invoice is parked and
waiting to be further processed. The (sub)workflow can also update some
monitoring custom tables.

To define a preprocess (sub)workflow:

1. Run the /OPT/VIM_IMG221 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Advanced Process Customization
> Pre Process (sub)Workflow – Parked Invoices.

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2. In Constant Value, configure the (sub)workflow ID that is used to trigger a

custom (sub)workflow before triggering the PO parked invoice workflow
process.
Default Value – None

10.3.5 Configuring binding function exits

In this step, you define custom function modules that can transfer data that is
related to the parked invoice to the OpenText delivered workflow processes for the
PO parked invoice process. Using such exits, you can manipulate the workflow
container of the process or populate VIM tables with custom data.

To configure binding function module exits:

1. Run the /OPT/VIM_IMG209 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Advanced Process Customization
> Binding Function Module Exit > Dashboard Step.

2. Configure the function module exits, using the following parameters:

Constant PRK_PSS_BIND_FM1

Usage
This function module is used to manipulate the workflow container
during inward binding (task container to workflow container). This
manipulation facilitates many features such as populating Analytics
with custom data etc.

Default value
/PTGWFI/PRK_TMP_BIND_EXT_FM

Constant PRK_PSS_BIND_FM2

Usage
This function module is used to manipulate the workflow container
during outward binding (workflow container to task container). This
manipulation facilitates the user to capture process information and
populate with additional information.

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Default value
/ORS/000007_LIX_PSS_BIND_O

Note: Do not change this value. If you need additional information to be

captured for analytics or other purposes, first call the standard function /
ORS/000007_LIX_PSS_BIND_O within your function. Otherwise,
unexpected failures in the VIM PO Parked Invoice Management process or
subsequent processes may occur.

10.3.6 Configuring the pre-dashboard method exit

In this step, you define a custom function module that will manage custom data
before calling the dashboard.

Example: If the custom data is added to VIM tables and it should be displayed in the
Dashboard in some way, the data must be managed (manipulated) in such method exits.

To configure the pre-dashboard method exit:

1. Run the /OPT/VIM_IMG215 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Advanced Process Customization
> Pre Dashboard Method Exit - Parking.

2. Configure the pre-dashboard method exit, using the following parameters:

Constant Value
This value is used to manage document data before calling the dashboard.
Default value – None

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10.3.7 Configuring the post-dashboard method exit

In this step, you define custom function modules that will manage custom data after
calling the dashboard.
Example: Custom data is added to VIM tables and it is displayed in the dashboard. This
custom data can be changed in the dashboard. After the dashboard is quit, the data must be
saved. This can be done in the post-dashboard method exit.

To configure the post-dashboard method exit:

1. Run the /OPT/VIM_IMG214 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Advanced Process Customization
> Post Dashboard Method Exit (Parked Invoices).

2. Configure the post-dashboard method exit, using the following parameters:

Constant Value
This value is used to manage document data after calling the dashboard.
Default value – None

10.3.8 Configuring a post process (sub)workflow

In this step, you define custom (sub)workflows that will execute after completing the
PO Parked Invoice document process.

This custom (sub)workflow can do some additional action that is not delivered in
the VIM standard process, for example to notify an agent that the process is
completed, or to update some VIM/custom tables with corresponding data.

To configure a post process (sub)workflow:

1. Run the /OPT/VIM_IMG217 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > PO Based Invoice Configuration > Parked Invoice Processing

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Configuration > Technical Configuration > Advanced Process Customization

> Post Process (sub)Workflow - Parked Invoices.

2. Configure a post process (sub)workflow, using the following parameters:

Constant Value
If you want to call a custom subworkflow after completing the PO Parked
Invoice Document process, you can define a workflow template/task here.
Default value – None

10.3.9 Configuring an autopost exit

In this step, you define a custom function module that will manipulate data of the
PO parked invoice and/or post the document automatically.

If maintained, the custom function module will be called in the method

postparkedinvoice of the object type /OPT/VIM_BUS2081. The custom function
module is called before the standard posting logic for the PO parked invoice
document is applied. If there is any exception thrown by this function module, the
workflow will run out of the posting step without doing any further action.

To configure an autopost exit:

1. Run the /OPT/VIM_IMG211 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Autopost Global Configuration >
Autopost Exit Function.

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2. Configure an autopost exit, using the following parameters:

Constant Value

• Enter a function module. This function module can be used to

manipulate data and/or post a PO parked document automatically using
a custom function. If the function module configured here throws an
exception, the system will run out of the posting step.
• Default value: None
• For the interface of the function module, see function module /PTGWFI/
PRK_M_TMP_PRE_AUTOPOST.

10.3.10 Configuring a parked document posting exit

In this step, you define a custom function module that will perform any post process
transaction after the document is posted.

If maintained, the custom function module will be called in the method

postparkedinvoice of the object type /OPT/VIM_BUS2081. It is called after the PO
parked invoice has been posted. This exit can be used for example to update VIM or
custom tables with additional data or to perform any action after the document is
posted.

To configure a parked document posting exit:

1. Run the /OPT/VIM_IMG216 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Autopost Global Configuration >
Parked Document Posting Exit.

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2. Configure a parked document posting exit, using the following parameters:

Constant Value

• Enter a function module. This function module can be used to perform

any post process transactions after the document is posted.
• Default value: None
• For the interface of the function module, see function module /PTGWFI/
PIR_F_TMP_POST_EXIT_FM.

10.3.11 Configuring the image display function

In this step, you define custom function modules that will display an SAP
ArchiveLink image associated to the PO invoice document.

To configure the image display function:

1. Run the /OPT/VIM_IMG216 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Image Display > Image Display
Function.

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2. Configure the image display function, using the following parameters:

Constant Value

• Enter a function module. This function module can be used to display an

SAP ArchiveLink image associated to the PO invoice document.
• Default value: /PTGWFI/LIX_F_TMP_DISP_IMG
• For the interface of the function module, see function module /PTGWFI/
LIX_F_TMP_DISP_IMG.
The copy function module should be remote enabled.

10.3.12 Configuring automatic image display

You can configure that images are automatically displayed when the PO Parked
Invoice Dashboard is opened.

To configure automatic image display:

1. Run the SM30 transaction.

2. Enter /PTGWFI/Z_CONST in Table/view and click Maintain.

3. In the WebFlow Constant Table, under Product Code LIX, double-click the
Constant DASHBOARD_IMAGE_AUTO.

4. Enter Constant Value X and save.

10.3.13 Configuring the parking functionality

In this step, you define custom function modules that activate the parking
functionality.

To configure parking functionality:

1. Run the SM30 transaction.

2. Enter /PTGWFI/Z_CONST in Table/view and click Maintain.

3. Look for Product Code LIX and Constant USR_EXIT_GET_DATA_FM and double-
click the line.

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4. Configure the parking functionality, using the following parameter:

Constant Value
Enter a function module to be used to activate the parking of PO invoice
documents.
Default value:
Blank.
Baseline does not offer parking.
Optional value:
/PTGWFI/PRK_M_GET_PARK_DATA_N
This is the standard parking implementation function module.

10.3.14 Configuring populating screens for re-enter options

In exceptions workflows (parking or blocking), the following options are available to
processors: Delete and re-enter as PO/NPO invoice or Cancel and re-enter as PO/
NPO invoice. These options delete the existing invoice, then open a window with
the invoice image and open another window with a SAP transaction, so that users
are supposed to enter all information manually.

VIM provides function module /PTGWFI/VIM_CRE_PO_INV_PREF for this scenario.

This function module populates the new invoice with a subset of the header data of
the deleted document:

• Company code
• Document date
• Vendor reference number
• Currency
• Vendor number

You can insert the function module in the corresponding Z constants or you can
create an own logic on basis of this function module.

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For the creation of a PO invoice, maintain table /PTGWFI/Z_CONST, using the SM30
transaction. In Product Code LIX, Constant CREATE_PO_BDC_FM, enter Constant
Value /PTGWFI/VIM_CRE_PO_INV_PREF.

Note: The function module /PTGWFI/VIM_CRE_PO_INV calls transaction MIRO

without populating data.

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PO blocking process configuration

VIM provides functionality for managing blocked PO invoices (based on MIRO

transaction) and exceptions therein. Invoices are blocked if they show discrepancies,
for example a price discrepancy, that prevent the invoice from paying.

The main processing concept involved in managing blocked PO invoices is the

concept of “blocking reasons”. Blocking reasons define the overall processing of the
invoice as required by the process swimlane. The most important reasons are price
block and quantity block reasons.

Main concepts

Blocking reasons

• Blocking reasons effect the process flow as required by the swimlane

definition.
• Each swimlane diagram translates to one blocking reason.
• Blocking reasons determine the initial actor and various collaboration
options available to the various actors during the process flow.

Roles

• Roles use the standard OpenText role/actor infrastructure.

• Roles can use the standard key determination infrastructure to configure
complex actor determination logic without programming.
• The role concept uses the product code LIX, same as for PO invoice parking
scenarios described in “PO parking process configuration“ on page 315.

Options and option types

• The following main types of options are available:

– Actions
– Referrals (for collaboration)
• Actions can base on transactions or class methods or workflow tasks.
• Options and option types can effect the processing logic.
• Options and option types can also effect the user experience.
• Options and option types can make the workflow engine rerun the rules on
the most current metadata to effect the process flow.
• Options and option types can be configured to change the document status.

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BDC IDs

• BDC IDs build a powerful infrastructure for pre-populating data into SAP
transactions without programming.
• BDC IDs are optimized for both dialog processing and background
processing.
• BDC IDs can be used to set dynamic Parameter IDs.
• BDC IDs can be used to configure new user collaboration actions.
• BDC IDs eliminate the need to code parameterized transactions.
• BDC IDs can be used to configure BDC success messages.

Main steps The following are the main steps involved in implementing process scenarios in the
blocked PO invoice process configuration:

1. Identify the various blocking reasons that are required for the realization of the
process scenarios.
2. Identify the roll out criteria.
3. Identify the various roles and configure the roles in the appropriate process
types.
4. Identify and configure the process options according to the swimlanes.
5. Configure global customization setting as per customer requirements.

The starting point for any configuration is a set of process flow swimlanes. The
following swimlane is an example of such a process swimlane, as implemented by
the blocked PO invoice processing workflow:

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 The following sections describe the main steps of the PO blocking process
configuration.

• “Configuring PO blocking process options” on page 346

• “Configuring blocking reasons” on page 347
• “Configuring global parameters” on page 349

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11.1 Configuring PO blocking process options

Process options are the functions a user can perform on VIM PO parking, PO
blocking, Non PO parking and Non PO approval processes. For a detailed
description of how to configure process options, see “Configuring process options”
on page 317.

11.1.1 Configuring user process options

When a PO invoice is blocked, a PO blocking workflow is triggered. A work item is
created for a role that is configured to receive such kind of work items. In this step,
you configure all the process options available for roles when a PO invoice
document is blocked. The process options allow the role to carry out a set of specific
actions to solve the blocking.

Configuring the process options comprises the following steps:

• Define user process options for all the roles in the process.
• Delimit available options for the role that is responsible for the first work item
created by each blocking reason. This is done in an individual blocking reason
definition.

Tip: The standard SAP authorizations for transactions are checked for the
underlying transactions in a user process option.

To configure user process options for PO blocked documents:

1. Run the /OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > PO Based Invoice Configuration > Blocked
Process Configuration > Technical Configuration > Advanced Process Option
Configuration > PSS User Process Options - OST

2. Click New Entries in the application toolbar.

3. Configure the user process options, using the following parameters:

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BlockReason
Select the blocking reason. If the invoice is blocked, the SAP invoice sets this
blocking reason.
From Actor
Select the role that sent the work item. Only this role will have the process
option on it's dashboard.
To Actor
Select the role who receives the work item after successfully processing the
option.
Option Type
Select the type of process option (Action, Referral, BDC Action, Approve,
Reject, etc., see “Configuring process options” on page 317)
Option ID
Select the ID of the process option.
Condition FM

• Define a condition function module to restrict availability of an option to

a role even if the availability is defined here.
Example: If you would like to show the option “Change Purchase Info Record”
only if the Purchase Order has a Purchase Info Record (PIR), you can define a
custom function to verify the existence of the PIR and raise an error if there is no
PIR.
• If an error is raised in the function module, the option will not be
available to the user.
• For the interface of the function module, see function module /OPT/BL_
CONDFM_INFOPROVIDER.

11.2 Configuring blocking reasons

In this step, you configure the valid blocking reasons in the VIM PO blocking
process. The main steps are the following:

• Define the blocking reason.

• Define the roles that are responsible for receiving the first work item in the
process.
• Define if the process triggering needs to be delayed.

To configure a blocking reason:

1. Run the /OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > PO Based Invoice Configuration > Blocked
Process Configuration > Block Reason Maintenance > Block Reason
Definition

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2. Select a blocking reason and click in the application toolbar.

3. Configure the blocking reason, using the following parameters:

Block Reason
Click and select the blocking reason from the list.

Description
Enter a description defining the blocking reason.

Delay FM

• Define the custom function module that can be used to restrict the
immediate triggering of the PO blocking process even if the user
selected the current blocking reason when the invoice is blocked.

Example: The PO is blocked for “Quantity Discrepancy” and you know that
additional quantities required to remove the blocking reason automatically are
on their way and will not show up for the next two days. You might then want
to send the work item to the AP's inbox not before two days. For this purpose,
you can define a custom function to restrict the triggering of the work item for
the user for the next two days.

• For the interface of the delay function module, see function module /
OPT/BL_P_DELAYFM_SRM.

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Initial Actor
Define the role who receives the first work item in the process when the
current blocking reason is selected.

Example: If a PO invoice is blocked for “Price discrepancies”, the initial role that
needs to look at the invoice is the BUYER to correct the PO. Maintain BUYER as initial
actor.

Initial Actor FM

• You can define a custom function module to determine the initial actor.

Example: A PO is blocked for a reason that is applicable to BUYER or

REQUISITIONER depending on the fact that there is at least one Goods Receipt
posted. You can then define a custom function to determine the availability of a
Goods Receipt for the invoice and to set the initial actor accordingly.
• For the interface of the initial actor function module, see function
module /OPT/BL_Q_INIT_ACT_FM.

Object Type
This parameter is obsolete.
Event
This parameter is obsolete.
Reference table
This parameter is obsolete.
Reference field
This parameter is obsolete.

11.3 Configuring global parameters

This section describes the various global customization parameters that are
available. Global parameters control various aspects of the processing logic for PO
blocking process flows.

Important
Take care when you change the global configuration parameters. Changes can
affect the functionality of the process.

Configuring global parameters comprises the following actions:

• “Configuring dashboard screen exits” on page 350

• “Configuring the option order” on page 357
• “Configuring binding function exits (dashboard)” on page 358
• “Configuring the post dashboard method exit” on page 359
• “Configuring header level dashboard binding exits” on page 360

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• “Configuring the send back functionality exit” on page 361

• “Configuring the image display function” on page 362
• “Configuring automatic image display” on page 363
• “Configuring populating screens for re-enter options” on page 363

11.3.1 Configuring dashboard screen exits

This section describes how to configure the custom program/subscreen that displays
data on the user dashboard.

This configuration applies to the following levels:

• “Line level” on page 350

• “Header level” on page 354

11.3.1.1 Line level

In this step, you configure the custom program/subscreen that displays the header
data on the user dashboard for line item workflow processes in the PO blocking
process. The following screenshot shows the line level dashboard, the header data
section can be customized to display other information if needed.

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To configure line level exits:

1. Copy the OpenText delivered header program and sub screen.

Note: We strongly recommend that you copy the program and sub screen
because the common part /PTGWFI/WLIX_COMMON_PART is required to
communicate to the main program.

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2. To access the configuration for LIXPROG and LIXSCREEN, run the /OPT/VIM_
IMG301 transaction.
Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > PO Based Invoice Configuration > Blocked Process Configuration
> Technical Configuration > Dashboard Screen Customization > Line Level
Dashboard Screen > Screen Exit.

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3. Configure LIXPROG and LIXSCREEN, using the following parameters:

Constant: LIXPROG
Usage
Subscreen program for blocked invoice dashboard header subscreen. To
provide additional data on the invoice dashboard, you can define your
custom screen here.
Default Value
/PTGWFI/M_LIX_SUBSCREEN02

Constant: LIXSCREEN
Usage
Subscreen number for blocked invoice dashboard header subscreen. To
provide additional data on the invoice dashboard, you can define your
custom screen here.
Default Value
9902

Currency A purchase order and the corresponding blocked invoice might have been created or
conversion posted using different currency keys. Therefore, it was often difficult to compare the
amounts displayed in the header section of the blocked line item dashboard due to
the different currency keys. VIM provides a solution that allows different settings
regarding the initial and also a completely flexible currency conversion: the constant
LIXSCREEN_CURR_CONV, available for the product code LIX in table /PTGWFI/Z_
CONST (transaction SM30).

The value of the constant consists of two characters:

• The first character controls which initial default currency conversion method is
used when the blocked line item dashboard is executed.
• The second character controls whether a currency conversion button is displayed
on the screen. Such a button allows flexibly changing the displayed currency at
any time.

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Possible values for the first character

I
Use the invoice currency for initial currency conversion. The posting date of the
invoice is taken as conversion date.
P
Use the purchase order currency for initial currency conversion. The creation
date of the purchase order is taken as conversion date.
L
Use the local currency (based on the invoice) for initial currency conversion. The
current system date is taken as conversion date.
N
No initial currency conversion takes place.

Possible values for the second character

1
Display the currency conversion button on the screen. The current system date is
always taken as conversion date.
0
Do not display the currency conversion button on the screen.

The default configuration is N0. This means, no initial currency conversion takes
place, and the button for flexible currency conversion is not displayed.

The constant allows different flexible combinations, for example P1: Initial currency
conversion uses the purchase order currency; and additionally the flexible
conversion button is activated. This approach should offer maximum flexibility
when using the blocked line item dashboard.

11.3.1.2 Header level

In this step, you configure the custom program/sub screen that displays the header
data on the user dashboard for header level workflow processes in the PO blocking
process. The following is a screenshot of the header level dashboard, the header data
section can be customized to display other information if needed.

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To configure header level exits:

1. Copy the OpenText delivered header program and sub screen.

Note: We strongly recommend that you copy the program and sub screen
because the common part /PTGWFI/WLIXDB_COMMON_PART is required to
communicate to the main program.

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2. To access the configuration for LIXDBPROG and LIXDBSCREEN, run the /OPT/
VIM_IMG303 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice

Solution > PO Based Invoice Configuration > Blocked Process Configuration
> Technical Configuration > Dashboard Screen Customization > Header Level
Dashboard Screen > Screen Exit – Header.

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3. Configure LIXDBPROG and LIXDBSCREEN, using the following parameters:

Constant: LIXDBPROG
Usage
Sub screen program for blocked invoice dashboard header sub screen.
To provide additional data on the invoice dashboard, you can define
your custom screen here.
Default Value
/PTGWFI/M_LIXDB_SUBSCREEN02

Constant: LIXDBSCREEN
Usage
Sub screen number for blocked invoice dashboard header sub screen.
To provide additional data on the invoice dashboard, you can define
your custom screen here.
Default Value
9902

11.3.2 Configuring the option order

In this step, you configure the order in which the options appear in the user’s
dashboard in the blocked invoice process. For details on options, see “Configuring
process options” on page 317.

To configure the option order:

1. Run the /OPT/VIM_IMG208 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > PO Based Invoice Configuration > Blocked Process Configuration
> Technical Configuration > Dashboard Screen Customization > Line Level
Dashboard Screen > Option Order Configuration.

2. Configure the order in which the options will appear in the user’s dashboard,
using the following parameters:

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Description
Enter a description of the option order.
Constant Value
Value for the option order. Default value: 10ATR
Individual values

1
Approvals
0
Rejects
A
Actions
T
Authorizations
R
Referrals

Example: If you want all actions to show up first, maintain A10TR. The options will
be shown in order actions, approvals, rejections, authorizations and referrals.

11.3.3 Configuring binding function exits (dashboard)

In this step, you define custom functions that can transfer data related to the blocked
PO to the OpenText delivered workflow processes for the PO blocking process.

Using such exits, you can manipulate the workflow container of the process or
populate VIM tables with custom data. The function modules maintained here are
called in the function module /PTGWFI/BIR_F_PSS_BINDING.

To configure binding function exits:

1. Run the /OPT/VIM_IMG305 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > PO Based Invoice Configuration > Blocked Process Configuration
> Technical Configuration > Advanced Process Customization > Line Level
Process Customization > Binding Function Module Exits > Dashboard Step.

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 11.3. Configuring global parameters

2. Configure the function module exits, using the following parameters:

Constant PSS_BIND_EXIT_FM1
Usage
This function module is used to manipulate the workflow container
during inward binding (task container to workflow container). This
manipulation facilitates many features such as populating analytics
with custom data etc.
Default value
None

Constant PSS_BIND_EXIT_FM2
Usage
This function module is used to manipulate the workflow container
during outward binding (workflow container to task container). This
manipulation facilitates the user to capture process information and
populate with additional information.
Default value
None

11.3.4 Configuring the post dashboard method exit

In this step, you define custom function modules that will execute to manage custom
data after calling the dashboard.

Example: Some custom data is added to VIM tables and should be displayed in the
dashboard. Therefore, this data must be managed (manipulated) in such method exits. These
exits are called in method SELECTPROCESSBIRV2 of the object type /OPT/VIM_BIR.

To configure the post dashboard method exit:

1. Run the /OPT/VIM_IMG302 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > PO Based Invoice Configuration > Blocked Process Configuration
> Technical Configuration > Advanced Process Customization > Line Level
Process Customization > Post Dashboard Method Exit (Blocked Invoices).

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2. Configure the post dashboard method exit, using the following parameters:

Constant Value
This value is used to manage document data after calling the dashboard.
Default value
/PTGWFI/LIX_BK_TMP_PST_EXT

11.3.5 Configuring header level dashboard binding exits

In this step, you define custom functions that can transfer data to OpenText
delivered processes for header level workflow.

Using such exits, you can manipulate the workflow container during inward and
outward binding. If maintained, the custom functions are called in the function
module /PTGWFI/LIX_F_DB_BINDING.

To configure header level dashboard binding exits:

1. Run the /OPT/VIM_IMG307 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > PO Based Invoice Configuration > Blocked Process Configuration
> Technical Configuration > Advanced Process Customization > Header Level
Process Customization > Binding Function Module Exits > Header Level Db –
Task.

2. Configure header level dashboard binding exits, using the following

parameters:

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Constant DB_BIND_EXIT_FM1

Usage
This function module is used to manipulate the workflow container
during inward binding (task container to workflow container). This
manipulation facilitates many features such as populating analytics
with custom data etc.

Default value
None

Constant DB_BIND_EXIT_FM2

Usage
This function module is used to manipulate the workflow container
during outward binding (workflow container to task container). This
manipulation facilitates the user to capture process information and
populate with additional information.

Default value
None

11.3.6 Configuring the send back functionality exit

Work items can be sent back from the header level dashboard using the Send Back
option. For this case, you can define a function to capture additional information
from the dashboard step after a work item is sent back.

To configure the send back functionality exit:

1. Run the /OPT/VIM_IMG304 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > PO Based Invoice Configuration > Blocked Process Configuration
> Technical Configuration > Advanced Process Customization > Header Level
Process Customization > Send Back Functionality Exit.

2. Configure the send back functionality exit, using the following parameters:

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Constant DB_SNDBACK_EXIT
Usage
This function module is used to capture option information from the
dashboard step when the work item is sent back successfully in the
header level dashboard.
Default value
None
Interface
The interface of the function module is found in function module /
PTGWFI/LIX_TMP_DB_SBK_EXIT.

11.3.7 Configuring the image display function

In this step, you define a custom function module that will execute to display an
SAP ArchiveLink image associated to the PO invoice document.

This custom function module is called in function module /PTGWFI/LIX_F_CALL_

PS_SCREEN.

To configure the image display function:

1. Run the /OPT/VIM_IMG218 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > PO Based Invoice Configuration > Blocked Process Configuration
> Technical Configuration > Image Display > Image Display Function.

2. Configure the image display function, using the following parameters:

Constant IMAGE_DISP_FM
Constant Value
Enter a function module. This function module can be used to display
an SAP ArchiveLink image associated to the PO invoice document.
Default value
/PTGWFI/LIX_F_TMP_DISP_IMG

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Interface
For the interface of the image display function module, see function
module /PTGWFI/LIX_F_TMP_DISP_IMG.

11.3.8 Configuring automatic image display

You can configure that an SAP ArchiveLink image associated to the PO invoice
document is automatically displayed when the PO Blocked Dashboard is opened.

To configure automatic image display:

1. Run the SM30 transaction.

2. Enter /PTGWFI/Z_CONST in Table/view and click Maintain.

3. In the WebFlow Constant Table, under Product Code LIX, double-click the
Constant DASHBOARD_IMAGE_AUTO.

4. Enter Constant Value X and save.

11.3.9 Configuring populating screens for re-enter options

In exceptions workflows (parking or blocking), the following options are available to
processors: Delete and re-enter as PO/NPO invoice or Cancel and re-enter as PO/
NPO invoice. These options delete the existing invoice, then open a window with
the invoice image and open another window with a SAP transaction, so that users
are supposed to enter all information manually.

VIM provides a function module for this scenario. See “Configuring populating
screens for re-enter options” on page 340 for details.

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Non PO parking process configuration

Note: In VIM 5.2, the Baseline implementation of handling parked PO and

Non PO invoices has switched to the DP document. This change applies to the
entire exception handling (except price and quantity block on the posted
document) and to Invoice Approval.

Vendor Invoice Management (VIM) provides functionality for managing parked Non
PO FI invoices (FV60 transaction) and exceptions therein.

The main processing concept involved in managing parked Non PO invoices is the
concept of “parking reasons”. Parking reasons define the overall processing of the
invoice as required by the process swimlane.

Main concepts

Parking reasons

• Parking reasons effect the process flow as required by the swimlane

definition.
• Each swimlane diagram translates to one parking reason.
• Parking reasons determine the initial actor and various collaboration options
available to the various actors during the process flow.

Roles

• Roles use the standard OpenText role/actor infrastructure.

• Roles can use the standard key determination infrastructure to configure
complex actor determination logic without programming.
• For the Non PO parking process, the role concept uses the product code PIR.

Options and option types

• The following main types of options are available:

– Actions
– Referrals (for collaboration)
• Actions can base on transactions or class methods or workflow tasks.
• Options and option types can effect the processing logic.
• Options and option types can also effect the user experience.

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• Options and option types can make the workflow engine rerun the rules on
the most current metadata to effect the process flow.
• Options and option types can be configured to change the document status.

BDC IDs

• BDC IDs build a powerful infrastructure for pre-populating data into SAP
transactions without programming.
• BDC IDs are optimized for both dialog processing and background
processing.
• BDC IDs can be used to set dynamic parameter IDs.
• BDC IDs can be used to configure new user collaboration actions.
• BDC IDs eliminate the need to code parameterized transactions.
• BDC IDs can be used to configure BDC success messages.

Main steps The following are the main steps involved in implementing process scenarios in the
Non PO parking process:

1. Identify the various parking reasons that are required for the realization of the
process scenarios.
2. Identify the sub screen to be called during the document parking process.
3. Identify the roll out criteria.
4. Identify the various roles and configure the roles in the appropriate process
types.
5. Identify and configure the process options according to the swimlanes.
6. Configure global customization setting as per customer requirements.

The starting point for any configuration is a set of process flow swimlanes. The
following swimlane is an example of such a process as implemented by the Non PO
invoice parking workflow:

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The following sections describe the main steps of the Non PO parking process
configuration.

• “Configuring parking reasons (Non PO parking process)” on page 367

• “Configuring global parameters” on page 372

12.1 Configuring parking reasons (Non PO parking

process)
Figure 12-1 shows the parking reason selection screen. You can configure the
dropdown selections based on the instruction in this section.

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Figure 12-1: Non PO Parking reason selection screen

In this step, you define the valid parking reasons in the VIM Non PO parking
process. Each parking reason represents a process scenario as represented in a
swimlane diagram.

Configuring a parking reason comprises the following actions:

• Define the parking reason.

• Define the roles that are responsible for receiving the first work item in the
process, for posting the Non PO invoice, and the initial approver.
• Define if the process triggering needs to be delayed.
• Delimit the available options for the role that is responsible for receiving the first
work item.

To configure a parking reason:

1. Run the /OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Non PO Based Invoice Configuration >
Parked Invoice Processing Configuration > Park Reason Maintenance >
Parking Reason Maintenance

2. Select a parking reason and click in the application bar.

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3. Define the parking reason, using the following parameters:

Description
Enter a description for the parking reason.
Active Indicator
Select this check box to achieve that the user can select the parking reason
during parking of a Non PO invoice.
Subscreen Program/Screen Number
Select a sub screen that can be configured to capture additional information
from the user when the user chooses a particular parking reason.

• You can extend the structure /PTGWFI/F_PIRMTR to capture additional

data during parking a Non PO invoice.

Example: If a Non PO invoice needs to be parked for “Approval Required”, the

system needs to know who is the Requisitioner. This additional information can
be programmed in a custom sub screen for the parking reason “Approval
Required”.
• Copy the OpenText delivered subscreen program and screen number to
ensure that the common part include /PTGWFI/PIR_COMMON_PART is
defined and data is exchanged properly.

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Approval Required
Select this check box to achieve that the parking reason is flagged for
approval and that the Invoice Approval process is triggered.

Autopost
Select this check box to achieve that the system automatically posts the
invoice after Invoice Approval is completed.

Initial Actor
Define the role who receives the first work item once this document is
parked for the current parking reason.

Example: If a Non PO invoice is parked for “Approval Required”, the initial role
that needs to look at the invoice is the APPROVER. If the Approval Required check
box is selected, the initial role will be CODER.

Initial Actor FM
You can define a custom function module to determine the initial actor.
For the interface of the function module, see function module /OPT/BL_Q_
INIT_ACT_FM.

Delay Function

• Define the custom function module that can be used to restrict the
immediate triggering of the Non PO parking process even if the user
selected the current parking reason when the invoice is parked.
• Example: The Non PO invoice is parked for “Approval Required” and you
want to delay the approval for 2 days. You might then want to send the work
item to the AP's inbox not before two days. For this purpose, you can define a
custom function to restrict the triggering of the work item for the user for the
next two days.

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• For the interface of the delay function module, see function module /
OPT/BL_P_DELAYFM_SRM.

Initial Approver
Define the role of the initial approver if the invoice document is sent for
approval.
Posting Actor
Define the role responsible for posting the invoice and also responsible for
handling errors if the posting in background fails.
Available Options
Define the options that are available for the role on the dashboard during
Non PO parking process for the current parking reason. Separate the
options by semicolon. The option format is AXXXX where A is the option type
and XXXX is the 4 digit value representing the option ID.
The system uses these values in conjunction with the user process options
defined in “Configuring user process options” on page 371 to determine
which options show up for the role’s dashboard.

12.1.1 Configuring user process options

In this step, you define all the process options available for roles when a Non PO
invoice document is parked.

Tip: The standard SAP authorizations for transactions are checked for the
underlying transactions in a user process option.

To configure user process options for Non PO parked documents:

1. Run the /OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Non PO Based Invoice Configuration >
Parked Invoice Processing Configuration > Technical Configuration >
Advanced Process Option Configuration > PSS User Process Options - OST
2. Click New Entries in the application toolbar.

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3. Configure the user process options, using the following parameters:

BlockReason
Select block reason. V is the system defined block reason for Non PO parked
invoices.
From Actor
Select the role that sent the work item.
To Actor
Select the role who receives the work item after successfully processing the
option.
Option Type
Select the type of process option (Action, Referral, BDC Action, Approve,
Reject, etc., see “Configuring process options” on page 317)
Option ID
Select the ID of the process option.
Condition FM

• Define a condition function module to restrict availability of an option to

a role even if the availability is defined here.
• Example: If you want to show the option “Change Tax Information” only if the
Non PO invoice has taxable line items, you can define a custom function to
verify the existence of taxable line items and raise an error if there are no taxable
line items.
• If an error is raised in the function module, the option will not be
available to the user.
• For the interface of the condition function module, see function
module /OPT/BL_CONDFM_INFOPROVIDER.

12.2 Configuring global parameters

This section describes the various global customization parameters that are
available. Global parameters control various aspects of the processing logic for Non
PO parking process flows.

Important
Take care when you change the global configuration parameters. Changes can
affect the functionality of the process.

Configuring global parameters comprises the following actions:

• “Configuring transactions to create parked invoices” on page 373

• “Configuring dashboard screen exits” on page 374
• “Defining a preprocess (sub)workflow” on page 376

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• “Configuring binding function module exits” on page 377

• “Configuring the pre PSS method exit” on page 378
• “Configuring the post PSS method exit” on page 379
• “Configuring a post process (sub)workflow” on page 380
• “Configuring an autopost exit” on page 381
• “Configuring a parked document posting exit” on page 382
• “Configuring the image display function” on page 383
• “Configuring automatic image display” on page 384
• “Configuring a parallel workflow exit” on page 384
• “Configuring the parking functionality” on page 385
• “Configuring populating screens for re-enter options” on page 386

12.2.1 Configuring transactions to create parked invoices

In this step, you configure the transactions that create parked Non PO invoices. Any
parked Non PO invoice that is created with these transactions triggers a
corresponding workflow in VIM.

To configure transactions to create parked Non PO invoices:

1. Run the SM30 transaction.

2. Enter /PTGWFI/Z_CONST in Table/view and click Maintain.

3. In the WebFlow Constant Table, under Product Code PIR, double-click the
Constant NONPO_INV_TCODE.

4. Enter the Constant Value: FV60;FB60;/PTGWFI/LIV_CHG_PKRS;/PTGWFI/PIR_

CHG_PKRS;

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12.2.2 Configuring dashboard screen exits

In this step, you configure the custom program/subscreen that displays the header
data on the user dashboard.

Example: After you have selected a particular parking reason, you want a particular
subscreen to appear as shown in the following screenshot.

To configure dashboard screen exits:

1. Copy the OpenText delivered header program and subscreen.

Note: We strongly recommend that you copy the program and subscreen
because the common part /PTGWFI/WLIX_COMMON_PART is required to
communicate to the main program.

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2. To access the configuration for PIRPROG and PIRSCREEN, run the /OPT/VIM_
IMG224 transaction.
Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Non PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Dashboard Screen Customization
> Dashboard Screen Exits.

3. Configure PIRPROG and PIRSCREEN, using the following parameters:

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Constant: PIRPROG

Usage
Subscreen program for Non PO parked invoice dashboard header
subscreen. To provide additional data on the invoice dashboard, you
can define your custom screen here.

Default Value
/PTGWFI/PIR_SUBSCREEN01

Constant: PIRSCREEN

Usage
Subscreen number for Non PO parked invoice dashboard header
subscreen. To provide additional data on the invoice dashboard, you
can define your custom screen here.

Default Value
9901

12.2.3 Defining a preprocess (sub)workflow

In this step, you define a custom (sub)workflow that needs to be triggered before the
Non PO parking workflow process is triggered.

This custom (sub)workflow can do some actions that are not delivered in the VIM
standard process. For example, it can notify an agent that a Non PO invoice is
parked and waiting to be further processed. The (sub)workflow can also update
some monitoring custom tables.

To define a preprocess (sub)workflow:

1. Run the /OPT/VIM_IMG222 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Non PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Advanced Process Customization
> Pre-process (sub)Workflow.

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2. Configure the Constant Value that is used to trigger a custom (sub)workflow

before triggering the Non PO parking workflow process.
Default Value: None

12.2.4 Configuring binding function module exits

In this step, you define custom function modules that can transfer (parked invoice
related) data to the OpenText delivered workflow processes for the Non PO parking
process. Using such exits, you can manipulate the workflow container of the process
or populate VIM tables with custom data.

If maintained, these exits will be called in function module /PTGWFI/PIR_F_PSS_

BINDING during inward or outward binding accordingly.

To configure binding function module exits:

1. Run the /OPT/VIM_IMG225 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Non PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Advanced Process Customization
> Binding Function Module Exit > Dashboard Step (Binding Exits).

2. Configure the function module exits, using the following parameters:

Constant PSS_BIND_EXIT_FM1
Usage
This function module is used to manipulate the workflow container
during inward binding (task container to workflow container). This
manipulation facilitates many features such as populating analytics
with custom data etc.
Default value
None

Constant PSS_BIND_EXIT_FM2
Usage
This function module is used to manipulate the workflow container
during outward binding (workflow container to task container). This

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manipulation facilitates the user to capture process information and

populate with additional information.
Default value
/ORS/000007_PIR_PSS_BIND_O

Note: Do not change this value. If you need some additional

information to be captured for analytics or other purposes, first
call the standard function /ORS/000007_LIX_PSS_BIND_O within
your function. Otherwise, unexpected failures in the Non PO
parking process or subsequent processes may occur.

12.2.5 Configuring the pre PSS method exit

In this step, you define custom function modules that will manage custom data
before calling the dashboard.

Example: If the custom data is added to VIM tables and it should be displayed in the
Dashboard in some way, the data must be managed (manipulated) in such method exits.

If maintained, this exit will be called in method SELECTPROCESSLIX of the Object

type /OPT/VIM_BIR. It is called before calling the dashboard.

To configure the pre PSS method exit:

1. Run the /OPT/VIM_IMG229 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Non PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Advanced Process Customization
> Pre PSS Method Exit (Non PO).

2. Configure the pre PSS method exit, using the following parameters:

Constant Value
This value is used to manage document data before calling the dashboard.
Default value
None

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12.2.6 Configuring the post PSS method exit

In this step, you define custom function modules that will manage custom data after
calling the dashboard.

Example: Custom data is added to VIM tables and it is displayed in the dashboard. This
custom data can be changed in the dashboard. After the dashboard is quit, the data must be
saved. This can be done in the post PSS method exit.

If maintained, this exit will be called in method SELECTPROCESSLIX of the Object

type /OPT/VIM_BIR. It is called after the dashboard is processed.

To configure the post PSS method exit:

1. Run the /OPT/VIM_IMG228 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Non PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Advanced Process Customization
> Post PSS Method Exit (Non PO).

2. Configure the post PSS method exit, using the following parameters:

Constant Value
This value is used to manage document data after calling the dashboard.
Default value
None

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12.2.7 Configuring a post process (sub)workflow

In this step, you define a custom subworkflow that will execute after completing the
Non PO Parked Invoice document process.

This custom (sub)workflow can do some additional action that is not delivered in
the VIM standard process, for example to notify an agent that the process is
completed, or to update some VIM/custom tables with corresponding data.

To configure a post process (sub)workflow:

1. Run the /OPT/VIM_IMG223 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Non PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Advanced Process Customization
> Post Process (sub)Workflow.

2. Configure a post process (sub)workflow, using the following parameters:

Constant Value
If you want to call a custom subworkflow after completing the Non PO
parking process, you can define a workflow template / task here.
Default value
None

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12.2.8 Configuring an autopost exit

In this step, you define a custom function module that will manipulate data of the
Non PO parked invoice and/or post the document automatically.

If maintained, the custom function module will be called in the method

postparkedinvoice of the object type /OPT/VIM_FIPP. The custom function
module is called before the standard posting logic for the Non PO parked invoice
document is applied. If there is any exception thrown by this function module, the
workflow will run out of the posting step without doing any further action.

To configure an autopost exit:

1. Run the /OPT/VIM_IMG227 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Non PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Autopost Global Configuration >
Autopost Exit Function.

2. Configure an autopost exit, using the following parameters:

Constant Value
Enter a function module. This function module can be used to post a
document automatically using a custom function. If the function module
configured here raises an exception, the document will not be posted.
Default value
None
Interface
For the interface of the function module, see function module /PTGWFI/
PIR_F_TMP_PRE_AUTOPOST.

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12.2.9 Configuring a parked document posting exit

In this step, you define custom function modules that will perform any post process
transaction after the document is posted.

If maintained, the custom function module will be called in the method

postparkedinvoice of the object type /OPT/VIM_FIPP. It is called after the Non PO
parked invoice has been posted. This exit can be used for example to update VIM or
custom tables with additional data or to perform any action after the document is
posted.

To configure a parked document posting exit:

1. Run the /OPT/VIM_IMG230 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Non PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Autopost Global Configuration >
Parked Document Posting Exit (Non PO).

2. Configure a parked document posting exit, using the following parameters:

Constant Value
Enter a function module. This function module can be used to post process
data after an invoice document is posted.
Default value
None
Interface
For the interface of the function module, see function module /PTGWFI/
PIR_F_TMP_POST_EXIT_FM.

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12.2.10 Configuring the image display function

In this step, you define custom function modules that will display an SAP
ArchiveLink image associated to the Non PO invoice document.

To configure the image display function:

1. Run the /OPT/VIM_IMG233 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Non PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Image Display > Image Display
Function Non PO.

2. Configure the image display function, using the following parameters:

Constant Value
Enter a function module. This function module can be used to display an
SAP ArchiveLink image associated to the Non PO invoice document.
Default value
/PTGWFI/BIR_F_TMP_DISP_IMG

Interface
For the interface of the function module, see function module /PTGWFI/
BIR_F_TMP_DISP_IMG.
The copy function module should be remote enabled.

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12.2.11 Configuring automatic image display

You can configure that images are automatically displayed when the Non PO
Invoice Dashboard is opened.

To configure automatic image display:

1. Run the SM30 transaction.

2. Enter /PTGWFI/Z_CONST in Table/view and click Maintain.
3. In the WebFlow Constant Table, under Product Code PIR, double-click the
Constant DASHBOARD_IMAGE_AUTO.
4. Enter Constant Value X and save.

12.2.12 Configuring a parallel workflow exit

In this step, you define custom function modules that will call any workflow parallel
to the Non PO parking workflow.

If maintained, this exit will be called in the method executetransactionpir of the

Object Type /OPT/VIM_FIPP.

To configure a parallel workflow exit:

1. Run the /OPT/VIM_IMG234 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Non PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Technical Configuration > Others > Parallel Workflow Exit.

2. Configure a parallel workflow exit, using the following parameters:

Constant Value
You can use this value to call any workflow parallel to the Non PO parking
workflow.
Default value
None

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12.2.13 Configuring the parking functionality

In this step, you define custom function modules that activate the parking
functionality.

The function module maintained here will be called in /PTGWFI/PIR_F_TRIG_USER_

EXIT2, which in turn is called in function module /OPT/BTE_IF_00002213_47.

To configure parking functionality:

1. Run the SM30 transaction.

2. Enter /PTGWFI/Z_CONST in Table/view and click Maintain.

3. Look for Product Code PIR and Constant USR_EXIT_GET_DATA_FM and double-
click the line.

4. Configure the parking functionality, using the following parameter:

Constant Value
Enter a function module to be used to activate the parking of PO invoice
documents.
Default value:
Blank.
Baseline does not offer parking.
Optional value:
/PTGWFI/PIR_F_GET_PARK_DATA_N
This is the standard parking implementation function module.

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12.2.14 Configuring populating screens for re-enter options

In exceptions workflows (parking or blocking), the following options are available to
processors: Delete and re-enter as PO/NPO invoice or Cancel and re-enter as PO/
NPO invoice. These options delete the existing invoice, then open a window with
the invoice image and open another window with a SAP transaction, so that users
are supposed to enter all information manually.

Function module /PTGWFI/VIM_CRE_NPO_INV_PREF populates the new invoice with

a subset of the header data of the deleted document:

• Company code
• Document date
• Vendor reference number
• Currency
• Vendor number

You can insert the function module in the corresponding Z constants or you can
create an own logic on basis of this function module.

For the creation of a Non PO invoice, maintain table /PTGWFI/Z_CONST, using the
SM30 transaction. In Product Code PIR, Constant CREATE_BDC_FM, enter Constant
Value /PTGWFI/VIM_CRE_NPO_INV_PREF.

Note: The existing function module /PTGWFI/VIM_CRE_NPO_INV calls

transaction FB60 without populating data.

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Chapter 13

Invoice Approval

Invoice Approval (IAP) is the component of VIM that handles the approval
processes for both Non-PO based and PO based invoices.

13.1 Overview
Level-based approvals can be done as line-based (sequential or parallel flow) and
header-based approvals. For details about level-based approval, see “Configuring
approval flow settings” on page 406.

Features of Level-based approval provides the following set of features:

level-based
approval
• Header-based approval

• Sequential approval

• Parallel approval

• Extended approval log

• Approval buffer

• Skipping COA levels

• Inheriting of permissions by substitute

Supported Approvals can be handled at the DP processing stage, after the DP invoice is
invoice types converted in to an SAP parked document, or after the invoice is posted.

DP approval
For DP-document-based approval, the process type for DP approval needs to be
configured in the system. For more information, see “Configuring the process
type” on page 390.

Parked approval
In case of parked document approval, the invoice has to be parked with an
appropriate parking reason before an approval process can start. Depending on
the parking reason configuration, an approval workflow starts. For more
information, see “Configuring the parking reason” on page 390.

Posted approval
For posted approval, depending on the configuration for this type of approval,
the approval process will be started after the document is posted either in
background or manually with some payment block. For more information, see
“Configuring posted approval” on page 393.

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Approval in The approval workflow supports approvals inside SAP GUI, and outside of SAP
SAP GUI, web, GUI, if the optional OpenText Approval Portal or Mobile Approval Portal is
and mobile
implemented.

Approving invoices in the Approval Portal or in the Mobile Approval Portal does
not require an SAP user ID. Users can be authenticated through the SAP NetWeaver
Portal or the Windows domain instead. However, you must ensure, like with any
other solution, that the indirect usage of SAP data is properly licensed.

The Approval Portal provides a concise and user-friendly web interface for
approving invoices. The interface is designed to deliver the right amount of
information to enable approvers to make a quick decision.

With the Mobile Approval Portal, you can use mobile devices like an iPad, an
iPhone, an Android smartphone, or a Blackberry device for approval purposes. In
the Mobile Approval Portal, coding is not available.

People involved There are several people (roles) that are involved in the IAP process. The actual
in the IAP names might be different, but the activities are the same.
process

Coder
The person who is responsible for entering accounting data. The coder can be
both an SAP user and/or a web user if Approval Portal is implemented.
Goods or Service Requester (Requisitioner)
The person who requested the goods or the service.
Approver
The person who is responsible for approving the invoices. The approver can be
an SAP user or a web user if Approval Portal or Mobile Approval Portal is
implemented.
AP Processor
A member of the Accounts Payable (AP) department who deals with invoices.

The roles that are part of this process are different from the standard roles described
in “Roles“ on page 43. Because the functional requirements are different for IAP
roles compared to other exception processes, a separate role infrastructure is
required. For more information, see “Roles in the IAP process” on page 445.

Workflow

• The approval workflow is a new subworkflow. Approval steps are a technically

different dialog task, separate from the parking or DP dashboard tasks for the
other VIM workflows.
• The approval workflow supports multi-step approval. For Non PO invoices, you
can achieve this by configuration. For PO invoices, a custom extension is
required. From baseline, PO invoices go through only one approval step, by the
requester of the PO.
• The approval subworkflow is completed when either the Approved completely
or the Rejected completely flag is set on the monitor table.

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Trigger for the The way the IAP process is triggered depends on the kind of invoice document.
IAP process

For parked invoice documents

When an invoice is parked with a parking reason that requires invoice approval,
the IAP workflow is initiated. You can trigger the subworkflow either by
configuring the parking reason to be Auto submit for approval or by clicking
the Submit for approval option. It is possible to delay the start of the IAP
process by first sending the invoice to the AP processor who can subsequently
submit the invoice for approval.
For DP invoice documents
The approval subworkflow can be triggered by configuring the Process Type to
be Auto submit for approval or by clicking the Submit for approval option.
For posted invoice documents
The approval subworkflow can be automatically triggered right after the invoice
is posted. Therefore, the document type must be configured accordingly.
Another way to trigger the approval subworkflow is to click specific process
options created for that purpose.

End of the IAP There are several activities that mark the end of the IAP process:
process
• The invoice is finally approved and posted.
• The invoice is deleted or posted (only for parked invoices).
• The invoice is completely rejected.
• Approval is recalled. The process goes back to DP or parking workflow.

Configuration This section outlines all the aspects of implementation and configuration of the IAP
outline of the component of VIM.
IAP process

Note: You can perform most of the configurations using the VIM Customizing
IMG with the /OPT/SPRO transaction code.

To configure the IAP process, the following steps are necessary:

• Identify the approval parking reasons or process types.

• Identify any parking reason info that needs to be collected during the parking
step.
• Determine the user framework to be used. This deals with configuring or
extending the /ORS/USERMAPPING class.
• Identify the approval steps:

– Identify who is responsible for account assignment (Coder role).

– Identify approval logic:

○ Who is the first approver?

○ How to go up the approval chain (if needed)?

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○ What marks the end of approval?

○ What needs to happen in case of rejections?
• Identify the account assignment screen layout and logic:

– Identify fields to be displayed.

– Identify validation requirements.
• Identify how to display the image during the approval process.
• Identify and configure any global customizing parameters.

13.2 Configuring the process type

In case of DP invoice approval, the starting point of the IAP process is the start of the
DP workflow. The DP workflow goes through the process types configured for the
particular DP Document Type. One of the process types needs to be configured for
approval workflow. See “Defining the process type” on page 265 for details.

The following screenshot shows the standard process type configuration delivered
for the DP IAP process.

13.3 Configuring the parking reason

For parked invoice approvals, the starting point of the IAP process is the parking of
an invoice. The parking reason chosen determines whether an IAP process is
triggered or not. If the parking reason is Approval Required, the IAP process will
be triggered. In that case, the requestor or requisitioner information needs to be
entered in the Choose Parking Reason dialog box so that the IAP process can start
correctly.

To configure the parking reason for PO invoices, run the /n/OPT/SPRO transaction
and navigate to OpenText Vendor Invoice Management Invoice Solution > PO
Based Invoice Configuration > Parked Invoice Processing Configuration > Park

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Reason Maintenance > Parking Reason Definition Maintenance. For details, see
“Configuring parking reasons” on page 322

To configure the parking reason for Non PO invoices, run the /n/OPT/SPRO
transaction and navigate to OpenText Vendor Invoice Management Invoice
Solution > Non PO Based Invoice Configuration > Parked Invoice Processing
Configuration > Park Reason Maintenance > Parking Reason Maintenance.

The following screenshot shows the standard parking reason configuration

delivered for the Non PO IAP process.

For the Non PO IAP process, the following dialog box serves to capture the
requester information:

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If you need to capture custom logic or customer data during the parking process to
initiate the approval workflow, you have to replace the above screen with a custom
screen. For details, refer to “Configuring parking reasons (Non PO parking process)”
on page 367.

13.3.1 Configuring trigger points for the parked invoice

approval workflow
In this step, you configure which parking reasons should trigger the IAP process.

To configure trigger points for the approval workflow:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice
Management Invoice Solution > Invoice Approval Configuration > Approval
Workflow > Additional Configuration - Web Approval.

2. Configure the trigger points for the approval workflow, using the following
parameters:

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 13.4. Configuring posted approval

BLOCKRSN

• Block Reason 9 is for PO based invoices.

• Block Reason V is for Non PO based invoices.

Start Approval Immediately

Select this check box to start the approval workflow immediately
disregarding the delay function module.

13.4 Configuring posted approval

As an enhancement to Invoice Approval, VIM supports the approval of posted
documents, besides the approval of parked or DP based documents.

Benefit Besides the PO blocking scenarios, the VIM process ends with the creation of a
posted document. The posted approval processing enables you to post a Non PO or
PO invoice as fast as possible with an individual blocking reason. Then you can
approve the document with the approval workflow after the document creation.
Invoices do not need to go into a long approval process and then are posted finally.
With posted approval, they are posted before any approval process is started.

Workflow The posted approval subworkflow is available for blocked posted documents that
are processed within the DP process. Stand-alone parked or posted documents are
not supported. You can trigger the subworkflow in one of the following ways:

• Document is manually posted with one of the individual configured payment

blocks.
• Document is automatically posted from DP with a special payment block. The
approval workflow is started automatically.
• Document is automatically posted with specific payment block after the
requester step in approval workflow.

For the posted PO approval scenario, either the existing blocking workflows are
triggered or the approval process is started depending on the posted approval
configuration.

With the final approval of the posted document, the individual payment block is
removed.

Automated In combination with the automatic processing of the posted approval, the coding
coding step can be completely skipped.

Configuration The whole configuration for the posted approval is integrated in the VIM Invoice
aspects Configuration tree: Navigate to OpenText Vendor Invoice Management Invoice
Solution > Invoice Approval Configuration > Approval Workflow.

To configure the posted approval process, the following steps are necessary:

1. Configure posted approval settings (mandatory)

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2. Configure event linkage for posted approval trigger and configure the event
queue processing job using transaction SWEQADM (mandatory)
3. Define dynamic determination for the auto processing:

Note: This step is optional: If you configure to use the determination for
the automatic posted approval activation type, then you have to process
this step. If you activate it always or by custom function module, you do
not need to process this customizing.

• Define determination fields

• Define determination data

13.4.1 Configuring posted approval settings

You must configure the posted approval settings for each document type. This
section describes the possible configuration. You must configure it individually; it is
not delivered with baseline configuration.

To configure posted approval settings:

1. In the VIM Invoice Configuration tree, navigate to OpenText Vendor Invoice

Management Invoice Solution > Invoice Approval Configuration > Approval
Workflow > Setup Approval Chain > Posted Approval Settings.

2. Double-click the DP Document Type that you want to configure.

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3. Configure the Posted Approval Settings (PAS), using the following parameters:

Process Type
Baseline delivers the process type 149 for PO documents and the process
type 249 for Non PO documents. A posted document that is rejected in the
approval process will be processed within the DP workflow with this
process type. For this process type, baseline delivers the following process
options:
2020
Re-Submit for Approval
2021
Submit for one step Approval
2022
Remove payment block and complete DP
2023
Keep payment block and complete DP

Automatic processing
For Non PO documents
In the DP process, a document can be submitted for approval (manually
or automatically with exception “Approval required”). In this case, the

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automatic processing defines that the DP or parked approval process

terminates after the requester step, for the time being. The document is
posted with the configured payment block. After posting, the approval
process is resumed, starting with the first approver step.
When the coding happens in background with auto coding (see
“Configuring auto coding” on page 210), also the coding step can be
skipped and the document will be posted directly.
For PO documents
The automatic processing defines that the document is posted
automatically with the configured payment block.
Activation type

• Inactive: Automatic processing is deactivated.

• Active: Automatic processing is activated globally for document
type
• Activate by determination: Automatic processing is activated
dynamically; see “Configuring posted approval determination”
on page 400.
• Activate by custom function: Automatic processing is activated
dynamically with custom logic. Maintain the Posted Approval
Finder field. The field is only available if you select this activation
type.

Payment Block
This field is available if posted approval is activated.
Enter the payment block that is used to post the document in the
automatic processing.
Posted Approval Finder
Enter the exit function to activate the automatic processing (interface
check function /OPT/AAFS_DETERMINE_PAS).

Manual processing
For Non PO and PO documents, the configuration of the manual processing
defines that the posted approval process is triggered for manually posted
documents with the configured payment blocks.
Activation type

• Inactive: Manual processing is deactivated.

• Active based on payment block: Manual processing is activated.

Constant Value
Enter Constant Values for payment blocks: Possible payment blocks for
which the posted approval is relevant to be triggered. Maintain the
standard Payment blocks of table T008. Separate them by comma.

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PO blocking reason processing

Only relevant for PO based documents: You can maintain an additional
start condition to trigger either the blocking workflow or the approval
workflow, based on the logistic blocks of the invoice.
Approval start cond
Select an approval start condition from the list:

• Start always: The approval workflow is triggered always. The

blocking workflow(s) are not triggered.
• Start only when no logistic block exists: The approval
workflow is only triggered if no logistic block exists. If any logistic
block exists, the blocking workflow(s) are triggered.
• Start only when no logistic block exists besides price: The
approval workflow is only triggered if no block or a price block
exists. For all other logistic blocks, the blocking workflow(s) are
triggered.

Reject processing
Approval restart options
Rejected invoices are processed within DP processing with the
configured process type. This refers to the baseline process options
Submit for one step Approval and Resubmit for Approval for the
baseline Posted Approval process types. The document is submitted
again for approval processing. For these options, you can configure the
following individual settings.
Comments Required
Select this check box to determine that a comment is required
within the Resubmit for Approval screen. This comment is used in
the approval process. It is not logged for the process option, which
can also be activated in the process option configuration.
Appr. Search Option
For one step approval, define the search and check functionality for
the selected approver. Possible entries:
Search all User COA
You can select all users from the COA that are configured for
approval.
Search only legitimate Approver COA
You can select users from the COA that are configured for
approval and where also the configured COA fields correspond
to the invoice data (Company Code / Cost Center, ...).

Note: The amount of the invoice is not checked!

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Reject by Requester
An automatic processed DP document for posted approval is directly
sent to the assigned approver of the COA during the approval process.
In this scenario, the coding and requester step is already executed.
When the approver rejects the document, it is sent to the previous
approver. With posted approval, the requester is not always the first
approver. It may happen that the requester does not receive the rejected
document.
Select this check box to determine that the document is finally sent to
the requester when the approver rejects the document before the
approval workflow ends.

Processing Exits
You might want to individually trigger the posted approval process and to
keep the DP workflow alive for the posted document. Therefore, you can
maintain custom functions. The payment block, which will be removed in
the final approval step, can be processed individually, as well.
Exit remove block
Enter an exit function to be executed after the final approver approves
the document. With standard configuration, the header payment block
on the posted document is removed. The document will be paid no
matter if there are any blocks on the PO document like price or
quantity.
The interface of the exit function has to be compatible with the
function /OPT/AAFS_CHANGE_BLOCKING_NPO for Non PO documents
and /OPT/AAFS_CHANGE_BLOCKING_PO for PO documents.
Exit trigger approval
Integrate an own logic for the posted approval to trigger the processing
according to your end conditions.
All other configurations to trigger the process manually or
automatically are not taken into account (maintained within /OPT/AT_
PAS). Only the own logic within the exit function is used. The interface
of the exit function has to be compatible with the function /OPT/AAFS_
SAMPLE_EXIT_TRIGGER.

Exit confirmation
Integrate an own logic for the posted approval to keep the DP process
alive according to your start conditions. All other configurations to keep
the process alive according to the manual or automatic blocking are not
taken into account (maintained within /OPT/AT_PAS). Only the own
logic within the exit function is used. The interface of the exit function
has to be compatible with the function /OPT/AAFS_SAMPLE_EXIT_
CONFIRM.

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13.4.2 Configuring event linkage for posted approval

To trigger the posted approval after the document is posted, the following
configuration is necessary for Non PO and PO documents.

Run the SWETYPV transaction and activate the event linkage for the posted approval.

The following screenshot shows the relevant settings.

Object Type
/ORS/INVAP

Event
POSTED

Receiver Function Module

/OPT/AAFS_POST_RECEIVER

Linkage Activated
Selected
Enable Event Queue
Selected.
You must maintain the event queuing and configure a job (transaction SWEQADM).

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Non PO For Non PO documents, the event is raised in the BTE exit 1050 and exit 1030 within
exit function /OPT/BTE_IF_00001050 and /OPT/BTE_IF_00001030. The
corresponding BTE has to be activated. Check transaction FIBF > Settings > P/S
Modules -> …of a partner.

PO For PO documents, the event is raised in the event receiver of function /OPT/BL_PO_
BLK_RECEIVER, which is triggered in the event linkage for object BUS2081 and event
POSTED. Check transaction SWETYPV and see “Event linkages” on page 89.

13.4.3 Configuring posted approval determination

You can dynamically determine the automatic posted approval processing. The
activation is done within the posted approval settings; see “Configuration aspects”
on page 393.

Note: This step is optional: If you configure to use the determination for the
automatic posted approval activation type, then you have to process this step.
If you activate it always or by custom function module, you do not need to
process this customizing.

13.4.3.1 Defining determination fields

You can individually configure the fields for the dynamic determination of the
posted approval processing.

To define determination fields:

1. In the VIM Invoice Configuration tree, navigate to OpenText Vendor Invoice

Management Invoice Solution > Invoice Approval Configuration > Approval
Workflow > Setup Approval Chain > Posted Approval Determination
Procedure > Determination - Fields.
The following screenshot shows the configuration of two fields that will be used
for the determination.

2. Define determination fields using the following parameters:

Determination Type
Enter PAS (Posted Approval Settings)
The determination type is defined in table /OPT/AT_DETTYPE. The type PAS
is delivered within the posted approval baseline configuration.

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Note: You can perform some customizing on the production system,

where clients are normally set to “No changes allowed”. For this
customizing activity, no transport request is created.
As a prerequisite, you must select the Edit Allowed check box in the /
OPT/AT_DETTYPE table for the corresponding transaction codes.

Field Type
Available values are Header or Item. For the determination, only header
fields are relevant.
Field Name
Select the corresponding field of the /OPT/VIM_1HEAD or /OPT/VIM_1ITEM
table.
Sequence
Define the processing sequence of the determination.
Search Help Name
Configure the search help that will be used in the data determination
configuration.
Allow Ranges
Select this check box to allow ranges in the data determination
configuration.

13.4.3.2 Defining determination data

You can individually configure the data for the dynamic determination of the posted
approval processing, based on the defined fields.

To define determination data:

1. In the VIM Invoice Configuration tree, navigate to OpenText Vendor Invoice

Management Invoice Solution > Invoice Approval Configuration > Approval
Workflow > Setup Approval Chain > Posted Approval Determination
Procedure > Posted Approval Determination - Data.
The following screenshot shows the configuration for the fields configured in
“Defining determination fields” on page 400.

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2. To activate the automatic posted approval configuration, configure the

corresponding ranges and data. You can add or remove lines.

3. Save your settings.

A transport is created for the corresponding settings.

13.5 Implementing Invoice Approval

This section describes the implementation of the overall IAP process as far as
process logic is concerned.

• “Defining multi level approval” on page 403

• “Driving the approval flow for DP invoices” on page 403
• “Driving the approval flow for parked invoices” on page 404
• “Defining approval hierarchy and approval level” on page 405
• “Configuring approval flow settings” on page 406
• “Defining the expense type” on page 415
• “Defining rejection reasons” on page 416
• “Configuring global parameters” on page 417
• “Cross company coding” on page 422
• “Configuring the email notification” on page 423
• “Configuring the Certify message” on page 427
• “Configuring fields for Invoice Approval” on page 428
• “Configuring search help for web and SAP GUI approval screen fields”
on page 443

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13.5.1 Defining multi level approval

Note: For PO invoices, a custom extension is required for multi level approval.
From baseline, PO invoices go through only one approval step (by the
requester of the PO).

To define a multi level approval process, you have to consider the following aspects:

• How to identify the first approver?

• Who should approve the invoice after the current approver approves the
invoice?
• When is an invoice considered finally approved?

13.5.2 Driving the approval flow for DP invoices

The IAP process starts when a DP PO invoice or a DP Non PO invoice gets the
process type for approval or a user from the Accounts Payable (AP) department
specifically clicks the option Submit for Approval from the DP dashboard. In case of
a DP Non PO invoice, the initial approver is usually entered in the indexing screen
in the field Email Id. For DP PO invoices, the initial approver is picked up from the
requisitioner of the PO. The user from the AP department has the option to choose
the initial approver if the IAP process is started from the DP dashboard.

The subsequent approvers (only for Non PO invoices) are determined when the
current approver approves the invoice. The system determines the next approver
according to the settings in the COA. In the level based approval, the approver is
determined by:

• company code (company code of invoice line(s))

• approval level
• cost object assignment (cost object of invoice line(s))

If the current approver rejects the invoice, the invoice is sent to the previous
approver or to the initial coder, or the complete approval flow is cancelled. This
depends on the configuration of the rejecting process.

All approvers who approve the invoice are stored in the approval stack. So, in case
the current approver rejects the invoice, the system knows the last approver. If the
first approver rejects the invoice, the invoice is sent back to the AP department.

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13.5.3 Driving the approval flow for parked invoices

The IAP process starts when a PO or Non PO invoice is parked, or someone from the
Accounts Payable (AP) department specifically chooses the action Submit for
Approval from the Process Selection Screen. The initial approver is usually entered
when parking the document. Sometimes, the initial approver may be entered as part
of the invoice indexing before parking the SAP document.

Notes

• Implementation note
When you enter the first approver at the parking reason screen or indexing
screen, and you are using search help, OpenText recommends using the
combination of last name, first name and email address. If the combination
fails to identify one user, the system may suggest a list of matching users.
• Technical note
The initial approver is usually stored in the parking monitor table (/PTGWFI/
F_PIRMTR) and retrieved by the /ORS/APPROVER-> NEW method.

The subsequent approvers (only for Non PO invoices) are determined when the
current approver approves the invoice. The system determines the next approver
according to the settings in the COA. In the level based approval, the approver is
determined by:

• company code (company code of invoice line(s))

• approval level
• cost object assignment (cost object of invoice line(s))

If the current approver rejects the invoice, the invoice is sent to the previous
approver or to the initial coder, or the complete approval flow is cancelled. This
depends on the configuration of the rejecting process.

All approvers who approved the invoice are stored in the approval stack so that in
case the current approver rejects the invoice, the system knows who the last
approver was. If the first approver rejects the invoice, the invoice is sent back to the
AP department.

Technical Notes

• You can configure who receives the work item after the first approver rejects
the invoice. You perform this configuration in the parking reason table /
PTGWFI/F_PRKRSN for a non-PO invoice or /PTGWFI/M_PRKRSN for a PO
invoice. See “Configuring the parking reason” on page 390.
• The approval is considered completed if the current approver has sufficient
authorization for the invoice amount and cost elements.
• You can redefine determination conditions using an extension.

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13.5.4 Defining approval hierarchy and approval level

There are several ways to implement hierarchy and approval level (authorized
amount that an approver may approve):

OpenText delivered approval hierarchy table

With level based approval, settings need to be considered on the COA (see
“Maintaining Chart of Authority” on page 55) and other approval flow settings
(AFS; see “Configuring approval flow settings” on page 406).
The main objective of the level based approval is, that each invoice in a company
is processed in an approval hierarchy, which is associated with different
approval levels. When an invoice or invoice lines are approved on one level by
one or more users, the system checks if an additional approval level is necessary
based on the limit assigned to the approval level.
In the level based approval, the following approval levels are differentiated:
Coder level
The invoice is coded by a dedicated coder. The coder is assigned to a
requester, additionally with company code, see Coder Processing
on page 410. The coder is able to change or delete invoice lines or to add
additional invoice lines. The cost objects entered by the coder are checked
against the COA. As long as there still are invoice lines that have not been
approved yet, and that cannot be approved by the current coder, the
document must be forwarded to the next coder until the document is
completely coded and approved. When the document is completely coded
on the coding level (level 0), the document must be processed in the
requester level because there is no limit assigned to the coder level.
Requester level
Coding has been processed. This can also happen on requester level, see
Coder Processing on page 410. Now the invoice is processed on requester
level. If there has been a coder step before, the requester cannot change the
data. If there has been no coder step, the requester can change the data.
Similar to the coder level, all invoice lines are checked against the COA and
the document is forwarded until all lines are approved. Compared to the
coder level, there is the following difference: According to the approval
scenario (header or line based), the invoice or invoice lines can already be
finally approved in the requester level (level 1) if the approval limit of the
requester is sufficient.
Approval level
The approval level is processed according to the approval scenario (header
or line based). The invoice or the invoice lines are processed on one level. It
is checked if additional approval levels have to be processed after one level
has been finished. On the approval level, the invoice cannot be changed any
longer by the approver.

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Totally customized solution

VIM is structured in such a way that the approval hierarchy logic can be totally
customized to suite the customer’s business needs.

Technical note

Approval hierarchy and level logic can be customized by extending methods in

the class /ORS/APPROVER.

13.5.5 Configuring approval flow settings

In baseline, level-based approval is considered only for Non PO document types.
For PO document types, a one-step approval is provided by default.

Important
For PO document types, level-based approval cannot be used. Still, only the
“old” simple approval is supported.

To configure an approval with more than one step for PO document types, a custom
extension is required.

Settings need to be considered on the COA (see “Maintaining Chart of Authority”

on page 55) and other approval flow settings (AFS), as described in this section.

Level based approvals can be done header based or line based (sequential or parallel
flow). Levels are defined against approval limits. A pack is defined as a group of
lines that are assigned to an approver and that this approver can approve; this
means, the approver has the corresponding authorizations of the cost elements.

Header based processing

The approver is determined by the COA Authority settings. For each user, the
system determines a pack of lines that can be approved due to COA settings.
The user with the highest pack amount (consists of all approvable lines) is
proposed to be the next approver.
When the user opens an approval work item, he acts on header level and
therefore his authorizations for different cost centers and so on are no longer
important. Only the Approval Limit from the COA is relevant to finally approve
the invoice or not.
For more information, see “Configuring header based approval” on page 452.
There are two different limit checks, which can be set in the COA for header
based approval:

Highest pack only scenario

The first limit check just checks the total invoice amount against the
configured limit in the COA.

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All pack scenario

The second limit check checks the approvable lines due to COA (pack)
against the approval limit of COA, and it also checks the remaining lines
against the configured Additional Limit of the current level.
For more information, see “Approval Limit/Level View” on page 61.

Line based - sequential processing

The approver is determined by the COA, where you can calculate the approver
by approvable lines. After all packs (lines) within one level are approved, the
next approval level is processed. Therefore, the pack amount is checked against
the limit of the approval level to determine if the pack (lines) is already finally
approved. Approval is completed when all lines are finally approved.

Line based - parallel processing

Similar to sequential line based processing. However, if several approvers are
needed within the same approver level, the approval workitems are sent to all
approvers at the same time. This does not apply to coder or requester levels. For
more information, see “Using parallel approval” on page 453.

To use the level based approval, you must configure approval flow settings (AFS).
These settings are divided into the following parts:

• Approval flow settings (AFS) (mandatory)

• Mapping of approval flow settings to VIM document type (mandatory)

• Defining dynamic determination

Note: This action is optional: If you configure to use the determination for
the mapping activation type, you must perform this action. If you activate it
always or by custom function module, you do not need to perform this
customizing.

– Define determination fields

– Define determination data

For more information, see “Maintaining the level based approval flow
determination” on page 413.

Important
OpenText recommends that you do not change the settings of the AFS ID if
there are still open approval processes that were started with this AFS ID.

To configure approval flow settings:

1. Run the /OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Invoice Approval Configuration > Approval
Workflow > Setup Approval Chain > Approval Flow Settings.

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Note: You can access the field configuration for the invoice detail page for
a selected AFS ID, from here: Select an AFS ID, and, in the Dialog
Structure, double-click Maintain Invoice Detail Fields or Maintain
Coding Fields Mapping. For more information, see “Configuring fields
for the invoice detail page” on page 429.

The AFS ID represents a template for an approval flow. To use an AFS ID, it
must be mapped against a VIM document type. For more information, see
“Maintaining the approval flow settings mapping” on page 412.

2. Configure AFS settings, using the following parameters:

AFS ID
Unique ID for the global approval settings
Important
To keep your system manageable, do not create too many AFS IDs.
Preferably, use the detail configuration to set up the AFS settings.

Approval Flow

Explanation
Detail description of the AFS

AFS Type
Select one of the following AFS types:

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H - Header Based Approval

Header based approval is based on the gross amount of the invoice.
S - Line Based - Sequential
Line based approval is based on the line items amount. Sequential
approval sends the invoice to one approver after the other.
P - Line Based - Parallel
Parallel approval allows to send the invoice to more than one approver
at the same time.

Process Classes

Approver Class, Usermap Class

You can define custom Approval Class and Usermap Class. By default, the
following VIM custom classes are used:
Approver class: /OPT/CL_A_LEVEL_BASED_APPROVAL
Usermap class: /OPT/CL_IAP_USERMAP_BL
NPO Invoice Class, PO Invoice Class
You can define custom Invoice Classes. By default, the following VIM
custom classes are used:
NPO invoice class: /ORS/NON_PO_INVOICE_NEW
PO invoice class: /ORS/PO_INVOICE_NEW

Approval Limit

Amount Base
Select Gross Amount or Net Amount. If the AFS Type is Header, approvals
are always based on gross amount.
COA Currency
Select Fixed Currency (Define the currency in the Currency field.) or
Company Code Default Currency.

Conversion Date
Select the conversion date for currency conversion. Possible values: Current
System Date, Date on the Vendor Invoice, Date per Function Module.

Conversion FM
If you have selected Date per Function Module in the Conversion Date
field, enter the function module to determine the currency conversion date.
Template: /OPT/DETERMINE_CONVERSION_DATE

Automation Processing

Fallback User FM
Enter a function module to determine a fallback user. A fall back user will
always be available in the user search dialogs (next coder, next requester, or

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next approver) if no user can be found in the COA. The purpose of the fall
back user is to send the invoice to a user who takes care to correct the COA
settings. Therefore, you must set up the fallback user with the user details in
the COA.
Template: /OPT/FALLBACK_USER_TEMPLATE
Automatic Forward
Select this check box to let the system automatically choose the next user
within one approval level. It is not possible to change this user.
Note: Automatic Forward is not considered for the Approval Portal.

Coder Processing

Coder Determination
Coders can be defined for each document type. Select one of the following
options:
By Requester
Each requester has an associated coder.
By Company Code
Each company code has an associated coder.
Both Requester and Company Code
The coder is determined by both requester and company code.
Use Requester
The coder is the requester.

Coder Determination FM
You can customize the coding functionality by defining your own function
module. See “Approval flow settings function modules” on page 414.
Template: /OPT/DETERMINE_CODER_TEMPLATE
Use SAP field seq.
Select this check box to use the customized Approval Portal item field
sequence also for the SAP GUI approval screens.
Requester Determ.
Determine the first requester after the coding step. Select one of the
following values from the list:
Determine Requester by COA
The first requester is determined by the maintained data from the COA.
Use Requester from Invoice
The first requester is determined by the email address on the invoice.
Important
You can configure the requester determination using the same COA
logic as used to determine coders (except the first coder) and

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approvers. However, this is only supported if you work with real

coders, that means, if you have two steps, first coding and then
requester. If you have configured that “coder = requester”, VIM uses
the requester field from the invoice.

Rejection Processing

Reject Process Type

Select one of the following options:
One Step Back
The rejection process will follow the same sequential flow as the
approval flow did.
Back to Initial Coder
The Rejection process will directly give the control to the initial coder
where the coding step started.
Terminate Approval Process
The Rejection process will terminate the approval.

Rejection FM
Enter a custom function module to customize rejection. See “Approval flow
settings function modules” on page 414.
Template: /OPT/OPTION_REJECT_TEMPLATE

Additional Settings
In this area you maintain additional settings that affect the approval logic.

Substitutes inherit COA

When a substitute of the original approver approves an invoice, the
substitute’s authorizations are checked. It can happen that the substitute
cannot approve some or all lines assigned to the original approver.
Select this check box if you want substitutes to inherit the COA rights of the
original approver. Then they are able to approve the same set of lines. For
more information, see “Override, delegation, substitution, and reassign”
on page 449.
Use approval buffer
Select this check box to enable the use of approval buffer.
Approval buffer allows to prevent sending the invoice for approval to the
same approver again. This could be the case if some lines have been
approved earlier, but the invoice has been rejected after that and then has
been sent to approval again.
This is supported for approver levels but not for coder or requester levels.
For more information, see “Using the approval buffer” on page 454.
Skip COA levels
Select this check box to enable skipping of COA approval levels.

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Skipping may make sense if the COA is not maintained at some

intermediate levels but maintained at higher levels.
This is supported for approver levels but not for coder or requester levels.
For more information, see “Skipping COA levels” on page 455.

13.5.5.1 Maintaining the approval flow settings mapping

The configured approval template with its approval flow ID (AFS ID) must be
mapped to a DP document type. Each document type can be maintained
individually. If an AFS ID is maintained without a specific DP document type (DP
document type empty), this ID will be used for all non specified document types.

To maintain the approval flow settings mapping:

1. Run the /OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Invoice Approval Configuration > Approval
Workflow > Setup Approval Chain > Mapping for Approval Flow Settings.

2. In the Mapping for Level Based Approval Settings screen, perform the
mapping, using the following parameters:

DP Document Type
Enter a specific DP document type. Alternatively, leave the field empty to
use the AFS ID maintained in this line for all DP document types that are
not configured in the Mapping for Level Based Approval Settings screen.
Activation Type
Select one of the following values from the list:
Inactive
Level based approval is inactive.
Activate by Constant
Level based approval is activated with corresponding AFS ID. You
must maintain the AFS ID field.
Activate by Determination
Level based approval is active, based on the Level Based Approval
Flow Determination Procedure. For more information, see “Maintaining
the level based approval flow determination” on page 413.
Activate by Custom Function
Level based approval is active, based on a custom function module. You
must maintain the FM to determine AFS field.
Template: /OPT/DETERMINE_AFS_TEMPLATE

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13.5.5.2 Maintaining the level based approval flow determination

This maintenance step is only relevant if the AFS mapping for Activation Type is set
to Activate by Determination. For more information, see “Maintaining the
approval flow settings mapping” on page 412.

Fields Determination
You can use the fields determination to filter the determination based on the
fields defined in the field determination. With baseline, the following fields are
supported for the AFS determination type: Company Code (BUKRS) and Vendor
(LIFNR)
To access the fields determination, run the /OPT/SPRO transaction and navigate
to OpenText Vendor Invoice Management Invoice Solution > Invoice
Approval Configuration > Approval Workflow > Setup Approval Chain >
Approval Flow Strategy Determination Procedure > Determination - Fields.

Determination Type
Enter AFS (Approval Flow Settings).
The determination type AFS is defined in the /OPT/AT_DETTYPE table.
Note: You can perform some customizing on the production system,
where clients are normally set to “No changes allowed”. For this
customizing activity, no transport request is created.
As a prerequisite, you must select the Edit Allowed check box in the /
OPT/AT_DETTYPE table for the corresponding transaction codes.

Field Type
Available values are Header or Item. For the determination, only header
fields are relevant.
Field Name
Select the corresponding field of the /OPT/VIM_1HEAD or /OPT/VIM_1ITEM
table.
Sequence
Define the processing sequence of the determination.
Search Help Name
Configure the search help that will be used in the data determination
configuration.

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Allow Ranges
Select this check box to allow ranges in the data determination
configuration.

Data Determination
You can use this interface to enter data for the fields you determined in the
fields determination.
To access the data determination, run the /OPT/SPRO transaction and navigate to
OpenText Vendor Invoice Management Invoice Solution > Invoice Approval
Configuration > Approval Workflow > Setup Approval Chain > Approval
Flow Strategy Determination Procedure > Approval Flow Strategy
Determination - Data.

For each combination of index fields (Company Code and Vendor), you must
configure the corresponding AFS ID.

13.5.5.3 Approval flow settings function modules

This section describes function modules for the approval flow settings.

AFS Determina- This function module returns the found AFS ID. Level based approval is used,
tion Function which means header, sequential, or parallel approval.
Module
For the AFS Determination Function Module, you can use template /OPT/
DETERMINE_AFS_TEMPLATE.

Currency This function module returns the date for currency conversion. Based on the invoice
Conversion details, you can define a date that will be used for conversion.
Function
Module
For the Currency Conversion Function Module, you can use template /OPT/
DETERMINE_CONVERSION_DATE.

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Reject Function This function module returns the rejection option. Possible values are 1, 2, 3, 4.
Module These values are the only affected.

For the Reject Function Module, you can use template /OPT/OPTION_REJECT_
TEMPLATE.

Coder Determi- This function module returns coder or requester. Based on the coder details, it will
nation Function find the initial coder. If coder is equal to requester, it will consider the requester as
Module
the initial coder.

For the Coder Determination Function Module, you can use template /OPT/
DETERMINE_CODER_TEMPLATE.

13.5.6 Defining the expense type

The expense type is used to categorize invoices that might need a different approval
path. Examples of expense type are Marketing Expense, Office Supply,
Communication, or Utility. For the same approver, you can define different
approval limits for different expense types.

To define expense types:

1. Run the /OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Invoice Approval Configuration > Approval
Workflow > Setup Approval Chain > Maintain Expense Types.

2. Configure the expense type using the following parameters:

ExpType
Select a unique identifier (two characters).

Description
Enter a description of the expense type.

Approval Req
Activate by typing X if the expense type requires an Invoice Approval
process.

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Technical note

Table /ORS/EXPENSE_DEC stores the description and the language and table /
ORS/EXPENSE_TYP stores Approval Req and ExpType.

13.5.7 Defining rejection reasons

You can define various rejection reasons, which the approvers can use when
rejecting PO based invoices. This step involves adding and configuring rejection
reasons.

To define rejection reasons:

1. Run the /OPT/VIM_IMG421 transaction.

Alternatively, run the SM30 transaction to maintain table /PTGWFI/Z_CONST, and
locate the record with Product Code IAP and Constant REJECTION_REASON.
2. Define the rejection reason, using the following parameters:

Value
This value determines how the rejection reason reacts when taking action in
the coding/approval process. The first value denotes the rejection reason,
the second value denotes the rejection comments. Value 1 is mandatory and
value 0 is not mandatory. Possible values:
1;0
Rejection reason is mandatory.
0;1
Rejection comments are mandatory.
1;1
Both rejection reason and rejection comments are mandatory.
The default value is 0;1.

3. In the Buttons Configuration, perform the following setting (to update the /
OPT/BUTTON table): For Function code Reject, select the Comments Required
check box. For more information about the buttons configuration, see
“Configuring buttons” on page 438.

To configure the rejection reason:

1. Run the SM30 transaction to maintain table /PTGWFI/Z_CONST, and locate the
record with Product Code IAP and Constant EXT_DATA_CLASS.
2. Use the constant to configure baseline class /ORS/EXT_DATA. If you want to use
the rejection reason to select from a drop-down on the rejection confirmation
screen, you must implement a custom logic within a method in class /ORS/EXT_
DATA.

3. Implement your own subclass of /ORS/EXT_DATA and maintain this in the EXT_
DATA_CLASS constant.

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4. Implement your own logic for method GET_REJECTION_REASONS, which exists

in /ORS/EXT_DATA.
As a result, the Rejection drop-down is shown in the reject confirmation screen
and it is possible to select a specific reason.
5. To process the reasons correctly afterwards, re-implement the UPDATE_
REJECTION_REASON method.

13.5.8 Configuring global parameters

This section describes the various global customization parameters that are
available. Global parameters control various aspects of the processing logic for IAP
process flows.

Important
Take care when you change the global customization parameters. Changes can
affect the functionality of the process.

Configuring global parameters comprises the following actions:

• “Defining resubmit for approval action codes” on page 417

• “Defining supported currency and language” on page 420
• “Configuring the wait time for inquiries” on page 420
• “Configuring tax calculation on net amount” on page 421

13.5.8.1 Defining resubmit for approval action codes

In this step, you define the process options for resubmitting the parked invoice for
approval. Using this option in the user's dashboard, the user can restart the approval
process for an invoice after the invoice has been rejected.

To define resubmit for approval action codes:

1. Run the /OPT/VIM_IMG412 transaction.
Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Invoice Approval Configuration > Approval Workflow > Resubmit
for Approval Action Code.

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2. Define the resubmit for approval action codes, using the following parameter:

Constant Value
Maintain action codes, separated by comma.

If you want to enable the functionality to submit for approval again after a DP based
approval has been rejected, perform the following steps:

To define resubmit for approval for DP based approval:

1. Run the /OPT/VIM_8CX2 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Document Processing Configuration > Process Configuration >
Maintain Process Options.

2. In the Process Option Definition Maintenance View, double-click the line

Submit For Approval.

3. Configure the DP process option, as shown in the screenshot above. For further
information, see “Configuring DP process options” on page 247.

4. Make sure the same DP process option (as above) is maintained also in the Z
constant Entries table, see screenshot below.

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5. Run the /OPT/VIM_8CX1 transaction.

Mark the Approval related Process Type and click User Process Option in the
navigation panel.

The DP process option should be configured as user option for the Approval
related Process Type.

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13.5.8.2 Defining supported currency and language

In this step, you define the currencies and languages supported in the Approval
Portal.

To define supported currency and language:

1. Run the /OPT/VIM_IMG422 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Invoice Approval Configuration > User Experience > Multilingual
> Supported Currency / Language.

2. Define the supported currency and language, using the following parameters:

Constant LANGUAGE
Determines which languages are supported in the Approval Portal. You can
maintain multiple languages by using a comma as separator.
Default Value: E,D

Constant SUPPORTED_CURRENCY

Note: With VIM 6.0 and higher, constant SUPPORTED_CURRENCY is no

longer supported.

Determines which currencies are supported in the Approval Portal. You can
maintain multiple currencies by using a comma as separator.
Default Value: USD,DEM

13.5.8.3 Configuring the wait time for inquiries

Approvers/coders have the option to send an inquiry about an invoice from the
approval screen to other users. You can configure the time to wait for the recipient to
provide the information.

The “sender” is the user who has sent the inquiry to another user (recipient).

The “recipient” is the user who provides additional information on the approval
invoice.

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To configure the wait time for inquiries:

1. Run the SM30 transaction to maintain table /PTGWFI/Z_CONST.

2. Locate the record with Product Code IAP and Constant REFERRAL_WAIT_TIME.

Note: When introducing the Forward feature, Refer was renamed to Inquiry
to avoid confusion on end user side.

3. Enter the Constant Value. It indicates the number of days to wait for the
recipient to provide information.
After that period, the work item is rerouted to the sender's inbox from the
Resubmission folder of the sender's SAP Business Workplace.

13.5.8.4 Configuring tax calculation on net amount

The CALC_TAX_ON_NET constant provides an option to calculate tax on net amount
for Non PO DP Approval: This option enables the system to differentiate between
gross and net. You can configure the option individually for each document type or
centrally for all document types on the system.

The CALC_TAX_ON_NET constant is needed as a prerequisite for the Calculate Tax on

Net check box in the Document Type Definition Details screen, see Calculate Tax
on Net on page 199 for details.

To configure tax calculation on net amount:

1. To add a new global CALC_TAX_ON_NET constant for product IAP, run the /n/
OPT/VIM_IMG424 transaction.
Alternatively, run the /n/OPT/SPRO transaction, and navigate to OpenText
Vendor Invoice Management Invoice Solution > Invoice Approval
Configuration > Technical General > Invoice Approval Configuration.

2. Assign one of the following values to the CALC_TAX_ON_NET constant:

Value Description
X Central setting (for all document types)
G/L account amounts are to be entered net.
<blank> Central setting (for all document types)
G/L account amounts are to be entered gross.
D Individual setting for document types
Each document type can be set individually.

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13.5.9 Cross company coding

When two or more company codes are involved in a single transaction, cross
company coding is required.

To turn on the cross company coding, activate BUKRS or COMPANY_CODE, as described

in “Configuring cross company coding” on page 422).

Technical note

The OpenText delivered code includes a popup to suggest the correct company
code for the line if the cross company coding is active and the cost center or
internal order entered in the line item does not match the company code in the
header. This feature is supported in the Approval Portal and the SAP GUI.

If the coding is done in the SAP GUI, the popup window to suggest the correct
company code is generated by a function module defined in the Z constant
POPUP_COMPANY_CODE. The OpenText default delivered function module for
this constant is /ORS/000007_POPUP_COMPANY_CODE.

13.5.9.1 Configuring cross company coding

Configuring cross company coding adds a company code field on each line item.
You can code this line to a company code different from that on the header. The
header company code will be the initial default. This enables a validation of the cost
center and other coding elements against the new company code on the line item.

To configure cross company coding:

1. Run the SM30 transaction.

2. Enter table /ORS/APPR_GL_CFG. Locate the field BUKRS and double-click. If the
field BUKRS is not displayed, add a new field.

3. Enter the parameters as shown in the following screenshot:

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 13.5. Implementing Invoice Approval

4. Save the entries.

13.5.10 Configuring the email notification

Approvers will receive emails saying that new invoices are waiting in their SAP
inbox. If the optional Approval Portal is implemented, the emails contain a URL link
to either the portal with the invoice iView or the invoice list page.

You can configure the notification email to include some invoice information, such
as vendor name, invoice reference number, or invoice amount. The following is an
example of a notification email:

The approval email notification depends on the user configuration. You configure
users in the COA or in the Approval Portal, on the Personalization page. For more
information, see “User Details View” on page 57 (COA) and Section 7.15
“Personalizing your views of the Approval Portal” in OpenText Vendor Invoice
Management for SAP Solutions - User Guide for Invoice Solution (VIME-UGD).

You can use the /PTGWFI/CP_SENDEMAIL function module to generate and send
emails to VIM users. Using this function module, you cannot add dynamic data
while sending emails to VIM users. However, you can use the Z constant EXT_MAIL_
BODY of product code 005, introduced with VIM 7.5 SP9 and VIM 16.3.3, to add

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dynamic data. You can use the Z constant to encapsulate logic to include your
custom code. The value to activate the Z constant is /OPT/C_EXT_MAIL_BODY_
HANDLER.

Note: To send email notification, you can also use VIM Notifications. In this
case, the email is sent without the configuration in the COA or on the
Personalization page. For more information, see “Using VIM Notifications“
on page 979.

13.5.10.1 Implementing the email notification in VIM

Sending the email is initiated in method Get_Approver_List of business object
type /ORS/INVAP.

The Business object method Get_Approver_List calls the ABAP class method
sendemail of the ABAP class that implements the user mapping class. The name of
this ABAP class is configured in table /PTGWFI/Z_CONST under the entry IAP, 0,
USERMAP_CLASS. Baseline VIM uses class /OPT/CL_IAP_USERMAP_BL.

The actual function to create the send request is /PTGWFI/CP_SENDMAIL.

Call Sequence:
/ORS/INVAP-> Get_Approver_List
/OPT/CL_IAP_USERMAP_BL-> sendemail
/PTGWFI/CP_SENDMAIL

To overwrite email sending with a customer specific email function:

1. Create a new ABAP class which inherits from /OPT/CL_IAP_USERMAP_BL.

2. Overwrite the sendemail method.

3. Change the configuration in table /PTGWFI/Z_CONST: Insert the new ABAP class
instead of /OPT/CL_IAP_USERMAP_BL.

To debug email sending (with ERP 6.0):

1. To invoke User Maintenance, run the SU01 transaction.

2. Change user WF-BATCH to a dialog user.

3. To open the Object Navigator, run the SE80 transaction.

4. Click Utilities > Settings. Click the ABAP Editor tab.

5. In the Debugging tab, insert WF-BATCH in the Users field.

6. Set an external breakpoint, for example in function module /PTGWFI/CP_

SENDMAIL.

7. Make sure that at least one additional SAP GUI session is available.

8. Start the test case.

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When the background task for retrieving approvers is called, a debug session
will open.

13.5.10.2 Configuring email text including dynamic information

You can configure the email notification as a standard text in SAP ERP, including
dynamic information of the invoice fields, for example the invoice amount.

To configure email text including dynamic information:

1. Run the SO10 transaction.

2. Enter the Text name INVOICE_APPROVAL_NOTIFICATION (for NPO) and PO_

INVOICE_APPROVAL_NOTIF (for PO), select Text ID ST (Standard text) and
click Create.

Note: VIM provides the template PO_INVOICE_APPROVAL_NOTIF. If this

text is not maintained, the existing text INVOICE_APPROVAL_NOTIFICATION
is used for email notification of both PO and NPO invoices.

3. To include contents of invoice fields use the following notation:

&/ORS/INVAP.InvoiceAmount&

These variables will be replaced at runtime by evaluating the current instance of

business object /ORS/INVAP.
The following variables are available:

• ApprovalStatus
• CompanyCode
• Currency
• DocumentNumber
• DueDate
• FiscalYear
• GrossInvoiceAmount
• InvoiceAmount
• InvoiceDate
• InvoiceObjectKey
• InvoiceObjectType
• ObjectType
• StatusPosted
• Vendor
• VendorInvocieNumber

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Tip: This is the actual spelling.

• VendorName

To provide additional variables:

1. Run the SWO1 transaction.

2. Create a new object type, inherited from /ORS/INVAP.

3. Add an additional database or virtual attributes.

Other option
Overwrite the sendemail method. See “To overwrite email sending with a
customer specific email function:“ on page 424.

13.5.10.3 Additional information about the email notification

Email subject line

The first line of the text stored in SO10 is used as the subject line of the email.

Email format
The email notification can be sent in different formats. The format is configured
in Z Constant (product code 005) REM_MAIL_DOCTYPE. Default value is RAW.
This email format is used globally for all kind of email notification: Reminder
notification, Approval notification, and SRM notification.
The notification emails can be sent in HTML format with readable formatting
and invoice data presented in the form of HTML tables. To enable this
functionality, you must set the constant 005 / REM_MAIL_DOCTYPE to HTM. In the /
OPT/VIM_8CX50 transaction, you must configure the Email Type to be Internet
Email.

User specific notification setting

In the User Preference screen of the Approval Portal, users can choose if they
want to receive a notification email for any new invoice in their inbox.
Therefore, users must select the Receive email notification check box.
This setting is retrieved from table /ors/user_prefer, field e_notify_active.

Language limitation
When the email is built, the text stored in the SO10 transaction is retrieved with
language taken from sy-langu.
The workflow language is determined, when the approval workflow is started.
This can be the logon language of the user who scanned the invoice or the logon
language of the last user who processed the invoice in the DP workflow.

Important
If no text can be found for the current value of sy-langu, then no email is
sent.

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Therefore the text should be maintained in all languages that are typically used
for logon. The text is retrieved in function module /PTGWFI/CP_SENDMAIL in the
following way:
CALL FUNCTION 'READ_TEXT'
EXPORTING
CLIENT = SY-MANDT
ID = TEXT_ID
LANGUAGE = SY-LANGU
NAME = TEXT_NAME
OBJECT = 'TEXT'
IMPORTING
HEADER = HEADER
TABLES
LINES = TEXT_LINES
EXCEPTIONS

13.5.11 Configuring the Certify message

During the web approval process, when the approver approves the invoice, a certify
message will be displayed on the screen. You need to configure this message to
adjust it to your needs.

To configure the Certify message:

1. Run the SO10 transaction.

2. Enter the Text name, select Text ID ST (Standard text) and click Create.

3. Enter the text of the Certify message and click to save.

4. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Invoice Approval Configuration > Technical
General > Invoice Approval Configuration.

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5. To maintain the Z constant CERTIFY_MESSAGE, double-click the respective line.

6. Maintain the Z constant, as shown in the screenshot above.

If no text is maintained, a standard message “Certified as Approved” will be
displayed. The Approval Portal uses the following RFC to fetch this
information: /ORS/000007_READ_PREFERENCE (look for text-054).

13.5.12 Configuring fields for Invoice Approval

The approval screen in the SAP GUI Approval, Approval Portal, Mobile Approval
Portal, and VIM Approve Invoices Fiori app (Approve Invoices app; device specific)
contains a number of fields that you can configure, depending on the calling
application (SAP GUI / Portal / Mobile / Approve Invoices app). This includes the
following kinds of fields:

• Invoice Detail fields

– Invoice header fields

– Line item fields

○ Accounting information fields for Non PO invoices

○ Line item and accounting assignment fields for PO invoices
○ Coding Configuration
• Invoice List fields

– Processed by me List fields

– Inbox List fields
• All field titles in the approval screen
• Exits to integrate individual screen logic on Approval Portal and Mobile
Approval Portal
• Button configuration

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Depending on the application and the scenario (PO / NPO and DP / PARKED /
POSTED), fields can be configured to be changed on the screen if the user has the
corresponding authority (coding).

List of coding You find a list of all fields that are provided for coding in structure /ORS/INVOICE_
fields ACCT_DATA. From baseline, only a subset of the fields is supported to be posted in
background using BAPI or in dialog using BDC IDs. If you want to use an
unsupported field, you must extend the relevant BDC IDs or implement the BAPI
exit.

For use in Invoice Approval, you can configure extended fields that are no baseline
fields. For more information, see Section 19.6.4 “Changing BDC IDs” in OpenText
Vendor Invoice Management for SAP Solutions - Scenario Guide for Invoice Solution
(VIME-CCS).

Inside structure /ORS/INVOICE_ACCT_DATA, the include /ORS/ADD_INV_ACCT

contains custom fields, and the include /ORS/ADD_TXT_ACCT contains the text fields
associated to the custom fields.

The following sections describe the configuration you need to perform for the fields.

13.5.12.1 Configuring fields for the invoice detail page

For the invoice detail page, you must configure the header and the item fields to be
shown with the corresponding attributes.

The configuration is necessary to show the invoice detail fields when an invoice is
processed from the invoice inbox list and also when an invoice is selected from the
Process by me list.

For the coding fields, you must also configure all fields separately. This
configuration separates display functionality and the functionality to read and store
data back in the invoice line items, independent of the field status on the screen.

To configure fields for approval, you must perform both configurations, for the
invoice detail page as well as for the coding fields.

Notes

• All configuration for item fields is available for SAP GUI Approval,
Approval Portal, Mobile Approval Portal, and VIM Approve Invoices Fiori
app (Approve Invoices app) (device specific).
• For the Approval Portal, the INVOICE_DOC_ITEM field is mandatory for line
items in the Cost Assignment section of any invoice (both PO and Non PO).
• All configuration for header fields is available for Approval Portal, Mobile
Approval Portal, and Approve Invoices app (device specific). Status for
coding fields, custom fields (CUSTOM_FIELD*) and special fields like
expense type and VAT amount can be changed to be editable.

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To configure fields for the invoice detail page:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Invoice Approval Configuration > User
Experience > Invoice Detail Configuration > Maintain Invoice Detail Fields.

2. To display details of a field, double-click the corresponding line.

3. Configure the relevant header and item attributes field, using the following
parameters:

Note: Depending on the values you select, some parameters may be

prefilled. You cannot change these parameters.

Field name
Unique name of the field

Page
Select the page where the field is displayed: Invoice Detail Page

Field Type
Select Header Field or Item Field.

Invoice Type
Select All Invoices, PO based invoices, or Non PO based invoices.

Device name
Select SAP GUI, Web Approval Portal, Mobile Approval Portal, Fiori
Approval Desktop, Fiori Approval Tablet, or Fiori Approval
Smartphone.

AFS ID
Select the relevant AFS ID.

Reference Field
Enter a standard data element and press the ENTER key. For example, the
ShortFieldLabel and the Long Field Label are populated. The Label fields
are visible in the Portal.

Field Status
Select the status of the field: Display, Input, Hide, or Required (not
available for line item fields).
Most of the settings will be available for Approval Portal, Mobile Approval
Portal, and the Approve Invoices app (device specific).
The Mobile Approval Portal and the Approve Invoices app provide only
display functionality. Also, header fields on all other devices will be
displayed only.
SAP GUI provides the possibility to change the status for coding fields.
Header fields are always shown on the SAP GUI screen and cannot be
hidden.

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On the Approve Invoices app, header and item fields are only displayed if
the corresponding values are set (not empty). This can also be a single
value.
List Sequence
Configure the sequence of the field in the page, only for Approval Portal,
Mobile Approval Portal, and the Approve Invoices app (device specific), for
header and item fields.
List Display Length
Configure the display length of the field in the page, only for Approval
Portal, Mobile Approval Portal, and the Approve Invoices app (device
specific), for header and item fields.
Detail Sequence
Configure the sequence for the item fields (only for Approval Portal and
Mobile Approval Portal) which are shown in the additional accounting
entry screen.
Detail Display Length
Configure the display length for the item fields (only for Approval Portal
and Mobile Approval Portal) which are shown in the additional accounting
entry screen.
COBL Sequence
Only available for PO invoices: Configure the sequence of the field in the
Account Assignment area in the Detail Page sequence.
COBL Display Length
Only available for PO invoices: Configure the length of the field to be
displayed in the Account Assignment area in the Detail Page sequence.
No. of Characters
Configure the number of characters for the value in the field.
Data Type
Configure the data type of the field (string, char, or int). Select a data type
from the list.
Search Help Name
Enter the search help name for the field. For details, see “Configuring
search help for web and SAP GUI approval screen fields” on page 443.
Note: This is only relevant for Approval Portal and for SAP GUI. It is
not relevant for Mobile Approval Portal and for approval-related Fiori
apps (VIM Approve Invoices Fiori app and VIM Enter Cost
Assignment Simple Fiori app).
Search Help Parameter
Enter the search help parameter for the field. For details, see “Configuring
search help for web and SAP GUI approval screen fields” on page 443.
Note: This is only relevant for Approval Portal and for SAP GUI. It is
not relevant for Mobile Approval Portal and for approval-related Fiori

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apps (VIM Approve Invoices Fiori app and VIM Enter Cost
Assignment Simple Fiori app).

Configuring You may want to read and store coding information that is not shown on the screen.
coding Therefore, you must configure all coding fields. This configuration also determines
which SAP field (DP and parked line item field) is mapped to each coding field
(used in the approval screen).

Note: Fields that are not configured or that are not active will not be saved in
the line items.

To configure the coding:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Invoice Approval Configuration > Financial
Processing > Coding Configuration > Maintain Coding Fields Mapping.
This configuration table defines the coding fields. The table determines which
fields are shown and in which sequence they are shown in the coding window.
It also determines which SAP field is mapped to each coding field.
2. To display details of a field, double-click the corresponding line.

3. Configure the field, using the following parameters:

BAPI Field name

Enter the name of the BAPI field that is used to map data between SAP ERP
and the Approval Portal when processing the invoice.
BSEG Field name
Enter the name of the BSEG table related field that is used to map data
between SAP ERP and the Approval Portal when processing the invoice.
COBL Field name
Enter the name of the COBL table related field that is used to map data
between SAP ERP and the Approval Portal when processing the invoice.
BDC Field name
Enter the name of the BDC field that is used to map data between SAP ERP
and the Approval Portal when processing the invoice.

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Active
Select this check box to activate the configuration. Even if BAPI Field name,
BSEG Field name and BDC Field name are maintained, the Active check
box must be checked.

Approval Portal: Web Approval Portal supports the following types of custom fields.
Supported
custom fields • Static custom fields
• Dynamic custom fields

Approval Portal: Supported static custom fields

You define the following static custom fields in the /OPT/FIELDS_V table.

Invoice List Page (Inbox View)

Supported custom fields in the Invoice List Page view:

• CUSTOM_FIELD0 [Datatype: Character String, Output Length: 20]

• CUSTFIELD1 [Datatype: Character String, Output Length: 1]
• CUSTFIELD2 [Datatype: Character String, Output Length: 20]
• CUSTFIELD3 [Datatype: Character String, Output Length: 80]
• CUSTOM_FIELD4 [Datatype: Character String, Output Length: 1]
• CUSTOM_FIELD5 [Datatype: Character String, Output Length: 80]
• CUSTOM_FIELD6 [Datatype: Character String, Output Length: 10]
• CUSTOM_FIELD7 [Datatype: Character String, Output Length: 1]
• CUSTOM_FIELD8 [Datatype: Character String, Output Length: 10]
• CUSTOM_FIELD9 [Datatype: Character String, Output Length: 20]

Invoice Details Page - Header Field (Basic Data View)

Supported custom fields in the Invoice Details Page - Header Field view:

• CUSTOM_FIELD0 [Datatype: Character String, Output Length: 20]

• CUSTFIELD1 [Datatype: Character String, Output Length: 1]
• CUSTFIELD2 [Datatype: Character String, Output Length: 20]
• CUSTFIELD3 [Datatype: Character String, Output Length: 80]
• CUSTOM_FIELD4 [Datatype: Character String, Output Length: 1]
• CUSTOM_FIELD5 [Datatype: Character String, Output Length: 80]
• CUSTOM_FIELD6 [Datatype: Character String, Output Length: 10]
• CUSTOM_FIELD7 [Datatype: Character String, Output Length: 1]
• CUSTOM_FIELD8 [Datatype: Character String, Output Length: 10]

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• CUSTOM_FIELD9 [Datatype: Character String, Output Length: 20]

Invoice Details Page - Item Field (Cost Assignment View)

Supported custom fields in the Invoice Details Page - Item Field view:

• CUSTOM_FIELD1 [Datatype: Character String, Output Length: 10]

• CUSTOM_FIELD2 [Datatype: Character String, Output Length: 20]
• CUSTOM_FIELD3 [Datatype: Character String, Output Length: 40]
• CUSTOM_FIELD4 [Datatype: Character String, Output Length: 80]
• CUSTOM_FIELD5 [Datatype: Date Field (YYYYMMDD) stored as char(8), Output
Length: 10]
• CUSTOM_FIELD6 [Datatype: Character String with only digits, Output
Length: 2]
• CUSTOM_FIELD7 [Datatype: Character String with only digits, Output
Length: 4]
• CUSTOM_FIELD8 [Datatype: Character String with only digits, Output
Length: 5]
• CUSTOM_FIELD9 [Datatype: Character String, Output Length: 1]
• CUSTOM_FIELD10 [Datatype: Character String, Output Length: 20]

Approval Portal: Supported dynamic custom fields

You define the following dynamic custom fields in the /OPT/FIELDS_V table.

Invoice List Page (Inbox View)

Dynamic custom fields are not supported in this view.
Invoice Details Page - Header Field (Basic Data View)
To use dynamic custom fields in this view, maintain these custom fields in the
ET_CUST table of the /OPT/OAP_GET_INVOICE_DETAIL RFC, using the EXIT_
INVOICE_DETAIL exit.

Invoice Details Page - Item Field (Cost Assignment View)

To use dynamic custom fields in this view, maintain these custom fields in the
IT_CUST table of the /OPT/OAP_INVOICE_ACTION RFC, using the EXIT_
INVOICE_ACTION exit.

To configure the fields that must appear in the node list for Approval Portal
and Approve Invoices Fiori app:

1. Maintain entries with the AFS ID 0 in the /OPT/FIELDS_V table.

Maintain the entries in the same notation as any other AFS ID configuration in
the /OPT/FIELDS_V table.

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The configurations made with AFS ID 0 become default for all document types.
They have higher priority than other relevant AFS ID (non-zero) configuration.

2. Do not maintain the AFS ID 0 in the Invoice Approval configuration.

It only needs to be maintained in the /OPT/FIELDS_V table.

13.5.12.2 Configuring invoice list fields

For all possible inbox fields and Processed by me list fields, you must configure the
list fields to be shown.

For the Approval Portal, users can personalize the list fields according to their
needs. This is possible on the Approval Portal Personalize page. The personalized
fields are then used in the inbox and the Processed by me list.

If no personalized preferences exist, the global default invoice list fields are
configured at the following location: Run the /n/OPT/SPRO transaction and navigate
to OpenText Vendor Invoice Management Invoice Solution > Invoice Approval
Configuration > User Experience > Invoice List Configuration > Default Invoice
List.

Note: All configuration for list fields is available for the Approval Portal, the
Mobile Approval Portal, and the VIM Approve Invoices Fiori app (Approve
Invoices app). All fields can only be display fields.

To configure inbox and Processed by me list fields:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Invoice Approval Configuration > User
Experience > Invoice List Configuration > Maintain Invoice List Fields.

2. To display details of a field, double-click the corresponding line.

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3. Configure the relevant header and item attributes field using the following
parameters:

Note: Depending on the values you select, some parameters may be

prefilled. You cannot change these parameters.

Field name
Unique name of the field

Page
Select the page where the field is displayed: Invoice List Pages

Field Type
Select Header Field.

Invoice Type
Select All Invoices, PO based invoices, or Non PO based invoices.

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Device name
Select Web Approval Portal, Mobile Approval Portal, Fiori Approval
Desktop, Fiori Approval Tablet, or Fiori Approval Smartphone (not
supported for SAP GUI).
Reference Field
Enter a standard data element and press the ENTER key. For example, the
ShortFieldLabel and the Long Field Label are populated. The Label fields
are visible in the Portal.
Field Status
Select the status of the field: Display
List Sequence
Configure the sequence of the field in the list
List Display Length
Configure the display length of the field.
No. of Characters
Configure the number of characters for the value in the field.
Data Type
Configure the data type of the field (string, char, or int). Select a data type
from the list.

13.5.12.3 Configuring exits

The following exits enable you to integrate own logic in the Approval Portal and
Mobile Approval Portal functions executed during data retrieval and invoice
processing.

To configure relevant Z Constants:

1. Run the SM30 transaction.

2. Enter /PTGWFI/Z_CONST in Table/view and click Maintain.

3. In the WebFlow Constant Table, under Product Code IAP, navigate to the
following constants:

• EXIT_INVOICE_ACTION
• EXIT_INVOICE_DETAIL
• EXIT_INVOICE_LIST

4. If you want to configure exit function modules for invoice action, invoice detail,
invoice list, and Processed By Me list, maintain your function module in the
respective Constant Value.
The default template function modules are:

• /OPT/OAP_EXIT_ACTION

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• /OPT/OAP_EXIT_DETAIL
• /OPT/OAP_EXIT_LIST

13.5.12.4 Configuring buttons

You can add buttons to the Invoice List and the Invoice Detail page of the Approval
Portal and the Mobile Approval Portal. In the SAP GUI approval screen, you can
add buttons to the Invoice Detail page. You can configure these buttons to be visible
dynamically, based on the type of the invoice and the approver role. You can
maintain custom buttons but also the default buttons.

Notes

• Custom buttons are not supported in the Mobile Approval Portal.

• The button type Item is not supported for custom buttons. For more
information, see https://knowledge.opentext.com/knowledge/llisapi.dll/kcs/
kbarticle/view/KB483727

If you add buttons to the Invoice List page of the Approval Portal, you must select
Button Type List.

To configure buttons for the Invoice List:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Invoice Approval Configuration > User
Experience > Invoice List Configuration > Maintain Invoice List Buttons -
Inbox.

2. In the Buttons Configuration Overview screen, double-click a line to open the

details.

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3. Configure the button, using the following parameters:

Notes

• Depending on the values you select, some parameters may be prefilled.

You cannot change these parameters.
• All button texts that you can maintain are stored per function code,
device, and language. They do not depend on page, invoice type, and
button type parameters. This ensures that uniform texts are used.
However, this has the following side effect: the translations created by
using Goto> Translation from the menu are stored but they will not be
displayed when called subsequently. To be able to modify already
existing translation texts, you must log in to the target translation
language.

Function code
Function code that is used to process the invoice
Page
Select the page where the button is displayed: Invoice List or Invoice
Detail Page

Invoice Type
Select All Invoices, PO based invoices, or Non PO based invoices.

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Button Type
Select where the buttons are considered on the page: Header level, Item
level, or List level.

Device name
Select Web Approval Portal or Mobile Approval Portal.
SAP GUI, Fiori Approval Desktop, Fiori Approval Tablet, and Fiori
Approval Smartphone are not supported for invoice list buttons. However,
they are supported for detail page buttons.

Text
Enter the text for the button to be displayed in the portal.

Quick Info
Enter the tool tip for the button.

Button Code
Select Standard Button or Custom Button.

Standard Button
Baseline buttons are covered in this category.

Custom Button
You can define own buttons and achieve custom functionality.

User Type
Select the user to which this button is applicable: Approver, Coder, or
Everyone.

Reason Required
Select this check box to require a reason on the confirmation screen from the
user when they click the button.

Comments Required
Select this check box to require a comment on the confirmation screen from
the user when they click the button.

Log Activation
See “Custom button logging” on page 442.

Log Act. Txt.

Log Activation Text, see “Custom button logging” on page 442.

Handling Function
The Handling Function determines the RFC function that is called when
the user clicks the button in the approval screen or the Approval Portal.
Enter the function module to handle the button. Create a custom function
module by copying the sample function module /OPT/BUTTON_FM.
For buttons on the invoice list page of the Approval Portal (Button Type
List), use the sample function module /OPT/BUTTON_FM_LIST. You can use
the handling function module to call a dynamic URL.

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URL
Enter the static URL to be displayed after the button is clicked.
URL Function
Enter the function module to get the URL dynamically. Create a custom
function module by copying the sample function module /OPT/BUTTON_
URL_FM.
Notes

• This field is not relevant for buttons on the invoice list page (Button
Type List).
• Either Handling Function or URL and URL Function will work;
you must decide for one of them, you cannot use both.

To configure buttons for the Detail page:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Invoice Approval Configuration > User
Experience > Invoice Detail Configuration > Maintain Invoice Detail Buttons
- Process.

2. In the Buttons Configuration Overview screen, double-click a line to open the

details.

3. Configure the button. The parameters are the same as for the Invoice List
buttons. See “To configure buttons for the Invoice List:“ on page 438

Note: The Forward button is only supported in Non-PO scenarios.

Modifying data VIM provides a feature to change the accounting data and header data for custom
for custom buttons. The feature can save the changed header data and item data.
buttons
The feature only works if the following conditions apply:

• The invoice is a Non-PO invoice.

• The button type is either Header or Item.
• The button code is Custom Button.
• Handling Function is maintained; that means a custom function module is
maintained to handle this feature. The custom function module must have the
same interface as function module /OPT/BUTTON_FM.

The feature provides the following functionality:

Header button type

• Change header data or item data or both and also delete the line items.
• Copy the selected line and add as the last line item.

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Line item button type

• Delete or change the selected line item.

To maintain custom buttons, you must maintain the data in the view /OPT/BUTTONV
or use the transactions /n/OPT/OAP_DETL_BUTTON or /n/OPT/OAP_LIST_BUTTON.

Custom button VIM supports logging for custom buttons in the SAP GUI approval screen and on
logging the Approval Portal. You can customize the log comments.

To activate the custom button logging and to customize the log comments, run the /
n/OPT/OAP_DETL_BUTTON transaction for the detail screen, or run /n/OPT/OAP_
LIST_BUTTON for the list screen.

For a detailed description of all parameters in these two transactions, see “To
configure buttons for the Invoice List:“ on page 438.

The relevant parameters for the custom button logging are the following:

Log Activation
To activate the custom button logging, select this check box.
By default, the custom button logging is inactive when you install VIM. You
must activate it for all the custom buttons as needed.
For the Approval Portal, the custom button logic is there but the Approval
Portal still needs to write the logic to display the customized custom button log.
Note: In the Approval Portal, custom buttons are not handled except the
URL functionality.
Log Act. Txt.
Log Activation Text
Enter customized log content as free text.
If you leave this field empty and logging is active, the default text is displayed in
the log.
Note: For other languages, you must maintain the log activation text in
your required logon languages. If this text is missing in any logon
language, you will see the default text.

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13.5.13 Configuring search help for web and SAP GUI approval
screen fields
You can configure search help for web and SAP GUI approval screen fields to give
users input help for these fields.

To configure search help for web screen fields:

1. Run the /OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Invoice Approval Configuration > User
Experience > Invoice Detail Configuration > Maintain Invoice Detail Fields.

2. Double-click the line of the field that needs a search help.

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3. Configure the search help, using the following parameters (at the bottom of the
screen):

Notes

• In web approval screens, only elementary search help is supported.

Collective search help, which includes search helps, is not supported.
See the following screenshot. You find the search help parameter (export
parameter) in the details of the search help.
• For the Search Help to work in web approval screens, maintain both
Search Help Name and Search Help Parameter in the field
configuration table.
• Call the SE11 transaction to find the search help and also to display the
attributes of the search help.
• You can maintain different search helps for different devices. SAP GUI
approval screens are not limited to elementary search helps.
• Custom search helps are supported in SAP GUI for custom fields at line-
item level.

Search help name

Enter the name of the search help to be called by the web or SAP GUI
approval screen when the user requires input help.
SearchHelpParam
Enter the name of the search help parameter which will actually hold the
value for the web or SAP GUI approval screen field.

The following fields are usually configured for search helps:

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GL_ACCOUNT
Search help name = SAKO_CORE
SearchHelpParam = SAKNR
COST_CENTER
Search help name = TRAC_KOSTL
SearchHelpParam = KOSTL
COMPANY_CODE
Search help name = H_T001
SearchHelpParam = BUKRS
MATERIAL
Search help name = H_WERKS_MATNR_E
SearchHelpParam = MATNR
INTERNAL_ORDER
Search help name = ORDEA
SearchHelpParam = AUFNR
TAX_CODE
Search help name = SH_T007A
SearchHelpParam = MWSKZ
NETWORK_NO
Search help name = AUKOB
SearchHelpParam = AUFNR
WBS_ELEMENT
Search help name = PRPMA
SearchHelpParam = POSID

13.6 Roles in the IAP process

The roles used in the IAP process are technically different from the ones used in all
other processes. This section describes the main roles that are required for the IAP
process.

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13.6.1 Configuring the coder role

Coding refers to entering accounting data. The purpose is to assign the invoice to a
certain G/L account and cost collecting objects, such as cost center or internal order.
The person who enters the coding information is normally called “coder”. However,
technically speaking, the coder is just an approver with the Coding flag turned on,
which means the coding section is opened for the coder to enter the accounting data.
The coder still has to click the Approve button to save the accounting data and move
the item to the next approver.

When the invoice is parked for approval, it is sent to the coder first. The following
coder definitions are possible:

By requester
Each requester has an associated coder.
By company
Each company code has an associated coder.
Both
The coder is determined by both requester and company code.
Use requester
The coder is the requester.

Configuration The configuration for level based approval is done in the approval flow settings
(AFS). For more information, see “Configuring approval flow settings” on page 406.

13.6.2 Configuring the approver role

User mapping and chart of authority are two important concepts in IAP. User
identities are maintained in the table /ors/usermap and this is accomplished using
the ABAP class /ORS/USERMAPPING. You can extend this class if you need custom
logic to be incorporated.

The following sections describe user map maintenance and Chart of Authority
(COA) maintenance. For a detailed description, see “Maintaining Chart of
Authority” on page 55.

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13.6.2.1 User map maintenance

User mapping is critical to work with users from separate systems, such as SAP ERP
or SAP NetWeaver Portal. All user IDs have to be mapped to an internal OPT_
USERID. The mapping is maintained in table /ors/usermap and in the /OPT/AR_COA
transaction. For a detailed description, see “Maintaining Chart of Authority”
on page 55.

13.6.2.2 Configuring approver persona attributes

The approver persona is configured by a set of check boxes that define what an
approver can do when approving the invoice.

The definition table for approver persona attributes is /OPT/BL_AP_CONF, which can
be maintained by the SM30 transaction.

Alternatively navigate to OpenText VIM - Invoice Solution > SAP menu > Roles >
Coder/Approver Options Configuration.

The following check boxes for the approver persona are available:

Approval Flag
Select this check box always.
Approver access rights – Approve or reject an invoice; enter comments.
Coding Flag
Select this check box to achieve that the approver is able to enter accounting
data.

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In level based approval, the accounting information can only be entered either in
the coding level (level 0) or in the requester level (level 1). If the requester is
maintained as coder, the requester is able to enter and change the accounting
information. In this case, there is no coding level.

Note: In the approval levels (level 2 and higher), coding is not supported.

You might want to remove the following buttons from the Approve Invoice
screen, both in the SAP GUI and in the Approval Portal:

• I will enter accounting information

• I want someone else to enter accounting information

The Approve Invoice screen will display the accounting information

immediately.
To perform this configuration, select the Approval Flag and the Coding Flag,
and clear the Coding Delegate check box.
Approver access rights – Enter accounting information.
Coding Display
Select this check box to achieve that the coding block is displayed.
If Coding Flag is selected, the coding block is always displayed in change mode.
If Coding Flag is cleared, you can use the Coding Display check box to display
or hide the complete coding block.

Note: The Coding Display check box only takes effect in the SAP GUI
approval.

Approver access rights – View accounting information.

Coding Delegate
Select this check box to achieve that the approver is able to delegate the coding
to others.
In level based approval, the Coding Delegate check box enables or disables the
forward button in the coding level.
If Coding Delegate is selected and, additionally, Coding Flag or Coding
Display is selected, the buttons I will enter accounting information and I want
someone else to enter accounting information are displayed.
If only Coding Delegate is selected (and no Coding Flag or Coding Display
check box), the buttons are not displayed. In the approval screen, you can
delegate the coding. The Please Specify the Coder field is displayed directly.
Approver access rights – Specify a Coder, which means a specialist to enter the
accounting information.
Configuration
Select this check box to achieve that the approver can set the persona for the next
approver.

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Approver access rights – Determine next approver’s access options.

Override
Select this check box to achieve that the approver can override the system
generated next approver.
Approver access rights – Override the system-proposed next approver.
Look Ahead
Select this check box to achieve that the approver is able to retrieve all the
approvers.
Approver access rights – View the entire approval chain or pre-determine all
the approvers.
In level based approval, the look ahead option is obsolete.
Custom Flag 1
Select this check box to indicate the expense type as read only.
Custom Flag 2
Select this check box to indicate the approver as a delegated coder.
Custom Flag 3
Not used

13.6.2.3 Override, delegation, substitution, and reassign

Because of the compliance implication of the IAP process, Invoice Approval needs to
guarantee that only the designated approver approves the invoice. However, there
are situations that require others to take over the responsibility temporarily, for
example, unexpected termination, illness, or vacation. VIM Invoice Approval
provides the following mechanisms and utilities to address these situations:

Override next approver

The current approver should be able to override the system-generated next
approver. To do so, the approver persona setting needs to have the OVERRIDE
check box selected.
VIM provides a feature to show the approver override in the logging.
A log event N is introduced as value for /ORS/APPR_ACTION.

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The log event is written to the approval log file /ORS/APPL_LOG, whenever the
invoice is approved and an override approver has been entered.
The event is shown in the approval log:

The entry does not show directly who executed the override action. To find this
out, look at the corresponding action entry, which has the same time stamp.
Coding delegation
If the current coder/approver does not have all the knowledge to provide the
correct coding, the current coder/approver may delegate to another coder. To do
so, the approver persona needs to have the CODING_DELEGATE check box
selected.
Substitution
The approver or coder can set up personal substitutes to temporarily take over
their responsibility. The substitute can be defined by one of the following ways:

• If the optional Web IAP is implemented: From the approval web page, open
the User Preference page and open the Substitution section.
• From the SAP inbox, add substitute from the SAP menu.

Note: This is only available when both substituted and substituting

users are SAP users.
• From User Substitute Management Utility (/ORS/MAIN_SUBS transaction).
This transaction can maintain all the substitute relations in the system.

Note: Only an administrator can execute the substitution.

Substitution features

• When a substitute is specified, one of the following options applies,

depending on the customizing:

– The substitute assumes all the authority of the original approver

regarding the invoices belonging to the original approver.

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– The substitute’s own COA rights are considered when approving

invoices.

You can control these options using the Substitutes inherit COA check box
in the Approval Flow Settings for the respective AFS ID; see “Configuring
approval flow settings” on page 406.
• The invoices belonging to the original approver will be added to the
substitute's invoice list.
• When the substitute approves an invoice that is not originally sent to the
substitute, the action will be logged as XXX approves the invoice on behalf
of YYY.
• The original approver can place limitations when setting up the substitute.
Normally, the names are searched by the Name Search method /ORS/
000007_NAME_SEARCH of the usermap class. The method can be customized
to include a logic that restricts the list of legible substitutes to those with
equal or higher authority of the original approver.
• To restrict the substitution to only VIM workflow tasks, currently only one
substitution profile can be maintained for all VIM workflows. The
substitution profile can be created using a standard SAP method and
assigned to VIM workflow tasks.

– Assign the created substitution profile to the new Z constant USE_SUBS_

PROFILE provided under product code IAP.
– When the substitute is assigned from the Approval Portal or from /ORS/
MAIN_SUBS, the substitute will be associated to the profile maintained in
the Z constant USE_SUBS_PROFILE.
– For all new substitutes, the substitution profile is automatically assigned.
– The old/existing entries must be mapped to the VIM substitution profile:
Delimit the old entry and create a new one.

Note: You can disable the substitute maintenance on the OpenText

Approval Portal from ABAP side. To do this, set the value of the Z constant
IAP / PORTAL_NOTMAINT_SUBS to X.

Reassign
When an employee is not supposed to approve invoices anymore, the
administrator can use the Reassign utility to reassign the work item to others.

• When reassigned, the work item is permanently moved to the new

approver’s inbox. The invoice has to be approved based on the new
approver’s authority.
• The reassign action is logged in the approval log for future audit.
• It is possible to reassign one invoice or the entire inbox of an approver.

The Reassign utility may “recall” the invoice back to the AP department. Once
recalled, the approval workflow is terminated. The AP department may

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resubmit the invoice for approval. For more details, see Section 5.2 “Reassigning
work items belonging to another user” in OpenText Vendor Invoice Management
for SAP Solutions - Administration Guide (VIME-AGD).

13.6.2.4 Determining the default next approver

When searching the next approver, there can be several approvers available. You
might want to determine which user should be forwarded as the default user for the
next approver if there is more than one user configured in the COA for the next
level.

To do this, you can implement a custom logic in the method NEXT_ALT, which is
introduced in VIM 7.5 SP6 (VIM 7.0 SP10).

Note: The logic is implemented only for sequential approval. No approvers

from other levels are allowed, whether from the skip function or otherwise.

Configuration In the /PTGWFI/Z_CONST table, maintain constant USE_ALT_APPROVERS against

product code IAP with value A .

13.7 Configuring header based approval

This section provides the configuration steps for header based approval. For details
about header based approval in general, see Header based processing on page 406.

To configure header based approval:

1. To access the Approval Flow Settings screen, run the /OPT/SPRO transaction
and navigate to OpenText Vendor Invoice Management Invoice Solution >
Invoice Approval Configuration > Approval Workflow > Setup Approval
Chain > Approval Flow Settings.
2. In the Approval Flow Settings screen, customize the AFS ID.
For more information, see “Configuring approval flow settings” on page 406.
3. Set the AFS type to H – Header Based Approval.
4. Use the following baseline process classes:
Approver class: /OPT/CL_A_LEVEL_BASED_APPROVAL
Usermap class: /OPT/CL_IAP_USERMAP_BL
NPO invoice class: /ORS/NON_PO_INVOICE_NEW
PO invoice class: /ORS/PO_INVOICE_NEW
5. To access the Mapping for Approval Flow Settings screen, run the /OPT/SPRO
transaction and navigate to OpenText Vendor Invoice Management Invoice
Solution > Invoice Approval Configuration > Approval Workflow > Setup
Approval Chain > Mapping for Approval Flow Settings.
6. To map your customized AFS ID to the wanted VIM Document Type, add the
AFS ID in the mapping configuration.

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For more information, see “Maintaining the approval flow settings mapping”
on page 412.

7. To determine the user that gets assigned the approval work item, configure the
COA, Approval Category column. For more information, see Approval
Category on page 63.

13.8 Configuring level based approval features

Level based approval provides a set of features, which are described in this section.

13.8.1 Using parallel approval

VIM supports parallel approval of invoice line items. This can speed up processing if
the responsibility for approving different line items can be distributed depending on
the line item data. The parallel approval is possible only for the Approval levels,
starting with level 2 in the COA maintenance. The Coder and Requester levels are
still running in a sequential manner.

If an invoice can be sent to multiple approvers, the found approvers are displayed as
a list on the approval confirmation screen. This is possible only when transitioning
to the next level. Therefore only the last approver (or coder) in each level is shown
the list with multiple approvers.

Note: The approvers cannot be overridden in this case, unlike in the case of
sequential approval.

At the Approval level, you can forward an invoice only to an approver that can
approve at least all the line items assigned to the current approver, according to the
COA settings.

Note: In the sequential workflow, invoices can be forwarded to anyone who

can approve at least one line item.

If an invoice is rejected at the Approval level, all other parallel work items are
cancelled. The invoice is routed according to the AFS settings, for example One Step
Back. For details, see Rejection Processing on page 411.

In case of the option One Step Back, the invoice returns to the previous approval
level.

VIM Analytics In the Processes tab of the VIM Analytics report, the invoices that are currently sent
to multiple parallel approvers are displayed with one line for each agent.

In the Unified Dashboard approval log dialog box, the text Multiple approvers
exist is displayed instead of the approver name. A button to display the approvers
list is placed next to this text.

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13.8.2 Using the approval buffer

An invoice might have been approved at some approver level and then have been
rejected at a higher level. The invoice goes back to a requester who probably changes
some line items and then sends the invoice to approvers again. In this case, it might
make sense to skip the approval levels for lines that have not been changed.

The following diagram illustrates the approval flow in such cases.

An invoice gets approved at levels 1 (requester) and 2 (approver), and then gets
rejected at the approver level 3, going back to the requester level.

The numbers in the diagram reflect the approval levels.

VIM provides the approval buffer. If the approval buffer is active and the line items
have not been changed, the following approval at requester level leads to the invoice
being sent to the approver at level 3, bypassing level 2.

You can enable the approval buffer for individual AFS IDs. For more information,
see “Configuring approval flow settings” on page 406.

Conditions With the approval buffer enabled, approval of a specific line item is skipped in the
level if the following conditions apply:

• The line item data was not changed.

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• The last action performed on the line item was approval.

• The last approver of the line item is still allowed to approve it.

Final approval The final approval is not considered. Final approval steps must be repeated.

Approval flow The approval buffer functionality is implemented only for approver levels (2 and
higher). Both sequential and parallel line-based approval flows are supported.
Header-based approval flow is not supported.

Line item All accounting information fields are considered when comparing line items against
information their earlier state.

Substitution When using substitution during the approval, some line items might be approved
not by their originally assigned approvers but by their substitutes. The check,
whether the last approver of the line item is still allowed to approve it, is done with
the actual approver, that means with the substitute.

Logging The approval steps simulated through the approval buffer are shown in the
extended approval log for the last dialog approval step that is executed. In the
extended approval log, the name of the approver who approved the lines earlier are
shown for simulated steps. The simulated steps are not shown in the standard
approval log.

13.8.3 Skipping COA levels

You can configure the approval module to skip levels of approval if no COA
information is maintained for those levels, but is maintained for higher levels of
approval.

You can enable the skipping logic for individual AFS IDs. For more information, see
“Configuring approval flow settings” on page 406.

The following diagram illustrates how skipping of COA levels works. In the
example, there are no approvers maintained in the COA at level 2, but there are
approvers maintained at level 3. The invoice skips level 2 and is directly sent to the
approver at level 3.

The numbers in the diagram reflect the approval levels.

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Restrictions The functionality of skipping the COA levels is implemented only for approver
levels (2 and higher). Both sequential and parallel line-based approval flows are
supported. Header-based approval flow is not supported.

Logging The approval steps simulated by skipping the COA levels are shown in the extended
approval log for the last dialog approval step that is executed. In the extended
approval log, no approver is shown for simulated steps. The simulated steps are not
shown in the standard approval log.

The skipping logic is only active when an invoice proceeds from one approval level
to the next one. Only at this point, the system decides whether skipping is possible.
If COA is changed after that and some approvers are removed, so that no approvers
can be found for some lines at the current level, skipping to the next level will not be
attempted. In this case, the last valid approver gets an error message that the next
approver cannot be found.

The decision to skip is taken one level below the first level where the COA is not
maintained completely. Therefore, it is important to ensure that, at the level where
the approval workflow begins, no skips are required. It is no problem if invoices are
going through coder or requester step. But you might use posted approvals or
autocoding, which is followed by an approval workflow starting directly at the
approval level, that is level 2. In this case, make sure that the first approver level has
the COA completely maintained because there is no “previous level” where the skip
decision can be made. If the level approvers cannot be found for all lines, an error
message will be displayed even when skips are active.

Note: The same invoice might be rejected and might pass through the
approvals once again. In this case, the skipping logic is active at the level
before the last one, and the error does not happen.

13.9 Down payment approval

13.9.1 Expense type configuration
The new expense type DW - Down Payment is set for down payments automatically in
the DP process, based on the CLASSIFIER field, which allows better transparency in
case of a required approval process. For more information, see “Incoming document
processing” on page 969.

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13.9.2 Approval flow settings

The approval flow ID (AFS ID) 20 - Down Payments - Approval Process controls
the level based approval process of down payment requests before posting. This
control takes place as soon as an Approval process is required or started.

Within baseline delivery, down payment approval follows header based approval.

Coding and coding delegation is not possible, irrespective of the coder configuration
in the AFS settings.

Down payment approval sequence

1. Down payment approval starts at approval level 2 directly. The requester who is
maintained in the invoice is considered as first approver.
2. After the requester approves at level two, the invoice moves on to higher levels
based on the invoice amount. The next approvers are determined based on COA.
3. If the requester is not authorized to approve at level 2 due to COA, the invoice is
forwarded to the next approver at level 2 based on COA. From there, it moves
on to higher levels based on the invoice amount.

Note: Approval data in COA must be maintained for expense type DW (Down
Payment). Approval limits for level 0 and 1 must as well be maintained with
nominal amounts in COA.

13.10 Coding validation

If the customer has special requirements for validating the account assignment data
on the invoice coding screens, you can use the following BAdI infrastructure to
implement custom validations.

13.10.1 BAdI validation for parked Non PO invoices

The following is the logic for BAdI validation:

1. Pre-convert check (BAdI method Check_field)

2. Convert to BSEG format (BAdI method convert_field)
3. Post-convert check (BAdI method valid_field)
4. Field status group check (BAdI method validate_fld_status_grp)
5. Final check (Cleanup messages)

The following is an example to validate Non PO invoice accounting data such as

Company Code by BAdI:

• Use OpenText implemented BAdI with name space /ors/.

• Create own BAdI with z name space and implement it.

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• Extend validation of accounting data.

To validate Company Code for Non PO invoices by BAdI:

1. Run the SM30 transaction to maintain table /PTGWFI/Z_CONST, and locate the
record with Product Code IAP and Constant NPO_INV_CLASS. Enter Constant
Value /ORS/NON_PO_INVOICE_NEW.

2. Run the SM30 transaction with table /ORS/APPR_GL_CFV.

3. Select Company_Code (Field ID BUKRS).

4. Click the button.

5. Notice that BADI Field Name has the value Company_Code.

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6. Click the BADI Implement button to display an implemented BAdI that

OpenText has delivered. If there is no OpenText delivered object, you can create
a new BAdI object and activate it (see “To modify the validation code for
Company_Code:“ on page 460).

7. Test /ORS/COMPANY_CODE.

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To modify the validation code for Company_Code:

1. If you want to modify the validation code for Company_Code, create your object
and implement it:
Run the SM30 transaction and change the BAdI name from Company_Code to
ZCompany_Code (for example).

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To save, click the icon.

2. Click the BADI Implement button and create a new BAdI, called Z_COMPANY_
CODE (for example).

3. Click the Create button.

4. Choose the BAdI interface /ors/validation.

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5. In Defined filters, select ZCOMPANY_CODE from the drop down list and save.

6. In the Interface tab, select Check_Field (for example).

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The BAdI /ORS/VALIDATION CHECK_FIELD does not check for all invoice lines.
This means, the loop exits after validating the first line item. You need to pass
the parameter ACCT_DATA by reference instead of passing it by value. See the
following step.

7. In the /ORS/IF_EX_VALIDATION interface, clear the Pass Data check box for
parameter ACCT_DATA and regenerate the BAdI.

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8. Copy code from the OpenText delivered /ORS/COMPANY_CODE, method CHECK_

FIELD, if necessary, and modify the code or create new code. Save and activate
Z_COMPANY_CODE.

9. Test Z_COMPANY_CODE.

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Coding is validated in the VALIDATEACCTDATA method of the Non PO invoice object.

The original delivered object is /ORS/NON_PO_INVOICE. The most recently delivered
version of this object is /ORS/NON_PO_INVOICE_4, which includes the latest BAdI
infrastructure.

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13.10.2 Standard delivered validations

The standard delivery includes the following fields:

Field
BAdI
G/L Account
/ORS/CL_IM_GL_ACCOUNT

Internal Order
/ORS/CL_IM_INTERNAL_ORDER

Item Text
/ORS/CL_IM_ITEM_TEXT

Material
/ORS/CL_IM_MATERIAL

PAOBJNR (profitability segment)

/ORS/CL_IM_PAOBJNR

Plant
/ORS/CL_IM_PLANT

Profit center
/ORS/CL_IM_PROFIT_CENTER

Tax Jurisdiction Code

/ORS/CL_IM_TAXJURCODE

Tax Code
/ORS/CL_IM_TAX_CODE

Trading Partner
/ORS/CL_IM_TRADING_PARTNER

Unit
/ORS/CL_IM_UNIT

Valuation Type
/ORS/CL_IM_VALUATION_TYPE

WBS Element
/ORS/CL_IM_WBS_ELEMENT

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13.10.3 Optional coding

Coding may be optional, that means entering coding information is not always
mandatory. It depends on the following configurations:

• If Coding_delegate is selected in the approver persona (see “Configuring

approver persona attributes” on page 447), and a delegated coder is specified,
coding is not required to approve the invoice. In this case, the coding step can be
skipped.
• If no delegated coding is specified, the coding requirement is controlled by the
constant EMPTY_CODING_MSG. The following configuration values for this
constant are available:
CHECK_SP:ERROR
If special handling is empty, the system issues an error message.
CHECK_SP:WARNING
If special handling is empty, the system issues a warning message.
ERROR
The system issues an error message.
WARNING
The system issues a warning message.
In some cases the coding is not completed but the information is entered in the
special handling instruction section. In these cases, the invoice can go through
the approval process nevertheless.

Note: The validation happens in the VALIDATEACCTDATA method of the Non

PO invoice class.

13.10.4 Approval validation

13.10.4.1 Activating and deactivating approval validation
During approval processing, Non PO DP documents are validated against an SAP
BAPI check. SAP BAPI requires specific data. The document is also checked to get
posted automatically in background with all relevant data.

You can enable or disable this check with a specific Z constant, product code IAP,
constant SKIP_BAPICHECK, description If set to 'X', BAPI check will not be
processed in Coding / Approval.

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13.10.4.2 Excluding messages for approval validation

Some returned BAPI messages are not relevant to the end user. To avoid such
messages, a table/view /ORS/EXCL_MESS has been created. All success, information
or warning messages maintained in this table will not be shown to the end user.
Error messages, even if maintained in the table, will be shown to the end user.

To exclude messages for approval validation:

1. To maintain table /ORS/EXCL_MESS, use the SM30 transaction.

Alternatively, you can run /n/OPT/SPRO and navigate to OpenText Vendor
Invoice Management Invoice Solution > Invoice Approval Configuration >
Financial Processing > Maintain Excluded Messages in Approval Validation.

2. Configure messages to be excluded, using the following parameters:

Message Class
Enter the name of the message class that contains the message to be
excluded.

Message ID
Enter the number of the message to be excluded.

Active
Select this check box to activate the exclusion of the message in the approval
validation.

13.11 Configuring the profitability segment feature

A profitability segment can be used for account assignment, similarly to a cost
center, for example. A profitability segment is defined by a combination of
characteristic values. Characteristics can be concepts that already exist in the SAP
ERP system (customer, product, sales organization, and so on). But you can also
define your own concepts (such as “order size class”). These characteristics can be
defined at line item level for Non PO invoices in VIM. The profitability segment can
be used for account assignment in SAP GUI approval and in the Approval Portal.
With VIM 7.5 SP6 and later, the profitability segment can also be entered in the DP
indexing screen. For more information, see “Activating the profitability segment in
the indexing screen” on page 306.

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13.11.1 Activating the profitability segment

1. To activate the profitability segment, run the /ORS/PSEG transaction.

2. In the Maintain Profitability Segment Fields screen, enter the Company Code
and click Get Fields.

3. To activate the profitability segment functionality for the given Company Code,
perform the following settings:

For SAP GUI approval

Select the Active check box at least for one row, enter a value 1 in the
respective field of the Seq. Num column, and save.
For the Approval Portal
Select the Active check box for the rows that the Profitability Segment
dialog box shall display. In Seq. Num, determine the order of the fields. The
sequence must start with 1 and should be a continuous sequence of
numbers, without any breaks in between.
Save your settings.

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13.11.2 Supported scenarios and limitations

Scenarios

• Only DP scenarios are supported. For posting the DP documents with

Profitability Segment, use BDC 35 for online posting and BDC 34 for background
posting. BDC 40 also supports the Profitability Segment feature.
• The Profitability Segment feature supports Non PO parked documents that are
parked in SAP ERP and sent for approval in VIM. All kinds of Non PO parked
documents are supported.

Limitations

• The Profitability Segment feature does not support PO documents.

• Users can enter Profitability Segment information for Non PO documents in the
approval screen.
• With VIM 7.5 SP6 and later, the DP indexing screen also supports entering
Profitability Segment information.

13.11.3 Maintaining custom enhancements (user exits)

The following user exit calling areas are available:

EXIT_ADD_FIELDS
While displaying the fields in the portal: can add or delete extra fields to or from
the existing list of fields based on any conditions

EXIT_BDC_BG
If any issue occurs during posting the data in the background mode with the
profitability segment data, the user can modify the profitability segment data
according to their needs.

EXIT_DATA_CHG
Can overwrite the data of the profitability segment before displaying the pop up

EXIT_DEL_VALID
Can add custom validations for portal before deleting profitability segment data

EXIT_MSG_CHG
Can add custom validations on the profitability segment number. Or can modify
or delete the existing messages according to your needs.

EXIT_READ_VALID
Can add custom validations for portal before displaying the pop up

EXIT_STOR_VALID
Can add custom validations for portal before saving the profitability segment
data

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To maintain user exits:

1. Run the /ORS/PSEG transaction.

2. In the Maintain Profitability Segment Fields screen, in the application toolbar,

click Maintain Exits.

3. In the Maintain Profitability Segment Fields dialog box, in the Function

Module column, enter the custom function modules and save. For details about
the function modules, see the following interface description.

Table 13-1: EXIT_ADD_FIELDS

Parameter Name Parameter Type Type/ Associated Type

Like
invoice_header IMPORTING TYPE /ORS/INVOICE_HDR
t_acct_data TABLES LIKE /ORS/INVOICE_ACCT_DATA
t_ps_segment TABLES LIKE /ORS/PROFIT_SEGMENT

Table 13-2: EXIT_BDC_BG

Parameter Name Parameter Type Type/ Associated Type

Like
im_head IMPORTING TYPE /OPT/VIM_1HEAD
t_item TABLES TYPE /OPT/VIM_1ITEM
t_criteria TABLES TYPE BAPIACKEC9
t_valuefld TABLES TYPE BAPIACKEV9

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Table 13-3: EXIT_DATA_CHG

Parameter Name Parameter Type Type/ Associated Type

Like
ANZEIGE CHANGING
DIALOG CHANGING
I_COBL CHANGING LIKE COBL
I_ERKRS CHANGING LIKE TKEB-ERKRS
IS_GLOBAL_FIELDS CHANGING TYPE KEAK_YS_POPUP_GLOBAL
E_COBL CHANGING LIKE COBL
T_COPADATA TABLES LIKE COPADATA

Table 13-4: EXIT_DEL_VALID

Parameter Name Parameter Type Type/ Associated Type

Like
invoice_header IMPORTING TYPE /ORS/INVOICE_HDR
t_acct_data TABLES LIKE /ORS/INVOICE_ACCT_DATA
return TABLES LIKE BAPIRET2

Table 13-5: EXIT_MSG_CHG

Parameter Name Parameter Type/ Associated Description

Type Like Type
IM_CALL_SYS IMPORTING TYPE CHAR5 Calling System (SAP/WEB)
IM_MSG_AREA IMPORTING TYPE CHAR1 Message displaying area
EX_EXIT EXPORTING TYPE CHAR1 Exit further processing
CH_MESSAGE CHANGING TYPE BAPIRET2 Modifiable message
CH_PAOBJNR CHANGING TYPE RKEOBJNR Profitability segment
number

Parameter reference for EXIT_MSG_CHG

IM_CALL_SYS
Importing parameter. It provides information from which system the error
message is coming. The value should be either SAP or WEB (Portal).

IM_MSG_AREA
Importing parameter. It provides the exact location from where the message is
coming. Possible values are 1, 2, 3, or 4.

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 13.11. Configuring the profitability segment feature

1
The message is coming from the portal when validating the existing
profitability segment number. This validation has been performed in the
function module /ORS/000007_PROFIT_SEGMENT.
2
The message is coming from SAP when validating the existing profitability
segment. The validation has been performed in the function module /ORS/
VIM_SAVE_PSEG.

3
The message is coming either from SAP or WEB (Portal) when validating the
newly created profitability segment number. The validation has been
performed in the function module /ORS/VIM_SAVE_PSEG.
4
The message is coming from SAP during posting time when validating the
existing profitability segment number.

EX_EXIT
Exporting parameter. Use this parameter if the user wants to exit without
further processing. The values should be either <blank> or X. X means exit
without further processing.
CH_MESSAGE
Changing parameter. It imports the actual message into the function module.
According to your requirements, you can modify or delete the existing messages
and you can add your own custom messages.
CH_PAOBJNR
Changing parameter. It imports the problematic profitability segment number.
According to your requirements, you can modify the profitability segment
number.

Table 13-6: EXIT_READ_VALID

Parameter Name Parameter Type Type/ Associated Type

Like
invoice_header IMPORTING TYPE /ORS/INVOICE_HDR
t_acct_data TABLES LIKE /ORS/INVOICE_ACCT_DATA
return TABLES LIKE BAPIRET2

Table 13-7: EXIT_STOR_VALID

Parameter Name Parameter Type Type/ Associated Type

Like
invoice_header IMPORTING TYPE /ORS/INVOICE_HDR
t_acct_data TABLES LIKE /ORS/INVOICE_ACCT_DATA

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Parameter Name Parameter Type Type/ Associated Type

Like
t_ps_segment TABLES LIKE /ORS/PROFIT_SEGMENT
return TABLES LIKE BAPIRET2

13.12 Logging and monitoring in Invoice Approval

This section describes how to get logging and monitoring information in the Invoice
Approval, which is specifically helpful in case of errors.

Each step in the approval flow leaves log records, which can be viewed later, for
example for audit purposes. Basic information, for example who approved or
rejected an invoice and when, is being logged for the approval flow.

VIM supports advanced logging for level based approvals, allowing you to see the
accounting data at each step. This can help in reconstructing the accounting data
change history and explaining why the invoice was sent to a particular approver and
was (or was not) approved.

The advanced logging is available from the display of basic logging, for the steps or
actions that can affect the approval flow. The changes of accounting data, approvals
and rejections are recorded; entering the comments is not. For more information, see
“Using the extended approval log” on page 476.

Basic log The basic approval log can be shown from the following locations:
locations
• VIM Invoice Workplace, DP dashboard, and DP document display: History
pane, Approval History
• Approval dashboard:

– SAP GUI, at the bottom of the screen

– Approval Portal, Invoice History
• Unified Dashboard, a dialog box will open when you click the View button for
the Invoice Approvals exception reason.

Extended log The extended log can be shown only in SAP GUI screens, wherever basic log is
locations shown. An additional column Display item details shows the Display item details
button for steps where the extended log is available.

Monitoring pos- VIM provides the following additional monitoring possibilities:

sibilities
• Processed by me, including the administrator transaction in SAP GUI, can show
a list of invoices processed by each user. For more information, see “Displaying
processed invoices” on page 475.
• VIM Invoice Workplace: Other Users View, display invoices of a specific
approver.
• Central Reporting and VIM Analytics: search for invoices with specific approver.

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 13.12. Logging and monitoring in Invoice Approval

• PDF History Log. For more information, see “Using the PDF history log for
Invoice Approval” on page 477.

13.12.1 Displaying processed invoices

You can display an overview of the invoices that individual users have processed. A
list of the processed invoices is displayed in a table. To access the selection screen for
this table, run the /n/ORS/PROCBYME_ADMIN transaction.

To display the Invoice Processed By <Username> table, enter the Approver and
optional additional search criteria, and click in the application toolbar.

The columns displayed in the result list are retrieved from the fields that are
maintained in the user preferences for the corresponding user. See “User Details
View” on page 57. The invoice list fields are reused.

To configure additional search fields for the processed invoices list:

1. Run the /n/OPT/SPRO transaction and navigate to

OpenText Vendor Invoice Management Invoice Solution > Invoice Approval
Configuration > User Experience > Process by me Selection Configuration >
Search Field Configuration.

2. To open the Search field configuration table Details screen, double-click a

search field name.

3. Select the Add to screen check box for the search field name. All other fields are
currently not in use.

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13.12.2 Using the extended approval log

VIM provides an extended log for line based approvals. This enables you to see for
each approval step, which lines were approved by the approver. It also shows what
the accounting data was in the line at the time of action. The extended approval log
is currently limited to the SAP GUI approval dashboard, the unified dashboard, and
the log that is displayed in the VIM Invoice Workplace.

For approval log lines corresponding to approval, rejection and change of

accounting information, there is an icon button shown in a new column of the
log.

Click this button to open the extended approval log.

In the following example, three invoice lines were approved by the user at level 1
(requester level).

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 13.13. Enhancing Invoice Approval using extensions

13.12.3 Using the PDF history log for Invoice Approval

The PDF history log includes information about the Invoice Approval process. For
more information, see “PDF history log” on page 958.

13.13 Enhancing Invoice Approval using extensions

You can use extensions to the Invoice Approval process to adapt the process to your
requirements. For example, you can configure a multi-step PO approval or a custom
usermap sourced from HR data. This section provides some examples for features
that are based on extensions.

13.13.1 Configuring image display

For displaying images using SAP GUI, the system uses standard SAP ArchiveLink
image display APIs to retrieve and display the image. So, there is no configuration
necessary for displaying images using SAP GUI.

If implementing the optional Approval Portal, the Approval Portal uses the
following infrastructure for displaying the images from the web browser during the
IAP process.

1. Clicking the View Invoice Image link in the Approval Portal will call SAP ERP
with the following function module:
FUNCTION /ORS/000007_IMAGE_DISP_URL or /ORS/000007_IMAGE_DISP_JPEG

2. This function module will in turn call a configurable function module that is
defined in the OpenText /PTGWFI/Z_CONST table, Product Code IAP. The
constant for Image Display JPEG is IMAGE_DIS_JPG_FM. The constant for Image
Display URL is IMAGE_DIS_URL_FM.
3. The data that is passed to this pluggable module is:

• Invoice object type

• Invoice object key
4. The output of the function module is a table of URLs if using URL (in most cases
there will be only one URL that is returned) or the binary data if using JPEG. The
Approval Portal will open a browser window.
5. The OpenText delivered base function module for opening the browser window
is the following:
FUNCTION /ORS/000007_TMP_IMAGE_DISP_URL and /ORS/000007_TMP_IMAGE_
DISP_JPEG

6. In the OpenText delivered base function module, the standard SAP function
module ARCHIVELINK_URL_GENERATE is called with the appropriate information
(Archive ID and Archive_Document_ID).

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Chapter 13 Invoice Approval

7. If the archiving system is setup as an http Content Server, the standard SAP
function module will generate the appropriate URL which can be used to
display the image in a browser window.
8. It is possible to replace the function module ARCHIVELINK_URL_GENERATE with a
Z-function module and incorporate any logic as deemed fit based on customer
requirements.

13.13.2 Defining the custom approver class

OpenText provides the approver class /OPT/CL_IAP_APPROVER_BL with standard
functions. In this step, you define the custom approver class. You can use this class
for modifying or extending standard functions.

Example: By modifying/extending the method NEXT, you can implement your own logic to
determine the approvers in the approval process.

With the new level based approval flow, you must configure the class on document
type level in Approval Flow Settings (AFS); see “Configuring approval flow
settings” on page 406.

To define the custom approver class:

1. Run the /OPT/VIM_IMG403 transaction.

Alternatively, run the SM30 transaction to maintain table /PTGWFI/Z_CONST, and
locate the record with Product Code IAP and Constant APPROVER_CLASS.

2. Define the custom approver class, using the following parameter:

Constant Value
Maintain the custom approval class. This class should conform to the /ORS/
APPROVER class (sub type).

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 13.13. Enhancing Invoice Approval using extensions

13.13.3 Defining the custom invoice class

In this step, you define a custom invoice class to modify or extend the functionality
of the OpenText delivered invoice class. The invoice class provided in the baseline
is /ORS/NON_PO_INVOICE_NEW for IAP of Non PO invoices and /ORS/PO_INVOICE_
NEW for IAP of PO invoices.

With the new level based approval flow, you must configure the class on document
type level in Approval Flow Settings (AFS); see “Configuring approval flow
settings” on page 406.

The Z constants mentioned in this section are used when no AFS ID is found for the
respective DP document type in the approval AFS ID mapping. A typical example
for this in a baseline configuration is a PO invoice.

To define a custom invoice class for Non PO invoices:

1. Run the /OPT/VIM_IMG409 transaction.

Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Invoice Approval Configuration > Technical General > Custom
Invoice Class (Exit).

2. Define the custom invoice class (exit), using the following parameter:

Constant Value
Define the custom invoice class. This class must be a subtype of /ORS/NON_
PO_INVOICE.
You can use this class to extend the following methods:
VALIDATEACCTDATA
Validates the accounting data of invoices.
PROCESS_RETURN_MSG
Formats the return message from SAP ERP to something meaningful
that can be displayed on the web.

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Chapter 13 Invoice Approval

GET_NO_CODING_MSG
Returns a message if there is no coding information on the invoice.

CHECK_COBL
Is used to validate the coding block data on the invoice.

CONVERT_STD_FIELD
Converts the value of a field from input format to output format.

GET_FIELD_STATUS_GRP
Sets the display parameters (Optional, Required, Hidden) for invoice
fields while coding.

To define a custom invoice class for PO based invoices:

1. Run the SM30 transaction to maintain table /PTGWFI/Z_CONST.

2. Maintain the value for Product Code IAP, Z constant PO_INV_CLASS.

3. Define the custom invoice class (exit), using the following parameter:

Constant Value
Define the custom invoice class. This class must be a subtype of /ORS/PO_
INVOICE_NEW.

You can use this class to extend the following methods:

VALIDATEACCTDATA
Validates the accounting data of invoices.

CONVERT_TO_RSEG_FORMAT
Converts the value of a field from input format to output format.

13.13.4 Defining a custom usermap class

In this step, you define a custom usermap class that can be configured to modify or
extend the standard delivered functionality in managing users in IAP. The standard
OpenText usermap class delivered in the baseline is class OPT/CL_IAP_USERMAP_BL.

With the new level based approval flow, you must configure the class on document
type level in Approval Flow Settings (AFS); see “Configuring approval flow
settings” on page 406.

To define a custom usermap class:

1. Run the /OPT/VIM_IMG405 transaction.

Alternatively, run the SM30 transaction to maintain table /PTGWFI/Z_CONST, and
locate the record with Product Code IAP and Constant USERMAP_CLASS.

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 13.13. Enhancing Invoice Approval using extensions

2. Define the custom usermap class, using the following parameters:

Constant Value
You can use this custom class to modify or extend the standard usermap
functionality. Methods of class /OPT/CL_IAP_USERMAP_BL can be extended.

13.13.5 Configuring the bulk approval validation exit

The bulk approval/rejection validation function module /ORS/AINV_BULK_
VALIDATE_INV provides a customer exit. The baseline validation functionality might
not meet your requirements. You can create a new function module with the same
interface as /ORS/AINV_BULK_VALIDATE_INV.

To configure the bulk approval validation exit:

1. Run the SM30 transaction to maintain table /PTGWFI/Z_CONST.

2. Locate the record with Product Code IAP and Constant BULK_VALIDATE_EXIT.

3. Enter the name of your function module in Constant Value.

The baseline function module calls your function module if it is configured and
ignores the validations provided in baseline.

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Chapter 14
Apps based on the Fiori Task App

VIM provides the following apps that are based on the Fiori Task App, which is
based on SAP Fiori®:

• VIM Confirm Quantity and Price Fiori app (Confirm Quantity and Price app)
• VIM Resolve Invoice Exceptions Fiori app (Resolve Invoice Exceptions app)
• VIM Enter Cost Assignment Simple Fiori app (Enter Cost Assignment Simple
app)
• VIM Enter Cost Assignment Advanced Fiori app (Enter Cost Assignment
Advanced app)
• VIM Approve Invoices Fiori app (Approve Invoices app)
• VIM Approve Invoices (bulk mode) Fiori app (Approve Invoices (bulk mode)
app)
• VIM My Approved Invoices Fiori app (My Approved Invoices app)
• VIM Vendor Invoices Report Fiori app (Vendor Invoices Report app)

This chapter provides a general overview on these apps and describes the necessary
configuration to use each of them.

For information about user authorization of the apps, see Section 5 “Authorization
objects of the Fiori Task Apps” in OpenText Vendor Invoice Management for SAP
Solutions - Security Guide (VIME-GSM) and Section 8.14 “Fiori Task Apps” in
OpenText Vendor Invoice Management for SAP Solutions - Security Guide (VIME-GSM).

14.1 General overview

This section provides the following details of each of the VIM Fiori apps:

• Name
• SAP Fiori roles

Notes

– VIM Fiori apps require SAP license users to be available in both back end
and front end servers, based on SAP deployments.
– For the VIM Fiori apps, the following sections provide information to
which roles of the SAP Fiori App Library (https://
fioriappslibrary.hana.ondemand.com/sap/fix/externalViewer) these apps
fit. The VIM Fiori apps are not part of the core SAP Fiori App Library.
They are delivered only as part of VIM.

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• App details and VIM roles: explanation with reference to VIM roles and use cases
• Key features: most important features. Details how to use the app and app
features are described in OpenText Vendor Invoice Management for SAP Solutions -
User Guide for Invoice Solution (VIME-UGD).
• Limitations (if relevant)

Note: For information about semantic object navigation, see Section 9.2.1
“Semantic object navigation with the Fiori Task App” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD). For the link type Semantic object navigation, the following
prerequisites apply:

• Navigation links (for Supplier and Purchase Order) require targeted

applications to be installed on frontend and backend server.
• NetWeaver must be version 7.51 or later.

14.1.1 VIM Confirm Quantity and Price Fiori app

Name

• VIM transactional Fiori app Confirm Quantity and Price

• VIM Confirm Quantity and Price Fiori app
• Confirm Quantity and Price app

SAP Fiori roles

• Employee – Requisitioner

App details and VIM roles

The transactional Confirm Quantity and Price app allows to process incoming
PO based invoices as DP documents if a potential payment block is detected.
The app can be used to resolve underlying problems like missing goods receipts.
The app can also be used to provide a confirmation for the AP department that
goods have been received if the GR/IV is not used for the purchase order. The
app also allows to process Logistics (PO) invoices that were posted with a price
or quantity block in case the VIM Blocked Invoice workflow is activated.
Typical use cases are purchases of low volume that may bypass central delivery
processing. In such cases, the goods may have already reached the original
requisitioner, who can confirm this, but there is no GR posted yet. If no GRs are
used according to the settings in the PO, the requisitioner must provide a simple
confirmation in the form of comments before the invoice can be posted.
Key features

• Display only the items that require confirmation (no GR/IV), have potential
payment blocks (GR/IV) or are posted with price or quantity payment blocks
(posted PO invoices)

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 14.1. General overview

• Post a good receipt for selected line items

• Provide suggestions on further processing for each line item with drop down
selection and additional comments

• Display history data and invoice image

• The following calculation needs to be considered for Unallocated GR

Quantity:
Open Goods Receipts Quantity (QUANTITY_GR field of /OTX/PS35_T_DITM)
(Unallocated GR Quantity) = total Goods Receipts - total quantity from SAP
invoices - total quantity from DP invoices (controlled through Z Constant
ALLOCATE_GR_TO_DP)

In this calculation, the current invoice/DP quantity is excluded:

– If positive, it shows in the Unallocated GR Quantity

– If negative, the Unallocated GR Quantity is zero.

• Confirm the step by sending the invoice for further processing by AP

department

Limitations

• Maximum 10 line items with problems to resolve.

• One purchase order per invoice.

• Purchase orders of maximum 10 positions.

• One requisitioner per invoice.

• No service invoices covered.

• Lightweight GR covered.

• Genuine Fiori UI – no other UI.

• Document with several GRs might not be automatically posted in

background.

• Only price and quantity discrepancies are supported for both DP and
blocked invoice process.

• In case of blocked PO invoice, all line level work items must be assigned to
the same agent (as one of the group of agents).

Note: This app requires simulation support of SAP MM-LIV BAPI provided
with the SAP note 1694508 or corresponding SAP support package.

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14.1.2 VIM Resolve Invoice Exceptions Fiori app

Name

• VIM transactional Fiori app Resolve Invoice Exceptions

• VIM Resolve Invoice Exceptions Fiori app
• Resolve Invoice Exceptions app

SAP Fiori roles

• Employee - Procurement
• Purchaser
• Warehouse Clerk
• Other roles depending on configuration and requirements

App details and VIM roles

With the transactional Resolve Invoice Exceptions app, you can answer to
queries coming from Accounts Payable related to invoice exceptions. Typically
the recipient of this task reviews the question or request given by Accounts
Payable and returns some answer or missing piece of information. Invoice
details, invoice image and attachments are available for review. For some
exceptions, you can resolve the issue without sending the workflow back to
Accounts Payable.
Examples for VIM roles who can work with the Resolve Invoice Exceptions app,
are info provider, buyer, tax expert, requisitioner, or receiver.
Example use cases

• Review an invoice without PO number from a vendor who is supposed to

always provide a reference to a PO number. This is sent to a VIM info
provider or buyer to answer the following questions: Is there actually a PO
that the vendor should list? Should the invoice still be processed for business
reasons even if there is no PO? Or should the invoice be rejected?
• Review an invoice where the goods receipt is required but still missing in the
system. The VIM info provider or receiver needs to post the goods receipt in
the system, for example by using the SAP Fiori app “Post Goods Receipt for
Purchase Order” and then return it to VIM background automation.
Alternatively, they can confirm that a goods receipt should be created
automatically with given details from the invoice; or they advise the AP team
to reject the invoice.

Notes

• The Resolve Invoice Exceptions app provides a generic info provider

scenario without pre-configuration for a specific use case like listed in
Example use cases on page 486. This must be configured based on

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 14.1. General overview

individual requirements (based roles and exceptions that should be

handled in Fiori or using Fiori). For creating a goods receipt
automatically from a process option, an extension to the product needs
to be developed. This is also the case if VIM data needs to be updated.
The assumption in VIM baseline is that the info provider just returns a
textual answer and Accounts Payable is responsible to update data.
• The current version of the Resolve Invoice Exceptions app only supports
exceptions in VIM Document Processing (DP) workflow.
Key features

• Access invoices with exceptions in the inbox

• Search, sort or filter the inbox
• Display the image of the invoice
• Access additional information and history of the invoice
• Perform actions to the invoice, for example Send to AP.

14.1.3 VIM Enter Cost Assignment Simple Fiori app

Name

• VIM transactional Fiori app Enter Cost Assignment

• VIM Enter Cost Assignment Simple Fiori app
• Enter Cost Assignment Simple app

SAP Fiori roles

Employee - Procurement
App details and VIM roles
The transactional Enter Cost Assignment Simple app simplifies entering the cost
assignment for Non-PO invoices. This app is designed to support all coders
dealing with simple invoices, which are typically posted to one or a few cost
centers or projects.
Typical use cases are occasional purchases of low value goods, urgent services,
and anything else where a formal PO process is too complex. Other examples
might be invoices for training fees or similar expenses processed as Non-PO
invoices.
Assumption is that invoice costs are typically allocated by using pre-configured
user-specific coding templates or simply by using one or a few cost centers or
projects. More complex cost assignments (including taxes) are typically not
required for this role.
The corresponding roles in VIM are coder and requester.
The Enter Cost Assignment Simple app provides the following advantages:

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Chapter 14 Apps based on the Fiori Task App

• Desktop and mobile UI

• Simple coding interface supporting user specific templates
• Prefilled cost object coding can be configured.

Other roles like Accounts Payable or procurement agents in IT or marketing

departments are dealing with more complex Non-PO invoices. They must insert
full information including tax code and other invoices fields. This requires some
level of training and expertise in accounting. These roles are not covered by the
Enter Cost Assignment Simple app. VIM offers other options like SAP GUI, Web
gui, or SAP NetWeaver Portal UWL to access the full blown VIM coding screen
or the Approval Portal.
Key features

• Select simple, preconfigured coding

• Enter simple coding data
• Supports cost objects data Cost Center, Internal Order, Profit Center, and
WBS Element
• Split coding data into several lines for same cost object type
• Display history data and invoice image
• Confirm coding or decline coding step

Limitations
Complex invoices are not supported. This includes the following:

• credit memo
• mix of credit/debit lines
• more than one cost object type
• balance issue

Complex invoices are routed to the Approve Invoices app. You can distinguish
them by the remark Approve coding completed by <user>. See comments in
History. above the headline.
Alternatively, the remark can read: Coding cannot be completed in Fiori.
Please continue in SAP GUI.

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 14.1. General overview

14.1.4 VIM Enter Cost Assignment Advanced Fiori app

Name

• VIM Enter Cost Assignment Advanced Fiori app

• Enter Cost Assignment Advanced app

SAP Fiori roles

• Employee - Procurement

App details and VIM roles

The Enter Cost Assignment Advanced app simplifies entering the cost
assignment for DP Non-PO and parked Non-PO invoices. This app is designed
to support all coders dealing with simple and complex invoices similar to
OpenText Approval Portal. This app provides an alternative way of coding like
in the Approval Portal, but in Fiori, with some feature limitations.
The corresponding roles in VIM are coder and requester. Other roles like
Accounts Payable or procurement agents in IT or marketing departments are
dealing with more complex DP Non-PO and parked Non-PO invoices. They
must insert full information including tax code and other invoice fields. This
requires some level of training and expertise in accounting. The roles are
covered by the Enter Cost Assignment Advanced app. VIM also offers other
options like SAP GUI, web gui, or the SAP NetWeaver Portal UWL, to access the
full-blown VIM coding screen or the Approval Portal.
Key features

• Supports complex coding with multiple cost objects.

• Supports all header, item, and custom fields like Approval Portal.
• Supports multiple cost objects like Cost Center, Internal Order, GL Account,
and WBS Element.
• Supports line item data split into several lines based on Item Amount.
• Supports Add, Copy, and Delete line items actions.
• Supports balance checks and field validations.
• Supports Search Help for Expense Type, Debit/Credit, Tax Code and Cost
Objects.
• Display history data and invoice image.
• Supports invoice process actions - Confirm, Decline, Refer, and Forward.
• Add, delete and view attachments.

Limitations

• Supports only desktop UI.

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• Invoice processed through Enter Cost Assignment Advanced app may not be
processed completely in the Approval Portal, same as locking mechanism.
• For optimal UI experience, 8 item fields need to be configured.
• Profit Segment is not supported.
• Custom buttons are not supported.

The following table shows the differences between the Enter Cost Assignment
Simple app and the Enter Cost Assignment Advanced app:

Enter Cost Assignment Simple app Enter Cost Assignment Advanced app
DP Non-PO coding is supported. DP Non-PO and parked Non-PO coding is
supported.
Simple coding is supported. Simple and complex coding is supported.
Referral invoices are not allowed. Referral invoices are allowed.
Substitution invoices are allowed based on Substitution invoices are allowed.
complex invoices of the substitute.

14.1.5 VIM Approve Invoices Fiori app

Name

• VIM transactional Fiori app Approve Invoices

• VIM Approve Invoices Fiori app
• Approve Invoices app

SAP Fiori roles

• Employee - Procurement
• Manager - Procurement

App details and VIM roles

With the transactional Approve Invoices app, you can approve or reject PO or
Non-PO vendor invoices that are assigned by the VIM approval workflow logic
to your inbox.
Typical users are employees and managers in an organization.

• Employees buying goods or services without a purchase order.

This role is called requester in VIM. The Non-PO Requester needs to
confirm for an invoice that the items mentioned have been delivered and the
price is as agreed. Furthermore, the requester needs to check the cost
assignment to G/L accounts, cost centers, WBS elements and other cost
objects (also called invoice coding). Cost assignment is typically done by the

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requester, a delegate of the requester (in VIM: Coder role), or an AP

accountant.
• Employees requesting purchasing of goods or services with a purchase order
but without Goods Receipt or Service Entry Sheets (SES) (2-way match).
This role is called requester in VIM. The PO Requester needs to confirm
that the goods and services have been delivered as invoiced and the supplier
can be paid. This confirmation is required to compensate for invoices with
purchase orders where Goods Receipt or SES are not created in the system.
• Managers, for example cost center owners, project managers, managers of
organizational units.
This role is called approver in VIM. Approval is mostly relevant for Non-PO
invoices. In case of PO invoices, the approval has been done for the PO.
Approvers check the details of a Non-PO invoice and approve or reject
according to company spending rules (approval level compared to invoice
amount). Rejection can be necessary in cases where the invoice is not correct
or the account assignment needs to be changed (for example incorrect cost
center).

Key features

• Access invoices for approval in the inbox

• Search, sort or filter the inbox
• Display the image of the invoice
• Access additional information and history of the invoice
• Approve or reject the invoice
• Bulk-process several invoices at the same time

Limitations

• The Certify message (see “Configuring the Certify message” on page 427) is
not automatically displayed in the Approve Invoices app.
• Custom buttons are not supported in the Approve Invoices app and other
Fiori apps.
• Search helps (see “Configuring search help for web and SAP GUI approval
screen fields” on page 443) are not automatically displayed in the Approve
Invoices app.
• In the Approve Invoices app, multiple backend support is not possible
within a single tile. But you can achieve it by configuring different tiles for
each system. On each system running the Foundation component, an entry
with LOCAL as logical system must exist. For this entry, you do not need to
maintain an RFC destination. This applies to all VIM Fiori apps. For
information how to setup a multiple backend system with Multi Origin
Composition, see Section 11.3 “Setting up a multiple backend system” in

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OpenText Vendor Invoice Management for SAP Solutions - Installation Guide

(VIME-IGD).

14.1.6 VIM Approve Invoices (bulk mode) Fiori app

Name

• VIM Approve Invoices (bulk mode) Fiori app

• Approve Invoices (bulk mode) app

SAP Fiori roles

• Manager - Procurement

App details and VIM roles

The Approve Invoices (bulk mode) app is mainly intended for higher level
managerial approvals. It comprises the following features:

• Click the Multi Select button to select multiple invoices for approval that are
ready for only approval and that are assigned to your inbox by the
VIM approval workflow logic.
• You can also perform Approve or Reject actions on the invoices from the
Invoice List using Direct Approve and Direct Reject icons that are assigned to
your inbox by the VIM approval workflow logic.
• You can also perform Approve, Reject and other actions on the invoice by
navigating to the detail perspective shown in the Approve Invoices app.

Typical users are higher level managers in an organization, for example cost
center owners, project managers, managers of organizational units, and
Enterprise VP.
This role is called approver in VIM. Approval is mostly relevant for Non-PO
invoices. In case of PO invoices, the approval has been done for the
PO. Approvers check the details of a Non-PO invoice and approve or reject
according to company spending rules (approval level compared to invoice
amount). Rejection can be necessary in cases where the invoice is not correct or
the account assignment needs to be changed (for example incorrect cost center).
Key features

• Bulk approvals for the invoices ready for only approval.

• The full screen pattern displays the Invoice List with Direct Approve and
Reject.
• The following new filters are added: Invoice Status (Approved Invoices
(multi-select) and Rejected and other invoices) and Last Processed By.
• The following new columns are added: Last Processed by and Comments
(last processed comments).

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• Semantic navigation for the field Vendor Name.

Note: SAP Standard Semantic Object Targeted applications need to be

installed on the Frontend Server. For more information, see the
following:
Supplier (Vendor)
https://fioriappslibrary.hana.ondemand.com/sap/fix/
externalViewer/index.html#/detail/Apps('F1861')/S9OP
Odata Service
C_SUPPLIER_FS_SRV

• Detailed invoice navigation for the field Reference Number.

• Search, sort, or filter the inbox.
• Display the image of the invoice.
• Access additional information and history of the invoice.
• Approve, reject, and other actions on the invoice.

Limitations

• Invoices that are not eligible for Approve or Reject are shown with a
clickable Information icon. The Information dialog is shown with a relevant
message. You can perform relevant actions by navigating to the Invoice
Detail page by clicking the field Reference Number.
• Consider performance issues when selecting more invoices for bulk
approval.
• The Approve Invoices (bulk mode) app is supported only in the desktop
version, not for tablet and mobile phone.
• The Comments Mandatory check is not applied to Bulk Approve. By default,
comments are optional.
• Only the Bulk Approve action is supported. Make sure that the Approval
COA configuration for approvers is enabled with Bulk Approval Category
“A - Approval” or “B - Approval and Reject”.

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14.1.7 VIM My Approved Invoices Fiori app

Name

• VIM My Approved Invoices Fiori app

• My Approved Invoices app

SAP Fiori roles

• Employee - Procurement

• Manager - Procurement

App details and VIM roles

With the My Approved Invoices app, you can look up invoices regarding your
interaction within the approval process. Relevant interactions are the following:

• Invoice approved

• Financial information entered

• Sent for reference

• Data entered and invoice approved

• Attachment deleted

• Invoice rejected

• Invoice sent to approver

• New attachment

• Invoice forwarded

• Comment entered

The My Approved Invoices app can be used for all roles involved in the
approval process, like requester, coder, and approver.

Key features

• Search, sort or filter invoices with own interaction within the approval
process

• Display the image of the invoice and its attachments

• Access invoice information and history of the invoice

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14.1.8 VIM Vendor Invoices Report Fiori app

Name

• VIM Vendor Invoices Report Fiori app

• Vendor Invoices Report app

SAP Fiori roles

• Employee - Procurement
• Manager - Procurement
• Accounts Payable Manager

App details and VIM roles

The Vendor Invoices Report app provides comprehensive invoice details like
VIM Analytics.
The app allows to navigate standard SAP Fiori apps Purchase order and Vendor
using semantic objects.
It also provides invoice process history, approval history, and comments with
translation capabilities.
Key features

• Search, sort, or filter invoices with own interaction within the approval
process
• Display the image of the invoice and its attachments
• Access invoice information
• Display of process and approval history of the invoice
• Display of comments entered by the users

Limitations

• Search, sort, and filter fields provided in the baseline are only supported for
now.
• Known issues can be tracked in Release Notes.

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14.2 Integrating VIM Fiori apps into Fiori launchpad

You can setup Fiori launchpad tiles for the VIM Fiori apps as a means of accessing
the individual apps.

The general setup is described in Section 10.1.1 “Integrating Fiori Task App into
Fiori Launchpad” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD). Import the mentioned transport or
configure the tiles.

The tiles are also delivered with transports, which are stored in the file
VendorInvoiceManagement-LaunchpadContent.zip for on-premise scenarios.

The following Fiori tile catalogs are delivered. You can assign them to the related
role used in the corresponding business scenario.

/OTBCWUI/PS30_VIM
Vendor Invoice Management
/OTBCWUI/PS30_VIM_BULKAPPR
Vendor Invoice Management – Bulk Approvals
/OTBCWUI/PS34_VIM
Vendor Invoice Management - Supplier Self Service
/OTBCWUI/PS34_VIM_ACC
Vendor Invoice Management - Supplier Accountant Perspective

Parameters for When setting up tiles for VIM, you need to know specific parameters for each Fiori
manual configu- Task App. They are listed in the following table:
ration

nodeId wobjType workplaceId

Approve PS03_VIM_APR_INV PS03_PRC_VIM_APR WP_INBOX
Invoices
Approve PS03_VIM_BULKAPR_IN PS03_VIM_BULKAPR WP_INBOX
Invoices (bulk V
mode)
Enter Cost PS32_VIM_SCO_INV PS32_PRC_VIM_SCO WP_INBOX
Assignment
Simple
Enter Cost PS37_VIM_ECO_INV PS37_PRC_VIM_ECO WP_INBOX
Assignment
Advanced
Resolve Invoice PS31_VIM_RG01 PS31_VIM_WEB WP_INBOX
Exceptions
Confirm PS35_VIM_MPOEX_INV PS35_VIM_MPOEX WP_INBOX
Quantity and
Price

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nodeId wobjType workplaceId

My Approved PS03_VIM_APR_PROC_M PS03_MY_APP WP_INBOX
Invoices E
Supplier PS34_VIM_S3_INV_M PS34_PRC_VIM_S3M SUP_INBOX
Invoices
Supplier PS34_VIM_S3_INV PS34_PRC_VIM_S3 ACC_INBOX
Accountant
Vendor Invoices PS311_PRC_VIM_VANRE PS311_VIM_VANREP WP_INBOX
Report P

14.3 Configuring the Confirm Quantity and Price app

OpenText delivers recommended configuration settings with a BC set. This section
describes the provided configuration and helps to configure the process in a
different way if required.

Note: To support PO invoice simulation used by this app, implement the SAP
Note 1694508 in the SAP ERP system, unless already present.

14.3.1 Configuring the DP process

DP roles
Typically the following roles participate in the process: the goods requisitioner
and the AP department. In a standard VIM configuration, the new role
REQUISITIONER_A is provided that is resolved with a function module /OPT/BL_
ROLE_REQUISITIONER. The function module determines the agent by reading
the purchase order’s positions. If a requisitioner is not entered on any of the
positions, the creator of the purchase order is assumed to be the requisitioner.
Thus, only one agent can be determined.
Alternative configuration can use different role templates, depending on the
implementation needs.
DP process types
The following new process types are provided for the standard DP document
type PO_75 (PO_GLOBAL on VIM 7.0), listed in the order required in the process
type determination sequence:
425 - Cannot Verify Quantity/Price Exceptions (PO)
This process type is activated if posting simulation cannot be performed by
some reason (missing data, locks on the PO, and so on). If activated, the
work item is routed to the AP role and the responsible agent can verify the
data, process the data validation and let the business rules run to allow for a
new attempt to run the simulation.
418 - Quantity/Price Mismatch (PO)
This process type is activated if the potential payment blocks are detected or
if the invoice requires a confirmation (non GR/IV), but the Fiori app process
should not start automatically.

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Note: This process type is used twice in the sequence.

It is also activated after the finish of the Fiori app step to let the AP role
verify the information passed from the Fiori app and decide on the next
steps.
417 - Quantity/Price Confirmation Required (PO)
The actual Fiori app step. A dialog work item for this step is also visible in
the SAP GUI inbox, but the dashboard has only the Rerun rules option
configured in standard VIM, because it is supposed to be processed from the
app. The process type has a special workflow type, which is the criteria for
work item selection by the app:

Use the process types in the following sequence: 425, 418, 417, 418. OpenText
recommends that you keep the group as close to the approval and posting as
possible, to ensure that the DP document has validated and complete data and
the posting simulation can be performed.
DP process options
The standard process option 2051, Send to FIORI app Confirm invoice
quantity and price, is used in the process type 418 to send the document to the
Fiori app if automatic start is not used. This process option is delivered in a BC
set.

14.3.2 Configuring the blocked invoice process

In general, blocked PO invoices are processed by different roles, depending on the
block reasons set. The app supports only price and quantity blocks, typically
processed by BUYER and RECEIVER, respectively. For invoices to be supported by the
app, the intended processing agent must belong to both roles. This is the only
requirement for the app. All other app limitations apply, but there is no special
configuration required for the app.

14.3.3 Configuring the process selection for DP and blocked

invoice process
The dropdown values available for line item level decisions for price and quantity
discrepancies are delivered in the baseline. You can customize them. To perform the
configuration, run the /n/OPT/SPRO transaction and navigate to Fiori Configuration
> Confirm Quantity and Price > Confirm Quantity and Price Dropdown Settings.

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You must maintain the settings separately for price discrepancies (Payment in the
column ID) and quantity discrepancies (Delivery in the column ID). It is possible to
maintain settings depending on the company code (ranges are allowed).

Note: The app does not perform checks of the configuration. If you choose to
use company code based configuration, you must make sure that there are no
overlapping settings.

If blocked workflow is active and will be processed with the app, the dropdown
entries must have process option type and ID maintained but this is not required or
used by DP process.

The following configuration fields are available:

CC from / CC to
Company code from/to. Maintain the required company code(s). This field is
optional.

ID
Click Payment for price discrepancy option or Delivery for quantity
discrepancy option.

Counter
Provide a counter for the option.

Note: The value must be greater than one (1). Within the ID (Delivery or
Payment) the counter has to be unique.

Active
Select this check box to activate the dropdown option value.

Add. value
Additional value. Select true if selection of the dropdown has to enable the
additional quantity field. In the standard configuration, this is used for the
option Wrong quantity, when the GR quantity to be posted needs to be
provided. Currently this functionality is limited to the quantity field.

Description
Option text shown on the Fiori screen.

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Note: On the menu, click Goto > Translation to provide translations for
selected options.
Long field label
Enter text for the optional quantity field. For more information, see Add. value
on page 499.
GR options
Selecting specific dropdown values for quantity discrepancy can result in
posting of a goods receipt. The quantity of the GR is calculated depending on
the data (“delta value”) and the selected GR option:

• No GR: No GR will be posted.

• GR up to PO quantity: GR will be posted with the PO position quantity less
the existing GR quantity.
• GR up to invoice quantity: GR will be posted with the invoice line item
quantity less the existing GR quantity.
• GR with quantity input: This value must be used together with the
activated Additional value. GR will be posted with quantity entered in the
app screen less the existing GR quantity.

Comment mandatory
Select this check box to make a comment in the confirmation dialog box
mandatory.
Option Type
Enter the option type of the standard process option of the blocked workflow.
Currently, only Authorization must be entered for the dropdown entries used
in the blocked workflow for quantity discrepancy.
Option ID
Enter the option ID of the standard process option of the blocked workflow. This
must be one of the Authorization options. The option ID associated with the
dropdown will be shown in the process log of the blocked invoice workflow.

If an item is accessed from the inbox, a staging entry is created and after that the
dropdown values are created. You need to clean drafts using the /OTX/PS35_DROP_
ALL_DRAFTS program to reflect the changes.

To drop and delete drafts:

1. Run the SE38 transaction. Run the /OTX/PS35_DROP_ALL_DRAFTS program.

2. Select the check boxes Drop all existing drafts and Do you really want to
delete?

3. Click Execute or press F8.

4. Access the Fiori app and check whether delivery dropdown values are
displayed.

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14.3.4 Customizing display fields

The app is based on the standard Fiori Task App. It allows configuration of the fields
displayed in the inbox and the document details areas. The configuration is
performed in the customizing transaction /n/OTX/PF00_IMG. The following graphic
shows the numbered areas that can be customized. The input fields and line items
area (below the header details, 4) cannot be customized. However, area 4 itself can
be customized.

Sort, filter and search fields (1)

To configure the initial sort order:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Workplace Configuration > Navigation >
Nodes.

2. Select the node ID PS35_VIM_MPOEX_INV and double-click Order by in the

Dialog Structure:

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3. Select Descending or Ascending.

4. In the node Web Services > Workplace > Nodes, perform the configuration of
the initial sort order:
Select the node ID PS35_VIM_MPOEX_INV and perform the required changes in
the subnodes for Search fields, Sort fields, and Filter fields:

Inbox fields (2)

To configure the inbox fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes.

2. Select the work object type PS35_VIM_MPOEX and double-click Master List -
Data Binding in the Dialog Structure.

3. Perform the required changes. The following screenshot shows the standard
configuration:

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Item header (3)

To configure the item header fields:

1. Run the SM30 transaction (table maintenance) and enter the view /OTX/PF62_V_
OH.

2. In the dialog box that opens, enter the work object type PS35_VIM_MPOEX.
3. Configure the header fields. The following screenshot shows the vendor
number added to the standard display of the vendor name:

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Item header detail (4)

To configure the item header detail fields:

1. Run the /otx/pf62_img_old transaction.

2. In the customizing nodes that are shown, navigate to OpenText Vendor Invoice
Management Foundation - Web Services - Deprecated Activities > Items >
Item Header Details.

3. Add or modify the records with the work object type PS35_VIM_MPOEX. The
following screenshot shows the vendor name added to the standard display:

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14.3.5 Additional configuration (autostart)

If potential payment blocks are detected for a DP document during the simulation
step, the document can be made available for processing in the app automatically, or
it can be sent into a dialog DP step, typically for a decision by the AP role, whether
the processing must be continued in the app.

You can configure, based on the document company code, whether the document
will be sent into the app immediately.

To do this, run the /n/OPT/SPRO transaction and navigate to Fiori Configuration >
Confirm Quantity and Price > Confirm Quantity and Price Customizing for Start.

In the standard configuration, no settings for automatic start of the Fiori app step are
delivered. An example entry for company code 1000 is shown in the following
screenshot:

14.3.6 Required background jobs

If blocked invoice workflows are processed with the app, all work items of the
document are finished at once when the document is submitted in the app. The next
step in the blocked invoice process must be performed in the header level workflow.
When the app is used, the header level workflow is not started automatically, but
the program /OPT/VIM_TRIGGER_HEADER_WF must be run. Most likely, if blocked
invoice workflows are used also without the app, the program will be scheduled to
run in a background job. For more information, see OpenText Vendor Invoice
Management for SAP Solutions - Administration Guide (VIME-AGD).

The frequency of the job runs depends on the business needs. It must be run more
frequently to make the header level work items start faster after finishing the line
level steps in the SAP GUI dashboard or with the Fiori app.

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14.4 Configuring exception handling with the Resolve

Invoice Exceptions app
Starting with VIM 7.5 SP4, you can access VIM exceptions (process steps) in web
browsers and mobile devices using the Fiori Task App, based on SAP Fiori. The
name of the app is VIM Resolve Invoice Exceptions Fiori app (Resolve Invoice
Exceptions app).

Process step handling with the Resolve Invoice Exceptions app supports the
following:

• VIM process types in DP workflows

• Secondary agent roles, for example Info Provider
• Displaying header and line item information, history and comments, attached
documents
• Entering comments

Note: Editing header and line item fields is not supported.

You also may perform the following project-specific implementations. But be aware
that OpenText Customer Support will not support them beyond regular product
support.

• Project-specific definition of custom scenarios

• Project-specific definition of custom actions and process options

Known issues Generic refer to any user is not possible, refer is based on role assignment.
and restrictions

14.4.1 Example scenario: Info Provider

The Resolve Invoice Exceptions app can be called for various scenarios. VIM
Baseline provides an example for scenario Info Provider as a blueprint for custom
implementations. The example configuration is defined as work object type PS31_
VIM_WEB. It contains an implementation for the web handler class, which can be
redefined for custom scenarios.

Note: Example customizing for a sample set of process types and the role Info
Provider is delivered in the BC set of the VIM Foundation (/OTX/
PS03_VIM_003). You can add other process types to the customizing if needed.
For more information, see “Assigning process options” on page 514.

The following example takes up the info provider scenario. This means, the AP
processor needs additional information to process an invoice.

To provide information through the Resolve Invoice Exceptions app:

1. As the AP processor, open the invoice in the DP Dashboard (SAP GUI).

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 14.4. Configuring exception handling with the Resolve Invoice Exceptions app

2. Click the Refer process option.

3. Enter a comment by clicking Open Comments.

4. Select a user as recipient of the inquiry.

The selected user gets a new item in the inbox in the Resolve Invoice Exceptions
app.

5. As the selected user, check the comments and the invoice data.

6. To send the invoice back to AP, click Send to AP and provide a comment.

14.4.2 Architecture
The Resolve Invoice Exceptions app offers the VIM Fiori integration framework to
handle VIM exceptions in the Resolve Invoice Exceptions app. The VIM Fiori
integration framework supports custom scenarios based on Fiori.

You configure the interface to the Resolve Invoice Exceptions app by a solution-
specific web handler implementation. The web handler class calls RFC modules to
support multiple backend scenarios. Within the RFC modules, a process controller
class is called to provide data, solution specific customizing and control action
handling.

Actions in Fiori are based on the VIM process options. For each process option, you
must implement a class to provide the needed functionality. In the delivered process
option classes, an interface is called. This interface controls the actual VIM
workflows.

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Figure 14-1: VIM Resolve Invoice Exceptions Fiori app - architecture

14.4.3 Customizing the Foundation component for the Resolve

Invoice Exceptions app
On the Foundation component side, you must perform customizing for the
following components.

• Work object types

• Web Services: work object type
• Web Services: work item list

14.4.3.1 Defining work object types

The VIM Solution Integration delivers the work object type PS31_VIM_WEB. You can
use it as a template for custom specific implementations.

To define work object types for the Resolve Invoice Exceptions app:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Workplace Configuration > Work object
types > Work object types.

2. In the Work Object Types Overview screen, double-click the PS31_VIM_WEB

work object type.

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3. Configure the work object type details, especially the ones in the following list.

Note: For general information about work object type definitions, see
Section 8.1.1 “Defining work object types” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (BOCPE-
CGD).

Handler class
/OTX/PF03_CL_DATA_HANDLER_DYN

The generic selection of the Foundation component framework is used to

get the work list for the current user. In the dynamic data selection, the
View /OTX/PS31_V_RG01 is used to retrieve the user specific work item list.

Selection Exit
/OTX/PS31_CL_CHANGE_SELECT

You can use the selection exit to change the selection of the work list. In the
delivered solution, it restricts the work list according to authorizations and
to the configured process options and roles.

Display Structure
/OTX/PS31_S_DISP

The display structure defines the available field in the work list.

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14.4.3.2 Customizing Web Services: work object type

For work object type PS31_VIM_WEB, an example web handler class is delivered.

To configure the web handler for the Resolve Invoice Exceptions app:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Work Object Type > Work
Object Type.

2. In the Work Object Type Overview screen, assign the PS31_VIM_WEB work
object type to the /OTX/PS31_CL_VIM_WEB_HANDLER class.

Note: For custom projects, you can redefine the delivered /OTX/PS31_CL_
VIM_WEB_HANDLER class.

For details about Web Services customizing and defining a web handler class,
see Section 9.5 “Work object type” in OpenText Vendor Invoice Management for
SAP Solutions - Configuration Guide for Foundation (BOCPE-CGD).

14.4.3.3 Customizing Web Services: work item list

In the Foundation component customizing, you can define the display options for
the work item list.

To define display option for the Resolve Invoice Exceptions app:

1. In the /OTX/PF00_IMG transaction, navigate to OpenText Vendor Invoice

Management Foundation > Web Services > Workplace > Nodes.

2. On the Nodes Overview screen, mark a node and double-click Master List -
Data Binding in the Dialog Structure.

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3. Define the display options for the work item list. For more information, see
Section 9.6.2.3 “Configuring the data binding for the master list” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD).

14.4.4 Customizing the VIM product for the Resolve Invoice

Exceptions app
The configured process types and process options in VIM form the basis for
customizing the solution-based Resolve Invoice Exceptions app. For details, see
“Configuring the process type” on page 265 and “Configuring DP process options”
on page 247.

14.4.5 Customizing VIM solution specific settings

Configuration options for the Resolve Invoice Exceptions app are available in the
VIM customizing IMG.

14.4.5.1 Configuring workflow type settings

The solution specific customizing view /OTX/PS31_V_WTS defines the used
processing class, depending on the workflow type. You can replace the delivered /
OTX/PS31_CL_EXT_PROC_DP class by a redefined class.

To configure workflow type settings:

1. Run the n/OPT/SPRO transaction, and navigate to OpenText Vendor Invoice

Management Invoice Solution > Fiori Configuration > Exception Processing >
Workflow Type Settings.

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2. In the VIM Fiori - Workflow Type Settings Overview screen, configure

workflow type settings, using the following parameters.

Workflow Type
Determine the type of the workflow.
Currently, the delivered solution supports only the DP workflow (Document
Process Workflow). For other workflow types, you must perform customer
specific project implementations.

External Processing Class

Define the external processing class.
This class encapsulates data selection and action processing in the
respective methods. You can redefine the class for custom implementations.
The classes maintained here must implement the /OTX/PS31_IF_EXT_PROC
interface.

Work Object Type

Define the relevant work object type that is used for locking purposes.

14.4.5.2 Defining process options

The actions available in Fiori are based on the process options in VIM. Therefore, a
two step approach is implemented: You perform the basic definition of the process
options in standard VIM customizing. You define the Fiori specific aspects in the
Resolve Invoice Exceptions app customizing.

Process options You must define a process option in the standard VIM customizing to have it
in standard VIM available in this customizing. The following settings are taken from the VIM
definition:

Option Button Text

Enter text that is used for the button text in Fiori.

Comments required
Set comments as mandatory.

For details about defining process options, see “Configuring DP process options”
on page 247.

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Additional Additional settings that are relevant for the Fiori UI are defined in the solution
settings for Fiori specific /OTX/PS31_V_OD01 customizing view.

To define Fiori process options:

1. Run the n/OPT/SPRO transaction, and navigate to OpenText Vendor Invoice
Management Invoice Solution > Fiori Configuration > Exception Processing >
Define Process Options.

2. In the VIM Fiori - DP Process Option Definition Overview screen, define Fiori
process options, using the following parameters.

Option ID
Enter the Fiori enabled option ID.
Web Icon
Enter the icon of the button that is shown in the Fiori screen.
UI 5 Button Type
Select the style of the button from the list.
Process Option Class
Define the actual actions that are taken after performing an action.
The following process option classes are delivered:
/OTX/PS31_CL_OPTION_SUBMIT_DP
This class provides Submit functionality. After submitting, the VIM
business rules are evaluated. You can use the class in custom scenarios
that provide Edit functionality.
/OTX/PS31_CL_OPTION_FORWARD
This class provides Forward functionality. Forwarding sends the
current work item to another VIM role or user. You can use this class
for process options of type Refer.

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Note: To provide additional features, you can implement custom

process option classes.

14.4.5.3 Assigning process options

In the /OTX/PS31_V_OA01 customizing view, you can assign the defined process
options to a specific VIM process type and role.

To assign Fiori process options to process type and role:

1. Run the n/OPT/SPRO transaction, and navigate to OpenText Vendor Invoice

Management Invoice Solution > Fiori Configuration > Exception Processing >
Assign Process Options.

2. In the VIM Fiori - DP Process Option Assignment Overview screen, assign

process options to VIM process type and role, using the following parameters.

Process Type
VIM process type
Responsible Party
VIM role
Note: You can define general settings by leaving Responsible Party
empty. For performance reasons, OpenText recommends this only on
test environments. For productive use, OpenText recommends a full
specification of relevant combinations of roles and process types.
Option ID
Process option ID
Sequence
Display sequence of the process options

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14.4.5.4 Maintaining field settings

Detail fields are shown in the detail pane of the Resolve Invoice Exceptions app.
They can be separated into three sections:

• Header fields
• Header detail fields
• Item fields

Note: The customization of header fields is delivered as part of perspective.

To customize header detail fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.

2. Mark the Workobject type PS31_VIM_WEB.

3. In the Dialog Structure, navigate to Attribute List View > Attribute View
Settings > Attributes.

4. Add another entry (or entries), using the following parameters:

Note: For more information, see Section 9.7.1 “Configuring the attribute
list view” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

Field Name
Provide the field name.

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Position
Enter the position number to define the sequence of the attributes.

Display Type
Configure the way the attribute is displayed. The following values are
available:

• Standard field (default)

• Display as check box (requires boolean)

• Amount field. Define the currency in field EXT_VALUE.

• Display a switch

• Display as icon: The value of this field is considered as icon name.

Value description
Select this check box to display a description behind the value field.

Link type
Define the type of the link for semantic object navigation. Possible values:

• No link

• Semantic object navigation

Link parameter
This field contains the JSON with the link parameters for semantic
navigation.

Description
Enter a meaningful description of the attribute.

To customize item fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.

2. Mark the Workobject type PS31_VIM_WEB and mark the Perspective view ID
PS31_EXCEPTIONS_ALR_FLEX.

3. In the Dialog Structure, navigate to Table View > Header View > Columns.

4. Add another entry (or entries) using the following parameters:

Note: For more information, see Section 9.7.2 “Configuring the table
view” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

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Field Name
Provide field name.
Filter Mode
In the list, click No filter option.
Position
Define the sequence of the columns.
Description
Enter a meaningful description of the column.
Editable
To allow the field to be edited, select this check box.
Required
To make the field required, select this check box.
Action ID
N/A
Column type
Click the column type to define the display behavior of the columns.
Display Type
Click Standard field (default) or the preferred option.
Width
Enter the width of the column in em.
Copy Value
To specify that the value of the column is transferred to a new row at copy
action, select this check box.

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To enable pagination for line items:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.

2. Mark the Workobject type PS31_VIM_WEB.

3. In the Dialog Structure, navigate to Perspective > Table View > Header View.

4. To activate paging, select the Paging is Active check box.

Notes

• Selecting Paging is Active provides a fixed set 20,50,100 widget within

line items section, used as maximum number of line items visible on
that page.
• If the number of line items is more than the selected size of 20 or 50 or
100, pagination numbers will be visible, useful to navigate between all
available line items.
• If the number of line items is more than 20, you must enable pagination.

14.5 Configuring the Enter Cost Assignment Simple

app
Important
From VIM 7.6 SPS2 and VIM 20.4 SPS2, the Enter Cost Assignment Simple app
is in maintenance mode. This means that there are no further enhancements on
this app. OpenText recommends that you migrate to the Enter Cost
Assignment Advanced app for new functionalities and complex scenarios.

The VIM Enter Cost Assignment Simple Fiori app (Enter Cost Assignment Simple
app) (based on SAP Fiori®) runs as a solution integration for VIM. It is an optional
component and handles coding processes for Non-PO based invoices within the
Fiori Task App.

This section describes the customizing of the Enter Cost Assignment Simple app.
Handling coding processes with the Enter Cost Assignment Simple app is also
referred to as Simple Coding.

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14.5.1 General settings

For using the Enter Cost Assignment Simple app, it is essential to set the Z constant
IAP / CALC_TAX_ON_NET in the /PTGWFI/Z_CONST table to X.

To prevent processing of the same invoice by multiple users, VIM provides the Z
constant IAP / LOCK_DURATION in the /PTGWFI/Z_CONST table. This constant sets the
life time of the invoice lock. Standard value is 1800 seconds.

In the Foundation component, the life time of the lock is defined in General Settings.
For more information, see Section 3.1.1 “Configuring locking” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Foundation (BOCPE-
CGD). If you use the Enter Cost Assignment Simple app, you must adjust the lock
setting in the Foundation component to the same value as in the Invoice Solution.

Important
The Enter Cost Assignment Simple app does not support multiple backend or
multiple system setups. Only one backend system can be used in the context of
one launchpad tile or app inbox. To provide users with access to several
systems, you must create a separate launchpad tile for each system and specify
the logical system of the backend accordingly. Each of those systems must be
either a satellite system in terms of multiple backend customizing of the
Foundation component and the Invoice Solution or an independent single
system not used in any multiple backend configuration.

14.5.2 Customizing Web Viewer/Brava! View

OpenText™ Imaging Web Viewer (Web Viewer) or OpenText™ Brava!™ View for
SAP Solutions (Brava! View) can be used to display documents within the Enter
Cost Assignment Simple app. This setting supports to view documents in Desktop
mode only.

Important
If you have not installed Web Viewer or Brava! View, OpenText recommends,
as a general advice, that you create PDF files from scanning and use the PDF
viewer that is installed on your computer for displaying invoice images.

As a prerequisite, specific Web Viewer/Brava! View settings must be customized in

the maintenance views /IXOS/OA_CUST_A and /IXOS/OA_DOCTYPE.

For more information, see Section 9.4.1 “Configuring basic settings” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD).

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14.5.3 Customizing display fields

Note: You can customize the settings described in this section in the
Foundation component configuration.

Customizing the initial sort order

Note: You can customize the settings described in this section in the
Foundation component configuration.

You can change the initial sort order of the invoices that appear on the inbox list.
Default value is set to invoice due date in ascending sort order. If you want to
change the initial sort order, perform the following steps.

To customize the initial sort order:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Workplace Configuration > Navigation >
Nodes.

2. Select Node ID PS32_VIM_SCO_INV and double-click Order by in the Dialog

Structure.

3. In the Order by screen, remove the existing entry and/or add another entry with
a different priority, using the following parameters:

Priority
Enter the priority of the initial sort order, starting with 1 (highest priority).
Table Name
Optional: Enter name of the invoice structure.
Field Name
Enter the field name that should be used for initial sort order. The field
must be part of the display structure that has been customized in work
object type PS32_PRC_VIM_SCO.
Asc./Desc.
Select Ascending or Descending sort order.

4. Save your changes.

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For more information, see Section 8.3.1.2 “Defining the order” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Foundation (BOCPE-
CGD).

You can sort inbox items also within the Enter Cost Assignment Simple app. If a
user selects a field from the sorting list, a new sort will be performed. The selected
field entry is added to the fields that have been customized for initial sort order. In
this case, the newly added field is set to the highest sorting priority.

For more information, see Section 9.6.2.1 “Adding fields for searching, sorting, and
filtering to a node” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

Customizing inbox fields

This customization is performed in the same way as for the Approve Invoices app.
For more information, see “Customizing inbox list fields” on page 559.

Customizing sort, filter, and search fields

To configure sort, filter, and search fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes.

2. Select the node ID PS32_VIM_SCO_INV.

3. Perform the required changes in the Dialog Structure for Search fields, Sort
fields, and Filter fields:

Customizing the invoice detail display

The coding document consists of document header data and cost assignment data.

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Figure 14-2: Coding document

1
Document header data
2
Cost assignment data

Header data is defined in the Foundation component customizing. Avoid changing

the customizing.

Cost assignment data cannot be customized. It depends on the selected template and
the split switch.

To configure the item header fields:

1. Run the SM30 transaction (table maintenance) and enter the view /OTX/PF62_V_
OH.

2. In the dialog box that opens, enter the work object type PS32_PRC_VIM_SCO.

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3. Configure the header fields. The following screenshot shows the vendor
number added to the standard display of the vendor name:

Note: Title, 1st Attribute, 2nd Attribute, and 2nd Status are usable. 1st
status is overwritten in code.

To configure the item header detail fields:

1. Run the /otx/pf62_img_old transaction.

2. In the customizing nodes that are shown, navigate to OpenText Vendor Invoice
Management Foundation - Web Services - Deprecated Activities > Items >
Item Header Details.

3. Add or modify the records with the work object type PS32_PRC_VIM_SCO. The
following screenshot shows the vendor name added to the standard display:

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14.5.4 Customizing for completeness and changing

VIM 7.5 SP6 (VIM 7.0 SP10) introduces a company-code-based customizing that
allows the following settings in the Enter Cost Assignment Simple app:

• You can configure the app to prohibit confirming the invoice if coding data is
incomplete.
• You can set the G/L Account field to read-only.

To customize completeness and changing settings:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Fiori Configuration > Enter Cost Assignment
Simple > Enter Cost Assignment Simple Customizing for Completeness and
Changing.

2. On the Enter Cost Assignment Simple Customizing Completeness screen,

configure the settings for incomplete data and for the G/L Account field, using
the following parameters:

CC from, CC to
Enter the company code or company code range.
GL read only

• Select this check box to set the G/L Account field to read-only in case of
a non-multiple GL.
• If you clear the check box, the G/L Account field is editable in case of a
non-multiple GL.

Error if incomplete

• Select this check box to achieve the following behavior if the coding is
incomplete:
An error message Coding not complete is displayed with just an OK
button. The user must complete the coding before the Confirm button is
available.
• Clear this check box to achieve the following behavior if the coding is
incomplete:
A warning is displayed in the CONFIRM dialog box.

Active Indicator
To set the customizing to active, select this check box.
Custom<n>-Name
Enter COMMENT_AT_REJECT if a comment is mandatory for the Decline
action.

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Selected?
Select true for COMMENT_AT_REJECT if a comment is mandatory for the
Decline action.

14.5.5 Customizing templates for the Enter Cost Assignment

Simple app
The baseline delivery contains 4 generic templates. A generic template is an SAP cost
object (CO object). Currently the following cost objects are supported in the Enter
Cost Assignment Simple app:

• Cost Center
• Internal Order
• Profit Center
• WBS Element

If a non-generic template is created, it must be based on these cost objects. At the

moment, no other cost object is supported.

To create customer specific templates:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Fiori Configuration > Enter Cost Assignment
Simple > Enter Cost Assignment Simple Template Settings.
2. In the Enter Cost Assignment Simple Template Maintenance screen, configure
templates, using the following parameters.

Template ID
Enter a unique template ID. Do not use blanks in the template ID.
Sequence
Enter 1. For multiline templates, increase the number for each line of the
template.
Active Indicator
To set the template to active, select this check box.
Flag gen.
Generic flag (SAP cost object type). Clear this check box. Select it for the
generic cost objects.
Pref. Set
Preferred setting. For multiline templates: select either Amount or Percent.
Percent
For multiline templates: enter percentage for cost object.
Cost Center, Order, Profit Center, WBS element, Function name, Cost Obj.
Define the cost object by filling one of these fields. Select a value.

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Function name is meant for future use: name of Z function. The function
module must use the same interface parameters as function module /OTX/
PS32_SCO_EXIT_TMPL_EXMP.
Cost Obj.: Cost Object. Select a type; for example COST_CENTER.
Additionally, configure Cost Obj. Value: Cost Object Value. Enter a value,
for example 1000.
Template Short Text
Enter a short text for the template, which will be used in the assignment
screens. For more information, see “Assigning Enter Cost Assignment
Simple templates to users” on page 527.
No change
For future use
Hide val.
For future use

3. After creating an Enter Cost Assignment Simple template, assign it to users. For
more information, see “Assigning Enter Cost Assignment Simple templates to
users” on page 527.

Example 14-1: Templates for the Enter Cost Assignment Simple app

Figure 14-3: Single line template

Figure 14-4: Multiline template

Clearing fields when switching templates

You can switch from one cost assignment template to another in the Enter Cost
Assignment Simple app's screen. That means you use different line item fields. In
this case, you must clear the previously used fields. It is possible to either clear only
the fields used by the previously selected template or to clear all fields that the Enter
Cost Assignment Simple app can use. The latter approach can be useful in cases
where other fields are populated before the invoice is sent to approvals, that means
in the DP process.

To choose fields to be cleared when switching templates:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Fiori Configuration > Enter Cost Assignment
Simple > Enter Cost Assignment Simple Check Settings.

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2. In the Settings for Enter Cost Assignment Simple Coding Check screen,
configure check settings, using the If set to X, clear all supported coding
fields before saving parameter with one of the following values:

X
Clear all supported coding fields before saving.

<Empty>
Clear only the fields used by the previous template before saving.

14.5.6 Assigning Enter Cost Assignment Simple templates to

users
You must assign each template to at least one SAP HR object type. Otherwise the
template is not visible on the coding screen.

Note: The current version supports only assignments to the object type User.

To assign Enter Cost Assignment Simple templates to users:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Fiori Configuration > Enter Cost Assignment
Simple > Assign Enter Cost Assignment Simple Templates.

2. In the Assign Enter Cost Assignment Simple Templates to Users screen,

assign templates to users, using the following parameters.

CC from
Company Code from. If yo want to set a restriction, enter the lower value of
the range.

CC to
Company Code to. If you want to set a restriction, enter the upper value of
the range.

Template ID
Select a template ID from the list.

Obj. Type
Object type. Select User from the list or leave empty for all users.

Agent ID
Enter the SAP user ID or leave empty for all users.

Template Name
Enter the template name. It is displayed on the Fiori Task App screen.

Templ. Prio
Template Priority. If a user has assigned more than one template, define the
priority.

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Active Indicator
To set the assignment to active, select this check box.
Template Short Text
Template short text entered in the template definition. For more
information, see “Customizing templates for the Enter Cost Assignment
Simple app” on page 525.

Example 14-2: Assigning Enter Cost Assignment Simple templates to

users

For user SCODER1, the templates are displayed on the Fiori Task App screen
with descending priority:

14.5.7 Customizing Enter Cost Assignment Simple check

settings
When SAVE or CONFIRM are clicked in the Enter Cost Assignment Simple app
coding screen, the coding data is checked against the SAP backend. In the baseline
delivery, the following cost objects are checked for existence.

• Cost Center
• Internal Order
• Profit Center
• WBS Element

You can configure a stricter check by one of the following settings.

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• Switch the customizing to value S

• Create a customer specific function module (for interface data see /ORS/000007_
VALIDATE_CODING) and enter the function module name.

To configure the Enter Cost Assignment Simple check settings:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Fiori Configuration > Enter Cost Assignment
Simple > Enter Cost Assignment Simple Check Settings.

2. In the Settings for Enter Cost Assignment Simple Coding Check screen,
configure check settings, using the following parameters.

Check handling

• Empty: no coding validation check

• L: baseline setting, light check if cost object exists

Note: With L, the error messages are very detailed (indicating

errors with a red frame). This is not possible for other settings, like
S.

• S: stronger check
• <FM>: Function module name

Error message from coding check prevents saving

X: Yes
If set to X and the Check sCoding Handling setting is set to S, any
validation errors will prevent the data from being saved. The wrong inputs
must be corrected to be able to save.
Note: A Confirm action implies a Save if the data is changed.
Therefore, confirmation is also not possible until all data is valid.

Important
If coding values are missing or wrong, the next approver most probably
cannot be determined. The next approver is determined by the COA.

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14.6 Configuring the Enter Cost Assignment

Advanced app
The VIM Enter Cost Assignment Advanced Fiori app (Enter Cost Assignment
Advanced app) (based on SAP Fiori®) runs as a solution integration for VIM. It is an
optional component and handles coding processes for DP Non-PO and parked Non-
PO invoices within the Fiori Task App.

Note: With the default support of parked Non-PO documents, the key
definition of the Enter Cost Assignment Advanced app is changed
from INVOICE_KEY to DP_DOCID.

If multiple key field definitions are selected, clear the INVOICE_KEY field and
only select the DP_DOCID field.

This section describes the customizing of the Enter Cost Assignment Advanced app.
Handling coding processes with the Enter Cost Assignment Advanced app is also
referred to as Advanced Coding.

Prerequisite The Enter Cost Assignment Advanced app uses the button configuration of the
Approval Portal. If you do not use the Approval Portal, refer to “Configuring
buttons” on page 438.

Note: While initial load of the Enter Cost Assignment Advanced app in Fiori
Launchpad and navigating to the invoice details page, there is a delay in
loading the details. Subsequent processing of invoices and details in the same
browser is fast.

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14.6.1 Customizing the initial sort order

Note: You can customize the settings described in this section in the
Foundation component configuration.

You can change the initial sort order of the invoices that appear on the inbox list. The
default value is set to the invoice receipt date in descending sort order. If you want
to change the initial sort order, perform the following steps.

To customize the initial sort order:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Workplace Configuration > Navigation >
Nodes.

2. Select Node ID PS37_VIM_ECO_INV and double-click Order by in the Dialog

Structure.

3. In the Order by screen, remove the existing entry and add another entry (or
entries) with a different priority, using the following parameters:

Priority
Enter the priority of the initial sort order, starting with 1 (highest priority).
Table Name
Optional: Enter name of the invoice structure.
Field Name
Enter the field name that should be used for initial sort order. The field
must be part of the display structure that has been customized in work
object type PS37_PRC_VIM_ECO.
Asc./Desc.
Select Ascending or Descending sort order.

4. Save your changes.

You can sort inbox items also within the Enter Cost Assignment Advanced app. If a
user selects a field from the sorting list, a new sort will be performed. The selected
field entry is added to the fields that have been customized for initial sort order. In
this case, the newly added field is set to the highest sorting priority.

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If a default sort is triggered, sorting is performed on the initial order entries. If the
sort direction Ascending or Descending differs from the customized entry, the sort
direction of the field entry with the highest priority gets overwritten by the chosen
sort direction.

14.6.2 Customizing the display fields

Note: You can customize the settings described in this section in the
Foundation component configuration.

All fields that can be displayed in the Enter Cost Assignment Advanced app can be
customized within VIM customizing tables and views. Default settings are delivered
within the baseline of the Enter Cost Assignment Advanced app. The Enter Cost
Assignment Advanced app is using the settings stored with the device name “Fiori
Approval Desktop” for customizing of Desktop.

14.6.2.1 Customizing invoice list fields - full screen list

To configure the full screen list:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes.

2. Select Node ID PS37_VIM_ECO_INV and double-click Full Screen List in the

Dialog Structure. Then select the Desktop Device type, and then double-click
Full Screen List - Columns.

Note: If you have problems while loading the Inbox, and the Device type
is Hybrid Devices or other device types, OpenText recommends that you
select All Devices.

All fields in the following screenshot are delivered as baseline:

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3. Add another entry (or entries) using the following parameters:

Field Name
Enter the field name.
Position
Specify the position of the field.
Width
Specify the width for the display.
Type
Specify the display type of the field.

14.6.2.2 Customizing sort, filter, and search fields

To configure sort, filter, and search fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes.
2. Select the node ID PS37_VIM_ECO_INV.
3. Perform the required changes in the Dialog Structure for Search fields, Sort
fields, and Filter fields:

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4. In the Search fields overview, Sort fields overview, or Filter fields

overview screen, enter the respective fields that you want to use for a text
search, for sorting, or for filtering in Field Name. Use the following fields:

Position
Define the order of the values, in which they are sorted and displayed.

Search
The Object ID field is always added as the last field.

Sort
The Default field is always displayed as the first field.

Filter
Check the No multi (No multi-select) check box to limit the filter selection
to one value.

For more information, see Section 9.6.2.1 “Adding fields for searching, sorting,
and filtering to a node” in OpenText Vendor Invoice Management for SAP Solutions
- Configuration Guide for Foundation (BOCPE-CGD).

14.6.2.3 Customizing detail fields

Detail fields are shown in the detail pane of the Enter Cost Assignment Advanced
app. They can be separated into three sections:

• Header fields
• Header detail fields
• Line item fields

Note: The customization of header fields is delivered as part of perspective.

To customize header detail fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.

2. Select the Workobject type PS37_PRC_VIM_ECO.

3. Navigate to Attribute List View > Attribute View Settings > Attributes.

4. Add another entry (or entries) using the following parameters:

Note: For more information about this customization, see Section 9.7.1
“Configuring the attribute list view” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (BOCPE-
CGD).

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Field Name
Provide the field name.

Position
Enter the position number to define the sequence of the attributes.

Display Type
Configure the way the attribute is displayed. The following values are
available:

• Standard field (default)

• Display as check box (requires boolean).

• Amount field. Define currency in field EXT_VALUE.

• Display a switch.

• Display as icon: The value of this field is considered as icon name.

Value description
Select this check box to display a description behind the value field.

Update on change
Select this check box to configure that any value changes get updated.

Editable
Select this check box to allow the field to be edited.

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Note: The Expense Type (EXPENSE_TYPE) and Tax Amount (TAX_

AMOUNT) fields are the only editable fields. The other fields are not
editable.

Required
Select this check box to make the field required.

Search Help ID
Provide the Search Help ID, the unique ID of the search help that
corresponds with the field.
Help variant
If the Search Help ID is provided, select F4 help with input field from
the list.
Used Help Field
Define the field in the help structure whose value should be written to the
attribute view field. You only need to specify this if the field name in the
help structure is not equal to the field name in the attribute view.
Link type
Define the type of the link for semantic object navigation. Possible values:

• No link
• Semantic object navigation

Link parameter
This field contains the JSON with the link parameters for semantic
navigation.

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Description
Enter a meaningful description of the attribute.

Note: The EXPENSE_TYPE search help field is supported.

To customize item fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.

2. Select the Workobject type PS37_PRC_VIM_ECO.

3. Navigate to Table View > Header View > Columns.

4. Add another entry (or entries) using the following parameters:

Note: For more information about this customization, see Section 9.7.2
“Configuring the table view” in OpenText Vendor Invoice Management for
SAP Solutions - Configuration Guide for Foundation (BOCPE-CGD).

Field Name
Provide field name.
Filter Mode
In the list, click No filter option.

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Position
Define the sequence of the columns.
Description
Enter a meaningful description of the column.
Editable
To allow the field to be edited, select this check box.
Required
To make the field required, select this check box.
Action ID
N/A
Column Type
Click the column type to define the display behavior of the columns.
Display Type
Click Standard field (default) or the preferred option.
Width
Enter the width of the column in em.
Copy Value
To specify that the value of the column is transferred to a new row at copy
action, select this check box.
Update on change
To configure that any value changes get updated, select this check box.

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Search help Id
Provide the Search Help ID, the unique ID of the search help that
corresponds with the column.
Used Help Field
Define the field in the help structure whose value should be written to the
attribute view field. You only need to specify this if the field name in the
help structure is not equal to the field name in the attribute view.
Help variant
If the Search Help ID is provided, click F4 help with input field in the
list.
Notes

• The following fields are supported search help fields: COSTCENTER,

DEBIT_CREDIT, TAXCODE, GLACCOUNT, WBSELEMENT, and
INTERNALORDER.

Used Help
Field Name Search Help ID
Field
COSTCENTER PS32_COST_CENTER KOSTL
DEBIT_CREDIT PS37_DBT_CRD
TAXCODE PS301_TAX_CODE MWSKZ
GLACCOUNT PS32_GL_ACCOUNT SAKNR

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Used Help
Field Name Search Help ID
Field
WBSELEMENT PS32_WBS_ELEMENT POSID
INTERNALORDER PS32_INTERNAL_ORDER AUFNR

• The field DISP_ITEMNR is a mandatory field delivered from baseline.

Do not remove this field from the item field configuration.

To enable pagination for line items:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.

2. Mark the Workobject type PS37_PRC_VIM_ECO.

3. In the Dialog Structure, navigate to Perspective > Table View > Header View.

4. To activate paging, select the Paging is Active check box.

Notes

• Selecting Paging is Active provides a fixed set 20,50,100 widget within

line items section, used as maximum number of line items visible on
that page. If the number of line items are more than the selected size of
20 or 50 or 100, pagination numbers will be visible, useful to navigate
between all available line items.

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• If the number of line items is more than 20, you must enable pagination.

14.6.2.4 Customizing the Smart Coding option for line items

For the configuration of the smart coding button, see “Smart coding cost line items
enrichment in foreground” on page 727.

To configure Smart Coding for line items:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.

2. Mark the Workobject type PS37_PRC_VIM_ECO with Perspective ID PS37_VIM_

EXPERT_CODING.

3. In the Dialog Structure, navigate to Perspective > Table View.

4. Mark PS32_INVOICE_CODING_ALR_CODING, and then double-click Row Actions

- Custom.
The configuration is available from baseline with the PS37_COD_PROPOSAL row
action.

Note: To remove the smart coding button, delete the entry of the PS37_
COD_PROPOSAL row action.

14.6.3 Customizing Web Viewer/Brava! View

OpenText™ Imaging Web Viewer (Web Viewer) or OpenText™ Brava!™ View for
SAP Solutions (Brava! View) can be used to display documents within the Enter
Cost Assignment Advanced app.

Important
If you have not installed Web Viewer or Brava! View, OpenText recommends,
as a general advice, that you create PDF files from scanning and use the PDF
viewer that is installed on your computer for displaying invoice images.

As a prerequisite, specific Web Viewer/Brava! View settings must be customized in

the maintenance views /IXOS/OA_CUST_A and /IXOS/OA_DOCTYPE.

For more information, see Section 9.4.1 “Configuring basic settings” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD).

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14.6.4 Customizing logical systems

The customizing of logical systems is described in Section 3.2 “Configuring logical
systems” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Foundation (BOCPE-CGD).

You can start the application process on a specific target system when using one
central system for document registration.

As a prerequisite, the central system running the Foundation component must have
at least one entry customized as logical system (default entry is set to LOCAL).

Multiple-system With special regard to this setup, you can also enable the Enter Cost Assignment
access Advanced app for multiple-system access.

All VIM systems that you want to enable for multiple-system access must have a
valid logical systems entry customized on the central system running the
Foundation component.

Also a valid ABAP connection must be set up using trusted RFC. You must add new
entries having logical system and RFC destination to the logical systems table within
the general customizing of the Foundation component.

Notes

• All VIM systems that will be enabled for multiple-system access must have
at least installed VIM 7.5 SP8 in combination with the appropriate support
packages of Business Center (now known as VIM Foundation) components.
For more information, see Section 13.1.2 “VIM component compatibility and
support package information” in OpenText Vendor Invoice Management for
SAP Solutions - Installation Guide (VIME-IGD).
• The customizing of the fields that are displayed in the Inbox and Header
section are taken from the first valid system entry which is maintained in the
logical systems list.

14.6.5 Launching the Enter Cost Assignment Advanced app

In general, integrate and start the Enter Cost Assignment Advanced app as a tile in
a Fiori Launchpad.

It is also possible to launch the Enter Cost Assignment Advanced app directly. To do
this, browse the following relative URL:

/sap/bc/ui5_ui5/otbcwui/pf07_bc_ui_03/index.html?nodeId=PS37_VIM_ECO_
INV&wobjType=PS37_PRC_VIM_ECO&workplaceId=WP_INBOX&letterBox=
false&appMode=FS&system=<SID>

For more information, see Section 10.1.1 “Integrating Fiori Task App into Fiori
Launchpad” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Foundation (BOCPE-CGD).

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14.6.6 SAP Business Technology Platform integration

The Enter Cost Assignment Advanced app can be integrated in an SAP Business
Technology Platform Fiori Launchpad site. For more information, see Section 10.3
“SAP Business Technology Platform, Neo environment integration” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD).

14.6.7 Cleanup program for the Enter Cost Assignment

Advanced app
The cleanup program for the Enter Cost Assignment Advanced app has been
created to clean up invoice data based on selection criteria. In the selection screen,
you identify the invoice key range for which the data is cleared.

The program /OTX/PS37_VIM_EXP_CODING_CLEAN requires input: an invoice key or

a range of invoice keys. When the program is run, it lists a few invoice details. You
choose the invoice data for deletion and click Delete in the application menu. The
deletion of the invoice data implies the deletion of invoice data that is used in the
Enter Cost Assignment Advanced app.

The following table is cleaned when the program is run for the invoice key:

• ENTER COST ASSIGNMENT ADVANCED APP STAGING TABLE: /OTX/PS37_

OBJKEY

Note: The new version of the Enter Cost Assignment Advanced app, shipped
with VIM 7.6, introduces a new key field DP_DOCID and removes the field
INVOICE_KEY. When clicking Save, Split, or Coding proposal, an issue Object
could not be found occurs because the DP_DOCID field is not updated in
staging table /OTX/PS37_OBJKEY.

To address this issue, run the /OTX/PS37_VIM_EXP_CODING_CLEAN program

and delete all the entries for the invoices available in staging table /OTX/PS37_
OBJKEY to update the DP_DOCID field when the invoice is opened for coding.

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14.7 Upload coding in the Enter Cost Assignment

Advanced app
The upload coding feature provides a user-friendly option to code invoices by
exporting (download) coding and importing (upload) coding using Microsoft®
Excel® (Excel). This feature is applicable only for coders.

14.7.1 Download coding

In the Enter Cost Assignment Advanced app, click the Download icon to
download existing line items to Excel. Before downloading, make sure that the
necessary columns are configurable using the Settings icon, as shown in the
following:

Note: OpenText recommends that you have minimum 5 columns configured

as line items, like Cod Flg, Company Code, G/L Account, Debit/Credit, and
Item Amount. Make sure that the order of the mandatory fields is not changed.

The line items and configured columns visible on the UI are downloaded to the
Downloads folder on your computer as an export.xlsx file. The first row of the
downloaded Excel file contains technical field names of the columns. Beginning with
the second row, the coding line items data is displayed.

To customize download coding:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.

2. Mark the Workobject type PS37_PRC_VIM_ECO.

3. In the Dialog Structure, navigate to Perspective > Table View > Header View.

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4. Customize download coding, using the following parameters:

Export enabled
Select this check box to configure that all columns visible for the user can be
downloaded to an Excel file, using a Download button. The extension of the
file is *.xlsx. By hiding columns, users can restrict the downloaded
columns.
Export Fieldname
Select this check box to get technical field names for columns along with
their values that can be downloaded to an Excel file, using a Download
button.

Note: Starting with VIM 7.5 SP10, the download coding feature is enabled
by default. Its default settings are delivered within the baseline of the
Enter Cost Assignment Advanced app. OpenText recommends that you
do not change these settings unless the download coding feature is
disabled. To disable the feature, both the Export enabled and Export
Fieldname check boxes must be cleared.

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14.7.2 Coding using Excel before upload coding

Coding using Excel brings flexibility to users. They can add / delete / modify line
items in Excel and upload the Excel file using the upload coding feature.

The first column always remains CUSTOM_FIELD9, which indicates whether line item
coding is completed or not. Possible values are activity-individual, activity-2,
or <blank> with the following meaning:

activity-individual
Line item is available for coding.
activity-2
Line item coding is completed and not available for editing, though line item can
be edited in Excel.
<blank>
Line item coding is not relevant for the coder based on cost center.

Users can copy the line items with CUSTOM_FIELD9 value activity-individual for
coding as these line items are editable.

OpenText advises against copying the line items with CUSTOM_FIELD9 value
activity-2 for coding because the line item coding is completed and manipulating
these line items gives different results.

14.7.2.1 Coding with all line items editable

After coding is downloaded to Excel, the Excel file looks like the following:

The Cod flag check box in the app and the technical field name CUSTOM_FIELD9 in
the Excel file represent whether coding is completed for the line item or not. In the
example, the CUSTOM_FIELD9 value is activity-individual, which indicates that
all line items are editable and the user can copy / delete / modify the existing line
item columns.

Example 14-3: Coding in Excel: formatting

The amount should be split across COSTCENTER 17101101. The user needs to be
careful because modifying the cell field values directly applies the excel cell
value formatting options.

If the cell value is modified with a different format, apply the proper cell value
formatting of the other line item.

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If the cell values format is not in proper format after coding, there is no Excel
validation in the Enter Cost Assignment Advanced app. The user must handle
business exceptions with invalid data.

When the coding is completed, save the file as *.csv format and keep the file
ready to upload using the upload feature on the Invoice detail page in the app.

Make sure the entries in the csv file are separated by semicolons. To check this,
open the file in a text editor. If separators are commas, change the setting in the
Control Panel > Change date, time or number formats > Additional settings >
Numbers tab > List separator: comma to semicolon.

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14.7.2.2 Coding with editable line items and line items whose coding is
completed
As an example, the following line items are downloaded to an Excel file:

After this coding has been downloaded, the Excel file looks like the following:

For line item 1 and line item 2, CUSTOM_FIELD9 has values activity-individual
and activity-2.

• activity-individual indicates that the line item is available for coding and
users can copy the line item.
• activity-2 indicates that the line item coding is completed and not available for
coding though the line item is editable.

In the example , for line item 1, the ITEMAMOUNT field needs to be split equally.

Copy the Excel row 3 and paste it after row 4. Row 4 is created. Now change the
ITEMAMOUNT field for row 3 and row 4 equally, as shown in the following screenshot:

When the coding is completed, save the file as *.csv format and keep the file ready
to upload using the upload feature on the Invoice detail page in the app.

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Note: Make sure the entries in the csv file are separated by semicolons. To
check this, open the file in a text editor. If separators are commas, change the
setting in the Control Panel > Change date, time or number formats >
Additional settings > Numbers tab > List separator: comma to semicolon.

14.7.3 Upload coding

Users need to upload the coding in CSV (*.csv) file format only. After the Line Items
coding is downloaded using the download feature in an Excel file, the coding must
be completed in this Excel file. The Excel file must be saved as CSV (Comma
Separated Values) (*.csv) format in a local folder.

To upload the *.csv file, click Upload Coding . The updated coding in Excel
replaces the coding in the Line Item section of Invoice Details in the Enter Cost
Assignment Advanced App.

When upload coding is saved, the existing line item data is overridden with the
invoice line item data of the Excel file.

To save the uploaded coding data, click Save before proceeding with the confirm
action. Otherwise, data is lost, and the previous coding data is processed on further
actions.

To customize the upload coding feature:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Work Object Type > Work
Object Type.

2. Mark the Workobject type PS37_PRC_VIM_ECO.

3. In the Dialog Structure, navigate to Work object type > Actions.

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4. Add another entry (or entries) using the following parameters:

Notes

• For more information about this customizing, see Section 9.5.5

“Defining item related actions” in OpenText Vendor Invoice Management
for SAP Solutions - Configuration Guide for Foundation (BOCPE-CGD).

• Starting with VIM 7.5 SP10, the upload coding feature is by default
enabled and its default settings are delivered within the baseline of the
Enter Cost Assignment Advanced app. To disable this feature, the
UPLOADCODING action ID entry must be removed.

Action ID
Provide the ID for the action: UPLOADCODING.

Action order
Define the order of actions. The action with the lowest number is displayed
on the left.

Action type
In the list, click the Save & Action Dialog option.

Perspective ID
Enter the perspective ID: PS37_UPLOAD_DLG.

Link parameter
N/A

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Action dialog class

Enter a class with logic for the action dialog box: /OTX/PS37_CL_VIM_
UPLOAD_CODING.

Web Icon
Enter the icon that is displayed on the action button: upload.
UI 5 button type
Select the style of the button from the list: Default type (no special
styling).

Perspective view ID
Enter this parameter to set the location of the action: PF31_DEFAULT_ITEM_
TOP_ACTIONS

Action text
Enter the text that is displayed on the button: Upload coding
Tooltip
Enter the tooltip that is shown for the button: Upload coding
Bulk action
N/A
Transport type
N/A

Note: Limitations and workarounds:

• Before download coding, the Save action must be performed to update the
Cod Flg check box values, after copy or split operations have been
performed on the coding data in the Enter Cost Assignment Advanced app.
• The Cost Center field manipulation in Excel must be done after the format of
the cells has been changed to Text. Otherwise the data is treated as date
format and 2-2100 is converted to Feb-00. The coding agent must take care
of data input formats before uploading the coding.
• After the coding upload, the Save action must be performed, before
performing any actions in the Enter Cost Assignment Advanced app.
• If the Line Items data is corrupted with invalid data after coding upload, run
the /OTX/PS37_DROP_ALL_DRAFTS report to delete the drafts and to restore
the original data.

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14.7.4 Customizing the Cod Flg check box (CUSTOM_FIELD9)

The Cod Flg check box (CUSTOM_FIELD9 item field) is required for the upload coding
feature in the Enter Cost Assignment Advanced app.

CUSTOM_FIELD9 contains values, either false or true, with the following meaning:

false
Line item is available for coding.
true
Line item coding is completed and not available for editing, though line item can
be edited in Excel.

Note: For this customization, follow the steps described in “To customize item
fields:“ on page 537

Parameters for the Cod Flg check box (CUSTOM_FIELD9)

Field Name
Enter the custom field name: CUSTOM_FIELD9.
Filter Mode
In the list, click No filter option.
Position
Define the sequence of the columns.
Description
Enter a meaningful description of the column: Cod Flg

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Editable
To make the field read-only, clear this check box.
Required
To make the field required, select this check box.
Action ID
N/A
Column Type
Click the column type to define the display behavior of the columns: Default
Display Type
In the list, click Display as checkbox.
Width
Enter the width of the column in em.
Copy Value
To specify that the value of the column is transferred to a new row at copy
action, select this check box.
Update on change
N/A
Search help Id
N/A
User Help Field
N/A
Help variant
N/A

Notes

• Starting with VIM 7.5 SP10, the Cod Flg check box (CUSTOM_FIELD9 item
field) is by default mandatory and non-editable for the upload coding
feature. Its respective configurations are delivered within the baseline of the
Enter Cost Assignment Advanced app. OpenText advises against changing
default settings.
• If the coding agent wants to code only using the app without the upload
coding feature, remove the field from the customization.

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14.8 Configuring the Approve Invoices app

The VIM Approve Invoices Fiori app (Approve Invoices app), based on SAP Fiori®,
runs as a solution integration for Vendor Invoice Management. It is an optional
component and handles the approval processes for both Non-PO based and PO
based invoices within an Fiori Task App. Only approval of completely coded
invoices is supported. Coding of invoices is not supported.

You can configure application settings within the Foundation component

configuration and also the VIM Approval Configuration. The specific baseline
customizing is delivered separately for both components.

The Approve Invoices app is based on the processes and handling described in
“Invoice Approval“ on page 387.

For more information on the Foundation component configuration, see OpenText

Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD).

For more information on the solution integration, see “Incoming document

processing“ on page 115 and “Apps based on the Fiori Task App“ on page 483.

Starting with VIM 7.6 and 20.4, the Approve Invoices app UI is updated with new
Foundation component features.

To return to the old UI:

1. Run the /n/OTX/PF00_IMG transaction, and then navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes.

2. On the Nodes Overview screen, change the Perspective ID for an item to PS03_
VIM_APPR_03 for Node ID PS03_VIM_APR_INV.

14.8.1 Customizing the initial sort order

Note: You can customize the settings described in this section and the
following two sections in the Foundation component configuration.

You can change the initial sort order of the invoices that appear on the inbox list.
Default value is set to invoice due date in ascending sort order. If you want to
change the initial sort order, perform the following steps.

To customize the initial sort order:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Workplace Configuration > Navigation >
Nodes.

2. Select Node ID PS03_VIM_APR_INV and double-click Order by in the Dialog

Structure.

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3. In the Order by screen, remove the existing entry and add another entry (or
entries) with a different priority, using the following parameters:

Priority
Enter the priority of the initial sort order, starting with 1 (highest priority).
Table Name
Optional: Enter name of the invoice structure.
Field Name
Enter the field name that should be used for initial sort order. The field
must be part of the display structure that has been customized in work
object type PS03_PRC_VIM_APR.
Asc./Desc.
Select Ascending or Descending sort order.

4. Save your changes.

For more information, see Section 8.3.1.2 “Defining the order” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Foundation (BOCPE-
CGD).

You can sort inbox items also within the Approve Invoices app. If a user selects a
field from the sorting list, a new sort will be performed. The selected field entry is
added to the fields that have been customized for initial sort order. In this case, the
newly added field is set to the highest sorting priority.

If a Default sort is triggered, a sorting on the initial order entries will be performed.
If the sort direction Ascending or Descending differs from the customized entry, the
sort direction of the field entry with the highest priority gets overwritten by the
chosen sort direction.

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For more information, see Section 9.6.2.1 “Adding fields for searching, sorting, and
filtering to a node” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

14.8.2 Customizing Web Viewer/Brava! View

OpenText™ Imaging Web Viewer (Web Viewer) or OpenText™ Brava!™ View for
SAP Solutions (Brava! View) can be used to display documents within the Approve
Invoices app.

Important
If you have not installed Web Viewer or Brava! View, OpenText recommends,
as a general advice, that you create PDF files from scanning and use the PDF
viewer that is installed on your computer for displaying invoice images.

As a prerequisite, specific Web Viewer/Brava! View settings must be customized in

the maintenance views /IXOS/OA_CUST_A and /IXOS/OA_DOCTYPE.

For more information, see Section 9.4.1 “Configuring basic settings” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD).

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14.8.3 Customizing logical systems

The customizing of logical systems is described in Section 3.2 “Configuring logical
systems” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Foundation (BOCPE-CGD).

You can start the application process on a specific target system when using one
central system for document registration.

As a prerequisite, the central system running the Foundation component must have
at least one entry customized as logical system (default entry is set to LOCAL).

Multiple-system With special regard to this setup, you can also enable the Approve Invoices app for
access multiple-system access.

All VIM systems that you want to enable for multiple-system access must have a
valid logical systems entry customized on the central system running the
Foundation component.

Also a valid ABAP connection must be set up using trusted RFC. You must add new
entries having logical system and RFC destination to the logical systems table within
the general customizing of the Foundation component.

Notes

• All VIM systems that will be enabled for multiple-system access must have
at least installed VIM 7.0 SP9 or VIM 7.5 SP5 in combination with the
appropriate Support Packages of Business Center (now known as VIM
Foundation) components. For more information, see Section 13.1.2 “VIM
component compatibility and support package information” in OpenText
Vendor Invoice Management for SAP Solutions - Installation Guide (VIME-IGD).

• The customizing of the fields that are displayed in the Inbox and Header
section are taken from the first valid system entry which is maintained in the
logical systems list.

14.8.4 Customizing display fields

Note: You can change the settings described in this section and its sub-sections
in the VIM Approval Configuration.

All fields that can be displayed in the Approve Invoices app can be customized
within VIM customizing tables and views. Default settings are delivered within the
baseline of the Approve Invoices app and can be changed as described in “Invoice
Approval“ on page 387. The Approve Invoices app is using the settings stored with
device name “Fiori Approval Desktop” for customizing of Desktop, and “Fiori
Approval Tablet” for customizing of Tablet, and “Fiori Approval Smartphone” for
customizing of Smartphone devices.

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14.8.4.1 Customizing inbox list fields

Fields that can be viewed in the inbox list are customized in VIM Invoice List Fields
maintenance view:

Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Invoice Approval Configuration > User
Experience > Invoice List Configuration > Maintain Invoice List Fields.

For more information, see “Configuring invoice list fields” on page 435.

The following fields are initially set on inbox list items and cannot be changed by
customizing:

• INVOICE_AMT
• CURRENCY
• INV_STATUS

The first entry within the sequence sort order will be shown as highlighted title field
in each list item. The title field cannot be one of the fields mentioned above.

Other fields will be shown underneath the title field. These fields cannot be one of
the fields mentioned above. A maximum of two other fields are supported to be
shown together with the title field, depending on the sort order of the sequence
settings. All fields in the inbox list are shown without any leading description text
by default.

14.8.4.2 Customizing detail fields

Detail fields are shown in the detail pane of the Approve Invoices app. They can be
separated into three sections:

• Header fields
• Header detail fields
• Item fields

Note: The customization of header fields is delivered as part of perspective.

To customize header detail fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.

2. Mark the Workobject type PS03_PRC_VIM_APR.

3. In the Dialog Structure, navigate to Attribute List View > Attribute View
Settings > Attributes.

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4. Add another entry (or entries), using the following parameters:

Note: For more information, see Section 9.7.1 “Configuring the attribute
list view” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

Field Name
Provide the field name.
Position
Enter the position number to define the sequence of the attributes.
Display Type
Configure the way the attribute is displayed. The following values are
available:

• Standard field (default)

• Display as check box (requires boolean)
• Amount field. Define the currency in field EXT_VALUE.
• Display a switch
• Display as icon: The value of this field is considered as icon name.

Value description
Select this check box to display a description behind the value field.
Link type
Define the type of the link for semantic object navigation. Possible values:

• No link
• Semantic object navigation

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Link parameter
This field contains the JSON with the link parameters for semantic
navigation.
Description
Enter a meaningful description of the attribute.

To customize item fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.

2. Mark the Workobject type PS03_PRC_VIM_APR.

3. In the Dialog Structure, navigate to Table View > Header View > Columns.

4. Add another entry (or entries) using the following parameters:

Note: For more information, see Section 9.7.2 “Configuring the table
view” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

Field Name
Provide field name.
Filter Mode
In the list, click No filter option.
Position
Define the sequence of the columns.

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Description
Enter a meaningful description of the column.
Editable
To allow the field to be edited, select this check box.
Required
To make the field required, select this check box.
Action ID
N/A
Column type
Click the column type to define the display behavior of the columns.
Display Type
Click Standard field (default) or the preferred option.
Width
Enter the width of the column in em.
Copy Value
To specify that the value of the column is transferred to a new row at copy
action, select this check box.

To enable pagination for line items:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.

2. Mark the Workobject type PS37_PRC_VIM_APR.

3. In the Dialog Structure, navigate to Perspective > Table View > Header View.

4. To activate paging, select the Paging is Active check box.

Notes

• Selecting Paging is Active provides a fixed set 20,50,100 widget within

line items section, used as maximum number of line items visible on
that page.
• If the number of line items is more than the selected size of 20 or 50 or
100, pagination numbers will be visible, useful to navigate between all
available line items.
• If the number of line items is more than 20, you must enable pagination.

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14.8.5 Customizing bulk processing

Note: You can customize the settings described in this section in the
Foundation component configuration.

By default, bulk processing is activated for the Approve Invoices app and is
available for the Approval action only. If bulk processing is set to active, a specific
button is available in the inbox header. When a user clicks the button, the view
switches to bulk processing. The user can then mark all invoices for bulk processing,
except invoices with status Inquiry.

To customize bulk processing:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes.

2. In the Nodes Overview screen, double-click Node ID PS03_VIM_APR_INV.

3. Select the Bulk actions active check box at the bottom of the screen.

Note: Only users who have Bulk Approval Category A or B customized in

the COA are authorized to process bulk approval. If users do not have
these permissions, they cannot mark invoices for bulk processing in the
Approve Invoices app. For more information about Bulk Approval
Category, see “User Details View” on page 57.

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14.8.6 Customizing the Show Pending setting

To display all pending invoices in the user’s Inbox, you can customize the Show
Pending setting in the COA.

To customize the Show Pending check box:

1. Run the /OPT/AR_COA transaction and mark a specific user entry.

2. To make settings changeable, click Display / Change.
3. Click the User Preferences icon in the ALV grid control.
4. To display all inquired invoices with wait for feedback in the user’s Inbox, select
the Show Pending check box.
To avoid displaying invoices that are waiting in the Inbox, clear the Show
Pending check box.
5. To save the setting, click Save and Continue.

Note: If the setting is activated, invoices that are already sent for inquiry
are shown in the Inbox with status Pending.

14.8.7 Customizing special node handling

Note: You can customize the settings described in this section in the
Foundation component configuration.

You can activate special node handling by setting the Exit for node entry in the
customizing of the Node ID. This is part of the PS03_PRC_VIM_APR work object type.

To customize special node handling:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes; see
also “Customizing bulk processing” on page 563.
2. To apply some enhanced logic on the sort, search, and filter functionality, set
the Exit for node entry to default (handler class name /OTX/PS03_CL_VIM_WEB_
NODE).
The following functionality is covered within the implementation of the web
handler methods regarding sort, search, and filter:

Field validation
To be shown on the UI, fields must be part of the header display structure
that has been customized in the PS03_PRC_VIM_APR work object type.
Field description
The description text of the fields that are shown on the UI are taken from
the customized list of VIM Invoice Approval fields. If the specific field is
part of the Invoice Header field configuration, the text is taken from the

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 14.9. Configuring the Approve Invoices (bulk mode) app

table parameter Long Field Label. If no customizing exists for the specific
field entry, the component field name of the display structure is set by
default. For more information, see “Configuring invoice list fields”
on page 435.

14.8.8 Launching the Approve Invoices app

In general, integrate and start the Approve Invoices app as a tile in
a Fiori Launchpad.

It is also possible to launch the Approve Invoices app directly. To do this, browse
the following relative URL:

/sap/bc/ui5_ui5/otbcwui/pf07_bc_ui_03/index.html?nodeId=PS03_VIM_APR_
INV&wobjType=PS03_PRC_VIM_APR&workplaceId=WP_INBOX&system=<SID>

For more information, see Section 10.1.1 “Integrating Fiori Task App into Fiori
Launchpad” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Foundation (BOCPE-CGD).

14.8.9 SAP Business Technology Platform integration

The Approve Invoices app can be integrated in an SAP Business Technology
Platform Fiori Launchpad site. For more information, see Section 10.3 “SAP Business
Technology Platform, Neo environment integration” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (BOCPE-CGD).

14.9 Configuring the Approve Invoices (bulk mode)

app
The VIM Approve Invoices (bulk mode) Fiori app (Approve Invoices (bulk mode)
app), based on SAP Fiori®, runs as a solution integration for Vendor Invoice
Management. It is an optional component and handles bulk approval processes for
both Non-PO based and PO based invoices within an Fiori Task App. Only approval
of completely coded invoices is supported. Coding of invoices is not supported.

You can configure application settings within the Foundation component

configuration and also the VIM Approval Configuration. The specific baseline
customizing is delivered separately for both components.

The Approve Invoices (bulk mode) app is based on the processes and handling
described in “Invoice Approval“ on page 387.

For more information on the Foundation component configuration, see OpenText

Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD).

For more information, see “Incoming document processing“ on page 115 and “Apps
based on the Fiori Task App“ on page 483.

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14.9.1 Customizing the initial sort order

Note: You can customize the settings described in this section and the
following two sections in the Foundation component configuration.

You can change the initial sort order of the invoices that appear on the inbox list.
Default value is set to invoice due date in ascending sort order. If you want to
change the initial sort order, perform the following steps.

To customize the initial sort order:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Workplace Configuration > Navigation >
Nodes.

2. Select Node ID PS03_VIM_BULKAPR_INV and double-click Order by in the

Dialog Structure.

3. In the Order by screen, remove the existing entry and add another entry (or
entries) with a different priority, using the following parameters:

Priority
Enter the priority of the initial sort order, starting with 1 (highest priority).
Table Name
Optional: Enter name of the invoice structure.
Field Name
Enter the field name that should be used for initial sort order. The field
must be part of the display structure that has been customized in work
object type PS03_VIM_BULKAPR.
Asc./Desc.
Select Ascending or Descending sort order.

4. Save your changes.

For more information, see Section 8.3.1.2 “Defining the order” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Foundation (BOCPE-
CGD).

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You can sort inbox items also within the Approve Invoices (bulk mode) app. If a
user selects a field from the sorting list, a new sort will be performed. The selected
field entry is added to the fields that have been customized for initial sort order. In
this case, the newly added field is set to the highest sorting priority.

If a Default sort is triggered, a sorting on the initial order entries will be performed.
If the sort direction Ascending or Descending differs from the customized entry, the
sort direction of the field entry with the highest priority gets overwritten by the
chosen sort direction.

For more information, see Section 9.6.2.1 “Adding fields for searching, sorting, and
filtering to a node” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

14.9.2 Customizing Web Viewer/Brava! View

OpenText™ Imaging Web Viewer (Web Viewer) or OpenText™ Brava!™ View for
SAP Solutions (Brava! View) can be used to display documents within the Approve
Invoices (bulk mode) app.

Important
If you have not installed Web Viewer or Brava! View, OpenText recommends,
as a general advice, that you create PDF files from scanning and use the PDF
viewer that is installed on your computer for displaying invoice images.

As a prerequisite, specific Web Viewer/Brava! View settings must be customized in

the maintenance views /IXOS/OA_CUST_A and /IXOS/OA_DOCTYPE.

For more information, see Section 9.4.1 “Configuring basic settings” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD).

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14.9.3 Customizing logical systems

The customizing of logical systems is described in Section 3.2 “Configuring logical
systems” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Foundation (BOCPE-CGD).

You can start the application process on a specific target system when using one
central system for document registration.

As a prerequisite, the central system running the Foundation component must have
at least one entry customized as logical system (default entry is set to LOCAL).

Multiple-system With special regard to this setup, you can also enable the Approve Invoices (bulk
access mode) app for multiple-system access.

All VIM systems that you want to enable for multiple-system access must have a
valid logical systems entry customized on the central system running the
Foundation component.

Also a valid ABAP connection must be set up using trusted RFC. You must add new
entries having logical system and RFC destination to the logical systems table within
the general customizing of the Foundation component.

Notes

• All VIM systems that will be enabled for multiple-system access must have
at least installed VIM 7.0 SP9 or VIM 7.5 SP5 in combination with the
appropriate support packages of Business Center (now known as VIM
Foundation) components. For more information, see Section 13.1.1 “Selecting
and downloading the required components for different scenarios” in
OpenText Vendor Invoice Management for SAP Solutions - Installation Guide
(VIME-IGD).
• The customizing of the fields that are displayed in the Inbox and Header
section are taken from the first valid system entry which is maintained in the
logical systems list.

14.9.4 Customizing display fields

Note: You can change the settings described in this section in the Foundation
component configuration (full screen list) and in the VIM Approval
Configuration (detail fields).

All fields that can be displayed in the Approve Invoices (bulk mode) app can be
customized within VIM customizing tables and views. Default settings are delivered
within the baseline of the Approve Invoices (bulk mode) app and can be changed as
described in “Invoice Approval“ on page 387. The Approve Invoices (bulk mode)
app is using the settings stored with device name “Fiori Approval Desktop” for
customizing of Desktop.

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14.9.4.1 Customizing invoice list fields - full screen list

To configure the full screen list:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes.

2. Select Node ID PS03_VIM_BULKAPR_INV and double-click Full Screen List in

the Dialog Structure. Then select the Desktop Device type, and then double-
click Full Screen List - Columns.

Note: If you have problems while loading the Inbox, and the Device type
is Hybrid Devices or other device types, OpenText recommends that you
select All Devices.

All fields in the following screenshot are delivered as baseline:

3. Add another entry (or entries) using the following parameters:

Field Name
Enter the field name.
Position
Specify the position of the field.
Width
Specify the width for the display.
Type
Specify the display type of the field.

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14.9.4.2 Customizing detail fields

Detail fields are shown in the detail pane of the Approve Invoices (bulk mode) app.
They can be separated into three sections:

• Header fields
• Header detail fields
• Item fields

Note: The customization of header fields is delivered as part of perspective.

To customize header detail fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.
2. Mark the Workobject type PS03_VIM_BULKAPR.
3. In the Dialog Structure, navigate to Attribute List View > Attribute View
Settings > Attributes.
4. Add another entry (or entries), using the following parameters:

Note: For more information, see Section 9.7.1 “Configuring the attribute
list view” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

Field Name
Provide the field name.
Position
Enter the position number to define the sequence of the attributes.

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Display Type
Configure the way the attribute is displayed. The following values are
available:

• Standard field (default)

• Display as check box (requires boolean)
• Amount field. Define the currency in field EXT_VALUE.
• Display a switch
• Display as icon: The value of this field is considered as icon name.

Value description
Select this check box to display a description behind the value field.
Link type
Define the type of the link for semantic object navigation. Possible values:

• No link
• Semantic object navigation

Link parameter
This field contains the JSON with the link parameters for semantic
navigation.
Description
Enter a meaningful description of the attribute.

To customize item fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.

2. Mark the Workobject type PS03_VIM_BULKAPR and mark the Perspective view
ID PS03_INVOICE_BULKAPPROVALS_ALR_FLEX.

3. In the Dialog Structure, navigate to Table View > Header View > Columns.

4. Add another entry (or entries) using the following parameters:

Note: For more information, see Section 9.7.2 “Configuring the table
view” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

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Field Name
Provide field name.
Filter Mode
In the list, click No filter option.
Position
Define the sequence of the columns.
Description
Enter a meaningful description of the column.
Editable
To allow the field to be edited, select this check box.
Required
To make the field required, select this check box.
Action ID
N/A
Column type
Click the column type to define the display behavior of the columns.
Display Type
Click Standard field (default) or the preferred option.
Width
Enter the width of the column in em.
Copy Value
To specify that the value of the column is transferred to a new row at copy
action, select this check box.

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To enable pagination for line items:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.

2. Mark the Workobject type PS03_VIM_BULKAPR.

3. In the Dialog Structure, navigate to Perspective > Table View > Header View.

4. To activate paging, select the Paging is Active check box.

Notes

• Selecting Paging is Active provides a fixed set 20,50,100 widget within

line items section, used as maximum number of line items visible on
that page.
• If the number of line items is more than the selected size of 20 or 50 or
100, pagination numbers will be visible, useful to navigate between all
available line items.
• If the number of line items is more than 20, you must enable pagination.

14.9.5 Customizing bulk processing

Note: You can customize the settings described in this section in the
Foundation component configuration.

By default, bulk processing is activated for the Approve Invoices app and is
available for the Approval action only. If bulk processing is set to active, a specific
button is available in the inbox header. When a user clicks the button, the view
switches to bulk processing. The user can then mark all invoices for bulk processing,
except invoices with status Inquiry.

To customize bulk processing:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes.

2. In the Nodes Overview screen, double-click Node ID PS03_VIM_BULKAPR_INV.

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3. Select the Bulk actions active check box.

Note: Only users who have Bulk Approval Category A or B customized in

the COA are authorized to process bulk approval. If users do not have
these permissions, they cannot mark invoices for bulk processing in the
Approve Invoices app. For more information about Bulk Approval
Category, see “User Details View” on page 57.

14.9.6 Customizing the Show Pending setting

To display all pending invoices in the user’s Inbox, you can customize the Show
Pending setting in the COA.

To customize the Show Pending check box:

1. Run the /OPT/AR_COA transaction and mark a specific user entry.

2. To make settings changeable, click Display / Change.

3. Click the User Preferences icon in the ALV grid control.

4. To display all inquired invoices with wait for feedback in the user’s Inbox, select
the Show Pending check box.
To avoid displaying invoices that are waiting in the Inbox, clear the Show
Pending check box.

5. To save the setting, click Save and Continue.

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Note: If the setting is activated, invoices that are already sent for inquiry
are shown in the Inbox with status Pending.

14.9.7 Customizing special node handling

Note: You can customize the settings described in this section in the
Foundation component configuration.

You can activate special node handling by setting the Exit for node entry in the
customizing of the Node ID. This is part of the PS03_VIM_BULKAPR work object type.

To customize special node handling:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes; see
also “Customizing bulk processing” on page 573.

2. To apply some enhanced logic on the sort, search, and filter functionality, set
the Exit for node entry to default (handler class name /OTX/PS03_CL_VIM_WEB_
NODE).

The following functionality is covered within the implementation of the web

handler methods regarding sort, search, and filter:

Field validation
To be shown on the UI, fields must be part of the header display structure
that has been customized in the PS03_VIM_BULKAPR work object type.

Field description
The description text of the fields that are shown on the UI are taken from
the customized list of VIM Invoice Approval fields. If the specific field is
part of the Invoice Header field configuration, the text is taken from the
table parameter Long Field Label. If no customizing exists for the specific
field entry, the component field name of the display structure is set by
default. For more information, see “Configuring invoice list fields”
on page 435.

14.9.8 Launching the Approve Invoices (bulk mode) app

In general, integrate and start the Approve Invoices (bulk mode) app as a tile in
a Fiori Launchpad.

It is also possible to launch the Approve Invoices (bulk mode) app directly. To do
this, browse the following relative URL:

/sap/bc/ui5_ui5/otbcwui/pf07_bc_ui_03/index.html?nodeId=PS03_VIM_
BULKAPR_INV&wobjType=PS03_VIM_BULKAPR&workplaceId=WP_INBOX&letterBox=
false&appMode=FS&system=<SID>

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For more information, see Section 10.1.1 “Integrating Fiori Task App into Fiori
Launchpad” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Foundation (BOCPE-CGD).

14.9.9 SAP Business Technology Platform integration

The Approve Invoices (bulk mode) app can be integrated in an SAP Business
Technology Platform Fiori Launchpad site. For more information, see Section 10.3
“SAP Business Technology Platform, Neo environment integration” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD).

14.10 Configuring the My Approved Invoices app

The VIM My Approved Invoices Fiori app (My Approved Invoices app), based on
SAP Fiori, runs as a solution integration for VIM.

For more information on the Foundation component configuration, see OpenText

Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD).

14.10.1 Customizing the initial sort order

Note: You can customize the settings described in this section in the
Foundation component configuration.

You can change the initial sort order of the invoices that appear on the result list. By
default, the list is sorted descending by document date. If you want to change the
initial sort order, perform the following steps.

To customize the initial sort order:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Workplace Configuration > Navigation >
Nodes.
2. Select Node ID PS03_VIM_APR_PROC_ME and double-click Order by in the
Dialog Structure.

3. In the Order by screen, add a new entry and enter the following parameters:

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Priority
Enter the priority of the initial sort order, starting with 1 (highest priority).
Table Name
Optional: Enter name of the invoice structure.
Field Name
Enter the field name that should be used for initial sort order. The field
must be part of the display structure /OTX/PS03_S_VIM_MY_HEAD_DIS.
Asc. /Desc.
Select Ascending or Descending sort order.

4. Save your changes.

For more information, see Section 8.3.1.2 “Defining the order” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Foundation (BOCPE-
CGD).

You can sort the result list also within the My Approved Invoices app. When a user
selects a field from the sorting list, a new sort is performed. The selected field entry
is added to the fields that have been customized for initial sort order. In this case, the
newly added field is set to the highest sorting priority.

14.10.2 Customizing Web Viewer/Brava! View

OpenText™ Imaging Web Viewer (Web Viewer) or OpenText™ Brava!™ View for
SAP Solutions (Brava! View) can be used to display documents within the My
Approved Invoices app.

Important
If you have not installed Web Viewer or Brava! View, OpenText recommends,
as a general advice, that you create PDF files from scanning and use the PDF
viewer that is installed on your computer for displaying invoice images.

As a prerequisite, specific Web Viewer/Brava! View settings must be customized in

the maintenance views /IXOS/OA_CUST_A and /IXOS/OA_DOCTYPE.

For more information, see Section 9.4.1 “Configuring basic settings” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD).

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14.10.3 Customizing display fields

Note: You can customize the settings described in this section in the
Foundation component configuration.

Default settings for displayed fields are delivered with a BC set. If you change the
default settings, consider that these changes will be overwritten if you activate the
relevant BC set after a manual change.

14.10.3.1 Customizing result list fields

To adjust displayed columns in the result list:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation - Web Services > Workplace > Nodes.

2. Select Node ID PS03_VIM_APR_PROC_ME with work object type PS03_MY_APP

and double-click Full Screen List in the Dialog structure. Then select the All
Devices device type, and then double-click Full Screen List – Columns.
All fields in the following screenshot are delivered as baseline:

3. Add another entry (or entries) using the following parameters:

Field Name
Enter the field name.
Position
Specify the position of the field.
Width
Specify the width for the display.
Type
Specify the display type of the field.

You can use fields of display structure /OTX/PS03_S_VIM_MY_HEAD_DIS in a full

screen list.

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For details regarding full screen list customizations, see Section 9.6.2.4
“Customizing a full screen list” in OpenText Vendor Invoice Management for SAP
Solutions - Configuration Guide for Foundation (BOCPE-CGD).

14.10.3.2 Customizing sort, filter, and search fields

To customize sort, filter, and search fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation - Web Services > Workplace > Nodes.
2. Select Node ID PS03_VIM_APR_PROC_ME with work object type PS03_MY_APP.
Perform the required changes in the Dialog Structure for Search fields, Sort
fields, and Filter fields:

3. In the Search fields Overview, Sort fields Overview, or Filter fields Overview
screen, enter the respective fields that you want to use for a text search, for
sorting, or for filtering in Field Name. Use the following fields:

Position
Define the order of the values, in which they are sorted and displayed.
Search
The Object ID field is always added as the last field.
Sort
The Default field is always displayed as the first field.
Filter
Select the No multi (No multi-select) check box to limit the filter selection to
one value.

For more information, see Section 9.6.2.1 “Adding fields for searching, sorting,
and filtering to a node” in OpenText Vendor Invoice Management for SAP Solutions
- Configuration Guide for Foundation (BOCPE-CGD).

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14.10.3.3 Customizing detail fields

Detail fields are shown in the detail pane of the My Approved Invoices app. They
can be separated into the following sections:

• Header fields

• Header detail fields

• Line item fields

• History fields

Note: The customization of header fields is delivered as part of perspective.

To customize header detail fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.

2. Select the Workobject type PS03_MY_APP with perspective ID PS03_MY_APP_

FLEX.

3. Navigate to Attribute List View > Attribute View Settings > Attributes

4. Add another entry (or entries) using the following parameters:

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Notes

• You can use fields of display structure /OTX/PS03_S_VIM_MY_HEAD_DIS

in an attribute list view.
• For more information about this customizing, see Section 9.7.1
“Configuring the attribute list view” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD).

Field Name
Provide the field name.
Position
Enter the position number to define the sequence of the attributes.
Display Type
Configure the way the attribute is displayed. The following values are
available:

• Standard field (default)

• Display as check box (requires boolean)
• Amount field. Define currency in field EXT_VALUE.
• Display a switch
• Display as icon: The value of this field is considered as icon name.

Value description
Select this check box to display a description behind the value field.
Update on change
Select this check box to configure that any value changes get updated.
Editable
Select this check box to allow the field to be edited.
Required
Select this check box to make the field required.
Search Help ID
Provide the Search Help ID, the unique ID of the search help that
corresponds with the field.
Help variant
If the Search Help ID is provided, select F4 help with input field from the
list.
Used Help Field
Define the field in the help structure whose value should be written to the
attribute view field. You only need to specify this if the field name in the
help structure is not equal to the field name in the attribute view.

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Link type
Define the type of the link for semantic object navigation. Possible values:

• No link
• Semantic object navigation

Link parameter
This field contains the JSON with the link parameters for semantic
navigation.

Description
Enter a meaningful description of the attribute.

To customize item fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.

2. Select the Workobject type PS03_MY_APP with perspective ID PS03_MY_APP_

FLEX, and then double-click Table view in the Dialog Structure.

3. Mark PS03_MY_APPROVALS_ALR_FLEX and navigate to Header View >

Columns.

4. Add another entry (or entries) using the following parameters:

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Notes

• You can use fields of display structure /OTX/PS03_S_VIM_MY_ITEM_DIS

in an attribute list view.
• For more information about this customizing, see Section 9.7.2
“Configuring the table view” in OpenText Vendor Invoice Management for
SAP Solutions - Configuration Guide for Foundation (BOCPE-CGD).

Field Name
Provide field name.
Filter Mode
In the list, click the No filter option.
Position
Define the sequence of the columns.
Description
Enter a meaningful description of the column.
Editable
To allow the field to be edited, select this check box.
Required
To make the field required, select this check box.
Action ID
N/A
Column type
Click the column type to define the display behavior of the columns.
Display Type
Click Standard field (default) or the preferred option.
Width
Enter the width of the column in em.
Copy Value
To specify that the value of the column is transferred to a new row at copy
action, select this check box.
Update on change
To configure that any value changes get updated, select this check box.
Search help Id
Provide the Search Help ID, the unique ID of the search help that
corresponds with the column.
Used Help Field
Define the field in the help structure whose value should be written to the
attribute view field. You only need to specify this if the field name in the
help structure is not equal to the field name in the attribute view.

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Help variant
If the Search Help ID is provided, click the F4 help with input field in the
list.

To enable pagination for line items:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.
2. Mark the Workobject type PS03_MY_APP with perspective ID PS03_MY_APP_
FLEX.

3. In the Dialog Structure, navigate to Perspective > Table View.

4. Mark the Perspective view ID PS03_MY_APPROVALS_ALR_FLEX, and then
navigate to Header View.
5. To activate paging, select the Paging is Active check box.

Notes

• Selecting Paging is Active provides a fixed set 20, 50, 100 widget within the
line items section, used as maximum number of line items visible on that
page.
• If the number of line items is more than the selected size of 20 or 50 or 100,
pagination numbers will be visible, useful to navigate between all available
line items.
• If the number of line items is more than 20, you must enable pagination.

To customize History fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.
2. Mark the Workobject type PS03_MY_APP with perspective ID PS03_MY_APP_
FLEX, and then double-click Table view in the Dialog Structure.

3. Mark PS03_MYHISTORY_ADV_LINE_ITEMS and navigate to Header View >

Columns.
4. Add another entry (or entries) using the parameters given in “To customize
item fields:“ on page 582.

Notes

• For more information, see Section 9.7.2 “Configuring the table view” in
OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Foundation (BOCPE-CGD).
• In the current version, the fields provided in the baseline are supported.

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• If the number of process history items is more than 20, you must enable
pagination: For more information, see “To enable pagination for line
items:“ on page 584. Provide the Perspective view ID PS03_MYHISTORY_
ADV_LINE_ITEMS.

14.11 Configuring the Vendor Invoices Report app

The (Vendor Invoices Report app), based on SAP Fiori, runs as a solution integration
for VIM. It is an optional component and displays invoice details within the Fiori
Task App.

This section describes the customizing of the Vendor Invoices Report app.

14.11.1 Customizing the initial sort order

Note: You can customize the settings described in this section and the
following two sections in the Foundation component configuration.

You can change the initial sort order of the invoices that appear on the inbox list. The
default value is set to Due date in Descending sort order. If you want to change the
initial sort order, perform the following steps.

To customize the initial sort order:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Workplace Configuration > Navigation >
Nodes.
2. Select Node ID PS311_PRC_VIM_VANREP and double-click Order by in the
Dialog Structure.

3. In the Order by screen, remove the existing entry and add another entry (or
entries) with a different priority, using the following parameters:

Priority
Enter the priority of the initial sort order, starting with 1 (highest priority).
Table Name
Optional: Enter name of the invoice structure.
Field Name
Enter the field name that should be used for initial sort order. The field
must be part of the display structure that has been customized in work
object type PS311_VIM_VANREP.

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Asc. /Desc.
Select Ascending or Descending sort order.

4. Save your changes.

For more information, see Section 8.3.1.2 “Defining the order” in OpenText Vendor
Invoice Management for SAP Solutions - Configuration Guide for Foundation (BOCPE-
CGD).

You can sort inbox items also within the Vendor Invoices Report app. If a user
selects a field from the sorting list, a new sort is performed. The selected field entry
is added to the fields that have been customized for initial sort order. In this case, the
newly added field is set to the highest sorting priority.

If a Default sort is triggered, a sorting on the initial order entries will be performed.
If the sort direction Ascending or Descending differs from the customized entry, the
sort direction of the field entry with the highest priority gets overwritten by the
chosen sort direction.

For more information, see Section 9.6.2.1 “Adding fields for searching, sorting, and
filtering to a node” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

14.11.2 Customizing the display fields

Note: You can customize the settings described in this section in the
Foundation component configuration.

All fields that can be displayed in the Vendor Invoices Report app can be
customized within VIM customizing tables and views. Default settings are delivered
within the baseline of the Vendor Invoices Report app. The Vendor Invoices Report
app is using the settings stored with the device name Fiori Approval Desktop for
customizing of the desktop.

14.11.2.1 Customizing invoice list fields - full screen list

To configure the full screen list:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes.

2. Select Node ID PS311_PRC_VIM_VANREP and double-click Full Screen List in

the Dialog Structure. Then select the Desktop Device type, and then double-
click Full Screen List - Columns.

Note: If you have problems while loading the Inbox, and the Device type
is Hybrid Devices or other device types, OpenText recommends that you
select All Devices.

All fields in the following screenshot are delivered as baseline:

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3. Add another entry (or entries) using the following parameters:

Field Name
Enter the field name.

Position
Specify the position of the field.

Width
Specify the width for the display.

Type
Specify the display type of the field.

14.11.2.2 Customizing sort, filter, and search fields

To configure sort, filter, and search fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes.

2. Select the node ID PS311_PRC_VIM_VANREP.

3. Perform the required changes in the Dialog Structure for Search fields, Sort
fields, and Filter fields:

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4. In the Search fields overview, Sort fields overview, or Filter fields

overview screen, enter the respective fields that you want to use for a text
search, for sorting, or for filtering in Field Name. Use the following fields:

Position
Define the order of the values, in which they are sorted and displayed.
Search
The Object ID field is always added as the last field.
Sort
The Default field is always displayed as the first field.
Filter
Check the No multi (No multi-select) check box to limit the filter selection
to one value.

For more information, see Section 9.6.2.1 “Adding fields for searching, sorting,
and filtering to a node” in OpenText Vendor Invoice Management for SAP Solutions
- Configuration Guide for Foundation (BOCPE-CGD).

14.11.2.3 Customizing detail fields

Detail fields are shown in the detail pane of the Vendor Invoices Report app. They
can be separated into the following sections:

• Header fields
• Header detail fields
• Line item fields
• Process History fields
• Approval History fields

Note: The customization of header fields is delivered as part of perspective.

To customize header detail fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.
2. Select the Workobject type PS311_VIM_VANREP.
3. Navigate to Attribute List View > Attribute View Settings > Attributes.
4. Add another entry (or entries) using the following parameters:

Note: For more information about this customization, see Section 9.7.1
“Configuring the attribute list view” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (BOCPE-
CGD).

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Field Name
Provide the field name.
Position
Enter the position number to define the sequence of the attributes.
Display Type
Configure the way the attribute is displayed. The following values are
available:

• Standard field (default)

• Display as check box (requires boolean).
• Amount field. Define currency in field EXT_VALUE.
• Display a switch.
• Display as icon: The value of this field is considered as icon name.

Value description
Select this check box to display a description behind the value field.
Update on change
Select this check box to configure that any value changes get updated.
Editable
Select this check box to allow the field to be edited.
Required
Select this check box to make the field required.
Search Help ID
Provide the Search Help ID, the unique ID of the search help that
corresponds with the field.

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Help variant
If the Search Help ID is provided, select F4 help with input field from
the list.
Used Help Field
Define the field in the help structure whose value should be written to the
attribute view field. You only need to specify this if the field name in the
help structure is not equal to the field name in the attribute view.
Link type
Define the type of the link for semantic object navigation. Possible values:

• No link
• Semantic object navigation

Link parameter
This field contains the JSON with the link parameters for semantic
navigation.
Description
Enter a meaningful description of the attribute.

To customize item fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.

2. Mark the Workobject type PS311_VIM_VANREP, and then double-click Table

view in the Dialog Structure.

3. Mark PS311_VIM_VANREP_CODING and navigate to Header View > Columns.

4. Add another entry (or entries) using the following parameters:

Note: For more information, see Section 9.7.2 “Configuring the table
view” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

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Field Name
Provide field name.
Filter Mode
In the list, click No filter option.
Position
Define the sequence of the columns.
Description
Enter a meaningful description of the column.
Editable
To allow the field to be edited, select this check box.
Required
To make the field required, select this check box.
Action ID
N/A
Column type
Click the column type to define the display behavior of the columns.
Display Type
Click Standard field (default) or the preferred option.
Width
Enter the width of the column in em.
Copy Value
To specify that the value of the column is transferred to a new row at copy
action, select this check box.

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Update on change
To configure that any value changes get updated, select this check box.
Search help Id
Provide the Search Help ID, the unique ID of the search help that
corresponds with the column.
Used Help Field
Define the field in the help structure whose value should be written to the
attribute view field. You only need to specify this if the field name in the
help structure is not equal to the field name in the attribute view.
Help variant
If the Search Help ID is provided, click F4 help with input field in the
list.

To enable pagination for line items:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.
2. Mark the Workobject type PS311_VIM_VANREP.
3. In the Dialog Structure, navigate to Perspective > Table View.
4. Mark the Perspective view ID PS311_VIM_VANREP_CODING, and then navigate
to Header View.
5. To activate paging, select the Paging is Active check box.

Notes

• Selecting Paging is Active provides a fixed set 20,50,100 widget within

line items section, used as maximum number of line items visible on
that page.
• If the number of line items is more than the selected size of 20 or 50 or
100, pagination numbers will be visible, useful to navigate between all
available line items.
• If the number of line items is more than 20, you must enable pagination.

To customize Process History fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.
2. Mark the Workobject type PS311_VIM_VANREP, and then double-click Table
view in the Dialog Structure.
3. Mark PS311_PRC_HISTORY_LINE_ITEMS and navigate to Header View >
Columns.

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4. Add another entry (or entries) using the parameters, as given in “To customize
item fields:“ on page 590

Note: For more information, see Section 9.7.2 “Configuring the table
view” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

Notes

• As of now, the fields provided in the baseline are supported.

• If the number of process history items is more than 20, you must enable
pagination: Follow the similar steps given in “To enable pagination for
line items:“ on page 592 Provide the Perspective view ID PS311_PRC_
HISTORY_LINE_ITEMS.

To customize Approval History fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Perspectives > Data
Binding.

2. Mark the Workobject type PS311_VIM_VANREP, and then double-click Table

view in the Dialog Structure.

3. Mark PS311_APR_HISTORY_LINE_ITEMS and navigate to Header View >

Columns.

4. Add another entry (or entries) using the parameters, as given in “To customize
item fields:“ on page 590

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Note: For more information, see Section 9.7.2 “Configuring the table
view” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

Notes

• As of now, the fields provided in the baseline are supported.

• If the number of process history items is more than 20, you must enable
pagination: Follow the similar steps given in “To enable pagination for
line items:“ on page 592 Provide the Perspective view ID PS311_PRC_
HISTORY_LINE_ITEMS.

14.11.3 Customizing Web Viewer/Brava! View

OpenText™ Imaging Web Viewer (Web Viewer) or OpenText™ Brava!™ View for
SAP Solutions (Brava! View) can be used to display documents within the Vendor
Invoices Report app.

Important
If you have not installed Web Viewer or Brava! View, OpenText recommends,
as a general advice, that you create PDF files from scanning and use the PDF
viewer that is installed on your computer for displaying invoice images.

As a prerequisite, specific Web Viewer/Brava! View settings must be customized in

the maintenance views /IXOS/OA_CUST_A and /IXOS/OA_DOCTYPE.

For more information, see Section 9.4.1 “Configuring basic settings” in OpenText
Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD).

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14.11.4 Customizing logical systems

The customizing of logical systems is described in Section 3.2 “Configuring logical
systems” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Foundation (BOCPE-CGD).

You can start the application process on a specific target system when using one
central system for document registration.

As a prerequisite, the central system running the Foundation component must have
at least one entry customized as logical system (default entry is set to LOCAL).

Multiple-system With special regard to this setup, you can also enable the Vendor Invoices Report
access app for multiple-system access.

All VIM systems that you want to enable for multiple-system access must have a
valid logical systems entry customized on the central system running the
Foundation component.

Also a valid ABAP connection must be set up using trusted RFC. You must add new
entries having logical system and RFC destination to the logical systems table within
the general customizing of the Foundation component.

Notes

• All VIM systems that will be enabled for multiple-system access must have
at least installed VIM 7.0 SP9 or VIM 7.5 SP5 in combination with the
appropriate support packages of Business Center (now known as VIM
Foundation) components. For more information, see Section 13.1.1 “Selecting
and downloading the required components for different scenarios” in
OpenText Vendor Invoice Management for SAP Solutions - Installation Guide
(VIME-IGD).
• The customizing of the fields that are displayed in the Inbox and Header
section are taken from the first valid system entry which is maintained in the
logical systems list.

14.11.5 Launching the Vendor Invoices Report app

In general, integrate and start the Vendor Invoices Report app as a tile in a Fiori
Launchpad.

You can also launch the Vendor Invoices Report app directly. To do this, browse the
following relative URL:

/sap/bc/ui5_ui5/otbcwui/pf07_bc_ui_03/index.html?nodeId=PS311_PRC_
VIM_VANREP&wobjType=PS311_VIM_VANREP&workplaceId=WP_INBOX&letterBox=
false&appMode=FS&system=<SID>

For more information, see Section 10.1.1 “Integrating Fiori Task App into Fiori
Launchpad” in OpenText Vendor Invoice Management for SAP Solutions - Configuration
Guide for Foundation (BOCPE-CGD).

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14.11.5.1 Navigating from other SAP apps with given PO number into the
Vendor Invoices Report app
To access a PO of SAP apps using the Vendor Invoices Report app, configure an
additional filter Purchasing Document Number. To configure the filter, refer the
steps from “Customizing sort, filter, and search fields” on page 587 and add the
EBELN field as shown in the following screenshot:

The value of the Purchasing Document number can be passed as a parameter in the
following URL to see a list of invoices in the Vendor Invoices Report app:

/sap/bc/ui5_ui5/otbcwui/pf07_bc_ui_03/index.html?nodeId=PS311_PRC_
VIM_VANREP&wobjType=PS311_VIM_VANREP&workplaceId=WP_INBOX&letterBox=
false&appMode=FS&system=<SID>&filter=EBELN%20eq%20<PDN>

14.11.6 SAP Business Technology Platform integration

The Vendor Invoices Report app can be integrated in an SAP Business Technology
Platform Fiori Launchpad site. For more information, see Section 10.3 “SAP Business
Technology Platform, Neo environment integration” in OpenText Vendor Invoice
Management for SAP Solutions - Configuration Guide for Foundation (BOCPE-CGD).

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14.12 Troubleshooting
This section covers possible problems with VIM Fiori apps and their solution.

14.12.1 Cleaning the Fiori cache

Symptom You have applied a support package but you do not see the changes in the Fiori
Launchpad. Symptoms may include:

• Fiori icons and text are missing on Fiori tiles.

• Fiori icons and text are overlapping on Fiori tiles.
• Fiori tiles are not reflected in the Launchpad.

Solution Apply SAP Note 2319491 - “How to clean up the cache after applying changes that
affect SAP Fiori apps”.

14.13 Frequently asked questions

This section collects some common questions and answers about the VIM Fiori apps.

What steps can be configured to get the VIM Fiori apps running faster?
With the performance changes introduced in VIM 7.6 SPS1 / VIM 20.4 SPS1, the
Fiori apps loading time has been improved. No specific configuration is
required.
Where to check the configuration if the invoice image is not displayed?
If the invoice image is not displayed, check the browser console logs for any
specific errors displayed.
Possible error could be that the image URL is displayed with http whereas the
Fiori URL is running on https. You need to check the archive server settings to
enable https for the image URL. You can make use of OpenText Imaging Web
Viewer running on https or use proxy server to render the URL in https.
How long does it take to install and configure one of the VIM Fiori apps?
It is like every other SAP AddOn: Install it, activate the BC sets, and activate the
services as described in OpenText Vendor Invoice Management for SAP Solutions -
Installation Guide (VIME-IGD). For more information, see OpenText Vendor Invoice
Management for SAP Solutions - Installation Guide (VIME-IGD).
Are there any specific steps required for the installation?
Check the latest version of the Installation Guide. There is a step by step
description for the AddOn installation in Section 10.1.3 “Installation steps” in
OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIME-
IGD), a description how to activate the services in Section 10 “Installing” in
OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIME-
IGD), and a description about the deployment options in Section 11.4 “Setup
Fiori” in OpenText Vendor Invoice Management for SAP Solutions - Installation Guide
(VIME-IGD).

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Chapter 15

SAP GUI for HTML Fiori apps in SAP ECC

Notes

• For details about SAP GUI for HTML, see the SAP documentation.

• SAP GUI for HTML has some limitations compared to native SAP GUI: For
general limitations of SAP GUI for HTML, see SAP note 314568 - SAP GUI
for HTML functionality / Limitations / Sp. Behaviour: https://
launchpad.support.sap.com/#/notes/314568

Prerequisites The following versions are needed for the SAP GUI for HTML Fiori apps to run:

Table 15-1: SAP FIORI FRONT-END SERVER versions

5.0 01 (01/2019) sap.com SAP FIORI FRONT-END SERVER 5.0

Table 15-2: SAP_UI versions

7.5.3 0002 SAPK-75302INSAPUI User Interface Technology

For SAP ECC, the RFC destination is by default provided as System Alias in the pre-
configured tiles. But the System Alias needs to be updated with an HTTP or HTTPS
destination.

Note: To create the HTTP destination, the trust connection needs to be built for
the Gateway and Front End Systems. A proper SSL certificate must be in place
as well.

To create and configure an HTTP or HTTPs destination:

1. Run the SM59 transaction.

2. For HTTP:
For HTTPS, see Step 5 on page 600.
Create a new destination with Connection Type HTTP Connection to ABAP
System in the SAP Front End Server.

3. Provide the RFC destination name as SAP System Id_HTTP (XXX_HTTP)

4. In the Target Host, provide the host name of the SAP Back End Server and enter
the Service No. 8000 to denote the HTTP connection.

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5. For HTTPS:
Create a new destination with Connection Type HTTP Connection to ABAP
System in the SAP Front End Server.

6. Provide the RFC destination name as SAP System Id_HTTPS (xxx_HTTPS).

7. In the Target Host, provide the host name of the SAP Back End Server and enter
the Service No. 8443 to denote the HTTPS connection.

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15.1 VIM Analytics SAP GUI for HTML Fiori app

VIM Analytics SAP GUI for HTML as Fiori app is delivered as a pre-configured tile
along with VIM Fiori Launchpad content. For more information on VIM Analytics,
see “VIM Analytics (new)“ on page 605.

Note: The VIM Analytics SAP GUI for HTML Fiori app works fine with the
SAP UI version 1.60 or later.

Compared with the VIM Analytics screen, there are some UI differences in the VIM
Analytics SAP GUI for HTML Fiori app:

• The Execute button is located on the bottom right.

• SAP menu actions are available on the More menu.

You might want to manually create a VIM Analytics SAP GUI for HTML Fiori app
of your own. To do so, perform the following steps:

To manually create a VIM Analytics SAP GUI for HTML Fiori app:

1. Login to the front end server.

2. Create a Launchpad Role and a Launchpad Instance.
3. In the Launchpad Instance, create a new application with application
type Transaction, and then enter the VIM Analytics transaction code (/OPT/
VIM_VA2) in the application parameter.

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4. Enter the appropriate Application Alias for the application created in Step 3
on page 601.

5. Create a new Semantic Object.

6. Login to the SAP Fiori Launchpad Designer with administrator rights.

7. Create a catalog of type Standard.

8. In the created catalog, create a static tile (App Launcher - static).

9. Map the static tile with the semantic object created in Step 5 on page 602, and
then set the action to DISPLAY.

10. Create the target mapping for the catalog.

11. In the target mapping, map the semantic object created in Step 5 on page 602,
and then set the action to DISPLAY.

12. Save your changes.

13. For the Application Type, enter SAP Fiori App using LPD_CUST.

14. Enter appropriate Launchpad Role, Launchpad Instance (TRANSACTIONAL),

and Application Instance.

15. Login to the front end server, and then create a role. Assign the catalog created
in Step 7 on page 602 to this role.

16. Assign the role to all VIM Analytics SAP GUI for HTML Fiori app users.

To configure the launchpad in the SAP front end server:

1. Access the relative URL /sap/bc/ui5_ui5/sap/arsrvc_upb_admn/main.html

and navigate to the VIM Analytics SAP GUI for HTML Fiori app tile.

2. In the target mapping of the tile, specify the corresponding HTTP alias name:

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15.2 VIM Invoice Workplace SAP GUI for HTML Fiori

app
VIM Invoice Workplace SAP GUI for HTML Fiori app is delivered as a pre-
configured tile along with VIM Fiori Launchpad content. For more information on
VIM Invoice Workplace, see “Configuring the VIM Invoice Workplace“
on page 667.

Note: The VIM Invoice Workplace SAP GUI for HTML Fiori app works fine
with the SAP UI version 1.60 or later.

Compared with the VIM Invoice Workplace screen, there are some UI differences in
the VIM Invoice Workplace SAP GUI for HTML Fiori app:

• SAP menu actions are available on the More menu.

You might want to manually create a VIM Invoice Workplace SAP GUI for HTML
Fiori app of your own. To do so, perform the following steps:

To manually create a VIM Invoice Workplace SAP GUI for HTML Fiori app:

1. Login to the front end server.

2. Create a Launchpad Role and a Launchpad Instance.
3. In the Launchpad Instance, create a new application with application
type Transaction, and then enter the VIM Invoice Workplace transaction code
(/OPT/VIM_WP) in the application parameter.
4. Enter the appropriate Application Alias for the application created in Step 3
on page 603.
5. Create a new Semantic Object.
6. Login to the SAP Fiori Launchpad Designer with administrator rights.
7. Create a catalog of type Standard.
8. In the created catalog, create a static tile (App Launcher - static).
9. Map the static tile with the semantic object created in Step 5 on page 603, and
then set the action to DISPLAY.
10. Create the target mapping for the catalog.
11. In the target mapping, map the semantic object created in Step 5 on page 603,
and then set the action to DISPLAY.
12. Save your changes.
13. For the Application Type, enter SAP Fiori App using LPD_CUST.
14. Enter appropriate Launchpad Role, Launchpad Instance (TRANSACTIONAL),
and Application Instance.

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15. Login to the front end server, and then create a role. Assign the catalog created
in Step 7 on page 603 to this role.

16. Assign the role to all VIM Invoice Workplace SAP GUI for HTML Fiori app
users.

To configure the launchpad in the SAP front end server:

1. Access the relative URL /sap/bc/ui5_ui5/sap/arsrvc_upb_admn/main.html

and navigate to the VIM Invoice Workplace SAP GUI for HTML Fiori app tile.

2. In the target mapping of the tile, specify the corresponding HTTP alias name:

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Chapter 16
VIM Analytics (new)

The new VIM Analytics (VAN) replaces the “old” VAN, which was in use in VIM
prior to version 7.5.

For documentation of the “old” VAN, see the VIM 7.0 documentation.

Important
The new VAN is not designed and supported for processing in background.

VAN gives users a clear data report on their open and completed invoices as well as
the VIM workflows. VAN also includes DP documents and workflows. VAN allows
you to track the documents routed through SAP workflows by VIM or even without
any VIM process.

Note: If you want to track documents without any VIM process in the new
VAN, you must maintain the constants DOCTYPE_NPO and DOCTYPE_PO, product
code 005, of the WebFlow Constant Table /PTGWFI/Z_CONST.

VAN has been completely reworked for VIM 7.5. Here are some of the new features:

• The new VAN is highly optimized for SAP® HANA database systems to support
queries on mass data very quickly.
• The new VAN is based on a completely redesigned data base schema to ensure
high data quality and improved performance.
• The new VAN comes with a central place of configuration in the VIM
configuration tree. The baseline is delivered with default settings for the new
VIM Analytics.
• With VIM 7.5 SP4 and later, the new VAN is enabled to extract data from
multiple backend systems.

Note: VAN does not read data of work items that are treated with data
archiving.

VAN presents the data report results in the SAP List Viewer (ALV).

You can use VAN to check the current document status, the current agent and
exception reason of a particular invoice. Besides the result list, there are further
views available that provide detail information about a selected invoice:

• Process View
This view displays open and completed VIM processes together with the current
workflow status, the current agent and exception reason of this particular
process.

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• Image View
This view displays the scanned, linked images.
• Line Item View
This view displays the invoice line items.
• History View
This view displays the VIM process history.
• Comments View
This view displays the comments that have been added during the VIM process
and during the approval process.

The new VAN supports all kind of database systems. On a SAP system with SAP
NetWeaver Application Server ABAP 7.40 SP05 or higher, you have the choice
between the following types of data selection:

• ABAP Core Data Services (CDS) views

• Data selection without ABAP CDS views, that means, using standard DDIC
tables and views

You can start VAN by the /OPT/VIM_VA2 transaction, or following OpenText VIM -
Invoice Solution > SAP menu > Reports > VIM Analytics (New).

There are further transactions available, tailored to specific roles:

• /OPT/VIM_VA21 (AP Basic)

• /OPT/VIM_VA22 (AP Advanced)
• /OPT/VIM_VA23 (Procurement)
• /OPT/VIM_VA24 (Monitor)

For more details to the role-specific transaction codes, see Section 3 “VIM Analytics:
Getting data reports” in OpenText Vendor Invoice Management for SAP Solutions -
Reference Guide for Invoice Solution (VIME-RGD).

Display of Net Amount and Tax Code

Starting with VIM 7.5 SP6 (VIM 7.0 SP10), Net Amount and Tax Code fields are
displayed in the VAN result list.

Net Amount
In the DP indexing screen, the Net Amount field is updated with the following
formula:
Net amount = gross amount – tax amount
For any changes in gross or tax amount, the net amount is recalculated with this
formula and updated in the Net Amount field. After the correct net amount has
been updated in the DP document, the same amount is pulled in the new VAN
for reporting purposes.

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 16.1. Reports for one-time data upload and for consistency check of documents

Tax Code
The tax code is displayed in the VAN result list. The tax code on output is based
on the following rule:
If the tax code exists in the header, the tax code is considered. Otherwise, the tax
code from the line items is considered. If line items have multiple tax codes, an
asterisk (*) is displayed.

16.1 Reports for one-time data upload and for

consistency check of documents
/OPT/VR_ For documents created before VIM 7.5 SP2, you must run the /OPT/VR_ANALYTICS_
ANALYTICS_ 750_INIT report once. This report updates the database tables that the new VAN is
750_INIT
working with. Without running this report, documents created before VIM 7.5 SP2
may be missing or may be displayed incorrectly in the new VAN.

As the administrator, you may also run this report for chosen documents in case of
any data inconsistency in the database tables that the new VAN is working with.

The report is available with VIM 7.5 SP2 and later.

/OPT/VR_ After upgrading from VIM 6.0, the due date fields in /OPT/VIM_1HEAD are filled for
ANALYTICS_ old (pre-upgrade) work items during the normal work process. If you want to
750_UPD_1H
automatically fill these fields during the upgrade process, you can use the migration
report /OPT/VR_ANALYTICS_750_UPD_1H.

The report is available with VIM 7.5 SP4 and later.

16.1.1 Scope of the reports

/OPT/VR_ The report is based on data maintained in the following new tables:
ANALYTICS_
750_INIT
/OPT/VIM_2HEAD
Extension table for /OPT/VIM_1HEAD
/OPT/VIM_1PROC
Contains all processes relevant for one document ID
/OPT/VIM_1WI_AGT
Contains the current agents of work items

These tables are filled consistently during the runtime of the work item.

The report has two main scopes:

Initialization mode
When upgrading from a lower VIM version (6.0), the mentioned tables need to
be filled initially for old instances. The new VIM Analytics will not show any
values if the /OPT/VIM_2HEAD table is not filled. You must run this migration
report mode accordingly.

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Update mode
As the administrator, run this report mode for chosen document IDs to correct
data in the mentioned tables.

/OPT/VR_ The report fills the following fields in /OPT/VIM_1HEAD.

ANALYTICS_
750_UPD_1H • DUE_DATE
• DUE_DATE1
• DUE_DATE2

16.1.2 Running the reports

To call the reports, run the SE38 transaction for program /OPT/VR_ANALYTICS_750_
INIT or /OPT/VR_ANALYTICS_750_UPD_1H.

16.1.2.1 Modes for running the reports

The following modes for running the /OPT/VR_ANALYTICS_750_INIT report are
available.

• Running the report in dialog

• Running the report in background

Running in dialog

• Running in dialog is mainly meant for selected document IDs.

• The report provides a detailed protocol if you use the Extended Display
Options.
• The Test run delivers a preview of the results.
• Productive mode provides update or repair of the selected document IDs.

For more information, see “Using the selection screen” on page 609.

Running in background

• The report provides only an error protocol.

• In test mode, you can use the report for performance calculation (Performance
Analysis through the SAT or the SE30 transaction).
• Productive mode allows mass processing.
• You can schedule the report as an SAP job. For more information, see VIM 7.5
Upgrade Guide, available on My Support: https://knowledge.opentext.com/
knowledge/cs.dll/Properties/59553598.

Note: /OPT/VR_ANALYTICS_750_UPD_1H does not provide Extended Display

Options.

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 16.1. Reports for one-time data upload and for consistency check of documents

Therefore, it always returns a list as protocol. When running the report in

background, you can view the list using the Job Spool. When running the
report in dialog, the list is displayed immediately.

16.1.2.2 Using the selection screen

The selection screen offers the following parameters:

Figure 16-1: /OPT/VR_ANALYTICS_750_INIT

Figure 16-2: /OPT/VR_ANALYTICS_750_UPD_1H

Document selection

Document-ID
Mandatory field: enter the Document IDs.

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Select Charge
The processing in the report is done by charges. You can maintain the number of
processed documents before committing (COMMIT). In normal cases, leave this
number on the standard setting. For optimization, you can set this parameter
differently.

Update properties

Test run
Select this check box to achieve that the report will not update any values in the
database tables. You can use this mode for runtime measurement before
planning the actual productive run or to check what updates would be done in
detail.

Extended Display Options

Note: /OPT/VR_ANALYTICS_750_INIT only: These options are only available in

Test run mode and in dialog processing. In background processing, clear the
Extended Display Options check boxes.

Display calculation results

Select this check box to achieve that the report shows a list comparing the
current database values with the ones calculated by the report. For more
information, see “Output” on page 610. You can use this mode especially to
analyze issues with content of the tables for single documents.
Only show inconsistent data
Only relevant in combination with option Display calculation results. Select
this check box to achieve that the protocol will only show lines with differing
content between database and calculation. If the check box is cleared, the
protocol will show all database content compared to the calculated values.

16.1.2.3 Output
The /OPT/VR_ANALYTICS_750_INIT report output differs if Display calculation
results is selected or not.

Display The report shows a protocol about successful or unsuccessful execution. You can
calculation access the protocol in the Job Spool when running in the background.
results not
selected
Display
The report calculates all values within the selection range and displays them in
calculation intervals according to the Select Charge setting. On the main screen, you can
results selected analyze the tables for these intervals by pressing the respective buttons. Click Go to
next interval to start the calculation of the next interval.

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Table view The table view shows a list of all values already present in the database and
compares them to the calculated value. The first line is representing the current
value in the database, the second line the calculated value.

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16.2 Customizing profiles for the new VAN

You configure VAN for all general settings within a profile. A profile describes all
relevant default user screen settings and enables you to integrate your own
processing logic. You can assign different profiles directly to different users if
specific settings are necessary.

Note: Within baseline delivery, a general profile (DEFAULT) is delivered, which

is called whenever no specific user profile has been configured. This profile
must always be available in all involved systems where the new VAN runs.

You can assign a specific user profile using the /OPT/VVA2_CUST_PROF user
parameter.

The following customizing steps are necessary to maintain customizing profiles:

• “Defining a customizing profile” on page 612

• “Maintaining general profile settings” on page 613
• “Defining field mapping (only when using ABAP CDS views)” on page 617
• “Defining and assigning action buttons” on page 620

16.2.1 Defining a customizing profile

This section describes an overall profile with a unique ID and the corresponding
description.

To define a customizing profile:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > VIM
Analytics (New) > Maintain Customizing Profiles.

2. Define the customizing profile, using the following parameters:

Profile
Define the profile with a unique ID.
Customizing Profile Description
Enter a description for the profile.

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16.2.2 Maintaining general profile settings

In this step, you configure general profile settings used by the new VAN during
runtime. The general profile settings comprise pure UI-related settings as well as
some important functional application parameters.

All UI-related settings are taken into account if you run the new VAN for the first
time or if you decide to reset the UI layout to the general default settings.

To maintain general profile settings:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > VIM
Analytics (New) > Maintain Customizing Profiles.

2. Select the customizing profile you want to maintain.

3. In the Define Customizing Profiles screen, in the Dialog Structure, double-

click Define General Profile Settings.

4. Configure the general profile settings, using the parameters described in the
following subsections.

Customizing Profile
Predefined customizing profile, for which the settings are valid.

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16.2.2.1 Application

Logo Name
Enter the object name of any corporate branding logo image. If you leave the
field empty, no logo image is displayed in the new VAN.
Default value: /OPT/VIM_LLECMLOGOFS
Note: VIM provides the global feature to control whether logo images
should be displayed using the DASHBOARD_NO_LOGO constant, product code
005 of the WebFlow Constant Table /PTGWFI/Z_CONST. If you want to use
this feature, do not change the Logo Name parameter.
Application Class
Enter the application ABAP class that contains the VAN application logic.
Default value: /OPT/CL_V_VA2_APPLICATION
Factory Class
Enter the factory ABAP class that creates the object instances for the new VAN,
for example the object instances for the data providers.
Default value: /OPT/CL_V_VA2_OBJECT_FACTORY
UI Class
Enter the UI controller ABAP class that contains the VAN UI specific logic.
Default value: /OPT/CL_V_VA2_UI_CONTROLLER
Data Class
Enter the data provider ABAP class that contains the VAN data load logic.
Default value: /OPT/CL_V_VA2_DATA_PROVIDER
User Class
Enter the VAN user ABAP class that contains the logic to read and save user-
specific profile settings.
Default value: /OPT/CL_V_VA2_USER

16.2.2.2 Data Selection

Selection Mode
On a SAP system with SAP NetWeaver AS ABAP 7.40 SP 05 or higher, you can
decide whether you want to run VAN with ABAP CDS views or without. ABAP
CDS views are database independent, with some exceptions if the databases do
not yet cover all the functionalities, for example views with parameters. On SAP
NetWeaver AS ABAP versions lower than 7.40 SP 05, VAN will always run
without ABAP CDS views.
Select Selection Mode Use ABAP CDS Views to specify that the data selection is
using ABAP CDS views.
Select Selection Mode Use no views to specify that the data selection is not
using ABAP CDS views, but using standard DDIC tables and DDIC views
instead.

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Note: Selection Use SAP HANA Views is no longer supported.

Default value: Use no views

Note: Regarding the use of ABAP CDS views, it varies from system to
system which configuration is the best. But based on extensive mass data
tests, OpenText generally recommends the following configuration for
different database systems.

• On an SAP HANA database, select Use ABAP CDS Views.

• On an Oracle® Database system, select Use no views.
• On a Microsoft® SQL Server® database system, select Use ABAP CDS
Views.

• On other database systems, start with Use no views and check whether
the runtime is sufficient. If it is not, you can switch to Use ABAP CDS
Views and the other way round seamlessly.

However, these are general recommendations only. Your system might

react differently from OpenText's test systems. This is why OpenText
strongly recommends that you test the setting for the Selection Mode on
your system and set it accordingly. You can switch the setting whenever
needed.
RFC Selection Function Module for document headers (RFC Doc. Hdr.)
Enter a function module to retrieve the document headers for the result list,
depending on the chosen selection criteria.
Default value: /OPT/V_VA2_DOC_HDR_GETLIST
RFC Selection Function Module for document line items (RFC Line Items)
Enter a function module to retrieve the document line items to a selected
document header for the line item view.
Default value: /OPT/V_VA2_DOC_ITEM_GETLIST
RFC Selection Function Module for document processes (RFC Processes)
Enter a function module to retrieve the workflow processes to a selected
document header for the process view.
Default value: /OPT/V_VA2_DOC_WI_GETLIST

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16.2.2.3 Action Buttons

Reuse Buttons
The old VAN provides the feature to add function buttons to the ALV toolbar.
Table /OPT/VIM_FCODE contains all function buttons available in the document
view of the old VAN report.
The new VAN provides the feature to add action buttons to the result list, to the
process view, and to the line item view. Regarding the result list, you can decide
whether you want to reuse all the action buttons already defined for the old
VAN or whether you want to configure the action buttons independent from the
old VAN.
The parameter Reuse Buttons allows to configure whether the action buttons
already defined for the old VAN shall be reused for the result list of the new
VAN.
Select this check box to specify that the custom buttons configured for the old
VAN shall be reused for the new VAN.
Clear this check box to specify that the custom buttons assigned to the VAN
customizing profile shall be used instead of reusing the custom buttons of the
old VAN.
Default value: <cleared>

16.2.2.4 Result List

Classical ALV
In the context of SAP HANA, SAP has provided a new version of the SAP List
Viewer, the SAP List Viewer with Integrated Data Access (IDA ALV). The IDA ALV
introduces some major database feature improvements compared to the classical
ALV.

Example:

• Database paging: The result will be selected from the database in pages - there is no
need to transfer the full result set to the application server any more.
• Operations like aggregation, sorting and filtering in the ALV grid will be pushed
down to the database layer.

The IDA ALV can be used not only on a SAP HANA database system but on all
other database systems as well.
With the Classical ALV check box, you configure which version of the SAP List
Viewer you want to use for the result list.
Select this check box to specify that the classical ALV is used for the result list.
Not yet supported:Clear this check box to specify that the IDA ALV is used for the
result list.

Note: This setting influences the result list only. For all details views, the
classical ALV is used.

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Default value: <selected>

Size Ratio %
Enter the size of the result list in percent of the detail pane. If you do not enter a
value, the system automatically uses a standard value of 50%.

Example: A value of 60 means that 60% of the width of the window are reserved for the
result list and 40% of the width are reserved for the detail pane.

Default value: 50

16.2.2.5 Detail Pane

Detail pane alignment (Det. Pane Agn.)

Select the alignment of the detail pane. Currently there are two values available:

• No Detail Pane: This removes the detail pane.

• <empty>: This displays the detail pane on the right.

Default value: <empty>

Plug-In Type
Enter a predefined plug-in type to get all mapped plug-in definitions that are
available as buttons in the detail pane toolbar.
Default value: VIM_VA2 - VIM Analytics

Plug-In ID
Enter the plug-in that is initially loaded in the detail pane. If you do not enter a
value, the system automatically uses a standard value of 21 (Display Workflow
Processes).
Default value: 21 - Display Workflow Processes

16.2.3 Defining field mapping (only when using ABAP CDS

views)
This step is only relevant if your VAN is running on a SAP NetWeaver AS ABAP
7.40 SP05 or higher and if the data selection is configured to be done with ABAP
CDS views.

In this step, you configure the following parameters:

• The input parameters of the ABAP CDS views: Fields of the VAN selection
screen are assigned to input parameters of the ABAP CDS views, restricting the
data to be selected.
• The output parameters of the ABAP CDS views: Fields of the ABAP CDS views
are assigned to fields of the ABAP table containing the selection result.

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To define field mapping:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice
Management Invoice Solution > Cross Component Configuration > VIM
Analytics (New) > Maintain Customizing Profiles.
2. Select the customizing profile you want to maintain.
3. In the Define Customizing Profiles screen, in the Dialog Structure, double-
click Define Field Mapping.

4. Define the field mapping using the following parameters:

Selection Mode
Select Use ABAP CDS Views if the field mapping is relevant for the data
selection with ABAP CDS views.
Not yet supported: Select Use no views if the field mapping is relevant for the
data selection without ABAP CDS views, that means for the selection with
standard DDIC tables and views.
View
Enter the type of view that the field mapping is related to.
Not supported for ABAP CDS views:Line Item View and Process View.
Note: Header View corresponds to the result list.

Database Field Name

Enter the name of the field of the ABAP CDS view.
Input/Output field of data selection (InOut)
Select Input Field if you want to assign a selection field (parameter or
select-options on the VAN selection screen) to a field of an ABAP CDS view.
This means that the selection field works as an input parameter for the
ABAP CDS view.

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Select Output Field if you want to define the mapping for an ABAP CDS
view field to a field of the ABAP table containing the selection results. This
means that the selected value is assigned to the respective field in the result
table.
Application Field Name
For an input field, enter the name of the parameter or select-option on the
VAN selection screen. Cut off the first two letters, for example cut of the P_
of parameters and S_ of select-options.
Example: For selection-option S_LIFNR, enter LIFNR.

For an output field, enter the name of the field in the ABAP result table.
This means a field name of structure /OPT/VVA2_CDS_DOC_HDR_ST.

Example 16-1: Vendor selection

The user selects vendors on the VAN selection screen to get all invoices of these
vendors. The select-option for vendors is S_LIFNR. The ABAP CDS view for the
result list has an input parameter LIFNR_I to limit the selection of document
headers regarding vendors.

The mapping entry has the following parameters:

Selection Mode Use ABAP CDS Views

View Type Header View
Database Field Name LIFNR_I
Input/Output field of data selection Input Field
Application Field Name LIFNR

Example 16-2: Vendor display

The user chooses to display the vendor of an invoice in the result list. The
ABAP CDS view for document headers selects the vendor into the output field
LIFNR_O. The ABAP table containing the selection results is based on the /OPT/
VVA2_CDS_DOC_HDR_ST structure. The LIFNR field of this structure represents
the vendor.

The mapping entry has the following parameters:

Selection Mode Use ABAP CDS Views

View Type Header View
Database Field Name LIFNR_O
Input/Output field of data selection Output Field
Application Field Name LIFNR

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16.2.4 Defining and assigning action buttons

VAN allows you to add any action buttons to the result list toolbar, to the process
view toolbar and to the line item view toolbar at any time. In a first step, you
technically define the buttons that are available in the VAN. In a further step, you
assign the button to views of the VAN within a VAN customizing profile.

If you want to integrate OpenText™ Extended ECM for SAP® Solutions into VAN as
a custom button that opens a separate window, see the respective Notes in the
following sections.

16.2.4.1 Defining action buttons for VAN

In this step, you technically define the buttons that are available in VAN. The button
Display Dashboard is delivered in the baseline.

To define action buttons:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > VIM
Analytics (New) > Maintain Customizing Profiles.
2. In the Define Customizing Profiles screen, in the Dialog Structure, double-
click Define Action Buttons.

3. Configure the action button using the following parameters:

View
Select the type of view that the button is relevant for.
Note: Header View corresponds to the result list.

Button ID
Enter a unique numeric button ID that defines the action button.
Button Type
Select the button type used to generate the button during runtime. Select
one of the following button types:
Single action
All buttons defined as single actions are generated as separate buttons
in the button toolbar.
Separator
This setting allows you to insert standard SAP separator lines to group
the generated buttons from a visual point of view.

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Button Text
Enter the button text, which is displayed as text label for the generated
button during runtime.
Quickinfo
Enter quick info text, which is displayed for the button during runtime.
Icon name
Assign an icon to the generated button or use the button exit to assign the
icon dynamically.
Button Exit
Enter an exit function module that dynamically performs the following
actions:

• skip the creation of a button during runtime, or

• change the button itself

You can use the exit function template: /OPT/V_VA2_EXIT_TEMPL_BUTTON.

For the Extended ECM for SAP Solutions integration
Function module /OPT/C_XECM_VA2_BUTTON_H is delivered as a
template to create custom implementation if needed.
Action Function
Enter an exit function module that runs the logic of the selected action. You
can use the following exit function templates:

• For result list: /OPT/V_VA2_EXIT_TEMPL_ACTEXE_H.

Example implementation for Display Dashboard: /OPT/V_VA2_EXIT_
ACTEXE_H_DASHB

• For line item view: /OPT/V_VA2_EXIT_TEMPL_ACTEXE_L

• For process view: /OPT/V_VA2_EXIT_TEMPL_ACTEXE_W.

For the Extended ECM for SAP Solutions integration

Enter a function module that calls the workspace window. You can
use function /OPT/C_XECM_VA2_LFA1_ACTEXE_H for vendor
workspace (business object LFA1). You can use this module as
reference to create custom modules for other business objects.
Active
Select this check box to set the button definition to active.

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16.2.4.2 Assigning action buttons

In this step, you assign the buttons to views of the VAN within a VAN customizing
profile. The assignment of button Display Dashboard to the default VAN
customizing profile is delivered in the baseline.

Note: You can configure whether custom buttons configured for the old VAN
shall be reused for the new VAN (see “Action Buttons” on page 616). If the
custom buttons of the old VAN are reused, the assignment of action buttons
described in this section is ignored during runtime.

To assign action buttons:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > VIM
Analytics (New) > Maintain Customizing Profiles.

2. Select the customizing profile you want to maintain.

3. In the Define Customizing Profiles screen, in the Dialog Structure, double-

click Assign Action Buttons.

4. Assign action buttons using the following parameters:

Customizing Profile
Predefined customizing profile for which the button assignment settings are
valid.

View
Select the type of view that the action button shall be assigned to.

Note: Header View corresponds to the result list.

Button ID
Enter the ID of the button that shall perform a button action.

Button Text
Button text, which is displayed as text label for the generated button during
runtime.

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Button Sequence (But. Seq.)

Define the sequence in which the assigned action buttons are generated
within the toolbar of the respective view.

16.3 Layout variants

One target when implementing the new VAN powered by SAP HANA was a good
performance of the data selection. One principle that we followed was to limit the
number of columns to be read from the database to the number of columns the user
needs.

With layout variants, you define the fields to be read in the result list, the process
view and the line item view. By ensuring that your layout variants contain only
those fields that are needed by your users, you can positively influence the runtime
of VAN.

Besides hiding or displaying columns, layout variants allow you to change the
sequence of the displayed columns or to change the sort order.

VAN delivers some preconfigured layout variants for the ALV grid of the result list,
the process view and the line item view to ensure that only a limited set of fields is
selected:

Result List

• /OPT/VA2_H01: VIM Analytics: Result View 1 – Extended

with nearly all invoice header fields (about 80 out of about 100 fields)
• /OPT/VA2_H02: VIM Analytics: Result View 2 – Basic
with the most important invoice header fields (about 60 out of about 100
fields)

Process View

• /OPT/VA2_P01: VIM Analytics: Process View 1

with the most important fields regarding the VIM workflow processes

Line Item View

• /OPT/VA2_I01: VIM Analytics: Item View 1 – Extended

with the most important invoice line item fields, including a variety of
selected accounting objects (about 40 out of more than 140 fields)
• /OPT/VA2_I02: VIM Analytics: Item View 2- Basic
with the most important invoice line item fields (about 20 out of more than
140 fields)

However, if you experience performance issues or if a good performance is critical

for your business, you should create your own default layout variants for the result

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list, the process view and the line item view. Of course it is always possible for the
user to define user-specific layout variants.

To change layout variants:

• Use the standard SAP function Change layout in the ALV grid control.
To open the layout context menu, click the right portion of the Select layout
button .
For detailed information about the layout features, see the SAP Help.

16.4 Configuring new VAN with remote systems

With VIM 7.5 SP4 and later, the new VAN is enabled to extract data from multiple
backend systems, using the System Landscape Directory (SLD).

You can start or run VAN on the central system or on any of the satellite system as
defined in the SLD. In VIM 7.5 SP4, the following new reports are introduced for
this:

• Remote enabled VAN for a single remote system (transaction /OPT/VIM_VA25)

• Remote enabled VAN for multiple remote systems (transaction /OPT/VIM_VA26)

Prerequisite: SLD configuration

• Maintain the SLD in all satellite systems, with a logical system entry for each
remaining satellite system besides central and own systems. Assign a proper
RFC for Dialog Comm for all other satellite systems and central system. For
more information, see Section 4.4.1 “Maintaining the SLD” in OpenText Vendor
Invoice Management for SAP Solutions - Scenario Guide for Invoice Solution (VIME-
CCS).
• To use the remote enabled VAN, OpenText recommends trusted RFCs for Dialog
Comm.
• For further information, see Section 4.4 “Working with the System Landscape
Directory (SLD)” in OpenText Vendor Invoice Management for SAP Solutions -
Scenario Guide for Invoice Solution (VIME-CCS).

For a description how to start VAN for single and multiple remote systems, see
Section 3.1 “Starting remote enabled VAN” in OpenText Vendor Invoice Management
for SAP Solutions - Reference Guide for Invoice Solution (VIME-RGD).

Notes

• Company-Code-based authorizations (J_6NIM_BUK) are checked on the

respective remote system, with <blank> logical system. For more information,
see “Reporting” on page 96.
• Buttons and plugins on ALV results are shown according to the user profile
on the logon system.

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 16.5. Additional configuration options for the new VAN

• If you have custom settings for buttons and plugins that the local database
reads, it must be adjusted to read from the selected satellite system (with an
RFC).

16.5 Additional configuration options for the new VAN

Besides the settings in the customizing profile, VAN offers the following additional
features to adjust the VAN report:

• “Adding custom fields in the selection screen” on page 625

• “Adjusting the selection screen by variants” on page 629
• “Adding custom fields in output tables” on page 629
• “Enabling hot spot functionality for fields in output tables” on page 635
• “Specifying discount light settings for VAN” on page 639

16.5.1 Adding custom fields in the selection screen

VAN allows you to add additional custom fields to be considered at the selection of
invoices. In a first step, the selection screen is extended to add additional custom
fields. Then the data selection needs to be extended. Finally, when using ABAP CDS
views, the mapping between the selection fields and the input fields of the ABAP
CDS view(s) needs to be maintained.

16.5.1.1 Extending the selection screen

The /OPT/VIM_ANALYTICS_750_SCREEN report offers the enhancement point /OPT/
EP_VIM_VA2_SEL_SCREEN to add additional selection criteria to an additional User
Extension panel above the Report Options panel.

Ensure that select-options start with S_ and parameters start with P_.

Example implementation:

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The implicit enhancement option at the end of include /OPT/VIM_ANALYTICS_750_

SCREEN can be used to adjust the text of the custom selection fields and implement
value helps and validity checks.

16.5.1.2 Enhancing the data selection

The user input in the additional selection field needs to be considered during the
selection of the invoices. How to enhance the data selection depends on whether you
use ABAP CDS views or not.

With ABAP Class /OPT/CL_V_VA2_DATA_PROV_BE_CDS, together with its superclass /OPT/CL_V_

CDS views VA2_DATA_PROV_BE, is responsible for the data selection with ABAP CDS views. This
class offers enhancement points to pass the user input in the additional custom
selection fields to the actual data selection.

The enhancement points are grouped in the following enhancement spots:

• /OPT/ES_VIM_VA2_DATA_PROV_BE_C for enhancements to class /OPT/CL_V_VA2_

DATA_PROV_BE_CDS

• /OPT/ES_VIM_VA2_DATA_PROV_BE for enhancements to class /OPT/CL_V_VA2_

DATA_PROV_BE

Note: Always read the instructions mentioned in the coding of the classes very
carefully before implementing enhancement points.

To enhance the data selection when using ABAP CDS views:

1. Enhance the appropriate ABAP CDS views by an additional input parameter.

2. Click the Attributes tab of class /OPT/CL_V_VA2_DATA_PROV_BE.

3. Add a new class attribute similar to the existing attributes starting with MR_ as
implicit enhancement. This new class attribute represents a range table for the
new selection criteria. Use type RSELOPTION or any range type appropriate to
your selection criteria.

4. Implement the explicit enhancement points of enhancement spot /OPT/ES_VIM_

VA_DATA_PROV_BE for the following purposes:

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• to declare local structures for the custom selection ranges

• to refresh the custom selection ranges initially
• to map the user input in the custom selection fields to the custom selection
ranges

5. Implement the explicit enhancement points of enhancement spot /OPT/ES_VIM_

VA2_DATA_PROV_BE_C

• Enhancement point /OPT/EP_VIM_VA2_DATA_PROV_WHER to pass the user

input in the additional custom selection fields to the WHERE clause of the
SELECT statement on the ABAP CDS views
Example implementation:
lv_db_fieldname = me->get_db_fieldname_hdr( 'ARCHIV_ID' ).

IF NOT mv_dph_view IS INITIAL.

IF NOT mr_archid[] IS INITIAL.
ev_where_clause_dp = |{ ev_where_clause_dp } AND
{ lv_db_fieldname } IN @mr_archid|.
ENDIF.
ENDIF.

IF NOT mv_poh_view IS INITIAL.

IF NOT mr_archid[] IS INITIAL.
ev_where_clause_po = |{ ev_where_clause_po } AND
{ lv_db_fieldname } IN @mr_archid|.
ENDIF.
ENDIF.

IF NOT mv_npoh_view IS INITIAL.

IF NOT mr_archid[] IS INITIAL.
ev_where_clause_npo = |{ ev_where_clause_npo } AND
{ lv_db_fieldname } IN @mr_archid|.
ENDIF.
ENDIF.

• Enhancement point /OPT/EP_VIM_VA2_DATA_PROV_FREE to finally free the

resources of the custom selection ranges

Without ABAP Class /OPT/CL_V_VA2_DATA_PROV_BE_STD, together with its superclass /OPT/CL_V_

CDS views VA2_DATA_PROV_BE, is responsible for the data selection without ABAP CDS views.
These classes offer multiple enhancements points to pass the user input in the
additional custom selection fields to the actual data selection.

The enhancement points are grouped in the following enhancement spots:

• /OPT/ES_VIM_VA2_DATA_PROV_BE_S for enhancements to class /OPT/CL_V_VA2_

DATA_PROV_BE_STD

• /OPT/ES_VIM_VA2_DATA_PROV_BE for enhancements to class /OPT/CL_V_VA2_

DATA_PROV_BE

Note: Always read the instructions mentioned in the coding of the classes very
carefully before implementing enhancement points.

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To enhance the data selection when not using ABAP CDS views:

1. Click the Attributes tab of class /OPT/CL_V_VA2_DATA_PROV_BE. Add a new

class attribute similar to the existing attributes starting with MR_ as implicit
enhancement. This new class attribute represents a range table for the new
selection criteria. Use type RSELOPTION or any range type appropriate to your
selection criteria.

2. Implement the explicit enhancement points of enhancement spot /OPT/ES_VIM_

VA_DATA_PROV_BE for the following purposes:

• to declare local structures for the custom selection ranges

• to refresh the custom selection ranges initially
• to map the user input in the custom selection fields to the custom selection
ranges

3. Implement the explicit enhancement points of enhancement spot /OPT/ES_VIM_

VA2_DATA_PROV_BE_S for the following purposes:

• to enhance the WHERE condition of a data selection on /OPT/VIM_1HEAD or /

OPT/VIM_2HEAD tables (if the selection fields are fields in these tables)

• to filter the result list by the custom selection ranges

• to finally free the resources of the custom selection ranges

Note: There are three enhancement points available at different points of time
in the process to filter for custom selection ranges. It may have negative effects
on the runtime when using an inappropriate enhancement point for filtering.
The more restrictive selection criteria is, the more you should use it for filtering
at the beginning of the filter process.

The other way round, if you have to select all VIM documents (technically, all
records of /OPT/VIM_1HEAD) before you can judge whether a document fulfills
the selection criteria or not, you should use the enhancement point at the end
of the filter process.

16.5.1.3 Defining field mapping (only when using ABAP CDS views)
The input of the additional selection field needs to be passed to the appropriate
input parameter of the ABAP CDS views. Define an additional field mapping from
the selection field to the ABAP CDS views field in VIM customizing:

Selection Mode Use ABAP CDS views

View Type Header View
Database Field Name <Name of ABAP CDS view field>
Input/Output field of data selection Input Field
Application Field Name <Name of the selection field without the leading S_ or
P_>

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For more details, see “Defining field mapping (only when using ABAP CDS views)”
on page 617.

16.5.2 Adjusting the selection screen by variants

If you run VAN with complex search criteria periodically, the process of manually
reentering the information with each report run could be very time-consuming. To
facilitate this process, you can use a report variant. When running a report, you
enter the search criteria once and save it under a unique variant name. Whenever
you need to run the same report, you simply enter the variant name and the system
automatically writes the values stored in the variant to the fields on the selection
screen.

In addition, the VAN selection screen offers more than 80 selection fields. Not all of
these selection fields may be required for all user groups. To keep the selection
screen as clearly as possible, you can use variant-specific attributes. Variant-specific
attributes enable you to hide individual fields, for example, or to write-protect data.
Furthermore, you can store the selection values defined for a selection option as a
separate selection variable. Changes made to the variable then affect all of the
variants in which it is used.

For detailed information about variants on the selection screen, see the SAP help.

16.5.3 Adding custom fields in output tables

VIM Analytics allows you to add additional custom fields in the following output
tables: result list, line item view, and process view. In a first step, you extend the
output structure for the output tables to add additional custom fields. In a second
step, you populate the custom fields in the output tables.

16.5.3.1 Adding custom fields to the output structure

In this step, you extend the output structures for the result list, the line item view, or
the process view with custom fields.

To add fields to the output structure of the result list:

1. Run the SE11 transaction to display structure /OPT/VVA2_OUT_DOC_HDR_ST.

2. Create or update an append structure: On the Goto menu, click Append

Structure.

3. When creating a new append structure, enter a short description.

4. Add the customer fields that you want to add into the structure fields and
provide related data elements. The data element will provide the field label, for
example the column heading.

5. Save and activate the append structure and put it into a transport request.

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6. By default, the new custom fields are not yet displayed in the result list. To get
the custom fields displayed, launch VIM Analytics and change the layout
variant for the result list. For details, see “Layout variants” on page 623.

To add fields to the output structure of the line item view:

1. Repeat the steps in “To add fields to the output structure of the result list:“
on page 629 for structure /OPT/VVA2_OUT_LINE_ITEM_ST.

2. By default, the new custom fields are not yet displayed in the line item view. To
get the custom fields displayed, launch VIM Analytics and change the layout
variant for the line item view. For details, see “Layout variants” on page 623.

To add fields to the output structure of the process view:

1. Repeat the steps in “To add fields to the output structure of the result list:“
on page 629 for structure /OPT/VVA2_OUT_WORK_ITEM_ST.

2. By default the new custom fields are not yet displayed in the process view. To
get the custom fields displayed, launch VIM Analytics and change the layout
variant for the process view. For details, see “Layout variants” on page 623.

16.5.3.2 Populating or changing field content in output tables

VIM Analytics allows you to implement program logic to populate custom fields in
the following output tables: result list, line item view, and process view. You can not
only populate custom fields with values but you can also change the content of VIM
standard fields.

How to populate custom fields in the result list depends on whether you use ABAP
CDS views or not. In contrast to this, for the line item view and the process view,
there is no difference how to populate custom fields no matter if ABAP CDS views
are used or not.

The data selection classes /OPT/CL_V_VA2_DATA_PROV_BE_STD, /OPT/CL_V_VA2_

DATA_PROV_BE_CDS, and /OPT/CL_V_VA2_DATA_PROV_BE offer enhancement points.
These enhancement points allow to populate custom fields or to change the content
of VIM standard fields in the mentioned output tables.

Note: Creating an enhancement implementation might fail with message

Position cursor on enhancement option to create it. In this case, apply
OSS note 2051218 and perform the repair steps described in OSS note 2054794
for the enhancement spot.

Populating or changing field content in the result list with ABAP CDS views –
You may need to read additional fields from the database to populate the field
content in the result list. Depending on the database tables that are concerned, there
are two alternatives how to select these additional fields:

• The ABAP CDS views read data from several database tables already. You want
to read an additional field.

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Example: The CDS views select data from database table /OPT/VIM_1HEAD already. You
want to select an additional field from database table /OPT/VIM_1HEAD.

See “To select additional fields by enhancing the ABAP CDS views:“
on page 631
• You need to read data from database tables that are not included in the ABAP
CDS views.

Example: You want to get an additional descriptive text from a text table.

See “To select additional fields by selecting data from additional database tables:
“ on page 632

To select additional fields by enhancing the ABAP CDS views:

1. Enhance the appropriate ABAP CDS views by the additional output fields you
need to read.
The data records selected by the ABAP CDS views are read into a local table lt_
result of structure /OPT/VVA2_CDS_DOC_HDR_ST.

2. Create or update an append structure to structure /OPT/VVA2_CDS_DOC_HDR_ST

and add the additional output fields.

3. Pass the additional fields that are read from the ABAP CDS views to the local
table lt_result of structure /OPT/VVA2_CDS_DOC_HDR_ST. In Step 1, you have
added fields to the structure of local table lt_result. Now define the field
mapping between the ABAP CDS view fields and the fields of the result table:

Selection Mode Use ABAP CDS views

View Type Header View
Database Field Name <Name of ABAP CDS view field>
Input/Output field of data selection Output Field
Application Field Name <Name of the field in the ABAP result table>

For more details, see “Defining field mapping (only when using ABAP CDS
views)” on page 617.

4. In some cases, it may not be enough to just select one field from the ABAP CDS
views per output field but it may be required to select some more fields from
the ABAP CDS views. In this case, you may need to implement enhancement
point /OPT/EP_VIM_VA2_DATA_PROV_ADDF of enhancement spot /OPT/ES_VIM_
VA2_DATA_PROV_BE_C to add some more fields to be selected.
Repeat Step 1 to Step 3 for these additional fields.
Now you have done everything to get data read from the ABAP CDS views into
the local table lt_result. This local table is used to populate the custom output
fields in the result table rt_out_doc_hdr of structure /OPT/VVA2_OUT_DOC_
HDR_ST in a next step. By default all data records of local table lt_result are
moved to the final result table rt_out_doc_hdr by using the move-

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corresponding statement. Sometimes this may not be sufficient and you may
need to implement some custom logic.

5. In this case, implement the explicit enhancement point /OPT/EP_VIM_VA2_

DATA_PROV_OUTH of enhancement spot /OPT/ES_VIM_VA2_DATA_PROV_BE_C.

To select additional fields by selecting data from additional database tables:

1. Implement the explicit enhancement point /OPT/EP_VIM_VA2_DATA_PROV_OUTH

of enhancement spot /OPT/ES_VIM_VA2_DATA_PROV_BE_C to populate custom
fields or to change the content of VIM standard fields in the result list.

2. Save and activate the enhancement implementation.

Example 16-3: Example implementation for result list:

TYPES: BEGIN OF custom_fields_ty,

docid TYPE /opt/docid,
zfield1 TYPE xxxx,
END OF custom_fields_ty.

DATA: lt_custom_fields TYPE TABLE OF custom_fields_ty.

FIELD-SYMBOLS: <lfs_doc_hdr_out> LIKE LINE OF lt_doc_hdr_out,

<lfs_custom_fields> LIKE LINE OF lt_custom_fields.

SELECT docid zfield1

INTO CORRESPONDING FIELDS OF TABLE lt_custom_fields
FROM xxxx
FOR ALL ENTRIES IN lt_doc_hdr_out
WHERE docid = lt_doc_hdr_out-docid.
SORT lt_custom_fields BY docid.

LOOP AT lt_doc_hdr_out ASSIGNING <lfs_doc_hdr_out>.

READ TABLE lt_custom_fields ASSIGNING <lfs_custom_fields>
WITH KEY docid = <lfs_doc_hdr_out>-docid
BINARY SEARCH.
IF sy-subrc = 0.
<lfs_doc_hdr_out>-zfield1 = <lfs_custom_fields>-zfield1.
ENDIF.
ENDLOOP.

To populate or change field content in the result list without ABAP CDS views:

1. Implement the explicit enhancement point /OPT/EP_VIM_VA2_DATA_PROV_OUTH

of enhancement spot /OPT/ES_VIM_VA2_DATA_PROV_BE_S to populate custom
fields or to change the content of VIM standard fields in the result list.

2. Save and activate the enhancement implementation.

Example 16-4: Example implementation for result list:

TYPES: BEGIN OF custom_fields_ty,

docid TYPE /opt/docid,
zfield1 TYPE xxxx,
END OF custom_fields_ty.

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 16.5. Additional configuration options for the new VAN

DATA: lt_custom_fields TYPE TABLE OF custom_fields_ty.

FIELD-SYMBOLS: <lfs_doc_hdr_out> LIKE LINE OF lt_doc_hdr_out,

<lfs_custom_fields> LIKE LINE OF lt_custom_fields.

SELECT docid zfield1

INTO CORRESPONDING FIELDS OF TABLE lt_custom_fields
FROM xxxx
FOR ALL ENTRIES IN lt_doc_hdr_out
WHERE docid = lt_doc_hdr_out-docid.
SORT lt_custom_fields BY docid.

LOOP AT lt_doc_hdr_out ASSIGNING <lfs_doc_hdr_out>.

READ TABLE lt_custom_fields ASSIGNING <lfs_custom_fields>
WITH KEY docid = <lfs_doc_hdr_out>-docid
BINARY SEARCH.
IF sy-subrc = 0.
<lfs_doc_hdr_out>-zfield1 = <lfs_custom_fields>-zfield1.
ENDIF.
ENDLOOP.

To populate or change field content in the line item view:

1. Implement the explicit enhancement point /OPT/EP_VIM_VA2_DATA_PROV_OUTI

of enhancement spot /OPT/ES_VIM_VA2_DATA_PROV_BE to populate custom
fields or to change the content of VIM standard fields in the line item view.

2. Save and activate the enhancement implementation.

Example 16-5: Example implementation for line item view:

TYPES: BEGIN OF custom_fields_ty,

docid TYPE /opt/docid,
itemid TYPE /opt/docitemid,
zfield1 TYPE xxxx,
END OF custom_fields_ty.

DATA: lt_custom_fields TYPE TABLE OF custom_fields_ty.

FIELD-SYMBOLS: <lfs_line_item_out> LIKE LINE OF lt_line_item_out,

<lfs_custom_fields> LIKE LINE OF lt_custom_fields.

SELECT docid itemid zfield1

INTO CORRESPONDING FIELDS OF TABLE lt_custom_fields
FROM xxxx
FOR ALL ENTRIES IN lt_line_item_out
WHERE docid = lt_line_item_out-docid
AND itemid = lt_line_item_out-itemid.
SORT lt_custom_fields BY docid itemid.

LOOP AT lt_line_item_out ASSIGNING <lfs_line_item_out>.

READ TABLE lt_custom_fields ASSIGNING <lfs_custom_fields>
WITH KEY docid = <lfs_line_item_out>-docid
itemid = <lfs_line_item_out>-itemid
BINARY SEARCH.
IF sy-subrc = 0.
<lfs_line_item_out>-zfield1 = <lfs_custom_fields>-zfield1.

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ENDIF.
ENDLOOP.

To populate or change field content in the process view:

1. Implement the explicit enhancement point /OPT/EP_VIM_VA2_DATA_PROV_OUTW

of enhancement spot /OPT/ES_VIM_VA2_DATA_PROV_BE to populate custom
fields or to change the content of VIM standard fields in the process view.
2. Save and activate the enhancement implementation.

Example 16-6: Example implementation for process view

TYPES: BEGIN OF custom_fields_ty,
wi_id TYPE sww_chckwi,
zfield1 TYPE xxx,
END OF custom_fields_ty.

DATA: lt_custom_fields TYPE TABLE OF custom_fields_ty.

FIELD-SYMBOLS: <lfs_work_item_out> LIKE LINE OF lt_work_item_out,

<lfs_custom_fields> LIKE LINE OF lt_custom_fields.

SELECT wi_id zfield1

INTO CORRESPONDING FIELDS OF TABLE lt_custom_fields
FROM xxxx
FOR ALL ENTRIES IN lt_work_item_out
WHERE wi_id = lt_work_item_out-wi_id.
SORT lt_custom_fields BY wi_id.

LOOP AT lt_work_item_out ASSIGNING <lfs_work_item_out>.

READ TABLE lt_custom_fields ASSIGNING <lfs_custom_fields>
WITH KEY wi_id = <lfs_work_item_out>-wi_id
BINARY SEARCH.
IF sy-subrc = 0.
<lfs_work_item_out>-zfield1 = <lfs_custom_fields>-zfield1.
ENDIF.
ENDLOOP.

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 16.5. Additional configuration options for the new VAN

16.5.4 Enabling hot spot functionality for fields in output

tables
Several fields in the result list and in the process view of VIM Analytics provide hot
spot functionality to jump to detail information related to the field.

VIM Analytics allows you to add hot spots to additional fields in the following
output tables: result list, process view, line item view. This includes fields of the
VIM standard as well as custom fields. In a first step, you enable the hot spot for the
field. In a second step, you implement the function behind this hot spot.

16.5.4.1 Enabling hot spot functionality

In this step, you activate the hot spot for fields in the result list, the line item view, or
the process view.

To enable a hot spot for a field in the result list:

1. Implement the explicit enhancement point /OPT/EP_VIM_VA2_SET_FIELDCAT of

enhancement spot /OPT/ES_VIM_VA2_UI_DOC_HDR_ALV to activate the hot spot
functionality for fields in the result list. Set field FIELDNAME of the field catalog
to X for the relevant fields.

2. Save and activate the enhancement implementation.

Example 16-7: Example implementation for result list

To enable a hot spot for a field in the line item view:

1. Implement the explicit enhancement point /OPT/EP_VIM_VA2_SET_FIELDCAT of

enhancement spot /OPT/ES_VIM_VA2_UI_PLUGIN_ITEM to activate the hot spot
functionality for fields in the line item view. Set field FIELDNAME of the field
catalog to X for the relevant fields.

2. Save and activate the enhancement implementation.

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Example 16-8: Example implementation for line item view

To enable a hot spot for a field in the process view:

1. Implement the explicit enhancement point /OPT/EP_VIM_VA2_SET_FIELDCAT of

enhancement spot /OPT/ES_VIM_VA2_UI_PLUGIN_WI to activate the hot spot
functionality for fields in the process view. Set field FIELDNAME of the field
catalog to X for the relevant fields.

2. Save and activate the enhancement implementation.

16.5.4.2 Adding custom logic to a hot spot in the output tables

In this step, you add the program logic that is called when a user is clicking on a hot
spot in the result list, the line item view, and the process view.

Several fields in the result list and in the process view of the VIM Analytics provide
hot spot functionality to jump to detail information related to the field.

VIM Analytics allows you to change the logic behind hot spots for fields in the result
list, the line item view and the process view. You can not only change the program
logic but you can also add program logic to fields for which you have added a new
hot spot (see “Enabling hot spot functionality for fields in output tables”
on page 635).

To add custom logic to a hot spot for a field in the result list:

1. Implement the explicit enhancement point /OPT/EP_VIM_VA2_HDR_HOTSPOT of

enhancement spot /OPT/ES_VIM_VA2_UI_EVENTS_C to add or change the
program logic to a hot spot for a field in the result list.

2. Save and activate the enhancement implementation.

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Example 16-9: Example implementation for result list

To add custom logic to a hot spot for a field in the line item view:

1. Implement the explicit enhancement point /OPT/EP_VIM_VA2_ITEM_HOTSPOT of

enhancement spot /OPT/ES_VIM_VA2_UI_EVENTS_C to add or change the
program logic to a hot spot for a field in the line item view.

2. Save and activate the enhancement implementation.

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Example 16-10: Example implementation for line item view

To add custom logic to a hot spot for a field in the process view:

1. Implement the explicit enhancement point /OPT/EP_VIM_VA2_WI_HOTSPOT of

enhancement spot /OPT/ES_VIM_VA2_UI_EVENTS_C to add or change the
program logic to a hot spot for a field in the process view.

2. Save and activate the enhancement implementation.

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16.5.5 Specifying discount light settings for VAN

You can define the behavior of the discount light icon that is integrated in the result
list of VAN. You can specify the following values, depending on company codes.

• Number of days before the due date for cash discount 1 to set a yellow discount
light.
• Number of days before the due date for cash discount 1 to set a red discount
light.

The settings for the discount light apply for the discount light that is integrated in
the process output list of VIM Invoice Workplace. The settings also apply for the
discount light icon that is integrated in the result list of VAN.

For more details and all the steps needed to specify the discount light settings, see
“Specifying discount light settings” on page 694.

16.6 VIM Analytics on mass data

You might have several hundred thousand or even millions of VIM invoices on your
system. At this time the latest, you should think about creating indexes on database
tables. Database table /OPT/VIM_1HEAD is the most important database table when
analyzing the runtime of VIM Analytics. However, VIM Analytics uses about 20
database tables for the data selection, not mentioning the additional database tables
needed for the report output.

The selection screen comes with more than 80 different selection fields. The selection
criteria that are used in companies most frequently vary very much. So there cannot
be a general recommendation which database indexes would be the best in your
company.

Analyze the most frequent and time critical queries, for example by using the ST05
transaction. Then create extension indexes on /OPT/VIM_1HEAD and further tables
depending on your company’s most common selection requirements.

In Section 3.5 “VIM Analytics and mass data” in OpenText Vendor Invoice Management
for SAP Solutions - Reference Guide for Invoice Solution (VIME-RGD), you find further
recommendations for the end user how to ensure a fast data selection in VIM
Analytics.

Additionally, adjust the layout variants for the result list of VIM Analytics to restrict
the number of output columns to those columns that are needed for the daily
business. For more details, see “Layout variants” on page 623.

Note: If your SAP system is on SAP NetWeaver AS ABAP 7.40 SP05 or higher,
you have the choice to use the new VIM Analytics report with ABAP CDS
Views or without. This configuration of the Selection Mode may have a high
impact on the run time of the new VIM Analytics report. It varies from system
to system which configuration is the best. But based on extensive mass data

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tests, OpenText generally recommends the following configuration for

different database systems.

• On an SAP HANA database, select Use ABAP CDS Views.

• On an Oracle database system, select Use no views.
• On a Microsoft SQL Server database system, select Use ABAP CDS Views.
• On other database systems, start with Use no views and check whether the
runtime is sufficient. If it is not, you can switch to Use ABAP CDS Views and
the other way round seamlessly.

For more details about the configuration of the Selection Mode, see “Data
Selection” on page 614.

However, these are general recommendations only. Your system might react
differently from OpenText's test systems. This is why OpenText strongly
recommends that you test the setting for the Selection Mode on your system
and set it accordingly. You can switch the setting whenever needed.

16.7 Extending the Current Liability Report

The purpose of the VIM Analytics Current Liability Report is to provide the
Accounts Payable department with accurate information about the current liabilities
at any point in time. For more information, see Section 4 “Using the VIM Analytics
Current Liability Report” in OpenText Vendor Invoice Management for SAP Solutions -
Reference Guide for Invoice Solution (VIME-RGD).

Limitation

During PO proposal, the system does not populate both GL account and cost
center for multiple account assignments. Therefore, they are not reported in the
DP line view of the Current Liability Report. However, for single account
assignment, both GL account and cost center will appear in the DP line view.

To get a meaningful output list of the Current Liability Report, with additional fields
on DP line view and SAP lines view, you can perform the following customization.

To extend the Current Liability Report with additional fields:

1. Create a custom subclass using the /OPT/VAN_LIABILITY_PROCESS superclass.

2. Extend the /OPT/VAN_LIABILITY_DP_LINES structure with additional, custom

fields for DP line view.

3. Redefine the EXTEND_DP_LINE_VIEW method of the newly created subclass with

the logic to read data for additional fields and fill the report using changing
parameter OUTTABLE.
In this method, you can set custom field attributes by field catalog using the
changing parameter FIELDCAT.

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 16.7. Extending the Current Liability Report

4. Extend the /OPT/VAN_LIABILITY_LINES structure with additional, custom

fields for SAP lines view.

5. Redefine the EXTEND_LINE_VIEW method of the newly created subclass with the
logic to read data for additional fields and fill the report using changing
parameter OUTTABLE.
In this method, you can set custom field attributes by field catalog using the
changing parameter FIELDCAT.

6. Finally run the SM30 transaction and add the new entry to the Z constant table /
PTGWFI/Z_CONST with the following values:

Product Code VAN

Product Version No <Blank>
Constant Name LIABILITY_OBJ_PROC
Description Enhancing Liability Report with custom fields for DP Line
View and SAP Lines View.
Constant Value <Newly created subclass>

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Chapter 17

Characteristic specific configuration

17.1 Introduction
Within companies, the processing of invoices varies according to legal or specific
company-based settings. VIM supports flexible processing by defining individual
invoice characteristics.

An invoice characteristic is determined during runtime and depends on the

corresponding index data of the document. In the baseline configuration, VIM
delivers the country as a unique invoice characteristic.

With respect to invoice processing, there are various business and regulatory rules
that need to be applied. These rules differ from region to region. VIM provides a
flexible infrastructure for implementing these rules. This empowers customers to
fine tune these rules to be in line with their interpretation of legal rules and for
optimizing their business processes.

There are two main types of rules that need to be implemented:

Completeness check rules

These rules are based on the regulatory requirements that require specific pieces
of information to be on the invoice before the invoice can be paid.

Tax related
Specific pieces of information relating to Value Added Tax (VAT) and other
taxation rules that need to be followed. SAP ERP implements the various tax
rules in the standard software and has a flexible infrastructure to link with tax
software like Vortex and Taxware. VIM by itself does not duplicate any of these
pieces of functionality. VIM provides a way to implement certain metadata-
based business rules that can be implemented before the invoice data is entered
in to the SAP ERP transactions.

VIM implements these requirements with the following:

Core infrastructure
Infrastructure that supports the ability to model and realize different business
process flows depending on the characteristic specific rules.

Baseline content
Out-of-box content that includes common implementation of business rules
specific to the various regions. VIM provides a baseline that is based on country
as a characteristic. However, you can customize this if required.

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Chapter 17 Characteristic specific configuration

17.1.1 Core infrastructure

The architecture of VIM includes various mechanisms to apply complex business
rules. The following concepts of VIM are critical for the implementation of
characteristic-specific business rules.

17.1.1.1 Document types

Document types provide a mechanism for configuring the system for implementing
different user interfaces, rules checking and processes specific to different business
needs. You can assign different user interface screens to document types so that data
fields that are specific to the document type are visible to the users while processing
the invoices.

You can use a document type to combine all global settings to process an invoice
within a company. Therefore a document type is a global invoice processing
template. You can configure detailed settings according to specific invoice attributes
within invoice characteristic settings. You can also maintain settings in different
determination procedures, for example approval determination or additional cost
determination.

Obsolete The document types have an attribute to configure a “country code”. The “country
setting code” provides a mechanism for an implementer to configure country-specific
processes. This is obsolete with VIM 7.0 and higher because the country-specific
settings have been replaced by the characteristic-specific settings, which are
specified by the document type determination.

If you still use a fixed country in the document type, and the characteristic is also
configured, the country of the document type is used for the characteristic
processing. Therefore no other characteristic like the country is allowed.

17.1.1.2 Logic modules

Logic modules provide a mechanism to automatically add data to a document. For
more information, see “Processing logic modules” on page 222.

17.1.1.3 Process types

Process types are a mechanism for implementing exception processing procedures.
Various roles can be attached to these process types and process-specific user
options can be implemented to handle various exception scenarios. Process types
handle exceptions that occur because the characteristic-specific rules fail during
invoice processing.

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17.1.1.4 Business Rule Framework

The Business Rule Framework (BRF) allows you to configure the business rule
processing in a more detailed way. The usage of the BRF is optional. If nothing is
configured in the BRF Schemata Assignment, the business rules are carried out as
usual. For more information, see “Business Rule Framework” on page 232.

17.1.1.5 Invoice types

VIM supports PO invoices and Non PO invoices.

17.1.1.6 Simple invoices

Some invoices are simplified invoices, based on certain characteristic-specific rules.
You can ignore some of the business rules for Simple Invoices. You configure the
business rules to be ignored for Simple Invoices at the characteristic level. See
“Characteristic specific process types” on page 663.

17.1.1.7 Invoice categories

Certain business rules are applicable to only some invoices that are processed in a
specified characteristic. Other business rules need to be skipped for only some
invoices of a characteristic. The concept of invoice categories is used to identify these
special groups of invoices. Invoice categories help to apply the business rules for
specific invoices.

VIM supports the following invoice categories:

Domestic
Invoices raised by vendors in the same country.
Intra-Community
Invoices raised by vendors in the European Union (EU) to companies in the EU.
Applicable only to EU countries.
Triangulation
Invoices raised by vendors in the EU to companies in the EU for a delivery of
goods or services originating in another EU country. In this case, both the
vendor and the company are in different EU countries. Applicable only to EU
countries.
Import
Invoice raised by vendors outside the company’s country.
Domestic Material
Invoices raised by vendors in India where the Purchase Order is a Material PO.
Applicable only to India.
Domestic Service
Invoices raised by vendors in India where the Purchase Order is a Service PO.
Applicable only to India.

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Chapter 17 Characteristic specific configuration

Import Material
Invoices raised by vendors outside India where the Purchase Order is a
Standard PO. Applicable only to India.

Import Service
Invoices raised by vendors outside India where the Purchase Order is a Service
PO. Applicable only to India.

Non VAT
Invoices without VAT amount. Applicable only to China.

VAT Common
Invoices with VAT provided but the VAT amount is not deductible. Applicable
only to China.

VAT Special
Invoices with VAT provided and the VAT amount is deductible. Applicable
only to China.

For information on maintaining invoice categories, see “Invoice categories, category

groups, and mapping” on page 650.

17.1.2 Baseline content

Baseline content is the implementation of the business rules as interpreted by
OpenText. This implementation content is available for you to modify in order to
meet your requirements. This includes the following:

• Logic modules in general and specific to different invoice types

• Document types specific to different processes

• User interface specific to each process implementation

• Screen field configuration specific to the document types

• Business rules implementation specific to each characteristic

• Business rule framework schemata

In the baseline configuration, VIM delivers three document types as global

processing templates. Specific processing is configured for the PO and NPO invoice
types. In addition, a specific configuration for down payment processing is
provided.

These global templates cover the basic configuration, and in combination with the
country-specific invoice characteristic enable global companies to process invoices.

The following table lists the document types that are delivered as a part of VIM
baseline version.

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 17.1. Introduction

S.No Document type Description

1 NPO_75 Non PO Processing
2 PO_75 PO Processing
3 DWN_75 Down Payment Processing (PO and Non PO)

Each document type has a defined set of business rules. These business rules
determine the DP Exception to be raised in case of missing or invalid data on the DP
indexing screen.

Each business rule is driven either through configuration or a function module

which will in turn trigger the business logic for validating the invoice information.

The DP indexing screen is different for each document type. Based on the document
type, the respective Indexing screen is displayed. The screen configuration for each
document type is a part of the document type configuration.

Besides the global configuration of the document types, the detailed characteristic
configuration provides, in the baseline delivery, settings for all countries. Specific
countries and a global country template are delivered to support all requirements
from the process point of view.

17.1.2.1 Adjusting the baseline

VIM 7.5 is delivered with preconfigured document types that support important
scenarios. Some data is automatically added by logic modules, depending on the
document type. The business rules that are carried out depend on the document
type as well.

You should copy the baseline document types to “own” document types.

The business rule run can be configured to run different for customer specific
groups. There is no preconfiguration. Some vendors could be grouped as white list
vendors. For this group, the business rules would not all be carried out.

To adjust the baseline:

1. Decide which data shall be added automatically:

Adjust the logic module settings for “own” document types in the Document
Type Configuration – Logic Module Processing. For more information, see
“Configuring logic module processing” on page 223.

2. Decide which checks (business rules) shall be carried out in which sequence:
Adjust the document processes in the Document Type Definition. For more
information, see “Defining the process type determination sequence”
on page 177.

3. Decide which groups shall be used to have a strict or relaxed business rule run.
For more information, see “Business Rule Framework” on page 232.

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Figure 17-1: Overview incoming invoice data processing

17.1.3 Document type determination and characteristic

customizing
The baseline document types are determined in the document type determination
engine. For details, see “Document type determination rules engine” on page 158.

Besides the global document type, the invoice characteristic is determined and
defined in the determination engine. Within the baseline, VIM delivers the country
for characteristic. This section describes how to define an own invoice characteristic
and how to use the determination based on the invoice characteristic.

Note: You must only change the settings in this section, if you want to enhance
the baseline implementation by using an own characteristic.

To maintain characteristic settings and the document type determination:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice
Management Invoice Solution > Document Processing Configuration
>Document Type Configuration > Maintain Document Type Determination
Procedure.

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 17.1. Introduction

You can change the sequence of the procedures, and you can introduce
additional procedures. Because the procedures are performed in alphabetical
order according to their procedure name, you must insert new procedures in
their correct position. The maintained procedures are checked from top to
bottom, and the first matching document type will be chosen.

2. To specify the matching criteria, mark a procedure and double-click Step

Details.

3. If you want to customize characteristics, select the Check Type Characteristic

Value and configure corresponding values for the characteristic in the Check
Value From field. Alternatively, you can specify different values like a function
module or a missing value, constant value, or invalid value.

Note: In contrast to the BL_0000200 and BL_0000300 procedures, the BL_

0000100 procedure, which stands for the PO Automation, does not use the
characteristic customizing. This document type should be only used for
specific values on invoices, for example for vendor or company code.
These settings must be maintained due to customer requirements.

Within the baseline, VIM delivers characteristic-specific countries and also

supports all other countries maintained with an asterisk (*) in characteristic-
specific settings. For more information, see “Characteristic specific settings for
document types” on page 654.

4. To use the characteristic settings, configure the corresponding characteristics in

Step Details. Within the global template approach, all countries are processed
in the PO_75 or NPO_75 global document type, depending on the invoice type.
In baseline, the asterisk (*) characteristic will be used for all additional
countries. The asterisk is also available in the characteristic settings, where you
can configure screen fields and characteristic-specific business rules.

5. Characteristic customizing
To maintain the characteristic settings, double-click Characteristics Field.

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Chapter 17 Characteristic specific configuration

Field Name
Specify the characteristic field. Each characteristic setting depends on that
field. In the baseline, LAND1 is delivered to replicate countries for all
characteristics. If this value changes, all characteristic settings have to be
checked and changed.
Search Help Name
Enter a search help to simplify the characteristics mapping.
Text table, Short tx fld n (Short text field name)
Enter the field name of the short text in the configured text table. The short
text is used in the characteristics customizing.
Exit FM
Enter a function module to determine the specified characteristic. In the
baseline, the country is read from the delivered company code.

17.2 Invoice categories, category groups, and

mapping
OpenText provides a baseline implementation for customizing aspects of invoice
categories, category groups, and mapping. Invoice categories are maintainable, so
you can enhance them if required.

Note: You must only change the settings in this section if you want to enhance
the baseline implementation.

You can use category groups to restrict the number of invoice categories per
characteristic. Category groups are a bundle of different categories.

When defining the business rules for a particular characteristic, you can configure
them by category group. You can define a business rule for all the categories in that
group in one line of configuration.

For a list of invoice categories that are supported for VIM, see “Invoice categories”
on page 645.

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17.2.1 Maintaining invoice categories

In this step, you maintain custom invoice categories.

To maintain invoice categories:

1. Run the n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
Category Specific Configuration > Maintain Invoice Categories.
For the invoice categories provided by VIM Baseline, see the following
screenshot.

2. Maintain the invoice categories that you want to use.

17.2.2 Maintaining invoice category groups

In this step, you maintain custom invoice category groups. These groups can contain
any number of invoice categories.

To maintain invoice category groups:

1. Run the n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
Category Specific Configuration > Maintain Invoice Category Group.

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2. Maintain the groups that you want to use.

17.2.3 Mapping of invoice categories to groups

In this step, you map invoice categories to specific invoice category groups.

Prerequisites

• Invoice categories must be maintained. For more information, see “Maintaining

invoice categories” on page 651.

• Invoice category groups must be maintained. For more information, see

“Maintaining invoice category groups” on page 651.

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To map invoice categories to groups:

1. Run the n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
Category Specific Configuration > Maintain Invoice Category Mapping.

2. Maintain the invoice categories for each invoice category group. One invoice
category can be assigned to multiple category groups.

17.2.4 Assigning invoice category groups to specific

characteristics
In this step, you map invoice category groups to the characteristics that are
supported in your system.

Prerequisites

• Invoice category groups must be maintained. For more information, see

“Mapping of invoice categories to groups” on page 652.

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To assign invoice category groups to characteristics:

1. Run the n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
Category Specific Configuration > Maintain Invoice Category Group
Mapping.

2. Map your invoice category groups to the characteristics that are supported in
your system.

17.3 Characteristic specific settings for document

types
The Document Type Configuration utility lists all the document types for a
characteristic and provides you with the options to configure the characteristic-
specific attributes and document-specific settings. The configured characteristic
value with an asterisk (*) will be used as fallback characteristic.

To configure characteristic specific settings for document types:

1. To configure or to see what is configured for the baseline version for the
characteristic specific settings for document types, run the /N/OPT/SPRO
transaction to access VIM Invoice Configuration and navigate to OpenText
Vendor Invoice Management Invoice Solution > Document Processing

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Configuration > Document Type Configuration > Characteristic Specific

Document Type Configuration.

2. In the Characteristic Specific Attributes Overview screen, double-click a

characteristic to display the Characteristic Specific Attributes Details screen,
which allows you to modify the characteristic-specific attributes like posting
date or currency conversion date.

3. Maintain the characteristic-specific attributes, using the following parameters:

Posting date
This attribute determines the date to be used as the Posting date when
creating a SAP Invoice Document from a DP document. This configuration
will be applicable to all the invoices posted to SAP ERP for the
characteristic.
Select one of the following values:

• Current System Date

• Date on the Vendor Invoice

• Date of the supply of the Goods or Services

• Scan Date

• Manual Entry

• Provided Externally

If you do not explicitly maintain an option, or if you select the Manual

Entry option, the system date is taken as value. If you select the Provided
Externally option, no value is set.

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Conversion Date
This attribute determines the date to be used while converting the invoice
amount from foreign currency to company code or local currency.
Select one of the following values:

• Current System Date

• Date on the Vendor Invoice
• Posting Date
• Date of the supply of the Goods or Services
• Tax Reporting Date

Note: According to the company code configuration, if the Tax

determination with document date indicator is enabled, the tax
reporting date is determined from the invoice document date. If
the Tax reporting date active indicator is enabled, the tax
reporting date is determined from the invoice posting date.

Amt Limit Simple Inv

Enter a number. If the invoice amount is less than this number, the invoice
will be considered as a Simple Invoice. Some process types can be skipped
for such invoices. For more information, see “Characteristic specific process
types” on page 663.
Simplified Inv FM
You can write your own function module to determine if an invoice can be
classified as a Simple Invoice. Add the name of the function module in this
field. Copy the interface of the /OPT/VIM_CHECK_SIMPLE_INVOICE standard
function module to create a custom function module.

The following check boxes are indicators for credit memo check:

CM Ref No. Req.

Select this check box to determine that the credit memo must have a valid
reference invoice number.
CM Ref Date Req.
Select this check box to determine that the credit memo must have a valid
reference invoice date.
CM Data Validate
Select this check box to determine that the credit memo reference number
and the credit memo reference date must match the existing invoice in the
SAP ERP system.

Trg.sp.G/L ind.
This attribute sets the target special G/L indicator when creating an SAP
Down Payment Request from a DP document. This configuration is only

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 17.3. Characteristic specific settings for document types

applicable to Down Payment Requests posted to SAP ERP for the

characteristic. For more information, see “Posting of down payment
requests” on page 972.
Det. Baseline Date
This attribute determines the date to be used as the default baseline date for
due date calculation. The attribute applies when creating an SAP Invoice
Document or an SAP Down Payment Request from a DP document. This
configuration is applicable to all documents posted to SAP S/4HANA for
the characteristic.
Select the options for determining the baseline date:

Note: For a description of possible scenarios for the baseline date, see
“Baseline date determination scenarios” on page 658.

• Current System Date

• Document Date
• Posting Date
• Supply Date
• Scan Date
• SAP Logic
• Manual Entry
• Customer Logic

Baseline Date FM
To apply custom logic for the baseline date determination, you can write
your own function module. If you enter a custom function module in this
field, the value for Det. Baseline Date is not considered anymore. However,
you can use the value in the custom function module.

Exit FM
Enter an exit function module to modify the indexing screen fields, for
example /OPT/VIM_SCREEN_EXIT_FM.
Cat. from external
This check box is only relevant for Russia and Brazil, where the invoice
category should not be changed when starting VIM.
Select this check box to indicate that the invoice category comes from a
channel and is not changed when starting VIM.

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17.3.1 Baseline date determination scenarios

For the baseline date determination, 3 main scenarios exist:

1. Keep default value check box selected

2. Keep default value check box cleared
a. With Payment terms maintained in vendor master
b. Without Payment terms maintained in vendor master
3. Custom Logic

Scenario 1: Keep default value check box selected

Only the selected Det. Baseline Date option is considered to determine the baseline
date. SAP logic does not run and thereby settings in payment terms for baseline
determination are not considered.

The Det. Baseline Date is set to Document Date in the customizing. In the indexing
screen, the baseline date is automatically populated as document date. See the
following screenshot.

All other options, such as Manual Entry, Current System Date, SAP Logic and so
on, are overwritten by Document Date.

Note: Manual Entry is not compatible with this option because baseline date
becomes non-editable.

Scenario 2: Keep default value check box cleared

SAP logic runs, and there are 2 scenarios to be considered.

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Scenario 2a: With payment terms maintained in vendor master

The selected Det. Baseline Date option is overwritten by SAP logic. However, in the
indexing screen, manual entry is allowed to be selected.

SAP logic includes the possibility to set a baseline date according to the payment
terms. If the payment terms are configured to use the Entry date (in the OBB8
transaction), this is interpreted as the document creation date in VIM.

Figure 17-2: SAP Logic

Figure 17-3: Manual Entry

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Scenario 2b: Without payment terms maintained in vendor master

If there are no payment terms maintained in the vendor master for the vendor, then
the baseline date is blank, and the user can select any of the baseline determination
options. See the following screenshot:

Note: In case of auto posting of PO invoices ensure that the payment term is
maintained for the vendor.

Scenario 3: Custom Logic

If users want to override the SAP logic with custom logic, maintain Det. Baseline
Date as Custom Logic, and select the Keep default value check box. The baseline
determination function module then returns the determination type and date
according to the logic inside the function module.

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When Custom Logic is configured for baseline date determination, the option to
maintain Manual entry for baseline date is available.

Custom logic is run initially.

When changing to manual entry, the changed value is retained.

When changing to any option other than manual entry, the custom logic is run.

17.3.2 Characteristic specific screen fields

The DP Indexing screen can differ from one document to another. Therefore, you
can control the display of the fields on the indexing screen.

As a part of the baseline version, each document type has a different screen attached
with it. Screen configuration is a part of the document type configuration. Based on
the business requirements for each characteristic, respective header and item screens
are attached to the document type.

The baseline document types contain a standard subset of screen fields. These
settings are specified in more detail for each characteristic. For example, the ISR
field for Switzerland is only specified for baseline characteristic CH.

Globally, you configure fields for one document type. For more information, see
“Configuring the index header” on page 185. For country level, you configure the
fields on characteristic level, as described in detail in “To configure characteristic
specific screen fields:“ on page 661.

The indexing screen displayed is generated at runtime, based on the document type
and characteristic being processed.

To configure characteristic specific screen fields:

1. To configure or to see what is configured for the baseline version for the screen
fields, run the /N/OPT/SPRO transaction to access VIM Invoice Configuration
and navigate to OpenText Vendor Invoice Management Invoice Solution >
Document Processing Configuration > Document Type Configuration >
Characteristic Specific Document Type Configuration.

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2. Mark a characteristic and double-click Index Header Configuration in the

Dialog Structure.

The screenshot displays the various attributes that can be modified for a screen
field. The configuration also allows you to configure screens per role or per
invoice type.

Note: If no role is maintained, the entry is valid for all roles.

3. Input
Select this option to show the field as an input field.
Required
Select this option to make the field mandatory at runtime.
Display Only
Select this option to only display the field.
Hide
Select this option to hide the field on the screen.

4. To configure the attributes for the item screen, double-click Index Item
Configuration in the Dialog Structure.
The attributes are the same as for the index header.

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17.3.3 Characteristic specific process types

You must maintain the process type in the characteristic configuration, otherwise the
process type will not result in an exception during the DP processing.

To configure a process type to be used globally within document types to be

processed on characteristic base, follow the description in “Defining the process
type” on page 265 and, in the Process Type Definition Details screen, select the
Characteristic Check check box.

To configure characteristic specific process types:

1. On the Characteristic Specific Attributes Overview screen, select a

characteristic and double-click the Characteristic Specific Process Types link in
the Dialog Structure.

2. Configure the process types for the characteristic, using the following
parameters:

Process Type
Process type number.
Description
Description of the process type.
InvoiceTyp
Select the invoice type that is applicable to the process type in this country.
The following values are available:

• All invoices
• PO based invoices
• Non PO based invoices
• Not applicable

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Ignore Sim
Select this check box to specify that the process type will be ignored for
Simple Invoices.

Cat. Group
Select the invoice category group to which the process type is applicable.
For information about categories, see “Invoice categories” on page 645.

17.3.4 Characteristic specific screen configuration

You can configure the indexing screen settings depending on the characteristic. All
characteristic specific index screen settings will overrule the index screen settings of
the document type. Make sure that the process type is configured characteristic
specific, as well. If no characteristic specific screen option exists, the screen options
of the document type apply, even if the process type is marked characteristic
specific.

You can configure a process type that is used globally in document types to be
processed on characteristic base. Therefore, follow the description in “Defining the
process type” on page 265. In the Process Type Definition Details screen, select the
Characteristic Check check box.

To configure a characteristic specific screen:

1. On the Characteristic Specific Attributes Overview screen, select a

characteristic and double-click the Characteristic Specific Screen
Configuration link in the Dialog Structure.

2. In the Characteristic Specific Screen Configuration Overview screen, maintain

the settings for the screen configuration. For a detailed description of the
configuration parameters, see “Configuring index screen options” on page 181.

17.4 Z constants
For some characteristic-specific configurations, you need to maintain Z constants. To
access Z constants, run the SM30 transaction with the /PTGWFI/Z_CONST table.

AFTCS_PROCESS_TYPES

Only relevant to invoices processed under Chinese DP document types.

Usage
This Z constant defines the process types that are relevant for the Anti Forge Tax
Control System (AFTCS) file upload/download program. The /OPT/VR_AFTCS_
FILE program only downloads the data of those invoices that are in process
types defined in this Z constant.
You can maintain multiple process types (as in baseline) with each process type
separated by a comma.

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Product code
005
Baseline
141, 241

DETERMINE_INV_CAT

Usage
VIM baseline provides several invoice categories. You can also create your own
invoice categories. However, the system will not determine the custom invoice
category. You must write your own function module to determine the custom
invoice category. You must define this custom function module in this Z
constant.
Product code
005
Baseline implementation
/OPT/VIM_TEMPLATE_DET_INV_CAT

Template function module

/OPT/VIM_TEMPLATE_DET_INV_CAT

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Chapter 18
Configuring the VIM Invoice Workplace

VIM Invoice Workplace is intended as a tool for VIM super users, for example the
AP processor. However, also occasional users can work with it. VIM Invoice
Workplace allows you to display lists of your work items based on criteria that you
have specified. You also can display work items of other users and of your team as a
whole.

18.1 Migration report for the VIM Invoice Workplace

When upgrading from VIM 6.0 to VIM 7.5, old workflow instances are not shown in
the VIM Invoice Workplace.

The registration tables need to be filled for existing items so the tabs Inbox, Pending
and Closed are filled correctly. Therefore, a migration report is available with VIM
7.5 SP2.

18.1.1 Scope of the report

Since VIM 7.0, the VIM Invoice Workplace is delivered. It is based on data
maintained in the following tables:

/OPT/CT_PMC_RG00
Contains information about work items in the inbox
/OPT/CT_PMC_RG01
Contains information about work items in the inbox
/OPT/CT_PMC_RG02
Contains information about work items in My Pending
/OPT/CT_PMC_RG03
Contains information about work items in finished items

These tables are filled consistently during the runtime of the work item.

The report has two main scopes:

Initialization mode
When upgrading from a lower VIM version (6.0), the mentioned tables need to
be filled initially for old instances. The VIM Invoice Workplace will not show
any work items if these tables are not filled. You must run the migration report
accordingly.
Update mode
As the administrator, run this report mode for chosen document IDs to correct
data in the mentioned tables.

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18.1.2 Running the report

To call the report, run the SE38 transaction for program /OPT/CR_PMC_REG_UPDATE.

Prerequisite The report is based on data contained in /OPT/VIM_1PROC. This table is initially
filled by the VIM Analytics migration report, which is documented in “Reports for
one-time data upload and for consistency check of documents” on page 607.

18.1.2.1 Selection screen

The report offers the following parameters:

Document selection

Document-ID
Mandatory field: enter the Document IDs.
Select Charge
The processing in the report is done by charges. You can maintain the number of
processed documents before committing (COMMIT). In normal cases, leave this
number on the standard setting. For optimization, you can set this parameter
differently.

Update properties

Test Run
Select this check box to achieve that the report will not update any values in the
database tables. You can use this mode for runtime measurement before
planning the actual productive run.

Extended Display Options

Note: These options are only available in Test Run mode.

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Display calculation results

Select this check box to achieve that the report shows a list comparing the
current database values with the ones calculated by the report (see “Output”
on page 669). You can use this mode especially to analyze issues with content
of the tables for single documents.
Only show inconsistent data
Only relevant in combination with option Display calculation results. Select
this check box to achieve that the protocol will only show lines with differing
content between database and calculation. If the check box is cleared, the
protocol will show all database content compared to the calculated values.

18.1.2.2 Output
The report output differs if Display calculation results is selected or not.

Display The report shows a protocol about successful or unsuccessful execution. You can
calculation access the protocol in the Job Spool when running in the background.
results not
selected
Display
The report calculates all values within the selection range and displays them in
calculation intervals according to the Select Charge setting. On the main screen, you can
results selected analyze the tables for these intervals by pressing the respective buttons. Click Go to
next interval to start the calculation of the next interval.

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Table view The table view shows a list of all values already present in the database and
compares them to the calculated value. The first line is representing the current
value in the database, the second line the calculated value.

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18.2 Configuring the System Landscape Directory

(SLD) for the VIM Invoice Workplace
The VIM Invoice Workplace provides work items in multiple backend systems and
in single system landscapes. Therefore, you must configure the System Landscape
Directory (SLD). See “Configuring the System Landscape Directory (SLD)”
on page 907.

Note: As long as you do not configure the SLD, an error message is displayed
when starting or refreshing the VIM Invoice Workplace.

18.3 Customizing profiles for the VIM Invoice

Workplace
You configure VIM Invoice Workplace for all general settings within a profile. A
profile describes all relevant default user screen settings and enables you to integrate
your own processing logic. You can assign different profiles directly to different
users if specific settings are necessary.

Note: Within baseline delivery, a general profile (DEFAULT) is delivered, which

is called whenever no specific user profile has been configured. This profile
must always be available on all involved systems where the VIM Invoice
Workplace runs or from where the VIM Invoice Workplace reads data and
performs actions.

You can assign a specific user profile using the /OPT/CPMC_CUST_PROF user
parameter.

The following customizing steps are necessary to maintain customizing profiles:

• “Defining a profile” on page 672

• “Maintaining general profile settings” on page 672
• “Maintaining output list field settings” on page 678
• “Assigning action buttons” on page 681

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18.3.1 Defining a profile

This section describes an overall profile with a unique ID and the corresponding
description.

To define a profile:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > VIM
Invoice Workplace > Maintain Customizing Profiles.
2. Define the profile using the following parameters:

Customizing Profile
Define the profile with a unique ID.
Customizing Profile Description
Enter a description for the profile.

18.3.2 Maintaining general profile settings

In this step you configure general profile settings used by the VIM Invoice
Workplace during runtime. The general profile settings comprise pure UI-related
settings as well as some important functional application parameters.

All UI-related settings are taken into account if you run the VIM Invoice Workplace
for the first time or if you decide to reset the UI layout to the general default settings.
The general default profile (DEFAULT) included within the baseline delivery assumes
a minimum screen resolution of 1600 x 900 for all UI-related settings.

To maintain general profile settings:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > VIM
Invoice Workplace > Maintain Customizing Profiles.

2. In the VIM Invoice Workplace: Customizing Profiles: Details screen, double-

click General Profile Settings.

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3. Configure the general profile settings using the parameters described in the
following sections:

Customizing Profile
Predefined customizing profile for which the settings are valid.

18.3.2.1 Basic Application

Work View
Select the work view that is initially loaded when starting the VIM Invoice
Workplace. If you do not provide a value, the system automatically starts the
personal work view.
Discount Function
Enter the exit function module to determine the discount light indicator
behavior within the process output list of the VIM Invoice Workplace.
Default value: /OPT/C_PMC_DATA_SET_DISC_LIGHT
Exit template function: /OPT/C_PMC_EXIT_TEMPL_DISCOUNT

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18.3.2.2 Enhanced Application

Transfer Customizing Profile

Select this check box to specify that the currently used customizing profile
(determined for the system where the VIM Invoice Workplace has been started)
will also be transferred to any remote systems.
Clear the check box to specify that a corresponding customizing profile has been
specified for each remote system separately.
Logo Name
Enter the object name of any corporate branding logo image. If you leave the
field empty, no logo image is displayed in the VIM Invoice Workplace.
Default value: /OPT/VIM_LLECMLOGOFS
Note: VIM provides the global possibility to control whether logo images
should be displayed using the DASHBOARD_NO_LOGO constant, product code
005 of the WebFlow Constant Table /PTGWFI/Z_CONST. If you want to use
this possibility, do not change the Logo Name parameter.
Application Class
Enter the application ABAP class, which contains the VIM Invoice Workplace
application logic.
Default value: /OPT/CL_C_PMC_APPLICATION
UI Class
Enter the UI controller ABAP class, which contains the VIM Invoice Workplace
UI specific logic.
Default value: /OPT/CL_C_PMC_UI_CONTROLLER
Data Class
Enter the data provider ABAP class, which contains the VIM Invoice Workplace
data load logic.
Default value: /OPT/CL_C_PMC_DATA_PROVIDER
User Class
Enter the VIM Invoice Workplace user ABAP class, which contains logic to read
and save user-specific profile settings.
Default value: /OPT/CL_C_PMC_USER
Action Class
Enter the action handler ABAP class, which contains the logic to perform actions
within the VIM Invoice Workplace.
Default value: /OPT/CL_C_PMC_ACT_HANDLER

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18.3.2.3 Content Pane

Content Pane Position

Select the initial position of the content pane.
Content Pane Alignment
Select the alignment of the process output list and the detail pane within the
content pane. You can also remove the detail pane completely. If you do not
select a value, the system initially uses a vertical content pane alignment.
Content Pane Horizontal Size In %
If the content pane is initially expanded and the position has been set to Bottom
or Top, enter a percent value between 5 and 90 for the initial horizontal size of
the content pane.
If you do not enter a value, the system automatically uses a standard value of
60%.

Content Pane Vertical Size In %

If the content pane is initially expanded and the position has been set to Left or
Right, enter a percent value between 5 and 90 for the initial vertical size of the
content pane.
If you do not enter a value, the system automatically uses a value of 58%.
ALV Area
Select which UI container area of the content pane is used to initially embed the
ALV process output list.
ALV Ratio
Enter the process list size rate in percent within the content pane.
If you do not enter a value, the system automatically uses a standard value of
65%.

Plug-In Type
Enter a predefined plug-in type in order to get all mapped plug-in definitions,
which are available as buttons in the detail pane toolbar.
Plug-In ID
Enter the plug-in that is initially loaded in the detail pane.

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18.3.2.4 Selection Pane

Selection Pane State

Specify if you want to expand or collapse the selection pane by default.
Selection Tab
Specify the initially activated tab in the selection pane. If you do not select a
value, the system automatically activates the Inbox selection tab.
Selection Pane Mode
This setting has been introduced with the smart selection feature.
Specify the initially activate selection pane mode. If you do not select a value,
the system automatically activates the classic selection mode.
Note: The selection pane mode is stored in the user specific table /OPT/CT_
PMC_USER every time a user leaves the VIM Invoice Workplace. This
ensures that the selection pane always remembers the last used setting.
Moreover, it avoids unnecessary additional clicks every time the VIM
Invoice Workplace is opened. The user specific setting always has priority
over the setting that is maintained in the assigned customizing profile. If
you want to restore the user specific setting to the setting of the
customizing profile, you must delete the corresponding user data in table /
OPT/CT_PMC_USER. However, this will also reset all other UI specific
settings to the profile defaults.
Tabscreen Horizontal
Enter the selection pane subscreen that is called when changing the active
selection tab (content pane position Bottom or Top).
Default value: 1001
Note: The horizontal default selection pane subscreen 1001 is separated
into three different subscreen areas to allow easier positioning of the single
selection screen elements. If you do not want to use the predefined
selection screen areas because you have custom enhancements, you can use
the selection pane subscreen 1003 instead.
Tabscreen Vertical
Enter the selection pane subscreen that is called when changing the active
selection tab (content pane position Left or Right).
Default value: 1002
Selection Screen Program
Enter the main program of a function group which contains selection
subscreens.
Default value: /OPT/SAPLVIM_PMC_UI_COMP
Field selection subscreens for horizontal selection tabs
If you assign the selection pane subscreen 1001 as the horizontal selection tab
subscreen, you can maintain each single field selection subscreen area (left,
middle, right) of the corresponding selection tabs separately.

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As soon as you assign the empty dummy selection pane subscreen 1003 as the
horizontal selection tab subscreen, you only need to maintain the Left field
selection subscreen area values because the screen does not offer any subscreen
area separation.
Field selection subscreens for vertical selection tabs
The Tab<x> Vertical fields allow replacing the vertical field selection subscreens
for each selection tab.
Reset Selection Criteria Function Module
Enter a function module to reset the selection criteria on the currently active
selection pane tab.
Default value: /OPT/C_PMC_SEL_OPTIONS_RESET
Synchronize Selection Criteria Function Module
Enter a function module to synchronize the selection criteria between the
horizontal and vertical selection pane subscreens.
Default value: /OPT/C_PMC_SEL_OPTIONS_SYNC
Lock Selection Screen Function Module
Enter a function module to lock the selection screen input for an active selection
screen tab.
Default value: /OPT/C_PMC_SEL_PANE_LOCK_GET

18.3.2.5 Data Selection

RFC Selection Function

Enter a function module used to retrieve the process output data from all
involved systems, depending on the chosen work view and the selection criteria
entered for the currently active selection tab.
Default value: /OPT/C_PMC_DATA_GET_PROC_RFC
Note: The default function module offers multiple enhancement points or
sections to fulfill custom data selection requirements. Therefore, replacing
the standard function should only be necessary in very special cases.
Always read the instructions mentioned in the coding of the function
module very carefully before implementing enhancement points or
sections or creating a custom function module.
Maximum Hits
Enter the number of hits returned by the process output list for the current work
view and active selection tab. If you do not specify a value, the system
automatically uses a predefined maximum of 500 hits.
Default System Selection
In a multiple backend environment, set the default system selection in the
workplace. Possible values:
S
Single System. Data from the current system is selected.

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A
All Systems

Include Substitution
Select this check box to achieve that the output process list also shows work
items for active or adopted substitutions in the personal inbox view, and that the
field Substitution for: contains the original work item receiver.

18.3.3 Maintaining output list field settings

In this step, you maintain the basic visual appearance and functionality of the VIM
Invoice Workplace output list.

Note: The output sequence of the list fields delivered by the DEFAULT baseline
customizing profile is used as a standard configuration. Each individual user
can change the configuration using the ALV layout variant functionality.

To maintain the output list field settings:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > VIM
Invoice Workplace > Maintain Customizing Profiles.
2. In the VIM Invoice Workplace: Customizing Profiles: Details screen, double-
click Output Field List Settings.

3. Configure the output list field settings using the following parameters:

Profile
Predefined customizing profile for which the output list field settings are
valid.

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Sel. Tab
Selection tab for which the corresponding output list field settings are valid.
Possible values: Inbox, Pending, Completed.
Component name
Field name of the output list field: Select any field that is available in the
output list field reference structure /OPT/CPMC_OUTPUT_PROCESS_ST, using
the input search help.
You can select several standard fields and additionally custom fields and
manual classification:
Custom fields

• CUSTOM_FIELD4
• CUSTOM_FIELD5
• CUSTOM_FIELD6
• CUSTOM_FIELD7
• CUSTOM_FIELD8
• CUSTOM_FIELD9
• CUSTOM_FIELD0

MAN_CLASSIFICATION
Manual classification.
Only for custom development: You can use this field to add customer
specific classifications. You can implement a custom logic to fill this
field during runtime.

Out. Key
Output key: Select this check box to mark the output list field as ALV
output key column. All fields marked as output key fields are fixed when
using the horizontal scroll bar in the process output list.
Out. Seq.
Output sequence: Define the sequence of the field within the output list.
Out. Stat.
Output status: To define the status of the output field, select Display or
Hide.

Output Exit Function Module

This function module dynamically decides during runtime whether an
output field is displayed or not. Exit template function: /OPT/C_PMC_EXIT_
TEMPL_FLD_STAT.

Col. width
Output width: Enter the fixed column width for an output field. If you do
not enter a value, the system activates the automatic ALV grid control
column optimization for the output field.

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Out. Style
Output style: Define the output style of an output field, for example, if it is
displayed as an Icon or as a Hyperlink.
Out. Icon
Output icon: Enter the icon symbol that is displayed if you selected the
Icon or Executable Icon field output style.

Icon Info
Icon quick info: Select this check box to display an icon quick info for the
output icon.
Icon Exit Function Module
Enter an exit function module to dynamically set the output icon symbol
and the corresponding icon quick info during runtime. Exit template
function: /OPT/C_PMC_EXIT_TEMPL_ICON.
Before Action Execute Function
Enter an exit function module that allows performing the following special
functionality:

• To check special preconditions before executing the action itself.

• To cancel an action on different call levels. The following different call
levels are available:

– All selected processes or lines at the calling system level.

– Corresponding bucket of processes or lines relevant at the executing
backend system level.

Exit template function: /OPT/C_PMC_EXIT_TEMPL_PRE_ACT

Action Function
Enter an exit function module that runs the logic of the selected action in the
corresponding backend system. Exit template function: /OPT/C_PMC_EXIT_
TEMPL_ACT_EXE

Auth. Grp.
Action authority group: Assign a predefined action authority group to an
output list field action. The action authority group is used to check whether
the corresponding user is allowed to perform the action or not.

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18.3.4 Assigning action buttons

The VIM Invoice Workplace allows you to add any action buttons to the process
output list toolbar at any time.

To assign action buttons:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > VIM
Invoice Workplace > Maintain Customizing Profiles.
2. In the VIM Invoice Workplace: Customizing Profiles: Details screen, double-
click Action Button Assignment.

3. Assign action buttons using the following parameters:

Profile
Predefined customizing profile for which the button assignment settings are
valid.
Button ID
Predefined button ID to perform a button action.
But. Seq.
Button Sequence: Define the sequence in which the assigned action buttons
are generated within the VIM Invoice Workplace process output list toolbar.
Auth. Grp.
Action authority group: Assign a predefined action authority group to an
action button. The action authority group is used to check whether the
corresponding user is allowed to perform the action or not.

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18.4 Defining action buttons for the VIM Invoice

Workplace
The VIM Invoice Workplace allows you to add action buttons to the process output
list at any time. Before the action buttons can be assigned to a VIM Invoice
Workplace customizing profile, you must technically define each button.

To define action buttons:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > VIM
Invoice Workplace > Define Action Buttons.

2. Define the action buttons using the following parameters:

Button ID
Unique numeric button ID that defines an action button.

Button Text
Enter the button text, which is displayed as text label for the generated
button during runtime.

Quickinfo
Enter quickinfo text, which is displayed for the button during runtime.

Butt. Type
Enter the button type used to generate the button during runtime. Select
one of the following button types:

Bulk action
All buttons defined as bulk actions are generated within a special
toolbar button menu called Choose Bulk Action.

Single action
All buttons defined as single actions are generated as separate buttons
in the VIM Invoice Workplace process output list button toolbar.

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Separator
This setting allows you to insert standard SAP separator lines to group
the generated buttons from a visual point of view.

Notes

• Buttons that are defined as single actions can only be performed for
exactly one marked line in the VIM Invoice Workplace process
output list. A bulk action can be performed for one or multiple lines
marked by the Bulk Action check box.

• The Forward bulk action has been introduced for administrators.

Regular end users should use the Refer action instead. The function
is set to inactive by default. You must activate it if required.
OpenText recommends that you protect this function against special
authority checks because the function should only be available to
administrators.

• Starting with VIM 7.5 SP7, the Forward action in the VIM Invoice
Workplace, both single and bulk, writes an entry into the process
history log for all non-approval work items.

Icon name
Assign an icon to the generated button or use the button exit to assign the
icon dynamically.

Button Exit
Enter an exit function module that dynamically skips the creation of a
button during runtime. Exit function template: /OPT/C_PMC_EXIT_TEMPL_
BUTTON

Before Action Execute Function

Enter an exit function module that performs the following special
functionality:

• To check preconditions before performing the action itself.

• To cancel an action on different call levels. The following different call

levels are available:

– All selected processes or lines at the calling system level.

– Corresponding bucket of processes or lines relevant at the backend

system level.

Exit template function: /OPT/C_PMC_EXIT_TEMPL_PRE_ACT.

Action Function
Enter an exit function module that runs the logic of the selected action in the
corresponding backend system. Exit template function: /OPT/C_PMC_EXIT_
TEMPL_ACT_EXE.

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Active
Select this check box to set the button definition to active.

18.5 Defining action authority groups for the VIM

Invoice Workplace
The VIM Invoice Workplace allows the following types of actions, which can be
protected using special authority checks:

Button actions
These actions are defined as single or bulk action buttons within the process
output list button toolbar.

Output Field actions

These actions are defined as executable icons or hotspots within the process
output list itself.

All action-related authority checks are performed based on action authority groups.
An action authority group allows grouping of multiple similar actions for the
authority check instead of performing the authority check based on each defined
action separately. This concept simplifies the maintenance of the corresponding
authorizations. If you want to perform an authority check directly for each action,
you must set up a 1:1 relationship between action authority groups and defined
actions.

If you do not want to perform an authority check for a selected action, do not assign
an authority group to the action in the action button assignment or the output field
action setting.

If you have set the global VIM authorization check to inactive using the AUTH_CHECK_
ACTIVE constant for product code 009 of the web flow constant table /PTGWFI/Z_
CONST, the authority check field is not considered. Therefore, all entered values do
not have any effect.

To define action authority groups:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > VIM
Invoice Workplace > Define Action Authority Groups.

2. Define action authority groups using the following parameters:

Auth. Grp.
Action Authority Group: Unique technical name that defines an action
authority group.

Action Authority Group Description

Enter a description for the defined action authority group.

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Note: If the VIM Invoice Workplace involves an active multiple backend

system landscape, the action authority groups must be unique throughout
the whole system landscape. An action authority group is always
determined by the action performed on the system where the VIM Invoice
Workplace is currently running. The action authority group is handed
over to the corresponding backend system to perform the authority check.

18.6 Configuring scanning in VIM Invoice Workplace

A Scan button is available in VIM Invoice Workplace. It allows you to scan new
invoices directly from the VIM Invoice Workplace interface.

Prerequisites To use the scanning function, the following prerequisites must be fulfilled.

• VIM-related document types (document types assigned to the VIM object /OPT/
V1001) are configured according to OAWD customizing.

• The available document types are filtered by the VIM object in SOA0.
• Using an authorization check of the S_WFAR_OBJ authorization object, you can
further restrict available document types.

When VIM Invoice Workplace is started, an authorization check is performed in the

General Functionality transaction area with the J_6NIM_WP0 authorization object,
activity 01. For more information, see “VIM Invoice Workplace” on page 100. If
authorization fails, the Scan button is not displayed.

To scan an invoice:

1. In VIM Invoice Workplace, in the application toolbar, click Scan.

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The Scan Document dialog box displays the following fields in the upper right
area.

Doc. type
Document Type. Long text for the ArchiveLink document type
Scan User
Current user

2. In the Scan Document dialog box, double-click the document type in the tree.
On the right, the following objects are displayed. Their functionality is like in
SAP standard.

• Archive Document and Mass Archiving buttons for single and mass
archiving
• Drag & Drop area
3. To archive, click one of the archiving buttons.
The behavior (scan using Enterprise Scan, upload from file system) is
determined by the ArchiveLink customizing of the respective document type.
OpenText recommends Mass Archiving only for document types that are
configured for scanning.
Below the Drag & Drop area, the scan results are displayed.
4. Click Show details for more information on workitem IDs and docIDs.

18.6.1 Enhancements for scanning

This section collects some enhancements for scanning in the VIM Invoice Workplace.

• “Enhancement options within standard” on page 686

• “Composite enhancement /OPT/ES_CL_C_SDP_BUTTONS” on page 687
• “Enhancement spot /OPT/ES_CL_C_SDP_LAYOUT” on page 688
• “Enhancement spot /OPT/ES_CL_C_SDP_DND” on page 688
• “Enhancement spot /OPT/ES_CL_C_SDP_BADI_NOTE” on page 688
• “Enhancement spot /OPT/ES_CL_C_SDP_BADI_LOG” on page 689
• “Potential use cases for custom enhancements” on page 689

Enhancement options within standard

To configure enhancement options within standard:

1. Navigate to package /OPT/VIM_PMC_SCAN and class /OPT/CL_C_SDP.

Methods GET_DOCUMENT_TYPES and RESTRICT_DOCUMENT_TYPES in class /OPT/
CL_C_SDP offer an enhancement point that is defined in enhancement spot /
OPT/ES_CL_C_SDP.

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2. Perform changes, as needed:

• Document types

• Number of subtrees

3. Navigate to package /OPT/VIM_PMC_SCAN and class /OPT/CL_C_SDP_TREE.

Methods GET_ROOT_NODES and GET_CHILD_NODES in class /OPT/CL_C_SDP_TREE
offer an enhancement point that is defined in enhancement spot /OPT/ES_CL_C_
SDP_TREE.

4. Perform changes, as needed:

• Nodes

• Tree settings

5. Navigate to package /OPT/VIM_PMC_SCAN and class /OPT/CL_C_SDP_VIM.

Method OPEN_SCAN_POPUP in class /OPT/CL_C_SDP_VIM offer an enhancement
section that is defined in enhancement spot /OPT/ES_CL_C_SDP_VIM.

6. Perform changes, as needed:

• Object types

• Display logo

• Call of popup

Composite enhancement /OPT/ES_CL_C_SDP_BUTTONS

Enhancement spot: /OPT/ES_CL_C_SDP_BADI_BUTTONS

BAdI to activate custom buttons in the scanning dialog box. 2 custom buttons
are available. In BAdI implementation, deliver the name of the button in the
following methods: GET_BUTTON1_NAME or GET_BUTTON2_NAME. If the name is
available, the button is shown. BAdI filter values are available for SAP Business
Object and ArchiveLink document type.

Enhancement spot: /OPT/ES_CL_C_SDP_BUTTON_HANDL

This contains an enhancement spot in class /OPT/CL_C_SDP_MU in methods ON_
BUTTON_CUST1_CLICK and ON_BUTTON_CUST2_CLICK. You can implement button
handling here. You can overwrite the existing example implementation with
custom coding.

Example implementation
Example coding provided in method ON_BUTTON_CUST1_CLICK: refresh
automatic batch ID to open a new batch of scanned invoices.
Example coding provided in method ON_BUTTON_CUST2_CLICK: user enters a
note manually (to use as batch ID or handling advice).

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Enhancement spot /OPT/ES_CL_C_SDP_LAYOUT

This enhances class /OPT/ES_CL_C_SDP_MU, class method BUILD_DYN_DOC: You can
add new screen elements to the detail section, top area in the scanning dialog box.
Examples: Add additional text or additional custom buttons.

Available enhancement points:

/OPT/ES_CL_C_SDP_ADD_ROW1: add screen elements between default texts and

buttons.

/OPT/ES_CL_C_SDP_ADD_ROW2: add screen elements after default buttons.

Enhancement spot /OPT/ES_CL_C_SDP_DND

Enhancement for the drag-and-drop functionality in the scanning dialog box.

Enhanced class: /OPT/CL_C_SDP_ALINK_DND.

Available enhancement points:

/OPT/ES_CL_C_SDP_DND_CREATE: enhancement point in method STORE_WORKFLOW

before archiving.

/OPT/ES_CL_C_SDP_DND_WF_START: enhancement point in method STORE_WORKFLOW

before workflow start.

Enhancement spot /OPT/ES_CL_C_SDP_BADI_NOTE

BAdI to set the ArchiveLink note when archiving with the scanning dialog box.
BAdI filter values are available for SAP Business Object and ArchiveLink document
type. The /OPT/IF_C_BADI_NOTE interface contains the following methods:

INITIALIZE_NOTE
This method is called when opening the scanning dialog box and when
changing the document type selection.
SET_NOTE
Set the note to custom value (can be called in custom implementations).
GET_NOTE
This method is called when archiving is started to retrieve a value for the note.

The defined ArchiveLink note can be retrieved in the NOTE field of table /OTX/PF01_
T_1REG.

Example imple- An example implementation is delivered in class /OPT/CL_C_SDP_BADI_NOTE:

mentation During initialization, a GUID is derived as batch ID. You can use the batch ID later
to identify invoices scanned at the same time (batch processing). The batch ID is
refreshed when changing the document type or restarting the scanning dialog box.

In the example implementation of custom button 1 (method ON_BUTTON_CUST1_

CLICK), you can refresh this batch ID manually. Furthermore, the example coding

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retrieves the current client (Windows) log-on. Both values are coded to the note
field: <USER>##<GUID>##.

You can replace the existing example implementation by custom coding. The NOTE
field is not used in the product baseline.

Enhancement spot /OPT/ES_CL_C_SDP_BADI_LOG

With this enhancement spot, you can change the contents of the archiving protocol
(Show Detail button). BAdI filter values are available for SAP Business Object and
ArchiveLink document type.

Potential use cases for custom enhancements

The following use cases are examples how to use the delivered enhancement spots
for custom scenarios. Additional custom implementations in other areas (for
example extending VIM data tables, Inbound Configuration, VIM Analytics, and
VIM Invoice Workplace) are necessary.

Processing hint
Add a manually entered processing hint during scanning. For information how
to add custom information, see “Adding custom fields in the selection screen”
on page 625 (VIM Analytics) or “Maintaining output list field settings”
on page 678 (VIM Invoice Workplace).
Manual batch ID
The scan user can insert a batch ID, which is displayed in VIM data. The batch
ID is used if the physical document needs to be retrieved. The batch ID
represents the number of the archive box that holds the paper invoices. For
information how to add custom information, see “Adding custom fields in the
selection screen” on page 625 (VIM Analytics) or “Maintaining output list field
settings” on page 678 (VIM Invoice Workplace).
Automatic batch ID
Make sure that logically depending invoices are scanned and handled together.
An example is to combine several invoice documents to one DP workflow
during the inbound process. You can use custom buttons to reset the
automatically created batch ID (this means start batch and close batch).
For information how to add custom modules to Inbound processing, see “VIM
Foundation configuration” on page 117.

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18.7 Defining smart selections

The VIM Invoice Workplace selection pane offers a special smart selection mode.
Before you can use the smart selection, you must technically define smart selection
criteria. If suitable, you must define selection restrictions, depending on the smart
selection criteria. Finally, you must assign the defined selection criteria to the
relevant selection pane constellations of the VIM Invoice Workplace.

Note: If you use the VIM Invoice Workplace smart selection in a multiple
backend environment, make sure to keep the smart selection definition
identical on all involved systems.

18.7.1 Defining smart selection criteria

Smart selection criteria represent a set of attributes or enhanced business logic
aspects. Together, they form a meaningful selection context. Therefore, they allow a
very quick and easy access to corresponding selection results. Smart selection
criteria help you to avoid constructing complex selections using and combining
different classical select options and parameters.

To define smart selection criteria:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > VIM
Invoice Workplace > Define Smart Selections.

2. Define smart selection criteria using the following parameters:

Selection Criteria
Enter a unique alphanumeric ID or any other 10 character string that
technically defines a set of selection criteria.
Description
Enter a meaningful text that describes the selection criteria. The text is
available in the VIM Invoice Workplace selection criteria list of the smart
selection pane.
Criteria Type
This setting controls the way how the corresponding selection criteria logic
is executed in order to determine the check result.
Select one of the following criteria types:
Static check
Selection criteria checks are based on index data and executed every
time the index data is changed during runtime.
Time based check
Selection criteria checks are based on dynamic time bound dimensions
and therefore can only be executed by the additional criteria check
program /OPT/CR_PMC_BS_CHECK.

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Note: For more information regarding the functionality and run

frequency of program /OPT/CR_PMC_BS_CHECK, see Section 7.1.5
“Scheduling batch jobs for VIM Invoice Workplace” in OpenText
Vendor Invoice Management for SAP Solutions - Administration Guide
(VIME-AGD).

Criteria Class
Enter the ABAP class that contains the check logic for the defined selection
criteria. To redefine the available check methods, every entered class must
be inherited from the abstract class definition /OPT/CL_C_PMC_BS.

Note: For more information how to implement additional custom

selection criteria and restriction checks based on the abstract class /
OPT/CL_C_PMC_BS, see Section 19.3.2.1 “Creating a custom smart
selection class implementation” in OpenText Vendor Invoice
Management for SAP Solutions - Scenario Guide for Invoice Solution
(VIME-CCS).

Active
Select this check box to activate the defined selection criteria and its
dependent restrictions.
If the Active check box is not selected, the selection criteria is not considered
during the selection criteria check and also not available in the VIM Invoice
Workplace smart selection pane.

18.7.2 Defining smart selection restrictions

Each smart selection restriction belongs to one higher level selection criteria. You can
use restrictions to further differentiate several smaller brackets. You can also simply
distinguish multiple logically dependent subcategories. If a selection criteria stands
for itself and if a further meaningful separation does not make sense, you do not
have to define any selection restrictions. In other words, the definition of selection
restrictions is an optional activity. You can use it as needed.

To define smart selection restrictions:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > VIM
Invoice Workplace > Define Smart Selections.
In the Selection Criteria Definition Overview screen, select an entry, and
double-click Selection Restriction Definition in the Dialog Structure.

2. Define smart selection restrictions using the following parameters:

Restriction
Enter a unique alphanumeric ID or any other 10 character string that
technically defines a selection restriction.

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Description
Enter a meaningful text that describes a selection restriction. The text is
available in the VIM Invoice Workplace selection restriction list of the smart
selection pane.
Constant Value
Enter any additional information that can be helpful during the selection
criteria and restriction check. You can freely choose the additional
information, independent from any data format.

18.7.3 Configuring the selection pane assignment

You must assign all defined selection criteria to relevant selection pane
constellations. The assignment is based on work views and selection tabs. Each
selection criteria and its dependent restrictions are only available in the smart
selection pane if the corresponding assignment is configured accordingly.

To configure selection pane assignment:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > VIM
Invoice Workplace > Define Smart Selections.
In the Selection Criteria Definition Overview screen, select an entry, and
double-click Selection Pane Assignment in the Dialog Structure.

2. Configure selection pane assignments using the following parameters:

Work View
Select the work view for which a selection criteria should be available.
Possible values: Personal, Team, Other user, All.
Selection Tab
Select the selection pane for which a selection criteria should be available.
Possible values: Inbox, Pending, Completed.
Preview Active
Select this check box to achieve that a special selected hits preview of the
potential selection result is displayed for each selection criteria and
restriction. If no dependent restrictions are defined for a selection criteria,
the preview counter is shown on criteria level only. If there are dependent
restrictions, the selected hits preview is shown on restriction level.
Note: The determination of the selected hits preview counter values
consumes a lot of performance. Use it carefully. Therefore, no selected
hits preview is activated in the baseline delivery for the VIM Invoice
Workplace All work view mode.

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18.8 Maintaining general teams for the VIM Invoice

Workplace
In the VIM Invoice Workplace, special team-related functionalities are available
based on the following different types of possible team definitions:

Personal Team
Maintained by each user directly in the VIM Invoice Workplace team
configuration dialog.
General Team
Generally maintained by an administrator. Users cannot change the general
team in the VIM Invoice Workplace team configuration dialog box.

The following customizing steps are necessary:

• General team definition.

• Assignment of members to general teams.

Note: The maintenance of general teams depends on the corresponding SAP

ERP system and therefore no transport of the setting is available.

The general team definition describes the team with a unique ID and the
corresponding description.

To define a general team:

1. Run the /OPT/VIM_WP_TMG transaction.

2. In the General Team Definition Overview screen, define general teams using
the following parameters:.

Team ID
Unique ID for the general team definition.
Description
Enter a description for the defined general team.

To assign members to general teams:

1. Run the /OPT/VIM_WP_TMG transaction.

2. In the General Team Definition Overview screen, select a line and double-click
Team Member Assignment.

3. Assign members to a defined general team using the following parameters:

Team ID
Unique ID for the general team definition.

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OT
Organizational Object Type: This field contains a one or two character code
that represents different types of objects, for example US for user or S for
position.
Agent ID
Corresponding organizational object ID, depending on the selected
organizational object type.
Active
Select this check box to set the member assignment to active.

18.9 Specifying discount light settings

In this step, you define the behavior of the discount indicator light that is integrated
in the process output list of the VIM Invoice Workplace and in the result list of VIM
Analytics.

You can specify the following values, depending on company codes:

• Number of days before the due date for cash discount 1 to set a yellow discount
indicator light.
• Number of days before the due date for cash discount 1 to set a red discount
indicator light.

Note: If you do not want to set up the discount indicator light settings for each
company code separately, enter an asterisk (*) in the company code field.

If the number of days before the due date for cash discount 1 is higher than the
specified number of days for the yellow discount indicator light, a green light is
shown. If the corresponding due date for cash discount 1 is reached or is already
overdue, the discount indicator light switches to red.

Note: If you do not want to use the described generic configuration settings
based on the number of days before cash discount 1, do not maintain any
number of days. The following fixed logic for the discount indicator light will
apply automatically:

• Cash discount 1 possible (due date for cash discount 1 >= current date): green
discount indicator light
• Cash discount 2 possible (due date for cash discount 2 >= current date):
yellow discount indicator light
• All possible discounts missed: red discount indicator light

In the following situations, the discount indicator light is hidden:

• The process status is obsolete, cancelled, confirmed duplicate, or deleted.

• The invoice has already been processed by a payment run.

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• The invoice has been cancelled.

• No due date for cash discount 1 or cash discount 2 is available.

Note: The discount light settings depend on the corresponding SAP ERP
system and therefore no transport of the setting is available.

To specify the discount light settings:

1. Run the /n/OPT/VIM_WP_DSCL transaction.

2. In the VIM Invoice Workplace Disc. light settings Details screen, enter your
company code dependent settings.

Note: If you do not want to specify company code specific settings, enter
an asterisk (*) in the Company Code field.

18.10 Displaying returning invoices in VIM Invoice

Workplace
In this step, you handle returning invoices. At some stage during DP processing, an
invoice can be sent to some role. Later on, the invoice can return to the same role for
processing. Starting with VIM 7.5 SP6 (VIM 7.0 SP10), such invoices can be identified
in VIM Invoice Workplace, eventually to give them priority processing, for example
after referring to another role asking for additional information.

You can configure the new display column Returning invoice in the VIM Invoice
Workplace profile settings. For more information, see “Customizing profiles for the
VIM Invoice Workplace” on page 671. The configuration must look like in the
following screenshot:

Note: The output sequence depends on the existing entries.

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With this configuration, the Returning invoice column is available in the ALV
layout settings in the inbox tab of VIM Invoice Workplace. With the column enabled
in the layout, the returning invoices are displayed with an icon in the Returning
invoice column.

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Chapter 19
Customizing plug-in controls for end-user screens

Different end-user screens, for example the VIM Invoice Workplace or the indexing
screen (DP Dashboard) are enabled to use integrated plug-in views to display detail
information for a process.

You can also use plug-in controls in the Invoice Approval Dashboard, the Parked
Dashboard, and the Blocked Dashboard.

The following customization steps are necessary:

• Define the plug-in type

• Define the plug-in ID
• Assign the plug-in IDs to plug-in types

19.1 Defining the plug-in type

To use different plug-ins in different end-user screens, a plug-in type definition is
used to combine all plug-ins within one control.

To define the plug-in type:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration >
Processing Plug-In Configuration > Define Plug-In Types.

2. In the Plug-In Type Definition Overview screen, define the plug-in type, using
the following parameters:

Plug-In Type
Unique ID of a plug-in type to be used within an end-user screen.

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Plug-In Type Description

Enter a description of the plug-in type.

19.2 Defining the plug-in ID

The plug-in ID definition describes all necessary technical information for the called
plug-in.

VIM baseline delivers the following plug-ins:

• Display archived invoice image (/OPT/CL_C_UI_PLUGIN_DEF_IMAGE).

Note: It is possible to display the archived invoice image using OpenText

Imaging Web Viewer (Web Viewer) or OpenText Brava! View for SAP
Solutions (Brava! View). You must configure the corresponding settings to
call the Web Viewer/Brava! View. For more information, see Section 17.2
“Configuration for Web Viewer” in OpenText Archiving and Document Access
for SAP Solutions - Scenario Guide (ER-CCS).
• Display line items (/OPT/CL_C_UI_PLUGIN_DEF_ITEM).
• Display DP and approval log (/OPT/CL_C_UI_PLUGIN_DEF_LOG).
• Display DP and approval comments (/OPT/CL_C_UI_PLUGIN_DEF_NOTE).
• Display the Extended ECM for SAP Solutions integration (/OPT/CL_C_UI_
PLUGIN_DEF_XECM).

To define the plug-in ID:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration >
Processing Plug-In Configuration > Define Plug-In IDs.
2. In the Plug-In Definition Overview screen, define the plug-in ID, using the
following parameters:

Plug-In ID
Unique ID of the plug-in.
Plug-In title
Enter the title of the plug-in, which is displayed on the button in the plug-in
toolbar.
Plug-In description
Enter the tooltip of the plug-in, which is displayed on the button in the
plug-in toolbar.
Plug-In Sequence
Define the order of the buttons for the plug-in.
Plug-In class
To process the corresponding logic for the plug-in, enter the class to be
called during runtime. To integrate custom logic to retrieve data for existing

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plug-ins, you must create a subclass and redefine the PLUGIN_DATA_

CONTEXT_SET method.

Note: To create a new plug-in, you must create your own plug-in class
with superclass /OPT/CL_C_PMC_UI_PLUGIN.
Plug-In Icon
Enter the icon of the plug-in, which is displayed on the button in the plug-in
toolbar.
PI Active
Select this check box to activate the plug-in on the screen.

19.3 Assigning the plug-in IDs to plug-in types

You define the possible plug-ins for a plug-in type within the mapping. For each
defined plug-in type, all plug-in definitions are maintained.

To assign plug-in IDs to plug-in types:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration >
Processing Plug-In Configuration > Assign Plug-In IDs to Plug-In Types.
2. In the Mapping Plug-In Type <-> Plug-In ID Overview screen, assign plug-in
IDs to plug-in types, using the following parameters:

Plug-In Type
Unique ID of the plug-in type definition.
Plug-In ID
Unique ID of the plug-in definition.

19.4 Customizing the integration of Extended ECM for

SAP Solutions
VIM provides an integration of OpenText Extended ECM for SAP Solutions as a
plug-in into the following VIM tools:

• Indexing screen
• VIM Invoice Workplace
• VIM Analytics

You can also integrate Extended ECM for SAP Solutions into VIM Analytics as a
custom button that opens a separate window. For more information, see “Defining
and assigning action buttons” on page 620.

Extended ECM for SAP Solutions allows displaying content that is stored in the
OpenText™ Content Server in the SAP GUI. You also can upload content from the
SAP GUI to the Content Server.

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Extended ECM for SAP Solutions can be configured for several business objects.
That means, the solution is open for custom solutions. An example integration for
vendor workspaces is delivered with baseline. You can include custom scenarios
based on other business objects. For more information, see “Implementing custom
solutions for the plug-in framework” on page 701.

Prerequisites

• Extended ECM for SAP Solutions is installed, at least version 10.5 Service Pack 1.
• Extended ECM for SAP Solutions is customized, as described in OpenText
Extended ECM for SAP Solutions - Customizing Guide (ERLK-CGD).
• Workspaces can be created for business objects using the standard Extended
ECM for SAP Solutions GOS menu integration.

To customize the integration of Extended ECM for SAP Solutions:

1. Define the plug-in ID. See the description in “Defining the plug-in ID”
on page 698.
In Plug-In class, enter the class for the respective VIM tool:

Indexing screen
/OPT/CL_C_IDX_UI_PLUGIN_XECM or your own custom class

VIM Invoice Workplace

/OPT/CL_C_PMC_UI_PLUGIN_XECM or your own custom class

VIM Analytics
/OPT/CL_C_VA2_UI_PLUGIN_XECM or your own custom class

2. Assign plug-in IDs to plug-in types. See the description in “Assigning the plug-
in IDs to plug-in types” on page 699.
The plug-in types for the respective VIM tools are the following:

Indexing screen
VIM_IDX

VIM Invoice Workplace

VIM_WP

VIM Analytics
VIM_VA2

3. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Extended
ECM Integration > Configure xECM Integration for Plug-In Framework.

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4. Create a new entry to assign the plug-in ID to an extended ECM business object.

Note: If you use the generic classes /OPT/CL_C_IDX_UI_PLUGIN_XECM, /

OPT/CL_C_PMC_UI_PLUGIN_XECM or /OPT/CL_C_VA2_UI_PLUGIN_XECM
(see Step 1 on page 700), the following customizing is mandatory. If you
create a custom implementation where the business object and business
object key is defined directly in the coding, the following customizing is
not necessary.

Plug-In ID
Enter the ID created in Step 1 on page 700.
Object Type
Enter the business object that should be shown in this plug-in. This business
object must be configured in Extended ECM for SAP Solutions. In the
example screnshot: LFA1 for vendor workspace.
H/L
Define the origin of the object key: Header (/OPT/VIM_1HEAD) or Line (first
line of /OPT/VIM_1ITEM).
Reference field
Specify the field in the header or line item table that contains the object key
for the business object. In the example screenshot: /OPT/VIM_1HEAD-LIFNR
contains the object key for the vendor.

19.4.1 Implementing custom solutions for the plug-in

framework
If you want to display other business objects, you must perform the customizing as
described for the example “Vendor Workspace” in “Customizing the integration of
Extended ECM for SAP Solutions” on page 699. You must adjust the classes and
function modules used in the customizing to select other object types and keys.

The following classes are delivered with baseline:

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Class /OPT/CL_C_UI_PLUGIN_DEF_XECM is the abstract superclass to deliver all

relevant methods.

For each plug-in type, one class is delivered:

Plug-In Type Class

VIM Invoice Workplace /OPT/CL_C_PMC_UI_PLUGIN_XECM
Indexing screen /OPT/CL_C_IDX_UI_PLUGIN_XECM
VIM Analytics (new) /OPT/CL_C_VA2_UI_PLUGIN_XECM

These classes can handle all Object Types whose object key is directly available in
tables /OPT/VIM_1HEAD or in the first selected line in /OPT/VIM_1ITEM. By using
customizing table /OPT/CT_XECM_PMC, the relevant fields can be customized directly.
Please see the customizing for vendor workspaces in “Customizing the integration
of Extended ECM for SAP Solutions” on page 699 as a reference.

For more complex scenarios, where additional selects are necessary, you can define
custom classes. For each workspace type, a new implementation is needed. The
following procedure describes the implementation of a subclass of /OPT/CL_C_IDX_
UI_PLUGIN_XECM as a reference. You can implement the other classes accordingly.
Custom implementations for indexing screen and VIM Analytics (new) can be
created accordingly, as well.

To implement a custom class for the plug-in framework:

1. In the SE24 transaction, create a new subclass with class /OPT/CL_C_IDX_UI_

PLUGIN_XECM as superclass.

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2. On the Methods tab, redefine the GET_BO_ID method.

3. Implement custom coding to get the relevant object key. Return the object key in
the RV_OBJ_ID parameter.

4. Redefine the GET_SAP_OBJECT method.

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5. Return the SAP Object type for the Extended ECM for SAP Solutions scenario in
the RV_SAP_OBJECT parameter.

6. Use this custom class in the customizing.

19.4.2 Implementing custom solutions for the buttons in VIM

Analytics
Adding button The /OPT/C_XECM_VA2_LFA1_ACTEXE_H function module is delivered to provide a
new button in VIM Analytics for vendor workspaces (SAP Object LFA1).

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You can copy this module to a custom implementation. Select the respective Object
Key and SAP Object for the actual scenario. The customizing to activate the button is
described in “Defining and assigning action buttons” on page 620.

Hiding button The /OPT/C_XECM_VA2_BUTTON_H function module is delivered to decide during

runtime if a new button in VIM Analytics should be displayed or not.

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You can copy this module to a custom implementation to define criteria when the
workspace button is displayed or not.

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Chapter 20
Configuring VIM dashboards for plug-ins

You can use plug-in controls in the Invoice Approval Dashboard, the Parked
Dashboard, and the Blocked Dashboard. You must perform the following
configuration of the dashboards’ customizing profiles.

• Maintaining customizing profiles for dashboards

• Assigning default profiles to product code

20.1 Maintaining customizing profiles for dashboards

To use plug-ins in dashboards, you must maintain the customizing profiles for the
dashboards. This provides further information about which plug-in type should be
used. Additionally, you must set further attributes for the plug-in integration. These
attributes are used when opening one of the dashboards for the first time.

To maintain customizing profiles for dashboards:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice
Management Invoice Solution > Cross Component Configuration > VIM
Dashboards > Maintain Customizing Profiles for Dashboards.
2. In the Profiles: Details screen, enter a profile, using the following parameters:

• Customizing Profile
• Customizing Profile Description
3. Double-click Profile Settings in Dialog Structure.

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4. In the Profile Settings: Details screen, maintain the settings of the customizing
profile, using the following parameters:

Customizing Profile
Customizing profile defined in Step 2.
Application Class
Enter the application class.
The logic of the plug-in integration is located in the dashboard application
class. All relevant attributes and methods of the global application class are
delivered in a baseline dashboard application. You can enhance the class by
redefining components of the class within a custom class, which can be
maintained instead of the baseline class.
Default value: /OPT/CL_C_DBP_APPLICATION
User Class
Enter the user class.
Enter the dashboard user ABAP class, which contains logic to read and save
user-specific profile settings.
Default value: /OPT/CL_C_DBP_USER
Plug-In Type
Enter the plug-in type, defined in “Defining the plug-in type” on page 697.
Default value: VIM_DBP
Plug-In ID
Enter the plug-in ID, defined in “Defining the plug-in ID” on page 698.
Plug-In Side
Select the location where the plug-in is displayed, right side or left side.
Default value: Right justified
Cont. Pane % Vt.
Content pane size ratio vertical in %: Enter the default plug-in size, in
percentage form, of the dashboard screen.
Show Plug-In
Select this check box to display the plug-in.

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20.2 Assigning default profiles to product code

By default, the user settings for plug-ins are derived from the user parameter. If
there is no user parameter available, you can configure the system to use a mapping
between default customizing profiles and product codes to determine the user
settings for the plug-in.

For the dashboard plug-in, the following product codes are relevant:

BIR
PO parking
IAP
Invoice Approval
LIX
PO blocking, both for header and item dashboard
PIR
Non PO parking

The user parameters, synchronous to the product codes, are the following:

• /OPT/CBIR_CUST_PROF
• /OPT/CIAP_CUST_PROF
• /OPT/CLIX_CUST_PROF
• /OPT/CPIR_CUST_PROF

Note: VIM baseline delivers a global profile (DEFAULT), which is called

whenever no specific user profile is configured. The DEFAULT profile must
always be available.

To assign default profiles to product code:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > VIM
Dashboards > Assign Default Profiles to Product Code.

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2. Assign customizing profiles defined in “Maintaining customizing profiles for

dashboards” on page 707 to the product code. To each product code for which
you want to use the corresponding plug-in, you must assign a customizing
profile.
With baseline, the product codes BIR, IAP, LIX, and PIR are assigned to the
DEFAULT customizing profile.

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 Part 3
Optional configuration
Part 3 Optional configuration

This part describes the basic, but optional customizing. This customizing must be
done for optional VIM features, such as the integration of the Return to Vendor
(RTV) function.

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Chapter 21
Smart coding

Smart coding, a component for coding Non PO invoices, enables you to streamline
the process by helping the user to correctly allocate the cost objects using a
recommender step with best predictions or by fully automating the coding in the
background, based on a minimum confidence level.

Prior to smart coding, users needed to manually assign the cost objects to Non PO
invoices. This activity frequently required time-consuming research, for example by
inspection of old invoices posted to the same vendor, asking a colleague, or, worst-
case, guessing by doing an extensive search in the help menu of the field.

Smart coding is a scenario suited for machine learning: An algorithm determines,

which invoice fields allow the best predictions. Based on this model, it delivers
different alternatives and their confidence level. If the confidence exceeds the
configurable minimum threshold, the step is fully automated. In all other cases, the
algorithm presents the alternatives to the user in a dialog box.

The cost assignment proposals are valid for Classic Mode VIM.

The system can use historical data to propose values for the cost assignment of
invoices without purchase order. The following models are available:

Basic model
Based on the combination of company code and supplier, a statistic regarding
the occurrences of the most common used GL accounts, cost centers, and WBS
elements is built. The system is proposing the cost assignments that were most
often used for a given combination of company code and supplier.
Machine learning (PAL) based model: (VIM 20.4 only)
The system proposes GL accounts, cost centers, and WBS elements based on
various input data using a machine learning based classification algorithm, so-
called decision trees.
Minimum requirement for this model is an installation of VIM 20.4 on an SAP S/
4HANA 1610 system with at least HANA 2.0 SPS 3 with installed PAL library.
This model is not available on any VIM 7.6 installation, regardless of the
underlying database. For VIM 7.6 installations, use the basic model or use the
RFC scenario to train on a separate VIM 20.4 installation. For more information,
see “2-step approach in an RFC scenario” on page 719.

For more information, see Section 17 “Smart coding” in OpenText Vendor Invoice
Management for SAP Solutions - Scenario Guide for Invoice Solution (VIME-CCS)

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21.1 Training
The following transactions are provided to collect statistics:

• “Train coding statistics: /OTX/PS302_TRAIN_COD” on page 714

• “Delete coding statistics: /OTX/PS302_TRAIN_DEL” on page 716
• “Display coding statistics: /OTX/PS302_TRAIN_DIS” on page 716
• “Authorization” on page 717

21.1.1 Train coding statistics: /OTX/PS302_TRAIN_COD

(Report name: /OTX/PS302_TRAIN_CODING)

This transaction is used for training the models and filling the statistic tables. It is
divided into the following stages:

Data selection
Relevant historical invoice data can be selected from the following sources:

• Posted invoices available in the SAP Standard Ledger tables BKPF and BSEG.
• Historical process data of VIM Classic (tables /OPT/VIM_1HEAD and /OPT/
VIM_1ITEM).

Preprocessing
The selected data is preprocessed, relevant lines containing cost center and WBS
element assignments are filtered and stored in statistic tables.
Training
The chosen model, basic or PAL based, is trained.
The following parameters are available in the sections Data Selection and
Model:

Data Selection
Options

• Use ledger data: SAP ledger table BSEG is used to collect information of
posted invoices.
• Use VIM data: VIM Classic process data is used to collect information of
posted invoices.

Notes

– Only posted invoices and finished processes are considered to

avoid later changes.
– Only data from invoices without purchase order is considered. If
there are suppliers sending purchase order based and non

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purchase order based invoices, the system is using only the data
from the invoices without purchase order.
• Use custom selection: You can use this option to call a custom selection
(only visible if the corresponding BADI was implemented). For more
information, see “Custom extensions” on page 722.
• Select options for common business data: Ledger, Vendor, Company
Code, FI Document Numbers, Document Date and Document Types are
provided.
• Load preprocessed data: Load already prepared training data if the
training is done in a staged approach or in an RFC scenario. When
loading preprocessed data, the source system of the data needs to be
provided. In a single system scenario, the system’s logical system is pre-
filled. This only needs to be changed if a model for another system
should be trained. In this case, the source system needs to be set to the
respective logical system.
For information about the “2-step approach in an RFC scenario” and the
“2-Step approach”, see “Choosing the training approach” on page 718.

Model
Options

• Train Basic Model: The basic model is trained.

Note: Training the basic model is a mandatory first step, also for
training the PAL based model.
• Train PAL decision tree model: Training the PAL based model. Only
possible on a VIM 20.4 system where the requirements are met. For more
information, see Machine learning (PAL) based model: (VIM 20.4 only)
on page 713.
• Save preprocessed data only: The selection and preprocessing steps are
executed and saved to a table, either on the local system or on a remote
training system. If the remote scenario is used, an RFC destination to this
system has to be entered.
• Clear existing data: If this check box is selected, the existing collection of
preprocessed training data is deleted. Otherwise it will add the new data
to the existing collection.

Tip: With this option, a set of training data can be prepared step by
step, for example to collect input from specialists of different
company codes.
The system will not check for already existing data in the data
collection. Therefore it is possible to use the same invoice data to
build up a big set of training data, for example for performance
testing. For productive models, a duplication of training data is
normally not needed but mostly not harmful.

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• Custom Model: With this option, a custom model implementation can be

called. A corresponding BADI implementation needs to be available. The
model id of the custom implementation needs to be entered to select the
correct BADI filter value.
• Test Mode: If this check box is selected, no data is saved.

Output
Based on the model, the report returns different protocols.

Note: Displayed counts are line item based, not invoice based.

Basic Model
This model returns a statistic of processed invoice lines per company code
and vendor.
PAL Model
This model returns the first 100 decision rules returned by the PAL
algorithm.

21.1.2 Delete coding statistics: /OTX/PS302_TRAIN_DEL

(Report name: /OTX/PS302_TRAIN_CODING_DELETE)

This transaction deletes the coding statistic tables used for the basic model. You can
select the following options:

• Source System: Select the source system of the data which should be deleted.
• Delete Basic Model: Deletes the table containing the basic model.
• Delete Coding Table: Deletes the cost assignment information.
• Delete Feature Table: Deletes collected training data. See option Save
preprocessed data only in Model on page 715.

21.1.3 Display coding statistics: /OTX/PS302_TRAIN_DIS

(Report name: /OTX/PS302_TRAIN_CODING_DISP)

This transaction displays the 10 most frequent cost assignments based on the
collected statistics for each company code and vendor (Basic Model).

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21.1.4 Authorization
To access the training reports, the authorization for the transaction code and a
general VIM Foundation Authorization Object (J_6NPF_ADM) must be granted.

Additionally, the training reports are restricted to allow only authorized data for
selection. The following authorizations are considered during selection:

On SAP ERP

• F_BKPF_BUK, ACTVT = '03'

• F_LFA1_GEN, ACTVT = '03'

Restricted data selection is a security requirement but it has an impact on the

training strategy. Consider the following:

• The basic model can be trained for each company code separately.
• The PAL model requires that all data is processed at once, to generate a model
that is valid for all company codes and vendors. Therefore it is possible to
separate selecting data from training the final model. For more information, see
“2-Step approach: selection and preprocessing, separate training” on page 718.

21.2 Recommended training strategies

To train the models (necessary steps):

1. Select the relevant invoice training data.

2. Train the basic model. This step is also mandatory for training the PAL based
model.
3. Optional Train the PAL based model on a (remote) VIM 20.4 system.

To find the optimal strategy for training, OpenText recommends the following
approach:

21.2.1 Performance checks

As first step, the expected runtime of the training report should be evaluated to
define the optimal volume of training data. OpenText recommends to do this on a
test system with production-like data. Use the Test Mode of the training report to
verify for different sets of training data.

Notes

• When training a PAL based model, all training data sets need to be loaded at
once in the PAL algorithm. This is done on HANA level by using a global
temporary table to limit the memory load on the application server.
Nevertheless, an evaluation of the memory load on HANA may be useful
when handling high volume scenarios.

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• The PAL based model uses the State Enabled Real Time Scoring of the PAL
library and loads the trained model into the HANA memory for faster
inference.

21.2.2 Choosing the training approach

Based on the performance evaluation results and on the business requirements, you
can choose the following scenarios:

• “1-step approach: selection, preprocessing and training” on page 718

• “2-Step approach: selection and preprocessing, separate training” on page 718
• “2-step approach in an RFC scenario” on page 719

21.2.2.1 1-step approach: selection, preprocessing and training

In this scenario, the data selection and training is done in one step on the same
system. OpenText recommends this scenario if the amount of training data is small
and the runtime of the training is expected to be low.

To perform selections in the training report:

1. Run the training report for selection and preprocessing.

a. Selection: Choose Select from ledger or VIM data.

b. Model: Choose Train Basic Model.

2. Optional Run the training report for training the PAL based model.

a. Selection: Choose Select from ledger or VIM data.

b. Model: Choose Train PAL based Model.

21.2.2.2 2-Step approach: selection and preprocessing, separate training

In this scenario, the data is selected and the preprocessed data is stored in a separate
table. The training is done in a second step. This scenario is recommended, if the
training data needs to be collected in several steps or to reduce the total runtime of
the report compared to a 1-step approach.

In detail, the following selections need to be done in the training report:

To perform selections in the training report:

1. Run the training report for selection and preprocessing:

a. Selection: Choose Select from ledger or VIM data.

b. Model: Choose Save preprocessed data.

2. Repeat step 1, if more training data should be collected.

3. Run the training report for training the basic model.

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a. Selection: Choose Load preprocessed data. By default, the source system is

the local system.
b. Model: Choose Train Basic Model.

4. Optional Run the training report for training the PAL based model.

a. Selection: Choose Load preprocessed data. By default, the source system is

the local system.
b. Model: Choose Train PAL based model.

21.2.2.3 2-step approach in an RFC scenario

In this scenario, the data is selected and the preprocessed data is stored on another
system (training system) via RFC. The training is done in a second step.

This scenario is only recommended, if the local system does not meet the minimum
requirements for the PAL based scenario (especially VIM 7.6 installations).

A separate training system is needed with a VIM 20.4 installation, fulfilling the
minimum requirements for the PAL based scenario.

In general, the following steps are relevant:

• On the source system, train the basic model.

• Transfer preprocessed data to the training system via RFC.
• On the training system, train the basic model. This step is mandatory for the
training of the PAL model.
• On the training system, train the PAL based model.

To perform selections in the training report:

1. Set up an RFC destination to the training system. Optimize the connection

according to the SAP recommendations by using basXML or Fast Serialization
where available.

2. Train the basic model on the source system, see local approaches for details.

3. Run the training report for selection and preprocessing.

a. Selection: Use the same selection as in Step 2 on page 719.

b. Model: Choose Save preprocessed data. Enter the RFC destination of the
training system.

4. Repeat Step 3 on page 719 if more training data should be collected.

5. Run the training report for training the basic model on the training system.

a. Selection: Choose Load preprocessed data. Set parameter Source System to

the logical system of the source data system.
b. Model: Choose Train Basic Model.

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Chapter 21 Smart coding

6. Run the training report for training the PAL based model.

a. Selection: Choose Load preprocessed data. Set parameter Source System to

the logical system of the source data system.
b. Model: Choose Train PAL based model.

21.2.3 Selection of training data

After evaluating the runtime and the optimal size of the training set and choosing
the training approach, you can define the selection criteria for the data. Consider the
following points when deciding about the selection criteria for the data set:

• Using the posted invoices from the last year provides a good starting point. If the
number of invoices exceeds the optimal training set size, look for further
restrictions as discussed in this section.
• Do not use too old data. Cost assignments may have changed in the meantime.
• The used models do not need very high amounts of examples for similar data.
For vendors with a high invoice volume but a very stable cost assignment,
restrict the numbers of used invoices, for example by using a smaller time frame
or restrict the document number range.
• For vendors with a very low invoice volume, it may be necessary to extend the
selection range to get a valid prediction. The algorithms may return a very high
confidence if there are very few training examples.

Example: For Vendor A, one invoice was used for training. The algorithm will return a
100% confidence for the cost assignment. Therefore, the dialog options will return also the
number of training samples for a given vendor to allow users to decide about the validity
of the prediction.
• For vendors with a lot of different cost assignments, the confidence levels for
each prediction will naturally be very low. If these vendors also have a high
volume of invoices, it may be an option to exclude these vendors from the
training set. A common example are invoices posted as CPD or with a one-time
vendor account.

21.3 Prediction
Cost assignment proposals are offered in several modules. Refer to the respective
chapters of this guide for further information:

• Classic VIM - Logic Module: “Processing logic modules” on page 222

• Classic VIM - Indexing Screen SAP GUI: “Customizing profiles for the indexing
screen” on page 244
• Classic VIM - VIM Enter Cost Assignment Advanced Fiori app: “Configuring the
Enter Cost Assignment Advanced app” on page 530

Predictions can be done either based on the basic model or the PAL based model.
For configuration, perform the following steps:

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To configure predictions:

1. Run the SM30 transaction, and maintain /OTX/PS302_T_CNF.

2. Configure predictions, using the following parameters:

Config ID
Enter settings for Classic VIM (OTEXVIM).
Model ID
Enter Basic Model (STATDT) or PAL Based Model (PALDT). If you want to
use custom models for proposals, you can enter a new entry for a new
custom Model ID here.
Note: On VIM 7.6, the proposal based on PAL can be used in the
remote scenario described in “2-step approach in an RFC scenario”
on page 719.
Sequence
Choose the sequence in which the implementations are called. Only
relevant if you want to call multiple models, for example for custom
implementations.
Proposal Class
Enter the implementation of the Proposal Logic. The standard delivers two
classes:

• /OTX/PS302_CL_COD_PROP_STAT: Basic Model based proposals

• /OTX/PS302_CL_COD_PROP_PAL_DT: PAL decision tree based proposals

You can enter custom classes here.

Confidence
Enter the minimal confidence of returned proposals.
RFC Destination
Enter an RFC destination if the model is trained on a remote training
system. Supported for the PAL Decision Tree (PALDT) or if needed in
custom scenarios.
Active Flag
Select this check box to activate proposal logic. When using the standard
implementations, only one model should be active. For custom
implementations, several models can be combined.

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21.4 Custom extensions

You can extend the cost assignment proposals by custom logic. Consider the
following main areas: Training and Proposals.

Training
You can use extension points in the training report to adjust the delivered
default models. You can change the logic for selection, preprocessing, and
training. The following scenarios are possible:

• Adding additional features for the machine learning models

• Changing the hyper parameters of the default model
• Using a different PAL model for training
• Calling the training of an external machine learning service

Proposals
Customizing option to change or add custom logic for cost assignment
proposals. Custom proposal implementations can rely on a custom training or
can also be independent from any training step. The following scenarios are
possible:

• Calling an adjusted default model with, for example, different input features
• Calling a custom proposal logic without training, for example selecting and
displaying the x last used cost assignments from the current user
• Calling the prediction of an external machine learning service

21.4.1 Enhancements for the training report

The enhancements for the training are based on custom BAdI implementations. The
following BAdIs are available within Enhancement Spot /OTX/PS302_ES_TRAIN:

• BAdI /OTX/PS302_BADI_TRAINING
• BAdI /OTX/PS302_BADI_MODEL

BAdI /OTX/ You can use this BAdI to change the default selection and preprocessing and to
PS302_BADI_ inject custom code into any standard class.
TRAINING

GET_SELECTOR
Returns a custom selection class. The custom class needs to implement the
interface /OTX/PS302_IF_SELECTOR. It is possible to redefine the default
implementations or create a new class. The custom class needs to be instantiated
in this method and returned in parameter RH_INSTANCE.
If a custom implementation is active, a new parameter Custom Selection will
be available in the training report. If this option is chosen, the custom
implementation will be called.

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 21.4. Custom extensions

If only small adjustments of one of the default implementations are needed, it is

also possible to do this using code injection, see method
INJECT_CUSTOM_CODE on page 723.

GET_PREPROCESSOR
Returns a custom preprocessing class. The custom class needs to implement the
interface /OTX/PS302_IF_PREPROCESSOR. You can redefine the default
implementations or create a new class. The custom class needs to be instantiated
in this method and returned in parameter RH_INSTANCE.
A custom implementation will replace the default implementation.

INJECT_CUSTOM_CODE
You can use this method to replace any default class used in the report, by using
code injection. Each default class is instantiated via a static GET_INSTANCE
method which returns an instance of the default class. By using the static SET_
INSTANCE method of the default classes, it is possible to replace the default class
with a custom class.

Example 21-1: Small adjustments of the “Selection Class” /OTX/

PS302_CL_COD_SELECT_LEDGR without using GET_SELECTOR

• Create a custom class inheriting from one of the following classes:

/OTX/PS302_CL_COD_SELECT (for SAP ERP)
/OTX/PS302_CL_COD_SELECT_LEDGR (for SAP S/4HANA)

• Redefine the methods as needed.

• Implement the BAdI /OTX/PS302_BADI_TRAINING
• In the BAdI method INJECT_CUSTOM_CODE, instantiate the custom class.
• Use method /OTX/PS302_CL_COD_SELECT_LEDGR→SET_INSTANCE to
inject the instance of the custom class.
The custom implementation will be called instead of the default logic.
The injection via SET_INSTANCE is possible for all standard classes.

BAdI /OTX/ With this BAdI, you can call custom models. Based on filter MODEL_ID, different
PS302_BADI_ implementations are possible.
MODEL

The training report offers a parameter Custom Model. If you choose this option, you
must provide a MODEL_ID. This is used as a filter for the BAdI implementation. The
custom model ID can be entered in the selection screen of the training report. The
custom model class is called.

Method GET_MODEL: Returns a custom model class. The custom class needs to
implement the interface /OTX/PS302_IF_MODEL. You can redefine the default
implementations or create a new class. The custom class needs to be instantiated in
this method and returned in parameter RH_INSTANCE.

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Note: If only small adjustments of one of the default implementations are

needed, it is also possible to do this using code injection, see method INJECT_
CUSTOM_CODE.

21.4.2 Custom proposals

You can configure custom proposal classes in table /OTX/PS302_T_CNF. For more
information, see “Prediction” on page 720. This can be used to define completely
new logic, independent from any standard model.

Additionally, the default classes /OTX/PS302_CL_COD_PROP_PAL_DT (Proposal based

on PAL Decision Tree) and /OTX/PS302_CL_COD_PROP_STAT (Basic model)
internally call BAdI /OTX/PS302_BADI_TRAINING. Therefore you can configure the
default proposal classes with a custom model ID in /OTX/PS302_T_CNF.

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Chapter 22
Smart Coding - Integration into Classic VIM

22.1 Smart coding cost lines enrichment in the DP

line item
22.1.1 Smart coding cost line items enrichment in background
To achieve automatic proposal of smart coding cost lines in Classic VIM, a logic
module ID is introduced and needs to be configured. By default it will be delivered
inactive. If you want to use smart coding automation, you must configure the logic
module delivered for smart coding.

For general information about the configuration of logic modules, see “Processing
logic modules” on page 222.

The following parameters are relevant for configuring the enrichment logic module:

• Module Definition: Class Name /OTX/PS39_CL_D_LM_DET_NPO_SCOD.

• Process ID: N_SPEC_005
• Logic module ID: N_SPEC_005
• Processing Mapping: Add document type to the Process ID.

After the coding proposal data is trained correctly for the combination of company
code and vendor, due to the historic cost information data, “n” lines of proposal
items are possible.

However recommending the number of cost lines in smart automation can be

complex. You must determine the number of lines that can be copied by a thorough
analysis of the historic cost information.

The Z constant SMART_CODE_MODEL is provided to maintain the confidence level of

cost items and for each DP invoice item. Only lines above this confidence level are
proposed in smart automation. The default value is 80 %.

If you want to use a smart coding cost proposal for a combination of company code
and vendor using a model, you must configure a model. For more information, see
“Prediction” on page 720.

Smart coding line item proposal automation can also be coupled but only after
configuring auto-coding lines. If the DP line item is fully auto-coded with cost
information, the smart coding proposal logic in the logic module class will ignore
that line item in smart coding line item proposal.

The following item proposal scenarios are possible:

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Chapter 22 Smart Coding - Integration into Classic VIM

• Scenario 1: DP invoice with header and line items

• Scenario 2: Non PO auto coding

Scenario 1: DP invoice with header and line items

Smart coding proposal will automatically propose cost information (GL account and
Cost Center) in DP line items.

Scenario 2: Non PO auto coding

The auto coding component enables you to configure dynamically that DP Non PO
documents are automatically coded with the configured cost elements. For details
see “Configuring auto coding” on page 210.

Non PO auto coding is given priority over smart coding proposal: The logic module
class skips the smart coding item proposal.

Auto coding determination fields (based on customizing table: /OPT/AT_DETFIELD):

During background processing of the DP document, auto coding fills cost

information like GL account and cost center and takes priority over smart coding
proposal.

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 22.1. Smart coding cost lines enrichment in the DP line item

Proposed item line amount calculation

For single line proposal, the amount is allocated to that line item only.

For multiple lines proposal, the line amount is allocated to the first line only. The
coding user has to adjust it to other applicable lines. See the following screenshot:

Logging of smart coded line items

In the DP comments area, a smart coding line item information log is updated with
each line item that is added in background. The log shows the DP items and the
corresponding smart coded confidence percentage value.

Note: If a smart coding line that is proposed in background is changed

manually by a user in foreground (using smart coding proposal line items
recommender option), the line item information log is not updated each time,
rather the field in the DP line item table called Smart coding item (SMTCOD) is
updated with the latest smart coded confidence percentage value for that
changed line item.

22.1.2 Smart coding cost line items enrichment in foreground

Users might want to select a specific line item from a list of proposed smart coding
cost line items. For this case, an option is available at item level in the indexing
screen and approver screen. The option is limited to the coding user.

On a DP invoice line item that is proposed in the background, a manual selection of

a smart coding line item takes priority and overwrites the DP line item cost
information.

Smart-coding line proposal items are displayed in the Smartcoding items Proposal
screen: This is a display screen with a top 10 list of cost proposal lines for the
combination of company code and vendor. The user has an option to select a line to
copy it into the indexing screen.

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Chapter 22 Smart Coding - Integration into Classic VIM

The following important cost fields are available in the Smartcoding items Proposal
screen:

Confidence
Calculated percentage value of the proposed cost assignments.
G/L Account
G/L account field value for list of proposed cost assignments
Cost Center
Cost center field value for list of proposed cost assignments
WBS element
WBS element field value for list of proposed cost assignments
Tax code
Tax code value for list of proposed cost assignments

All other fields are optional for smart coding items proposal in the Smartcoding
items Proposal screen. The user can hide them using the table control variant
setting.

To view the smart coding button (Smtcoding) at line item level, you must configure
the necessary document types:

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 22.2. Skipping the coder level in smart coding line automation

For more information, see “Configuring the index item fields” on page 187.

22.2 Skipping the coder level in smart coding line

automation
In the AFS ID settings configuration, the Skipping coding when using VIM Smart
Coding check box is introduced. It allows to skip the coder when DP lines are
proposed by smart automation in background.

For more information, see “Configuring approval flow settings” on page 406.

When the Skip Coding check box is selected, it is not possible to change the smart
coding proposed lines manually in foreground because the coding level is skipped.

For the smart coding logic module, the Z constant SMART_CODE_LM_PROCID for
product code 005 is introduced to validate the field input in the AFS ID
configuration transaction.

Description
Smart coding logic module Process ID
Constant Value
N_SPEC_005

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Chapter 23

Extended withholding tax

Standard VIM configuration includes extended withholding tax in the tax folder of
the indexing screen. This applies to company codes and vendors that are relevant to
extended withholding tax.

Indexing screen users can change extended withholding tax code, base amount, and
amount. The data is transmitted to posting.

You can configure that the extended withholding tax data is no longer available on
the indexing screen and posting retrieves the withholding tax data from the vendor
master.

The following configuration actions are available for extended withholding tax.

• Hiding extended withholding tax on the indexing screen

• Limited hiding of extended withholding tax on the indexing screen
• Posting of zero withholding tax values
• Custom function that determines whether withholding tax data is transferred to
background posting from VIM or from SAP
• Withholding tax net amount is calculated from gross and tax instead of using the
header net amount
• Withholding tax amount is not transferred to background posting
• Manual check of extended withholding tax data as a business rule

The following configuration is mainly done in the Z constants table /PTGWFI/Z_

CONST under Product Code 005. Generally you access this table in the following
way.

To access Z constants table /PTGWFI/Z_CONST, Product Code 005:

1. Run the SM30 transaction.

2. Enter /PTGWFI/Z_CONST in Table/view and click Maintain.

The Constant Table, under Product Code 005, contains the wanted constant.

To configure hiding extended withholding tax on the indexing screen:

1. In the /PTGWFI/Z_CONST Constant Table, under Product Code 005, double-

click the constant WHTAX_FROM_SAP.

2. Enter Constant Value X and save.

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Chapter 23 Extended withholding tax

If you do not want to hide withholding tax for all vendors, you can create a custom
function module that limits the hiding and put it into another constant.

To configure limited hiding of extended withholding tax on the indexing

screen:

1. Create a custom function module.

Note: You can use the following VIM custom function module example as
a base for copying: /OPT/VIM_WT_LIMIT_HIDE.

2. In the /PTGWFI/Z_CONST Constant Table, under Product Code 005, double-

click the constant CUSTOM_FM_WHHIDE.

3. Enter Constant Value <your custom function module name> and save.

To configure the posting of zero withholding tax values:

1. In the /PTGWFI/Z_CONST Constant Table, under Product Code 005, double-

click the constant WHT_POST_ZERO.

2. Enter Constant Value X and save.

To configure a custom function that determines whether withholding tax data

is transferred to background posting from VIM or from SAP:

1. In the /PTGWFI/Z_CONST Constant Table, under Product Code 005, double-

click the constant WHT_EXIT_BAPI.

2. Enter a custom function module and save.

Note: You can use the following VIM custom function module example as
a base for copying: /OPT/VIM_WT_BAPI_TRANS.

To configure that the withholding tax net amount is calculated from gross and
tax instead of using the header net amount:

1. In the /PTGWFI/Z_CONST Constant Table, under Product Code 005, double-

click the constant WHT_CALC_NET.

2. Enter Constant Value X (which means “calculate”) and save.

To configure that the withholding tax amount is not transferred to background

posting:

1. In the /PTGWFI/Z_CONST Constant Table, under Product Code 005, double-

click the constant WHTAX_AMT_TR.

2. Do not enter a Constant Value (which means “do not transfer”) but save.

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 To configure manual check of extended withholding tax data as a business
rule:

1. Check for existing process type 289 (NPO) / 415 (PO) in the document type
processing. If it does not exist, create it.

2. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
Document Type Configuration > Characteristic Specific Document Type
Configuration.

3. Select a country.

4. In the Dialog Structure, double-click Characteristic Specific Process Types.

5. Add process type 289 (NPO) or 415 (PO).

Limitations of extended withholding tax

VIM cannot consider every SAP customizing setting for the calculation of
withholding tax. The following limitations apply.

Limitations of extended withholding tax type settings

• The withholding tax base amount flags Inherit base and Base amount reduction
are not supported.
• Accumulation is not supported.
• Minimum or maximum amounts are not supported.
• Cash discount is not supported.
• Control data is not supported.
• Central invoice is not supported.

Limitations of extended withholding tax code settings

• Percentage subject to tax is supported.

• Withholding tax rate (not fraction, not formula based) is supported.
• Minimum or maximum amounts are not supported.
• Surcharges are not supported.
• Exemption reasons for withholding tax codes are not supported.
• Collection codes are not supported.

Limitation of exemption

• Vendor master based exemption is supported – other exemptions or surcharges

are not supported.

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Chapter 24
Return to Vendor

The Return to Vendor (RTV) function allows you to inform the vendor by email that
the invoice is being returned. It also terminates the DP workflow. The vendor is
informed by an email, which is generated based on a template that the VIM user
selects. The email lists the reasons for the return. It may contain additional
comments and a signature. It may have the invoice image or additional images
attached. VIM users may select several different return reasons that are maintained
in VIM customizing. You may change the content of the email by implementing
your custom coding in new enhancement spots.

When the user clicks the Return to Vendor process option in the DP dashboard, a
new screen opens where all RTV-related information must be entered.

When the RTV function is performed successfully, the generated email is sent using
standard SAP functionality (SAPConnect). The DP document status is set to
obsolete, the DP workflow is finished, and the email is archived. Return reasons are
stored along with the DP step comments. Comments are mandatory.

Whereas the return reason and comments are stored in the DP document, and the
document status is changed to obsolete, the obsolete reason is not provided for the
document, which could be confusing later. Therefore, VIM 7.5 SP6 introduces the Z
constant RTV_OBSOLETE_REASON (product code 005). With this Z constant, you can
specify which obsolete reason, a two-character value, is assigned to such documents.

The following sections describe the activities that are necessary to configure the RTV
function.

• “Configuring SAPConnect and SMTP” on page 736

• “Maintaining process options” on page 736
• “Maintaining return reasons” on page 736
• “Maintaining email templates” on page 736
• “Maintaining the email determination user exit” on page 737
• “Maintaining the email signature” on page 738
• “Maintaining email archiving” on page 739
• “Maintaining project enhancements” on page 739

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Chapter 24 Return to Vendor

24.1 Configuring SAPConnect and SMTP

RTV uses SAP Business Communication Services (BCS), which in turn relies on
SAPConnect for sending the emails over SMTP protocol. Make sure that
SAPConnect is properly configured on your system.

Starting with VIM 7.5 SP6, the system client role is checked before sending the email.
Only in productive clients, the send request is processed “immediately”. In other
client roles, the send request is processed with the SAP standard asynchronous send
procedure.

24.2 Maintaining process options

In VIM standard, the new process option 2026 performs the RTV function. The new
process option is not added to any standard VIM process types in VIM baseline
configuration. Maintain this option for selected process types and roles according to
your organizational needs.

Note: Do not use the Comments required setting with RTV. The comments are
mandatory for RTV regardless of this setting, and they must be entered on the
RTV screen and not in the DP dashboard. If you select the Comments required
check box in the process option customizing, you will introduce an
unnecessary processing step.

24.3 Maintaining return reasons

The return reasons are maintained in the /OPT/VIM_RTVV table. The following
customizing node is provided:

Run the n/OPT/SPRO transaction, and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Return to
Vendor > Maintain return reasons.

If multiple languages will be used with RTV, each return reason description has to
be translated into the required languages. To translate, select GoTo > Translation in
the table maintenance dialog box.

24.4 Maintaining email templates

The email body is built from a template. The template is maintained in the system
and selected by the user. You create templates as standard texts in the SO10
transaction. You may create the templates in several languages depending on VIM
user and vendors preferences. You must name the template with a prefix that is then
maintained in the new Z-constant 005 RTV_TEMPLATE_PREFIX in the /PTGWFI/Z_
CONST table. In the standard configuration it is assumed that template names begin
with /OPT/VIM_RTV, with the following standard configuration:

Product Code
005

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 24.5. Maintaining the email determination user exit

Constant
RTV_TEMPLATE_PREFIX

Description
Prefix for standard texts used for Return to Vendor
Constant Value
/OPT/VIM_RTV

OpenText delivers a sample standard text for vendor email, /OPT/VIM_RTV_

EXAMPLE, in English.

Standard texts used in the RTV process option can contain variables for fields of
the /OPT/VIM_1HEAD table. You must define the variables in the text as <1HEAD-
<FIELDNAME>>.

Example: <1HEAD-XBLNR> to dynamically fill the invoice reference number

24.5 Maintaining the email determination user exit

The email address to be used is normally read from vendor master (“main” email
address in the email list of XK03). You can override this logic using a user exit, which
is a function module whose name must be maintained in the new Z-constant 005
RTV_GET_EMAIL in the /PTGWFI/Z_CONST table:

Product Code
005

Constant
RTV_GET_EMAIL

Description
User exit / function to retrieve email for Return to Vendor
Constant Value
<Name of the function module>

The function module must include the following parameters:

• Importing
pi_header TYPE /opt/vim_1head

• Changing
pc_email TYPE adr6-smtp_addr

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Chapter 24 Return to Vendor

24.6 Maintaining the email signature

The email signature is built from a template. You maintain the template in the
system. Therefore, you create templates as standard texts in the SO10 transaction.
You may create the templates in several languages. To maintain the template name,
use the Z constant 005 RTV_SIGNATURE_NAME in the /PTGWFI/Z_CONST table.

To maintain the email signature template name:

1. Run the SM30 transaction for the /PTGWFI/Z_CONST table.

2. Navigate to the product code 005, constant RTV_SIGNATURE_NAME, description:

SO10 Text Name for email signature used for Return to Vendor

3. Maintain the template name. Default value: /OPT/VIM_SIGNATURE_RTV

Note: OpenText delivers a sample standard text for the vendor signature in
English: /OPT/VIM_SIGNATURE_RTV

In the standard text, you can insert variables. They will be enriched from the SAP
user address data at runtime. The following variables are available:

<FULLNAME> Format from SAP user person address data

<FUNCTION> Function from SAP user person address data
<DEPARTMEN Department from SAP user person address data
T>
<ROOM_NO_P> Room Number from SAP user person address data
<FLOOR_P> Floor from SAP user person address data
<BUILDING_P> Building from SAP user person address data
<NAME> Name from SAP user company address data
<NAME_2> Name from SAP user company address data
<NAME_3> Name from SAP user company address data
<NAME_4> Name from SAP user company address data
<STREET> Street from SAP user company address data
<HOUSE_NO> House number from SAP user company address data
<POSTL_COD1 Postal Code from SAP user company address data
>
<CITY> City from SAP user company address data
<PO_BOX> PO Box from SAP user company address data
<POSTL_COD2 Postal Code for PO Box from SAP user company address data
>
<COUNTRY> Country from SAP user company address data

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 24.7. Maintaining email archiving

<TEL1_NUMBR Telephone from SAP user communication address data

>
<TEL1_EXT> Extension for Telephone from SAP user communication address data
<FAX_NUMBE Fax from SAP user communication address data
R>
<FAX_EXTENS Extension for Fax from SAP user communication address data
>
<E_MAIL> E-Mail from SAP user communication address data

24.7 Maintaining email archiving

Emails that are sent to the vendor will be archived. Therefore, you maintain the
document type AR_OBJECT in the Z constant 005 RTV_AR_OBJECT in the /PTGWFI/Z_
CONST table.

To maintain the email archiving document type:

1. Run the SM30 transaction for the /PTGWFI/Z_CONST table.

2. Navigate to the product code 005, constant RTV_AR_OBJECT, description: AR_
OBJECT for archiving email used for Return to Vendor

3. Maintain the document type. Default value: /OPT/HTM

Note: OpenText delivers a standard document type: /OPT/HTM. To customize

ArchiveLink for the used document type, run the OAC2 and OAC3 transactions.
For more information, see “Linking archive document type to VIM business
object” on page 38.

24.8 Maintaining project enhancements

You may want to add custom logic to some parts of the email processing. For this
purpose, several enhancement points have been added to the email processing. This
section provides an overview.

Package: /OPT/VIM, Program: /OPT/VIM_RTV_PROCESS

For the /OPT/VIM_RTV_PROCESS program, several enhancement points have
been added. They are defined in the /OPT/ES_VIM_RTV_PROCESS enhancement
spot.
Subroutine: BUILD_FINAL_DATA
The subroutine BUILD_FINAL_DATA performs the email processing and
archiving. The following actions are available:

• Change the email body in the /OPT/ES_VIM_RTV_PROCESS_CB enhancement

point.
• Change the email reasons in the /OPT/ES_VIM_RTV_PROCESS_CR
enhancement point.

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• Change the complete email texts in the /OPT/ES_VIM_RTV_PROCESS_CT

enhancement point.
• Change the email document in the /OPT/ES_VIM_RTV_PROCESS_SD
enhancement point.
• Change the email document before it is being sent in the /OPT/ES_VIM_RTV_
PROCESS_SR enhancement point.

• Switch on or off archiving or the email in the /OPT/ES_VIM_RTV_PROCESS_CA

enhancement section.

PAI-Module: USER_COMMAND_0001
In the USER_COMMAND_0001 PAI-Module, you may want to implement your own
email processing within the /OPT/ES_VIM_RTV_PROCESS_BFD enhancement
section.

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Chapter 25
Supplier Self Service

Supplier Self Service is an optional component. It provides a web interface that

enables suppliers to keep track of their invoices’ status. It also shows additional
information like payment status and SAP documents linked to the invoice (for
example Purchase Order number, Delivery Note number).

Figure 25-1: Supplier Self Service architecture

Supplier Self Service is delivered as a Fiori app and as a lean variant:

• The VIM Supplier Self Service Fiori app allows user based access. The Supplier
Registration app provides an automated process for suppliers to register into the
Supplier Invoices app, where suppliers can keep track of their invoices’ status.
The Supplier Accountant app provides an interface to the Supplier Care
Executives to view the status of all supplier’s invoices.
• The lean variant provides anonymous access to the Supplier Self Service – no
user account required. The user can only search for a single invoice by entering
required search criteria. If mandatory search criteria matches the invoice data in
the backend system, specific invoice status information is shown on the web
page.

Note: You should have the lean variant or the Fiori app on your system. You
cannot use both on the same installation.

Supplier Self Service lean variant is enabled for multiple deployment options:

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• HANA Cloud Deployment

• On-Premise

Most of the customization is common for both deployments. So, the customization is
differentiated wherever it is applicable. If you plan to use the On-Premise
deployment, skip “Customizing the HANA Cloud Server (option)” on page 753.

Supplier Self Service introduces the new report /OPT/WR_3S_COLLECTION, which

must be scheduled as a job. For a detailed description of the report, see Section 7.1.8
“Scheduling batch jobs for Supplier Self Service” in OpenText Vendor Invoice
Management for SAP Solutions - Administration Guide (VIME-AGD).

This chapter describes the customization that is necessary to use Supplier Self
Service.

25.1 Customizing the OData Channel on the SAP

NetWeaver Gateway system
SAP NetWeaver Gateway is a development framework, which is available as an SAP
NetWeaver Application Server ABAP add-on. It provides OData access to SAP
Business Suite by establishing a connection to target clients, platforms, and
programming framework.

You must configure your SAP NetWeaver Gateway system to allow the server
applications to retrieve the data requested by the web client. You must perform
additional configuration steps as described in this chapter. As a prerequisite, the
SAP NetWeaver Gateway 2.0 add-ons must be installed on top of an existing SAP
Business Suite or an application platform, as described in Section 19 “Vendor
Invoice Management component for SAP NetWeaver Gateway installation” in
OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIME-
IGD).

Note: Depending on your underlying SAP NetWeaver release, the

configuration settings for the OData Channel and the structure in the
Implementation Guide (IMG) may differ.

You find more detailed information in the SAP NetWeaver Online Configuration
Guide.

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25.1.1 Configuring connection settings

Supplier Self Service uses RFC for communication between the SAP NetWeaver
Gateway system and the SAP business system. Even if the Gateway add-on is part of
the SAP business system, you must customize the RFC connection as described in
this section.

To configure connection settings:

1. Run the /n/SPRO transaction and navigate to SAP Customizing
Implementation Guide > SAP NetWeaver > Gateway > OData Channel >
Configuration > Connection Settings > SAP NetWeaver Gateway to SAP
System > Manage RFC Destinations
2. Define RFC destinations that point to relevant SAP business systems. If an RFC
destination points to an SAP system alias, this system alias will point to the
corresponding SAP business system.

Note: You can use only RFC destinations of connection type 3 (Connection
to ABAP System).
3. On the Technical Settings tab, add Target Host and System Number of the
SAP business system.

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4. Force remote logon on the target system: Therefore, on the Logon & Security
tab, manage specific Client, User, and Password information. This setting is
mandatory.

Note: For the communication between SAP NetWeaver Gateway system

and SAP business system, no Trust Relationship is necessary . If you want
to use Trust Relationship, consider all settings that have to be customized,
as described in the SAP documentation.

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25.1.2 Configuring system aliases

In this step, you configure the system aliases that you want to use for the RFC
connection to the SAP business system.

To configure system aliases:

1. Run the /n/SPRO transaction and navigate to SAP Customizing

Implementation Guide > SAP NetWeaver > Gateway > OData Channel >
Configuration > Connection Settings > SAP NetWeaver Gateway to SAP
System > Manage SAP System Aliases.
2. In the System Aliases screen, configure a new entry, using the following
parameters:

SAP System Alias

Enter an ID for the new system alias.
Description
Optional: Enter a description for the new system alias.
RFC Destination
Enter or select the name of the RFC destination.
Software Version
Enter or select the software version DEFAULT.

25.1.3 Configuring Gateway users

Users of the SAP NetWeaver Gateway are grouped in roles, which are needed for
several other configurations. There is no restriction on the number and names of
roles created for SAP NetWeaver Gateway. You must enhance the roles of the users
in your SAP NetWeaver Gateway system with the authorizations contained in the
authorization template /IWFND/RT_GW_USER.

Note: Only a user administrator can create and assign roles to users. Details
about different SAP user administrator types are available in the SAP
NetWeaver Library documentation.

To configure Gateway users:

1. Run the /n/SPRO transaction and navigate to SAP Customizing

Implementation Guide > SAP NetWeaver > Gateway > OData Channel >
Configuration > User Settings > Define Role for SAP NetWeaver Gateway
User.

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2. In the Role Maintenance screen, enter the role already set up in the system and
assigned to the existing user. (For a new role, set up the role first.)

3. Specify the required SAP NetWeaver Gateway authorizations for this new role.
On the Authorizations tab, click Change Authorization Data.

4. From the list of template roles, select /IWFND/RT_GW_USER and click Adopt
reference. If the list of templates does not appear, click Edit > Insert
Authorization(s) > From template.

5. Assign values to the authorization fields according to the role.

a. Add authorization object S_SERVICE

• Full authorization
b. Add authorization object S_USER_GRP

• Activity: Display
• User group in user master maintenance: Full authorization

6. Generate the profile and save your settings for the role.

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To assign users to the role:

1. To directly include user IDs in the Change Roles screen, on the User tab, add
the user ID in the User ID field and press ENTER.
Alternatively, run the SU01 transaction and add the role explicitly to the user on
the Display Users screen. Therefore you have to enter or select the role name on
the Roles tab.

2. Save your settings.

25.1.4 Configuring OData Services

OData Channel implementations retrieve the data from an SAP Business Suite
system. After a service has been defined, the service must be registered or activated
on the SAP NetWeaver Gateway system.

To configure OData Services:

1. Run the /n/SPRO transaction and navigate to SAP Customizing

Implementation Guide > SAP NetWeaver > Gateway > OData Channel >
Administration > General Settings > Activate and Maintain Services.

2. Activate the ICF Node ODATA for the following services:

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• /OPT/VIM_3S_CONFIGURE
• /OPT/VIM_3S_DATA_LEAN

• /OPT/VIM_3S_GW_APP_CONF (only needed for lean On-Premise solution)

For every service entry, you must select the ICF Node OData and click Activate
ICF Node.
The traffic light in front of the service switches to green.

3. If required, add the service node to package /OPT/VIM_GATEWAY. In this case,

you are prompted to enter a package name.

25.1.5 Assigning an SAP system alias to an OData service

You must assign roles and SAP system aliases to an OData service. With this
assignment, an OData request from an SAP NetWeaver Gateway consumer can be
routed to the corresponding backend system. The system can correctly identify the
SAP system that is responsible for processing the data of an inbound request.

To assign an SAP system alias to an OData service:

1. Run the /n/SPRO transaction and navigate to SAP Customizing

Implementation Guide > SAP NetWeaver > Gateway > OData Channel >
Administration > General Settings > Assign SAP System Aliases to OData
Service.

2. In the Assign SAP System Aliases to OData Service screen, configure a new
entry for every OData service, using the following parameters:

Service Doc. Identifier

Enter or select the Service Identifier.

User Role
Enter or select the user role you want to assign to the system alias. Leave
this field blank to assign the system alias independent from roles.

SAP System Alias

Enter or select the name of the SAP system alias.

Default System
Select this check box to set the system as default system.

3. Save your settings.

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25.1.6 Assign data providers to data models

In SAP NetWeaver Gateway, entities are defined and connected in object models.
These object models can be exposed as OData services during runtime. The runtime
processing is handled by data provider classes that are assigned to the object
models.

To assign data providers to data models:

1. Run the /n/SPRO transaction and navigate to SAP Customizing

Implementation Guide > SAP NetWeaver > Gateway > OData Channel >
Administration > General Settings > Assign Data Provider to Data Model.

2. In the Assign Data Provider to Data Model screen, configure a new entry for
every OData service, using the following parameters:

Model Identifier
Enter or select the ID of the model the data provider is used for.
Type
Select (Adaption) Data Provider (default setting).
Software Version
Enter or select software version DEFAULT (because there is only one data
provider set to a model).
Class/Interface
Enter or select ABAP class /IWFND/CL_ODC_COE_RT_MANAGER.
Description
Optional: Enter explanatory text.

3. Save your settings.

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25.1.7 Activating SAP NetWeaver Gateway

After you have performed all customizing steps described above, the final step is to
activate SAP NetWeaver Gateway itself. This activity starts all SAP NetWeaver
Gateway services.

To activate the SAP NetWeaver Gateway server:

1. Run the /n/SPRO transaction and navigate to SAP Customizing

Implementation Guide > SAP NetWeaver > Gateway > OData Channel >
Configuration > Activate or Deactivate SAP NetWeaver Gateway.
2. If SAP NetWeaver Gateway is not activated, click the Activate button.

Note: If the activation of services fails, use the SICF transaction to activate
services manually.

25.1.8 Configuring the Supplier Self Service On-Premise UI5

repository
This configuration is relevant only for the lean variant of the Supplier Self Service
On-Premise option. It is not applicable for HANA Cloud deployment.

To configure the Supplier Self Service On-Premise UI5 repository:

1. Run the SICF transaction.

2. Navigate to the following path: default_host > sap > bc > ui5_ui5.

3. Select service ui5_ui5.

4. Right-click service ui5_ui5 and create the new sub-element opt.

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5. When opt is created, right-click the opt service and create a new sub-element
VIM_3S_PREM.

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6. To activate the newly created services opt and VIM_3S_PREM, right-click

them, and then click Activate Service.

25.1.9 Configuring the Gateway service authorization

The Supplier Self Service On-Premise option allows the UI5 repository to be
uploaded on the Gateway server as a BSP application. The On-Premise URL is
generated for the BSP application with default HTML, and the application is
accessed using this URL.

To bypass authorization issues for the service path, provide logon data to the
following service paths with authorized user.

To provide logon data for OData service paths:

1. Run the SICF transaction, and navigate to the following path: /default_host/
sap/opu/odata/.

2. Double-click the opt service node to get the details.

3. Provide logon data User and Password.

4. Save the data.

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To provide logon data for BSP service paths:

1. Run the SICF transaction, and navigate to the following path: /default_host/
sap/bc/bsp/.

2. Double-click the opt service node to get the details.

3. Provide logon data User and Password.

4. Save the data.

To provide logon data for UI5 service paths:

1. Run the SICF transaction, and navigate to the following path: /default_host/
sap/bc/ui5_ui5/.

2. Double-click the opt service node to get the details.

3. Provide logon data User and Password.

4. Save the data.

25.2 Customizing the HANA Cloud Server (option)

The SAP HANA Business Technology Platform enables you to use Java applications
in a cloud environment. The Supplier Self Service application runs on a runtime
container where it can use the platform services APIs and Java EE APIs according to
standard patterns. After you have deployed the application on the platform, you can
configure and operate it using the SAP HANA Business Technology Platform
Cockpit.

Note: You need an SAP account for accessing the HANA Cloud. For more
information, see https://help.hana.ondemand.com/help/frameset.htm?
8ed4a705efa0431b910056c0acdbf377.html.

To customize the application settings, log on to the HANA Business Technology

Platform Cockpit with your credentials. The cockpit is the central point for
managing all activities associated with your account and for accessing key
information about your applications. It allows you to manage all applications
deployed in your account from a single dedicated web-based user interface. You can
log on to the cockpit at the following URLs. Use the relevant URL for your account
type and, in case of customer and partner accounts, the associated region:

Europe
https://account.hana.ondemand.com/cockpit

United States
https://account.us1.hana.ondemand.com/cockpit

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25.2.1 Configuring the Java application

In the SAP HANA Business Technology Platform Cockpit, in the Content pane,
navigate to Java Applications. In the Details area, all Java applications that have
been deployed successfully on the HANA Cloud are listed. Make sure that the
Supplier Self Service application is shown. The name of the Java application is set in
the deployment step described in Section 20.2.2 “Deploying the application on the
SAP HANA Cloud Server” in OpenText Vendor Invoice Management for SAP Solutions -
Installation Guide (VIME-IGD). Click on the application link to view details of the
application settings.

To get an overview of the current status of the application, select Dashboard in the
Content pane. This provides key information in a summarized form and allows you
initiating actions, such as starting, stopping, and undeploying applications.

25.2.1.1 Customizing the connectivity destination

Connectivity destinations are part of the SAP HANA Business Technology Platform
connectivity service. They are used for the outbound communication of a cloud
application to a remote system. The connectivity destinations contain the connection
details for the remote communication of an application. They also resolve the
destination at runtime, based on the symbolic name provided.

Use the Destinations editor in the SAP HANA Business Technology Platform
Cockpit to configure HTTP destinations. They connect the Supplier Self Service web
application to the Internet or make it consume an on-premise backend system via
HTTP(S).

To customize the connectivity destination:

1. In the Content pane, navigate to Destinations.

2. Click Create New and set up a new destination as described in the following:

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Name
Enter destination name vimodataservice. This name is used by the
Supplier Self Service application to refer to remote connections.

Description
Optional: Enter a description.

Type
Select HTTP. The HTTP protocol is used for both Internet and on-premise
connections. Additionally, you must specify the destination URL, select the
ProxyType, and then the Authentication type.

URL
Enter the URL of the virtual host for connecting the Cloud connector. Make
sure that you specify the URL exactly as it is specified in the System
Mapping of the Cloud connector.

ProxyType
Select the Proxy Type of the Cloud connector. Default setting: OnPremise

CloudConnectorVersion
Select the version of your Cloud connector from the list.

Note: To use the Connectivity service 2.x and the Cloud connector 2.x
version, you must specify the property for HTTP destinations to 2.

Authentication
Select BasicAuthentication. You must enter User ID and Password.

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Note: To ensure authorized Gateway access via OData Services,

specify the SAP service user that has the defined role assigned. For
more information, see “Configuring Gateway users” on page 745.

3. Save your settings.

If you need more information about the SAP HANA Business Technology Platform
configuration, see the online documentation: https://help.hana.ondemand.com/help/
frameset.htm?e47748b5bb571014afedc70595804f3e.html.

25.2.2 Customizing the cloud connector

After the SAP HANA Cloud connector has been installed and the Cloud connector
daemon has been started, you can log on and perform the necessary customization
to make your Cloud connector operational. This section describes how to do this.

To log in to the SAP Cloud connector:

1. In a web browser, enter: https://<hostname>:8443; where <hostname> refers

to the machine on which the Cloud connector has been installed. If the Cloud
connector has been installed and started successfully, the SAP Cloud Connector
Login screen opens.

2. Login to the Cloud connector, for User Name and Password, enter
Administrator and manage (case sensitive).

Note: When you log in for the first time, you must change the password
before you continue.

25.2.2.1 Configuring the proxy connection

After the proxy parameters have been defined, the Cloud connector is able to
connect to the SAP HANA Business Technology Platform and download the
configuration and credentials corresponding to your account. When you log in for
the first time, the Cloud connector also collects the necessary information required
for this purpose in the Configuration section of the Settings customizing tab.

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To configure the proxy connection:

1. Make sure the Landscape Host field specifies the SAP HANA Business
Technology Platform landscape that you should use.

2. For Account Name and User Name (user/password), enter the values you
obtained when you registered your account on the SAP HANA Business
Technology Platform.

3. When you have completed all settings, click Apply.

The Cloud connector starts a handshake with the cloud side and attempts to
establish a secure SSL tunnel to the server hosting account in which your on-
demand applications are running.
However, no requests are yet allowed to pass from the cloud side to any of your
internal backend systems.

4. To allow your on-demand applications to access specific internal backend

systems, proceed with the access configuration, see “Establishing connections to
the SAP HANA Business Technology Platform” on page 758.

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25.2.2.2 Establishing connections to the SAP HANA Business Technology

Platform
After the initial setup has been completed successfully, the tunnel to the cloud
endpoint is open. However, you can manually close (and reopen) the connection to
the SAP HANA Business Technology Platform by opening the Home tab and
clicking the Disconnect button (or the Connect button to reconnect to the SAP
HANA Business Technology Platform).

The green icon next to Landscape Host and HTTPS Proxy indicates that they both
are valid and work properly. In case of a time-out or a connectivity issue, the icon is
respectively yellow (warning) or red (error), and a tooltip displays the cause of the
problem.

25.2.2.3 Configuring the Cloud connector for HTTP

To allow your on-demand applications to access a certain backend system on the
intranet, you must insert an extra line into the Cloud connector access control
management.

To configure the Cloud connector for HTTP(S):

1. Go to the Access Control tab and click Add.

2. Configure the Cloud connector for HTTP, using the following parameters:

Virtual Host
Specify the host name exactly as it is specified as the URL property in the
HTTP destination configuration in SAP HANA Cloud.
The virtual host can be a fake name. If you leave the Internal Host
parameters blank, the Cloud connector will try to forward the request to the

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network address specified by the virtual host and port. In this case, this
address needs to be real.
Virtual Port
Specify the virtual port.
This basically allows you to distinguish between different entry points of
your backend system, for example, HTTP/80 and HTTPS/443, and have
different sets of access control settings for them. For example, some non-
critical resources may be accessed by HTTP, while some other critical
resources are to be called using HTTPS only.
Internal Host
Specify the actual host under which the target system can be reached within
the intranet. The internal host must be an existing network address that can
be resolved on the intranet.
Internal Port
Specify the actual port under which the target system can be reached within
the intranet.
Protocol
Specify the protocol.
The Cloud connector can use HTTP or HTTPS for the connection to the
backend system.

Note: This is completely independent from the settings on SAP

HANA Cloud side.

This means, even if the HTTP destination on SAP HANA Cloud side
specifies http:// in its URL, you can select HTTPS. Therefore, you are
ensured that the entire connection from the on-demand application to the
actual backend system (provided through the SSL tunnel) is SSL-encrypted.
The only prerequisite is that the backend system supports HTTPS on that
port.
If you specify HTTPS and there is a “system certificate” imported in the
Cloud connector, the latter attempts to use that certificate for performing a
client-certificate-based login to the backend system. If there is no system
certificate imported, the Cloud connector opens an HTTPS connection
without client certificate.
For more information, see the online documentation about “Installation of a
System Certificate for Mutual Authentication”: https://
help.hana.ondemand.com/help/frameset.htm?
3f974eae3cba4dafa274ec59f69daba6.html
Back-end Type
Select SAP NetWeaver Gateway.
This is important mainly for metering information: tunnel connections to
any kind of SAP system are free of charge, while using the tunnel for
connecting to a non-SAP system costs a fee.

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3. After saving the hostname mapping, use the Check button to trigger a ping
from the Cloud connector to the Internal host. This option allows you to make
sure that the Cloud connector can access the Internal system. It also allows you
to catch basic issues like spelling mistakes or firewall problems between the
Cloud connector and the Internal host. In case the ping to the Internal host fails,
the Cloud connector displays a red exclamation mark icon.

25.2.2.4 Limiting the accessible services for HTTP(S)

In addition to allowing access to a particular host and port, you also must specify
which URL paths (resources) are allowed to be invoked on that host. The Cloud
connector uses very strict white-lists for its access control. Only those URLs for
which you explicitly granted access are allowed. All other HTTP(S) requests are
denied by the Cloud connector.

To define the permitted URLs (resources) for a particular backend system:

1. In the Resources tab of the Access Control, select the line corresponding to the
backend system.

2. In the Add Resource dialog box, in URL Path, enter the specific URL path that
you want to allow to be invoked: /sap/opu/odate/opt.

3. Select the Enabled check box to specify that the resource shall initially be
enabled.

4. For Access Policy, click Path and all sub-paths.

With this setting, the Cloud connector allows all requests for which the URL
path (not considering any query parameters) begins with the specified string.

The Cloud connector checks that the path part of the URL is exactly as specified in
the configuration. If it is not, the request is denied.

Note: The URL check does not include a possible question mark (?) that may
denote the start of optional CGI-style query parameters.

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For more information about the SAP HANA Cloud connector configuration, see the
online documentation: https://help.hana.ondemand.com/help/frameset.htm?
e7d4927dbb571014af7ef6ebd6cc3511.html.

25.3 Customizing Supplier Self Service

To get Supplier Self Service to run, you must perform some global customizing steps
on the central SAP business system.

To customize Supplier Self Service:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > Customizing.

2. Perform the customizing, using the following parameters.

Exit for Payment Information

Enter a function module to exchange the retrieval of payment information
with a custom function.
Baseline: /OPT/VIM_3S_GET_PAYMENTS
Exit for Data Retrieval Lean
Enter a function module to exchange the complete data with a custom
function for lean variant.

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Baseline: /OPT/VIM_3S_GET_DATA_LEAN

Exit for Data Retrieval Full

Enter a function module to exchange the complete data with a custom
function for full variant.
Baseline: /OPT/VIM_3S_GET_DATA

Disclaimer Text (SO10)

Maintain a text element in transaction SO10 to be displayed as disclaimer on
the user interface.
In the Text ID field, select ST for Standard Text.
You can use the disclaimer to provide details to the supplier how to use
Supplier Self Service.
To use the Supplier Self Service lean variant:
a. In the SUPPLIER SELF SERVICE selection pane, enter the search
criteria.

Note: Your entries must match the invoice data exactly.

Otherwise, an error message is displayed when you click Display.
Invoice Amount: Decimal notation is 1,234,567.89

b. Click Display.
The invoice details are displayed, including Invoice Status, Payment
Details, and PO / DN Reference.
In the upper right corner, the processing status of the invoice is
displayed: In Process, Paid, Partially Paid, Received, or Rejected.

c. To clear the selection fields, click Reset.

Fallback Language
Enter the default language. If a user has no language customized or if there
is no translation for the specified language, the default language is taken.

Network
Enter the external supplier network ID to process the status mapping.
Baseline: 3S

The following additional settings can be used for the full variant to integrate a
notification option in the user self registration process for vendors. In baseline
delivery, the notification sends an SAP mail to the administrator who is
responsible for the onboarding process of the users. The email contains the
corresponding information of the user who registers for the application.

Administrator Type, Administrator ID

Configure the administrator with user type and user identification.

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 25.4. Configuring the status

Notification Text
Enter a text object for the notification email context. You can maintain text
objects using the SO10 transaction. The first line of the text stored in SO10 is
used as the subject line of the email.
Language
Enter the language for the notification mail.

25.4 Configuring the status

Supplier Self Service determines the invoice status for invoices. The processing
status of the VIM invoice must be mapped to the status codes that are known or
should be shown in Supplier Self Service. For posted invoices, the collection report
already determines a Previous External Invoice Status for paid invoices.

To configure status mapping and description:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > Maintain Processing for Supplier Network.
2. In the Define Supplier Networks screen, maintain an entry for the Supplier Self
Service, using the following parameters:

Netw
Enter a two-digit identifier for the external supplier network.
Default value: 3S
Supplier Network
Enter the name of the external supplier network.
Default value: Supplier Self Service
Class Name
Enter the name of the class containing the processing logic for the external
supplier network.
Default value: /OPT/CL_E_SUPPLIER_NETW_3S
Notes

• If you want to overwrite the logic of class /OPT/CL_E_SUPPLIER_

NETW_3S, you can derive a subclass of this class and adjust it to your
needs. Maintain your new class in the Class Name field afterwards.
• The fields Class Name Outbound and Class Name Inbound are not
relevant for Supplier Self Service.

3. To define the status known in Supplier Self Service, select the entry for Supplier
Self Service and double-click Define External Status in the Dialog Structure.
4. In the Define External Status screen, maintain entries for all status codes
known in Supplier Self Service, using the following parameters:

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ExtStatID
External Invoice Status
Enter a two-digit, artificial key for the status of the external supplier
network.
Example: IP for the external status inprocess.

External Status
External Invoice Status as known by the Network
Enter the invoice status as known by the external supplier network.
Example: inprocess

Note: Ensure that the status code in the field External Status is exactly
the status code that is delivered by Supplier Self Service. Pay attention
to lower and upper case.
External Status Description Long
Enter a description for the invoice status of the external supplier network.
Example: In process

5. To map the process status of a VIM invoice to the status codes that are known in
Supplier Self Service, double-click Assign External Status to VIM Document
Status in the Dialog Structure.
The process status of a VIM invoice is a combination of the VIM document
status, the SAP document status and the previous status determined by the
external supplier network. A combination of these three status codes determines
the new external status code.

Note: It is not necessary to maintain entries for all combinations of VIM

document status, SAP status, and previous external status. However, you
can define default settings by using the empty value for the fields
Document Status, SAP Status and PrevStat (see the examples in this
section).
The most specific mapping is chosen first. If no exact match is found, the
next less specific mapping is taken and so on.
6. In the Assign External Status to VIM Document Status screen, maintain status
mappings for Supplier Self Service, using the following parameters:

Document Status
Enter the VIM document status.
Example: 00 (Created)

SAP Status
The status of the SAP invoice is not relevant for the Supplier Self Service
component.

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 25.5. Configuring the layout

PrevStat
Previous External Invoice Status
Enter the artificial key for this previous external invoice status.
Supplier Self Service determines an invoice status for posted invoices: PA for
paid, PP for partially paid.
ExtStatID
External Invoice Status
Enter the artificial key for the new status that should be given to Supplier
Self Service.

25.5 Configuring the layout

Regarding the layout, you must configure the following settings:

• Fields that are shown in the web user interface

• Fields that are shown on the user interface, dependent on the user
• Texts for headers

25.5.1 Defining fields

In this step, you configure fields to be displayed on the user interface of Supplier
Self Service. You can only configure fields of structure /OPT/W_3S_OUT_ST and /
OPT/W_3S_PYMNT_OUT_ST. For structure /OPT/WT_3S_VALUE, only fields EBELN and
LFSNR (related list fields of table /OPT/VIM_1PO_DN) are supported.

To define fields for the user interface:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > Layout > Field Definition.

2. In the Supplier Self Service - Possible Fields to be shown in WebUI screen,

define fields that shall be shown in the user interface, using the following
parameters:

Table
Source table for the displayed field
Field name
Name of the displayed field. The name cannot be extended dynamically.
Field Description
Enter text that is shown on the user interface.
Output Length
Enter the length of the field on the user interface.

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Chapter 25 Supplier Self Service

25.5.2 Defining user dependent fields

In this step, you configure which fields are shown on the user interface, based on
users. For the lean variant, the DEFAULT entry is chosen. For the full variant, you can
configure individual layouts for specific users, or the DEFAULT is chosen.

To define user dependent fields:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > Layout > User Dependent Field Settings.

2. In the Supplier Self Service - Field Configuration per User screen, define fields
that are shown in the user interface dependent on the user, using the following
parameters:

UserID
User for whom the settings are applied

Table
Source table for the displayed field. As defined in the field definition; see
“Defining fields” on page 765.

Field name
Name of the displayed field. The name cannot be extended dynamically. As
defined in the field definition; see “Defining fields” on page 765.

Field Status
Specify the status of the field in the user interface: Click Display or Hide in
the list.

Tip: The values Input and Required are not supported.

25.5.3 Defining texts for headers

In this step, you define the translatable texts for headers and other labels for the
Supplier Self Service user interface.

To define texts for headers in the user interface:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > Layout > Maintain Texts for Headers.

2. In the Supplier Self Service - Output Texts screen, define texts for headers,
using the following parameters:

Property
User interface related value. It cannot be changed or extended.

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 25.6. Configuring company code settings

Description
Enter text that will be shown in user dependent language.

25.6 Configuring company code settings

Regarding company code settings, you must perform the following configuration.

• Company code definition

• Company code mapping

25.6.1 Defining company codes

In this step, you define the company codes that you want to show in the Supplier
Self Service component. Company Code Text and Additional Information are
language dependent. You must configure them for possible log-on languages of the
user.

Note: In a multiple backend environment, you must have unique company

code IDs within all your systems.

To define company codes for Supplier Self Service:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > Company Codes > Company Code Definition.

2. In the Supplier Self Service - Company Codes Definition screen, define

company codes, using the following parameters.

Logical System
On the satellite system, configure your logical system. On a central system
within a multiple backend scenario for the Supplier Self Service application,
you must configure all mappings of all relevant systems where data is
collected, or the corresponding aggregation group of Central Reporting
needs to create related entries. For more information, see Section 7.1.8
“Scheduling batch jobs for Supplier Self Service” in OpenText Vendor Invoice
Management for SAP Solutions - Administration Guide (VIME-AGD).

Company Code ID
Unique company code ID

Company Code Text

Enter text that is shown on the user interface for this company code.

Additional Information
Enter additional text that is shown on the user interface for this company
code, for example the address.

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Chapter 25 Supplier Self Service

Document Date Required, Vendor Name Required

The parameters Document Date Required and Vendor Name Required are
not supported.
Do not select these check boxes.
Amount and Invoice Reference Number are always required.
Active
Select this check box to activate the company code for the Supplier Self
Service component.

25.6.2 Mapping company codes

In this step, you map the company code IDs that you have defined in “Defining
company codes” on page 767 to the existing company codes from the master data.

To map your defined company codes to master data company codes:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > Company Codes > Company Code Mapping.

2. In the Supplier Self Service - Company Codes Mapping screen, map company
codes, using the following parameters.

Logical System
On the satellite system, configure your logical system. On a central system
within a multiple backend scenario for the Supplier Self Service application,
you must configure all mappings of all relevant systems where data is
collected, or the corresponding aggregation group of Central Reporting
needs to create related entries. For more information, see Section 7.1.8
“Scheduling batch jobs for Supplier Self Service” in OpenText Vendor Invoice
Management for SAP Solutions - Administration Guide (VIME-AGD).
Company Code
Company code from the master data
Company Code ID
Your defined company code ID

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 25.7. Configuring the supplier settings

25.7 Configuring the supplier settings

Regarding supplier settings, you must perform the following configuration.

• Supplier definition
• Supplier mapping

25.7.1 Defining suppliers

In this step, you define the suppliers that you want to show in the Supplier Self
Service component.

To define suppliers for Supplier Self Service:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > Suppliers > Supplier Definition.

2. In the Supplier Self Service - Supplier Definition screen, define suppliers,

using the following parameters.

Logical System
On the satellite system, configure your logical system. On a central system
within a multiple backend scenario for the Supplier Self Service application,
you must configure all mappings of all relevant systems where data is
collected, or the corresponding aggregation group of Central Reporting
needs to create related entries. For more information, see Section 7.1.8
“Scheduling batch jobs for Supplier Self Service” in OpenText Vendor Invoice
Management for SAP Solutions - Administration Guide (VIME-AGD).
Supplier ID
Unique supplier ID
Name
Enter text that is shown on the user interface for this supplier.
Email Address
Enter the email address of the supplier.
Active
Select this check box to activate the supplier for the Supplier Self Service
component.

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Chapter 25 Supplier Self Service

25.7.2 Mapping suppliers

In this step, you map the supplier IDs that you have defined in “Defining suppliers”
on page 769 to the existing vendors from the master data.

To map your defined suppliers to master data vendors:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > Suppliers > Supplier Mapping.

2. In the Supplier Self Service - Supplier Mapping screen, map suppliers, using
the following parameters.

Logical System
On the satellite system, configure your logical system. On a central system
within a multiple backend scenario for the Supplier Self Service application,
you must configure all mappings of all relevant systems where data is
collected, or the corresponding aggregation group of Central Reporting
needs to create related entries. For more information, see Section 7.1.8
“Scheduling batch jobs for Supplier Self Service” in OpenText Vendor Invoice
Management for SAP Solutions - Administration Guide (VIME-AGD).

Vendor
Vendor from the master data

Supplier ID
Your defined supplier ID

25.8 Configuring Gateway host and application

parameters
This configuration is intended only for the Supplier Self Service On-Premise solution
for the lean variant.

You must configure all the allowed Gateway-related and application parameters to
run the Supplier Self Service On-Premise solution smoothly on supported browsers.

Therefore, you configure the fields of the /OPT/WT_3S_CONF maintenance table.

To configure field data:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > Application Configuration > Gateway and Application
Configuration.

2. In the 3S Gateway and Application Configuration Overview screen, click New

Entries.

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 25.8. Configuring Gateway host and application parameters

3. Configure the fields, using the following parameters.

APPNAME
Application Name in read-only-mode. You cannot modify it. This is an
optional field, meant for future usage of the product.
PROTOCOL
SAP NetWeaver Gateway Hosted Server Protocol. Enter HTTP or HTTPS.
HOST
SAP NetWeaver Gateway host. Enter a valid host with domain.
PORT
SAP NetWeaver Gateway port. Enter a valid port.
LEANACTIVE
Enter default value TRUE.
HEADERIMGPATH
Enter default value RESOURCES/HEADERBAR_VENDOR_INVOICE_MANAGEMENT.
PNG.

Note: You can customize this header image. Replace it with a valid
PNG file under the MIMES > resources path of the BSP application,
which is available in the SAP Gateway server.
SHOWHEADER
Enter default value TRUE.
SHOWFOOTER
Enter default value TRUE.

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25.9 Vendor cleanup program for Supplier Self

Service
The vendor cleanup program for Supplier Self Service has been created to clean up
vendors data based on selection criteria. In the selection screen, you identify the
vendors for whom the data is to be cleared.

The program /OTX/PS34_VIM_3S_VENDOR_DEL requires input: a vendor or a range of

vendors. When the program is run, it lists vendor name and description.

You choose the vendor for deletion and click Delete in the application menu.

The deletion of the vendor implies the deletion of vendor data that is used in the
Supplier Self Service configuration, customization, and the invoice data stored in
Supplier Self Service tables.

The following tables are cleaned when the program is run for a vendor:

VENDOR USER REGISTRATION STAGING TABLE

• /OPT/WT_3S_SLREG

VENDOR CONFIG AND USER TABLES

• /OPT/WT_3S_SUPPL
• /OPT/WT_3S_SUPPM
• /OPT/WT_3S_USER
• /OPT/WT_3S_MAP

VENDOR INVOICE TABLES

• /OPT/WT_3S
• /OPT/WT_3S_PYMNT
• /OPT/WT_3S_VALUE

VENDOR REGISTRATION USERS

• SU01 – ECC and SAP Gateway

• SU01 – s4HANA

The program provides built-in checks to ensure that only VIM specific data is
modified or deleted. The program also provides a specific authorization check. The
authorization object is J_6NIM_CA6.

If the SPROGRAM_CHECK_ACTIV Z constant is active, the program also checks for

access to the S_PROGRAM authorization object. For more information, see the entry
SPROGRAM_CHECK_ACTIV in Section 36 “Z constants for product code 002 and 009” in

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 25.10. Questions and answers

OpenText Vendor Invoice Management for SAP Solutions - Reference Guide for Invoice
Solution (VIME-RGD).

25.10 Questions and answers

Q: What information is shown to suppliers?
A: The supplier sees Invoice Status, Invoice Details, Payment Data, and PO or
Delivery Notes.
Q: What can the supplier search by?
A: The supplier can search by Document Number, Reference Number, and
Invoice Amount.
Q: Is it possible to see a list of all paid invoices?
A: No. At the moment, no filtering by status is supported.
Q: Is there any in-application help available to the supplier?
A: OpenText does not deliver a self-help for the supplier. The customer might be
able to create their own documentation for the end-to-end vendor related access
where the Supplier Self Service might only be a part.
Q: How often is the data updated?
A: The data is updated corresponding to the schedule of the Collection Report. It
is not real time. Schedule the report to run more often if needed.
Q: Can the supplier make any changes in the app, such as remit to address,
banking?
A: Supplier Self Service does not allow any data changes and it does not allow to
enter new invoices.
Q: Can the supplier download information?
A: Only invoice information that is visible on the Supplier Invoice List UI can be
downloaded. The Invoice List columns to be downloaded are configurable and a
download button appears next to the Sort button.
Q: Are there any customizations possible?
A: It is possible to enhance the display structure to display more fields. A
customer RFC can be used for data collection. It is possible to customize the
invoice status text.
Q: How can suppliers register to use the app?
A: User registration is an automated process that can be embedded into invoice
processing. If enabled, suppliers will be receiving registration emails.
Internally, suppliers are mapped with company code, vendor ID, and internal
User ID (Fiori Login) created by the SAP system during the registration process.
User security is provided by a standard SAP authentication and authorization
mechanism. The internal User ID (Fiori Login) is mapped again with the email
account given during registration.
Q: Is there a cost for the suppliers for using the app?
A: No cost related to VIM license. There could be additional infrastructure cost,
for example to set up a Fiori server if it is not available yet. SAP might require

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Chapter 25 Supplier Self Service

the customer to buy additional user licenses. This needs to be discussed between
the customer and their SAP contacts.

Q: Is there any additional cost to VIM customers?

A: During supplier registration, a new SAP user ID will be created in the
backend. This might result into additional per-user licensing charges due to
SAP, but not to OpenText. Additional costs can also result from the need to
maintain the infrastructure necessary to expose the app to the Internet, for
example firewall setup.

Q: If the supplier forgets their password, how does it get changed? Is the customer
responsible for this?
A: The supplier can change the password on the Fiori Launchpad login screen.
The SAP Fiori standard security mechanism of changing passwords applies.

Q: Which email address is used for registration?

A: The supplier email address for initial email registration is taken from the
supplier master record.

Q: Is it possible to change the body of the emails?

A: The customer can change the email body for the registration email and the
final confirmation email. For the activation email, the email body is generated by
core SAP logic. The customer can change it by customizing.

Q: Can the planned payment date be displayed? In baseline or by customizing?

A: Yes, payment date can be displayed by extending the structure /OPT/W_3S_
OUT_ST.

Q: If an invoice is cleared manually, will this be indicated in the app?

A: If an invoice is cleared manually, the Collection Report pulls all the payment
information from the VIM clearing table and also standard SAP tables. It shows
the status as “paid” with the relevant payment information.

Q: Can the PO number be part of the filter? In baseline or by customizing?

A: By customizing.

Q: If an invoice is reversed and reprocessed, how is it displayed?

A: It is displayed as rejected or the status mapping is defined in the configuration
“Assign External status to VIM Document status”.

Q: Are changes made on documents outside VIM (FB02) reflected in Supplier Self
Service?
A: As long as documents are available in Supplier Self Service tables, documents
are displayed.

Q: Can suppliers reach out to Accounts Payable using Supplier Self Service if
they have further questions?
A: No.

Q: Is there a report that provides the list of suppliers that failed the registration
process?
A: No, but the resend registration email report is available.

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 25.10. Questions and answers

Q: Can Supplier Self Service accommodate suppliers with multiple email address
set up in the vendor master data?
A: Yes , suppliers can maintain different email addresses with company codes in
Vendor Master data.
Q: The registration URL is too general that anyone with access to the link can
create a new profile. Are there any restrictions on the registration process to
protect the privacy of the supplier?
A: Yes. Supplier Self Service is validating email domains given by the user
against supplier email domain. So supplier and supplier users can only register.
In general, the registration email is up to the supplier to forward restricted
users.
Q: What triggers the status paid? Is it the payment date? Is the value date
considered?
A: It is the paid date.
Q: What is the retention period of invoices? Can suppliers view historically data
in Supplier Self Service?
A: No retention period. Yes, there are reports that help to clean specific vendors
and documents.
Q: Can the customer, by clearing document, add an option to search for payment
application purposes of the supplier?
A: No.
Q: Can the customer modify the registration email to include instruction on how
to use Supplier Self Service and FAQs?
A: This is not possible in baseline but it is possible by customizing.
Q: Can the customer include instruction steps in Supplier Self Service per status
(next step if the invoice status says In progress)?
A: This is not possible in baseline but it is possible by customizing, using some
comment field.
Q: For admin access, can the customer include the action owner for the unpaid
invoices?
A: This is not possible in baseline but it is possible by customizing.
Q: For the admin, can the customer add a link to VIM in Supplier Self Service?
A: This is not possible in baseline but it is possible by customizing.
Q: What kind of interface can Supplier Self Service provide (email to helpdesk,
suppliers)?
A: Supplier Self Service can provide email to suppliers or supplier users.
Q: From what specific field in vendor master data does Supplier Self Service get
the email address? Is it from General Data, Company Code Data or Purchasing
Data?
A: The supplier email address is picked based on LFA1 and ADR6 table join
ADDRNUMBER=ADRNR for initial email registration.

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Chapter 25 Supplier Self Service

Q: At what point does the supplier receive an email for registration? Is it after
saving the document in VIM or by clicking the Apply Business Rules button?
A: A process type 426 is created for Supplier Self Service Registration. It is
configurable and executed during Business Rules validation.
Q: Does every Vendor User ID need to exist in both frontend and backend
servers?
A: Yes, this is required. Because the User Self Service registration process is an
automated process, it takes care of creating users in backend and frontend
servers.
You might want to skip the User Self Service registration step and integrate the
Supplier Self Service Fiori apps with the SUS portal or any Vendor Portal,
authenticate using SSO mechanism. In that case, you need a manual step of user
creation in both backend and frontend server. You also need to map users to
Vendor and Company Code to read specific vendor details.
If Vendor users also want to access the Supplier Self Service Fiori apps, the same
manual step is required.

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Chapter 26

Supplier Self Service Fiori apps

VIM provides the following Fiori apps as part of Supplier Self Service Fiori apps:

• VIM Supplier Registration Fiori app (Supplier Registration app)

• VIM Supplier Invoices Fiori app (Supplier Invoices app)
• VIM Supplier Accountant Fiori app (Supplier Accountant app)

Prerequisites The following components are required to run the Supplier Self Service apps:

• VIM package
• Supplier Self Service solution (/OTX/PS34)

Starting with VIM 7.5 SP8 and VIM 16.3.2, Supplier Self Service Fiori apps are
supported both on premises and on cloud.

Fiori Launchpad content transports are delivered for preconfigured tiles. For more
information, see “Integrating VIM Fiori apps into Fiori launchpad” on page 496.

You can access the transports on My Support:

https://knowledge.opentext.com/knowledge/llisapi.dll/Open/72179700

Solutions delivered in Fiori Launchpad content

/OTBCWUI/PS30_VIM
Solution for Approval Management, Enter Cost Assignment, Confirm Quantity
and Price, Exceptions, and My Approved Invoices

/OTBCWUI/PS30_VIM_BULKAPPR
Solution for Approve Invoices (bulk mode)

/OTBCWUI/PS34_VIM_ACC
Solution for Supplier Self Service accountant perspective

/OTBCWUI/PS34_VIM
Solution for Supplier Self Service supplier perspective

For more details, see Section 11.4.3.1 “On premise” in OpenText Vendor Invoice
Management for SAP Solutions - Installation Guide (VIME-IGD).

You can configure application settings in the Foundation component configuration

and also in the VIM Invoice Approval Configuration. The specific baseline
customizing is delivered separately for both components.

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Collection Supplier Self Service introduces a report /OPT/WR_3S_COLLECTION, which must be

report scheduled as a job. For a detailed description of the report, see Section 7.1.8
“Scheduling batch jobs for Supplier Self Service” in OpenText Vendor Invoice
Management for SAP Solutions - Administration Guide (VIME-AGD).

26.1 Fiori Launchpad integration

This section provides a description how to create a solution specific tile for the SAP
Fiori Launchpad. Every tile is referring to the same Foundation component web
application but with different parametrization.

For more details and further information about the Fiori Launchpad, see http://
scn.sap.com/docs/DOC-53178.

Figure 26-1: Overview of involved Fiori Launchpad infrastructure parts

When creating tiles for the Launchpad, there are three different ways how you can
link an application. For a UI5 application that is delivered as component, only the
“Target Mapping SAP UI5 Fiori App” mechanism is recommended.

Direct Link
The tile is directly referring to a relative or absolute URL.

Target Mapping Other SAP Fiori App

The tile is referring to a configured action of a semantic object that is defined as
target mapping through the Launchpad Designer. The target mapping links to a
Launchpad application that has been defined using the LPD_CUST transaction.
Necessary details are the Launchpad role, the Launchpad instance, and the
application alias.

Target Mapping SAP UI5 Fiori App

The tile refers to a configured action of a semantic object that is defined as target
mapping through the Launchpad Designer. In the target mapping, the concrete
UI5 component details are specified.

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 26.1. Fiori Launchpad integration

Figure 26-2: Fiori Launchpad tile setup

Step 1 on page 779 to Step 4 on page 781 of “To create a Fiori Launchpad tile:“
on page 779 are not required because pre-configured tiles are provided as part of
the post installation transport vendorinvoicemanagementlaunchpadcontent.zip.
If you want to change the semantic object, follow the steps in “To create a Fiori
Launchpad tile:“ on page 779.

Because the Fiori Task App is delivered as a UI5 component, the tile creation
description is referring to “Target Mapping SAP UI5 Fiori App”.

To create a Fiori Launchpad tile:

1. Create a semantic object.

Create a semantic object for the Supplier Invoices app and another semantic
object for the Supplier Accountant app. To do this, run the /n/UI2/SEMOBJ
transaction in SAP GUI. The semantic object is only a logical placeholder. It
does not consist of any specific data.

Example 26-1: otbcwuipf07bcvim semantic object is created for

Supplier Invoices app

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2. Create a tile catalog.

You use a tile catalog to group tiles and their target mappings. A tile catalog is
later included into the menu tree of a role that holds specific permissions. If you
want to include only a subset of a catalog into the menu of a role, create a tile
group.
You create tile catalogs and also groups using the Launchpad Designer, which
you can access through the relative URL /sap/bc/ui5_ui5/sap/arsrvc_upb_
admn/main.html.

Note: For Supplier Self Service apps, two catalogs are necessary. Create a
catalog for the Supplier Invoices app. And create another catalog for the
Supplier Accountant app. You can assign any appropriate Title and ID.
Make sure that the ID is unique.
If you plan to enroll the Fiori Launchpad configuration to another Fiori
server, ensure that a customizing request is specified, using the Settings
button.

Example 26-2: Sample catalog for Supplier Invoices app

Note: Create a catalog for the Supplier Invoices app. Create another
catalog for the Supplier Accountant app. You can assign any appropriate
Title and ID. Make sure that the ID is unique.

3. Create a Supplier Invoices app target mapping.

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 26.1. Fiori Launchpad integration

In the Launchpad Designer, you must create one target mapping to the Fiori
Task App.

a. In the Intent area, choose the Semantic Object you have created in Step 1
on page 779 and specify an Action.
You can freely define the action. You must remember it when creating the
tiles. For that string, no value help is provided.
b. In the Target area, click SAP UI5 Fiori App for the Source of Navigation
Target.
c. Enter the parameters exactly as follows.
Title
<A title of your choice>
URL
/sap/bc/ui5_ui5/otbcwui/pf07_bc_ui_03

Component
ot.approve.requests03

Note: You must use the semantic object created in Step 1 on page 779
whereas the rest of the configuration will remain same for both
Supplier Invoices app and Supplier Accountant app.
4. Create tiles.
After you have defined the target mapping, you can create the required tiles.
Create a tile for the Supplier Invoices app in its respective catalog. Create
another tile for the Supplier Accountant app in its respective catalog.

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Example 26-3: Tile configuration for the Supplier Invoices app

General

Title
<A title of your choice>

Subtitle
<A subtitle of your choice>

Icon
<An icon of your choice>

Example: sap-icon://Fiori2/F0021

Dynamic data

Service URL
There is no need to maintain a Service URL.

Navigation

Use semantic object navigation

Select this check box.

Semantic Object
Enter the object that you have created in Step 1 on page 779.

Action
Enter the action that you have defined in Step 3 on page 780.

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Parameters
Supplier Invoices app
Parameters have the following syntax for the Supplier Invoices
app:
workplaceId=SUP_INBOX&system=<BACKEND_SYSTEM>&appMode=
FS
where<BACKEND_SYSTEM> is the system alias of the backend
system.
Example: If the system alias of the backend system for the Supplier
Invoices app is TWRCLNT800, then parameters are the following:
workplaceId=SUP_INBOX&system=TWRCLNT800&appMode=FS

Supplier Accountant app

Parameters have the following syntax for the Supplier Accountant
app:
workplaceId=ACC_INBOX&system=<BACKEND_SYSTEM>&app
Mode=FS
where <BACKEND_SYSTEM> is the system alias of the backend
system.
Example: If the system alias of the backend system for the Supplier
Accountant app is TWRCLNT800, then parameters are the following:
workplaceId=ACC_INBOX&system=TWRCLNT800&appMode=FS

5. Assign catalog to role.

To provide the Supplier Self Service catalogs to your users, you must create two
roles: one for the Supplier Invoices app and another one for the Supplier
Accountant app. This depends on your business roles. Then, you must add the
created catalog to the role menu tree. Make sure that you properly assign the
role to your user groups. For this, use the SAP GUI transaction PFCG.
To assign a catalog to a role:

a. Run the PFCG transaction and create a role.

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b. Open the created role in edit mode.

c. Click the Menu tab.

d. Right-click Role Menu and click SAP Fiori Tile Catalog.

e. Search for the appropriate catalog, which you have created in Step 2
on page 780.

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f. Assign the catalog to the role and save your changes.

For more information on roles and user authorizations for the Supplier
Invoices app and the Supplier Accountant app, see “User authorization”
on page 786.

Example 26-4: Accountant roles

If Z_BC_TRUSTED is the role created for the Supplier Accountant app,
the accountant should have the roles shown in the following
screenshot:

6. Personalize the Launchpad.

Users can now access the Launchpad with the relative URL /sap/bc/ui5_ui5/
ui2/ushell/shells/abap/Fiorilaunchpad.html.
On the menu on the right, users must click Personalize Homepage. Then, they
can search for the created Supplier Self Service catalog and add the required
tiles from it to the Home Page.

Notes

• OData service version 3 of VIM Foundation is required for the Supplier

Self Service apps to work.
• Because the Supplier Invoices app is exposed to external suppliers, the
role created for this app should not contain other catalogs or Fiori apps
other than the Supplier Invoices app. On the other hand, the Supplier
Accountant app is shared with users within the company. Therefore,
this role can have other catalogs or Fiori apps linked to it.

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26.2 User authorization

An SAP user account is required to use Supplier Self Service apps. The SAP user
account must be available on the SAP Fiori UI / Gateway system and also on the
SAP ERP system having the following minimum authorization objects.

The SAP user account that is used on the SAP Fiori UI / Gateway system requires the
following:

• Authorization object S_SERVICE (with full authorization)

• Authorization object S_USER_GRP (Activity: Display)

The SAP user account that is used on the SAP ERP system requires the following:

• Authorization object J_6NPF_NAV (VIM Central Workplace)

• Authorization object J_6NPF_WTY (VIM Central Workplace)
• Authorization object S_RFC (Activity: Execute)
• Authorization object S_RFCACL (trusted RFC)

Roles and Authorizations required for the Supplier Invoices app

• The role that is created for the SAP Fiori catalog (see To assign a catalog to a role:
on page 783) should be assigned to the Template User, which is maintained in
SAP Front End and Gateway systems.
• Additionally, the User Authorizations mentioned in this section should be
maintained in a role and that role should be assigned to Template User of SAP
Front End and SAP ERP systems.

Note: For details about the Template User, see “User Self Service roles and
authorizations” on page 804.

Roles and Authorizations required for the Supplier Accountant app

• The role that is created for the Supplier Accountant app should be assigned to
the user.
• Additionally, the User Authorizations mentioned in this section should be
maintained in a role and that role should be assigned to the user.

Note: The SAP user must have the identical user name on the SAP ERP and the
SAP Gateway system.

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26.3 Configuring the Supplier Registration app

Name

• Supplier Self Service - Registration Fiori app

• VIM Supplier Registration Fiori app
• Supplier Registration app

Supplier Registration app

The Supplier Registration app provides an automated process for suppliers to
register into the Supplier Invoices app.
The typical use case is the following:
1. Supplier sends the goods and the invoice.
2. The supplier invoice enters VIM.
3. If the supplier is not yet registered into the Supplier Invoices app, a
registration mail is triggered.
4. Through this registration mail the supplier can register into the Supplier
Invoices app.
5. The supplier can check the status of their invoices.
Key features

• Triggers the registration mail for unregistered users on invoice creation.

• Resends the registration mail to the suppliers.
• Provides an interface for supplier registration process.

Limitations

• Supports only a single logical system.

26.3.1 Activating the supplier registration process

Process type 426 – Supplier Self Service Registration must be activated for the
document types to trigger the registration mail to the suppliers. This mail is
triggered whenever an invoice comes from an unregistered supplier into the VIM
system.

To activate process type 426:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Type Configuration > Maintain
Document Types.

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2. Select the DP Document Type and double-click Document Processes in the

Dialog Structure.

3. For Process Type 426, select the Active check box, and save your changes.

Note: The following screenshot shows NPO_75 as an example. Activate

process type 426 for all necessary document types.

26.3.2 Configuring User Self Service

User Self Service is an SAP Gateway feature. It is similar to the User Management
capability of the Business-to-consumer (B2C) scenario. This capability allows SAP
Business Suite B2C customers to create users and manage their user profiles using
the OData services provided by SAP Gateway.

26.3.2.1 Security aspects of User Self Service

To implement User Self Service, you must have users with proper authorizations to
create and to maintain the users in SAP NetWeaver AS ABAP. The following table
shows the different types of users:

User User Type SAP Gateway SAP Business Suite

Hub (with IW_BEP)
Service User Service Yes Yes
Admin User Dialog No Yes
Reference User Reference Yes Yes

Users, Roles, and Authorizations for User Self Service – Create the following types
of users:

• Service User

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• Admin User
• Reference User

Service User
The Service User is used by anonymous users to create requests to create users,
or to reset the password for the users created.
The Service User is an Internet user created both in the SAP Gateway hub, and
in the SAP Business Suite System with the IWBEP add-on.

To set up the Service User in the SAP Gateway hub:

1. Create a user of type Service, for example gwusssrv, with the /IWFND/RT_
GW_USR role template.

2. To your newly created Service User, assign roles for creating, and unlocking
users, as well as changing passwords for users, in SAP NetWeaver AS
ABAP.

3. Allow access to run the OData Service /IWBEP/USERREQUESTMANAGEMENT_

0001.

To set up the Service User in the SAP Business Suite with IW_BEP add-on:

1. Create a user of type Service.

The name of the user must match with the name of the Service User created
in the SAP Gateway hub.

2. Create a role from the role template /IWBEP/RT_USS_SRVUSR, and assign it

to the Service User.
The template contains the authorizations to create users in SAP NetWeaver
AS ABAP.

3. Edit the authorization objects S_USER_AGR and S_USER_PRO by adding the

roles and profiles copied from the Reference User.
Manually edit the values of the authorization objects S_USER_AGR by
assigning the role name to the fields ACT_GROUP and S_USER_PRO and by
assigning the profile value in the field PROFILE.

Admin User
The Admin User is required in the SAP Gateway with the IW_BEP add-on for the
following actions:

• Maintaining activation URL using SPRO in the implementation guide.

• Running transaction /IWBEP/URM_CLEANUP to clean up the User Request

Store and secure store.

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To setup the Admin User in the SAP Business Suite system with IW_BEP
add-on:

1. Create an Admin User, for example gwussadm, of type Dialog.

The Admin User is required for administration tasks related to User Self
Service in SAP Gateway.

2. Assign the role template /IWBEP/RT_USS_ADMUSR to the Admin User.

Reference User
Create Reference Users in both SAP Gateway hub and SAP Business Suite
System with IW_BEP add-on.
Reference Users are used as a reference to create named users in SAP
NetWeaver AS ABAP.

To set up the Reference User in the SAP Gateway hub:

1. Create a user of type Reference User, for example MGW_UM_USR.

This user is used by the user management service to create users in the
system.

2. Provide an alias for the Reference User:

Using the SPRO transaction, open the implementation guide and maintain
the activity User Category.

3. Maintain the user profile, using the roles tab in the User Management tool
(SU01) in SAP NetWeaver AS ABAP.

4. Assign the set of roles that are required for the users to be created out of the
Reference User.

5. Enable changing the password, using the roles in the User Management tool
in SAP NetWeaver AS ABAP.

To set up the Reference User in the SAP Business Suite system with
IW_BEP add-on:

1. Create a user of type Reference User, for example MGW_UM_USR.

The Reference User name must be identical to the Reference User created in
the SAP Gateway hub.
This user is used by the user management service to create users in the
system.

2. Provide an alias for the Reference User:

Using the SPRO transaction, open the implementation guide and maintain
the activity User Category.

3. Maintain the user profile, using the roles tab in the User Management tool
(SU01) in SAP NetWeaver AS ABAP.

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4. From role template /IWBEP/RT_USS_INTUSR, create a role and maintain the

authorization object values present in the role.

5. Assign the role to the Reference User.

Note: For more details, see the SAP Gateway Foundation Security Guide:
“Security Aspects of User Self Service”

26.3.2.2 Configuring the SAP Business Suite system for User Self Service
This section describes the settings on the SAP Business Suite system that are
required for User Self Service.

To create a secure Type 3 RFC destination between SAP Business Suite

system with IWBEP add-on and SAP NetWeaver system:

1. Run the SM59 transaction.

2. Click ABAP Connections > Create.

3. Enter a name in the RFC Destination field, for example IWBEP_UM.

4. Enter 3 in the Connection Type field.

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5. Enter an explanatory text in the Description 1 field and click Save.

6. On the Technical Settings tab, Load Balancing Status area, click the relevant
option according to your system’s settings.
7. In the Target Host field, enter the (message) server name of the SAP system.
8. In the System Number field, enter the SAP NetWeaver system number, for
example 00.

9. On the Logon & Security tab, Logon area, enter the SAP system’s Client
number.
10. Select the Current User check box.
11. Click Yes for Trusted System and save your settings.

To maintain RFC destinations for user replication:

1. Run the SPRO transaction, open the SAP Reference IMG and navigate to SAP
NetWeaver > SAP Gateway Service Enablement > Backend OData
Channel > User Self Service Setup > Maintain RFC Destinations for User
Replication.
2. Click the activity icon.

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Note: The implementation type must be IWBEPUM if you want to use the
default User Self Service solution from SAP Gateway.

Create a type 3 RFC destination with the name IWBEP_UM_BGRFC for the
inbound queue:

1. Run the SM59 transaction.

2. Click ABAP Connections > Create.

3. In the RFC Destination field, enter IWBEP_UM_BGRFC.

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4. In the Connection Type field, enter 3.

5. In the Description 1 field, enter an explanatory text and save your settings.

6. Click the Special Options tab and click Classic with bgRFC in the Transfer
Protocol list.

The following inbound destination configuration is required for executing the user
creation and user maintenance process in asynchronous mode.

To register the inbound bgRFC destination of IWBEP_UM_BGRFC:

1. In the SAP Business Suite system, run the SBGRFCCONF transaction.

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2. On the Define Inbound Dest. tab, click Create .

3. In the Destination field, enter IWBEP_UM_BGRFC.

4. Save your settings.

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5. On the Scheduler: Destination tab, click Create .

6. In the Configure Inbound Destination dialog box, select Inbound as the

destination type.

7. In the Destination field, enter IWBEP_UM_BGRFC and save your settings.

8. In the bgRFC Configuration screen, save your customizing settings.

To configure the system to send out emails:

• To send email notifications containing the activation URL, perform the

configuration described in “SAPconnect (BC-SRV-COM)”.

Note: For more details, see SAP Gateway Foundation Developer Guide:
“Configuring SAP Business Suite System for User Self Service”.

26.3.2.3 Building a trusted relation between SAP Gateway and Business

Suite systems

To create a destination for trusted connection (Gateway system):

1. Log on to the SAP Gateway system.

2. Run the SM59 transaction.

3. Click ABAP Connections > Create.

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4. In the RFC Destination field, enter a name, for example <XX>_TRUST, where
<XX> refers to the SAP Business Suite system.

5. In the Connection Type field, enter 3.

6. In the Description 1 field, enter an explanatory text and click Save.

7. On the Technical Settings tab, in Load Balancing, click the relevant option
according to your system’s settings.

8. In the Target Host field, enter the (message) server name of the SAP Business
Suite system.

9. In the Instance No. field, enter the SAP NetWeaver system number, for example
00.

10. Save your settings.

To create the trusted connection (SAP Gateway system):

1. Run the SMT1 transaction.

2. Click Create and then click Continue.

3. Enter the destination name created as RFC Destination in Step 4.

4. Click Continue.

5. On the log-on screen that is displayed, log on with the User with the
authorization object S_RFCACL.

6. Click Continue and complete the wizard.

To create a destination for the trusted connection (SAP Business Suite

system):

1. Log on to the SAP Business Suite system.

2. Run the SM59 transaction.

3. Click ABAP Connections > Create.

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4. In the RFC Destination field, enter a name, for example <XX>_TRUST, where
<XX> refers to the SAP Gateway system.
5. In the Connection Type field, enter 3.
6. In the Description 1 field, enter an explanatory text and click Save.
7. On the Technical Settings tab, in Load Balancing, click the relevant option
according to your system’s settings.
8. In the Target Host field, enter the (message) server name of the SAP Business
Suite system.
9. In the System Number field, enter the SAP NetWeaver system number, for
example 00.
10. Save your settings.

To create the trusted connection to the SAP Business Suite:

1. Run the SMT1 transaction.

2. Click Create and then click Continue.
3. Enter the destination name created as RFC Destination in Step 4.
4. Click Continue.
5. On the log-on screen that is displayed, log on with the User with the
authorization object S_RFCACL.

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6. Click Continue and complete the wizard.

To create the destination for the trusted connection for communication

between SAP Gateway system and SAP Business Suite system:

1. Log on to the SAP Gateway system.

2. Run the SM59 transaction.

3. Click ABAP Connections > Create.

4. In the RFC Destination field, enter a name, for example <XX>CLNT800, where
<XX> refers to the SAP Business Suite system.

5. In the Connection Type field, enter 3.

6. In the Description 1 field, enter an explanatory text and click Save.

7. On the Technical Settings tab, in Load Balancing, click the relevant option
according to your system’s settings.

8. In the Target Host field, enter the (message) server name of the SAP Business
Suite system.

9. In the System Number field, enter the SAP NetWeaver system number, for
example 00.

10. On the Logon & Security tab, enter the SAP system’s client number.

11. On the Logon & Security tab, activate the current user.

12. For the Trust Relationship, activate Yes and save your settings.

Note: For more information, see the SAP Help.

26.3.2.4 Configuring the SAP Gateway system for User Self Service
The following procedures refer to the SAP NetWeaver system, where the SAP
Gateway component is installed, for User Self Service.

To configure the SAP NetWeaver system for User Self Service:

1. Activate the OData services /IWBEP/USERREQUESTMANAGEMENT (0001). See the

procedure in the SAP Gateway Foundation Developer Guide: “Activate and
Maintain Services”.

2. Maintain the logon data for /IWBEP/USERREQUESTMANAGEMENT:

a. Run the SICF transaction.

b. In the Hierarchy Type field, choose Service and click Execute.
c. In the Service Name field, enter /IWBEP/USERREQUESTMANAGEMENT or the
extended OData service.

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d. Double-click /IWBEP/USERREQUESTMANAGEMENT or the extended OData

service, which is displayed in the Virtual Hosts / Services area.

e. Click Change and then click the Logon Data tab.

f. Enter the Service User name in the User field and a password in the
Password field. For more information, see “Security aspects of User Self
Service” on page 788. This ensures that the service /IWBEP/
USERREQUESTMANAGEMENT is always executed in the service user context.

g. Save your settings.

h. Click the Service Data tab and then click GUI Configuration.

i. Enter ~CHECK_CSRF_TOKEN in the Parameter Name field and 0 in the Value

field.
This means you are not required to pass the X-CSRF token for HTTP POST
and HTTP PUT. However, you need to provide the HTTP header X-
REQUESTED-WITH=XMLHTTPRequest for the HTTP POST and the HTTP PUT
request.

3. Add the System Alias with the destination (<XX>CLNT800) created in “To create
the destination for the trusted connection for communication between SAP
Gateway system and SAP Business Suite system:“ on page 799.

4. Activate the OData service PS33_USREGSRV_SRV.

5. Maintain the logon data for /OTX/PS33_USREGSRV_SRV:

a. Run the SICF transaction.

b. In the Hierarchy Type field, choose Service and click Execute.

c. In the Service Name field, enter PS33_USREGSRV_SRV.

d. Double-click the PS33_USREGSRV_SRV OData service, which is displayed in

the Virtual Hosts / Services area.

e. Click Change and then click the Logon Data tab.

f. Enter the Service User name in the User field and a password in the
Password field. For more information, see “Security aspects of User Self
Service” on page 788.

g. Save your settings.

6. Add the System Alias with the destination (<XX>CLNT800) created in “To create
the destination for the trusted connection for communication between SAP
Gateway system and SAP Business Suite system:“ on page 799.

For more details, check the steps described in SAP Gateway Foundation Developer
Guide: “Configuring SAP NetWeaver System for User Self Service”.

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26.3.2.5 Performing User Self Service IMG activities in the SAP Business
Suite System
User Self Service specific configuration tasks are included in the SAP Gateway
Implementation Guide (IMG), which is available in the system.

To access these IMG activities, run the SPRO transaction, open the SAP Reference
IMG and navigate to: SAP NetWeaver > SAP Gateway Service
Enablement > Backend OData Channel > User Self Service Setup.

For all steps or activities in the IMG, consumer-independent documentation is

available. Click the Display icon to view the documentation before executing each
activity.

To perform IMG activities for User Self Service:

1. Maintain URL for User Account Activation (mandatory). Maintain the

activation URL of the application you are using to manage your user accounts.

Activation URL: <protocol>://<server name>:<port number>/sap/bc/bsp/

otbcwui/ps31_3s_usreg/index.html?UserActivate=X.

2. Maintain Number Range Interval for User Self Service (mandatory): Use this
activity to maintain the number range for generating the users in the SAP
system.

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Note: No. must be 01 and the interval From number must be greater than
0.

3. Maintain RFC Destinations for User Replication (mandatory): This IMG

activity enables you to replicate the users from the SAP backend to the SAP
Gateway hub system.

4. Maintain User Category (mandatory): Maintain the list of user categories for
your application using this activity.

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External Service Name

Create one entry for PS33_USREGSRV_SRV and one for
USERREQUESTMANAGEMENT.

Version
Enter the version. By default, enter 1.
Namespace
Enter /OTX/ for PS33_USREGSRV_SRV and /IWBEP/ for
USERREQUESTMANAGEMENT.

User Category
Enter 1.
Reference User Name
Enter the Reference User created in “Security aspects of User Self Service”
on page 788.

5. Define Handler for User Management Notification: This is an activity for the
BAdI /IWBEP/BD_MGW_UM_NOTIFICATION to notify about the user creation.

• Click Execute and activate Enhance Implementation /OTX/PS33_EI_

USER_NOTIFY:

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26.3.2.6 Resending the registration email to suppliers

You can trigger a Supplier Registration email to respective suppliers, if a supplier
requests that you resend the registration link.

To configure the resend registration email to suppliers:

1. Run the SE38 transaction.

2. Run the /OTX/PS34_RESEND_USRREG_EMAIL program.

3. To resend the email report, enter the company code in the COMPCODE field or
specific vendors in the VENDOR field.

4. Mark the respective entry and click (SEND_MAIL).

26.3.2.7 User Self Service roles and authorizations

Maintaining You need to maintain a reference Template User, which must be present in both SAP
Template User Gateway and SAP Business Suite systems. This Template User must have the roles
and authorizations required for the Supplier Invoices app.

Template User roles and authorizations are copied to supplier users created during
the Registration process.

For required roles and authorizations that need to be applied for the Template User,
see “User authorization” on page 786.

To maintain the Template User:

1. Log in to the SAP Business Suite system.

2. Run the SM30 transaction.

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3. Maintain table /PTGWFI/Z_CONST

4. Search for Z constant 3S_TEMPLATE_USER.

5. Enter the User ID of the Template User in this constant, Value field.

Notes

• The Template User must be available in both SAP Gateway and SAP
ERP / SAP Business Suite systems.
• The Template User must have all the roles and authorizations required
for the Supplier Invoices app.

26.3.3 Configuring the Supplier Self Service application (SAP

Business Suite system)
For Supplier Self Service to work, you need to perform some configuration in the
VIM Invoice Configuration.

To configure the Supplier Self Service application:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > Application Configuration > Gateway and Application
Configuration.

2. Configure the application, using the following parameters:

Application Name
Enter /OTBCWUI/PS31_3S_USREG.

Protocol
Enter HTTP or HTTPS.

Gateway Host
Enter the fully qualified name of the Gateway Host.

Gateway Port
Enter the port number.

Active
Enter TRUE.

Header Image Path

Enter the image path resource location with respect to the system.

Show Hdr
Show Header. Enter TRUE.

Show Fo...
Show Footer. Enter TRUE.

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26.3.4 Customizing the Supplier Self Service application

For Supplier Self Service to work, you need to perform some customization in the
VIM Invoice Configuration.

To customize the Supplier Self Service application:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > Customizing.
2. Perform the customization, using the following parameters.

Note: For more information, see “Customizing Supplier Self Service”

on page 761.

Exit for Payment Information

Enter /OPT/VIM_3S_GET_PAYMENTS.
Exit for Data Retrieval Full
Enter /OPT/VIM_3S_GET_DATA.

Note: The configuration for Company Codes, Suppliers, and Users is filled
automatically during the User Registration process.

26.3.5 Configuring SAP Gateway system to log in to Fiori

Launchpad with alias name
This section describes the required settings to enable any user to log in to Fiori
Launchpad with an alias name. With these settings, users must use only alias names
to log in. Any attempt to log in with a User ID will result in an error message:
“Client, name, or password is not correct; log on again”.

To configure log in to Fiori Launchpad with alias name (SAP Gateway system):

1. Log in to the SAP Gateway System.

2. Run the SICF transaction.

3. On the Define Services screen, in Hierarchy Type, enter SERVICE and click .

4. Navigate to /default_host/sap/bc/ui2/flp.

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 26.3. Configuring the Supplier Registration app

5. On the Logon Data tab, click the Change icon.

6. In the Authentication area, click Internet User.

7. Save your changes.

8. Navigate to /default_host/sap/bc/ui5_ui5/ui2/ushell.

9. On the Logon Data tab, click the Change icon.

10. In the Authentication area, click Internet User.

11. Save your changes.

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26.4 Configuring the Supplier Invoices app

Name

• Supplier Invoices - End User Fiori app

• VIM Supplier Invoices Fiori app

• Supplier Invoices app

App details and VIM roles

The Supplier Self Service app enables suppliers to keep track of their invoices’
status. It also shows additional information like payment status and SAP
documents linked to the invoice, for example Purchase Order number and
Delivery Note number.
Typical use cases are: Supplier sends the goods and the invoice. Through this
app the supplier can check the invoice status.

Key features

• Display the Invoice Details, Payment Status, and Payment Details.

• Display the Purchase Order number and Delivery Note number.

• Search for an invoice based on supported fields.

• Filter on invoices based on supported filters.

Foundation The VIM Supplier Invoices Fiori app, based on SAP Fiori, is an optional component.
component It provides a Fiori Task App that enables suppliers to keep track of their invoices’
configuration
status. It also shows additional information like payment status and SAP documents
linked to the invoice, for example Purchase Order number and Delivery Note
number.

You can configure application settings within the Foundation component

configuration and also in the VIM Invoice Approval Configuration. The specific
baseline customizing is delivered separately for both components.

For more information on the Foundation component configuration, see OpenText

Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD).

For more information, see “Apps based on the Fiori Task App“ on page 483.

You can customize the settings described in this section in the Foundation
component configuration.

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 26.4. Configuring the Supplier Invoices app

26.4.1 Customizing the node order

You can change the initial order of nodes. By default, nodes are configured in the
order of All, This Month, This Quarter, and This Year.

To customize the node order:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Assignment
of Nodes to Work Center.

2. Look for entries with Work Center ID SUP_INBOX.

The following node mappings are available:

PS34_VIM_S3_INV_O
Node for the All tab (fetch all supplier invoices)

PS34_VIM_S3_INV_M
Node for the This Month tab (fetch invoices prior to 30 days)

PS34_VIM_S3_INV_Q
Node for the This Quarter tab (fetch invoices prior to 120 days)

PS34_VIM_S3_INV_Y
Node for the This Year tab (fetch invoices prior to 365 days)

Note: The periodic intervals of 0 (All), 30 (This Month), 120 (This

Quarter), and 365 (This Year) are all delivered from baseline and cannot
be changed.

3. To customize the order of the nodes, edit the values in the Node pos. (Node
position) column.

4. Save your changes.

For more information, see Section 9.6.3 “Assigning nodes to work centers” in
OpenText Vendor Invoice Management for SAP Solutions - Configuration Guide for
Foundation (BOCPE-CGD).

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26.4.2 Customizing the sort fields

You can configure the field on which you perform sorting.

To configure the sort fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes.

2. Mark the Node ID of the tab for which you want to configure the sort field.

Example: Mark Node ID PS34_VIM_S3_INV_O to configure sorting for the All tab.

Then double-click Sort fields in the Dialog Structure.

3. Add the sort field from the list of supported sort fields, using the following
parameters:

Field Name
Enter the technical name of the field.

Note: Only the BLDAT field is supported for the sorting.

Position
Enter a numeral. The display order of the sort fields is based on this field.

4. Save your changes.

For more information, see Section 9.6.2.1 “Adding fields for searching, sorting, and
filtering to a node” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

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 26.4. Configuring the Supplier Invoices app

26.4.3 Customizing the search fields

You can configure the fields on which you perform search.

To configure the search fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes.

2. Mark the Node ID of the tab for which you want to configure the search field.

Example: Mark the PS34_VIM_S3_INV_O Node ID to configure searching for the All
tab.

Then double-click Search fields in the Dialog Structure.

3. Add the search field from the list of supported search fields using the following
parameters:

Field Name
Enter the technical name of the field.

Note: Supported search fields are DOCID, GROSS_AMOUNT, and XBLNR.

For other fields, search is not supported.

Position
Enter a numeral. The display order of the search fields is based on this field.

4. Save your changes.

For more information, see Section 9.6.2.1 “Adding fields for searching, sorting, and
filtering to a node” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

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26.4.4 Customizing the filter fields

You can configure the fields on which you perform filtering.

To configure the filter fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes.

2. Mark the Node ID of the tab for which you want to configure the filter field.

Example: Mark the PS34_VIM_S3_INV_O Node ID to configure filtering for the All tab.

Then double-click Filter fields in the Dialog Structure.

3. Add the filter field from the list of supported filter fields using the following
parameters:

Field Name
Enter the technical name of the field.

Note: Supported filter field is STATUS_TXT. For other fields, filtering is

not supported. Multi-selection within filters is not supported.

Position
Enter a numeral. The display order of the filter fields is based on this field.

No multi
This check box is not used in this version.

4. Save your changes.

For more information, see Section 9.6.2.1 “Adding fields for searching, sorting, and
filtering to a node” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

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26.4.5 Customizing the full screen list – data binding

You can customize the column width of the fields that are shown in the full screen
list of a node.

To customize the column width for the full screen list:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes.
2. Mark the Node ID of the tab for which you want to configure the column width.
Example: Mark the PS34_VIM_S3_INV_O node ID to configure the column width for
the All tab.

Then double-click Full Screen List - Data Binding in the Dialog Structure.

3. Customize the width of the column, using the following parameters:

Field Name
Enter the technical name of the field.
Note: The following fields are supported:

• XBLNR
• STATUS_TXT
• BLDAT
• PYMNT_TERMS
• DOCID
• GROSS_AMOUNT
• WAERS
• NAVLINK.

Other fields are not supported to configure the full screen list - data
binding.

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Width (CSS)
Enter the width of the field in percent.

4. Save your changes.

26.4.6 Configuring VIM for the Supplier Invoices app

Customizing Supplier Self Service
For more information, see “Customizing Supplier Self Service” on page 761.

Configuring the status

For more information, see “Configuring the status” on page 763.

Configuring the layout

For more information, see “Configuring the layout” on page 765.

Configuring company code settings

Manual configuration of company code settings is not required. The Supplier
Invoices app automatically adds and maps the company code settings.

For more information about these settings, see “Configuring company code settings”
on page 767.

Configuring supplier settings

Manual configuration of suppliers is not required. The Supplier Invoices app
automatically adds and maps the supplier settings.

For more information about these settings, see “Configuring the supplier settings”
on page 769.

Deactivating Supplier Self Service users

To deactivate Supplier Self Service users, perform the following steps.

Deleting the entries for the Supplier Self Service tables

To delete accountant user entries from Supplier Self Service tables:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > User > Maintain Users.
2. Delete the entry of this user and save your changes.
3. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice
Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > User > Map Users against Supplier and Company Codes.

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 26.5. Configuring the Supplier Accountant app

4. Delete the entries of this user and save your changes.

5. Run the SE16 transaction and navigate to the /OPT/WT_3S_SLREG table.

6. Delete the entries of this user from this table and save your changes.

Removing the roles

After deletion of entries in the Supplier Self Service tables, remove the role created
for the Supplier Invoices app from the roles of the user for which you want to
deactivate the Supplier Invoices app.

Remove all the roles given to this user in the context of the Supplier Invoices app
from this user.

26.5 Configuring the Supplier Accountant app

Name

• Supplier Self Service - Supplier Accountant Fiori app

• VIM Supplier Accountant Fiori app
• Supplier Accountant app

SAP Fiori roles

• Supplier
• Supplier Care Executive

App details and VIM roles

The VIM Supplier Accountant Fiori app (Supplier Accountant app) provides an
interface to the Supplier Care Executives to view the status of all supplier’s
invoices. It also shows additional information like payment status and SAP
documents linked to the invoice, for example Purchase Order number and
Delivery Note number.
Typical use cases are the following:
When a supplier calls the Supplier Care Executive with some problem in their
invoice status, the Supplier Care Executive can look into the invoice details
using this app.
An unregistered supplier (supplier who is not registered with the Supplier
Invoices app) might call the Supplier Care Executive to get the status of their
invoice. By asking the basic details of that invoice, the Supplier Care Executive
can get the status of the invoice using this app.
Key features

• Displays the invoice details, payment status, and payment details.

• Displays the Purchase Order number and Delivery Note number.

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• Search for an invoice based on supported fields.

• Filter on invoices based on supported filters.

26.5.1 Configuring the Supplier Accountant app in the

Foundation component configuration
The VIM Supplier Accountant Fiori app, based on SAP Fiori, is an optional
component. It provides a Fiori Task App which provides an interface to the Supplier
Care Executives to view the status of all supplier’s invoices. It also shows additional
information like payment status and SAP documents linked to the invoice, for
example Purchase Order number and Delivery Note number.

You can configure application settings within the Foundation component

configuration and also in the VIM Invoice Approval Configuration. The specific
baseline customizing is delivered separately for both components.

For more information on the Foundation component configuration, see OpenText

Vendor Invoice Management for SAP Solutions - Configuration Guide for Foundation
(BOCPE-CGD).

For more information, see “Apps based on the Fiori Task App“ on page 483.

You can customize the following settings in the Foundation component

configuration.

26.5.1.1 Configuring the sort fields

You can configure the field on which you perform sorting.

To configure the sort fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes.
2. Mark the PS34_VIM_S3_INV Node ID, and double-click Sort fields in the Dialog
Structure.

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 26.5. Configuring the Supplier Accountant app

3. Add the sort field from the list of supported sort fields, using the following
parameters:

Field Name
Enter the technical name of the field.
Note: Only the BLDAT field is supported for the sorting.

Position
Enter a numeral. The display order of the sort fields is based on this field.

4. Save your changes.

For more information, see Section 9.6.2.1 “Adding fields for searching, sorting, and
filtering to a node” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

26.5.1.2 Configuring the search fields

You can configure the fields on which you perform search.

To configure the search fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes.
2. Mark the PS34_VIM_S3_INV Node ID, and double-click Search fields in the
Dialog Structure.

3. Add the search field from the list of supported search fields using the following
parameters:

Field Name
Enter the technical name of the field.
Note: Supported search fields are BUKRS, DOCID, GROSS_AMOUNT, and
XBLNR. For other fields, search is not supported.

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Position
Enter a numeral. The display order of the search fields is based on this field.

4. Save your changes.

For more information, see Section 9.6.2.1 “Adding fields for searching, sorting, and
filtering to a node” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

26.5.1.3 Configuring the filter fields

You can configure the fields on which you perform filtering.

To configure the filter fields:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes.

2. Mark the PS34_VIM_S3_INV Node ID, and double-click Filter fields in the
Dialog Structure.

3. Add the filter field from the list of supported filter fields using the following
parameters:

Field Name
Enter the technical name of the field.
Note: Supported filter fields are BLDAT, LIFNR, and STATUS_TXT. For
other fields, filtering is not supported. Multi-selection within filters is
not supported.
Position
Enter a numeral. The display order of the filter fields is based on this field.
No multi
This check box is not used in this version.

4. Save your changes.

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 26.5. Configuring the Supplier Accountant app

For more information, see Section 9.6.2.1 “Adding fields for searching, sorting, and
filtering to a node” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

26.5.1.4 Configuring the full screen list - data binding

You can customize the column width of the fields that are shown in the full screen
list of a node.

To configure the column width for the full screen list:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Web Services > Workplace > Nodes.

2. Mark the PS34_VIM_S3_INV Node ID and double-click Full Screen List - Data
Binding in the Dialog Structure.

3. Customize the width of the column, using the following parameters:

Field Name
Enter the technical name of the field.

Note: The following fields are supported:

• XBLNR
• STATUS_TXT
• BLDAT
• PYMNT_TERMS
• DOCID
• GROSS_AMOUNT
• WAERS
• NAVLINK.

Other fields are not supported to configure the full screen list - data
binding.

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Width (CSS)
Enter the width of the field in percent.

4. Save your changes.

26.5.2 Configuring the Supplier Accountant app in VIM

You can configure application settings in the Invoice Approval configuration. The
specific baseline customizing is delivered for this component.

Note: Company code settings, supplier settings, and corresponding mappings

must be done manually for the Supplier Accountant app. Unlike the Supplier
Invoices app, there is no automatic generation of these settings.

Customizing Supplier Self Service

For more information, see “Customizing Supplier Self Service” on page 761.

Configuring the status

For more information, see “Configuring the status” on page 763.

Configuring the layout

For more information, see “Configuring the layout” on page 765.

To define document date filter options:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > Layout > Maintain Options for Last X Days.
2. Configure the date filter options as shown in the following screenshot:

3. Delete entries that are not mentioned in the screenshot. Otherwise the
document date filter does not work as expected.

Configuring company code settings

Company code settings for the Supplier Accountant app must be done manually.

For more information about these settings, see “Configuring company code settings”
on page 767.

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 26.5. Configuring the Supplier Accountant app

Note: In the company code definition, Additional Information, Document

Date Required and Vendor Name Required configurations are not applicable
for the Supplier Self Service Fiori apps.

Configuring supplier settings

Supplier settings for the Supplier Accountant app must be done manually.

For more information about these settings, see “Configuring the supplier settings”
on page 769.

Mapping users against supplier and company code

Mapping the Accountant User against supplier and company codes must be done
manually.

Maintaining Accountant Users in the Supplier Self Service user table

To maintain Accountant Users:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > User > Maintain Users.
2. Create a new entry for the Accountant User using the following parameters:

User ID
Enter the user ID.
E-Mail Address
Enter the email address of the user.
Language
Enter EN.
Note: Other languages are not supported.

Mapping Accountant Users against supplier and company codes

To map Accountant Users against supplier and company codes:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > User > Map Users against Supplier and Company Codes.
2. Identify all the Supplier and Company Code combinations for which this
Accountant User should be mapped. Create required entries for mapping the
Accountant User to the identified Supplier and Company Code combinations:

LogSystem
Enter SAP logical system details

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Supplier ID
Enter the Supplier ID of the supplier that you want to link to this user.

Name
Enter the name of the supplier that you want to link to this user.

UserID
Enter the user ID of the accountant.

CompCodeID
Enter the Company Code ID of the company code that you want to link to
this user.

Company Code Text

Enter the Company Code Text of the company code that you want to link to
this user.

Department
No need to fill this information.

3. Save your changes.

Deactivating Supplier Accountant users

To deactivate Supplier Accountant users, perform the following steps.

Deleting the entries from the Supplier Self Service tables

To delete Accountant User entries from Supplier Self Service tables:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > User > Maintain Users.

2. Delete the entry of this user and save your changes.

3. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > User > Map Users against Supplier and Company Codes.

4. Delete the entries of this user and save your changes.

Removing the roles

After deletion of entries in the Supplier Self Service tables, remove the role created
for the Supplier Accountant app from the roles of the user for which you want to
deactivate the Supplier Accountant app.

Remove all the roles given to this user in the context of the Supplier Accountant app
from this user.

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 26.6. Configuring the Supplier Self Service app on the cloud

26.6 Configuring the Supplier Self Service app on the

cloud
To configure the Supplier Self Service app on the cloud, complete all the steps in the
sections mentioned in the following and perform the additional steps as described in
“Configuring the Supplier Self Service application (SAP Business Suite system) for
the cloud” on page 823.

• “Configuring the Supplier Registration app” on page 787

• “Configuring the Supplier Invoices app” on page 808
• “Configuring the Supplier Accountant app” on page 815

26.6.1 Configuring the Supplier Self Service application (SAP

Business Suite system) for the cloud
For Supplier Self Service to work on the cloud, you must perform some
configuration in the OpenText Configuration.

To configure the Supplier Self Service application on the cloud:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Supplier
Self Service > Application Configuration > 3S Fiori Application URLs.

2. On the 3S Fiori Registration App URLs screen, configure the application, using
the following parameters:

Application Type
Two application types are available. Select from the list:

• 3S Registration On-Cloud
• 3S Confirmation On-Cloud

Application URL

• For the 3S Registration On-Cloud URL, configure the URL that is

derived when the HTML5 application OTUSRREGUI_NEO.zip is
deployed.
OTUSRREGUI_NEO.zip delivers the user interface for the User
Registration process in the cloud.
The OTUSRREGUI_NEO.zip download is also available under the same
location of the web UI PF07_BC_NEO_UI_03.zip.
For more information, see Section 11.2.3 “Installing the VIM UI on SAP
Business Technology Platform Neo account” in OpenText Vendor Invoice
Management for SAP Solutions - Installation Guide (VIME-IGD).

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Note: Only the user activation process is performed on premises as

there is no user interface involved.

Example: HTTPS://OTUSRREGUIV5-A9E96CFA0.DISPATCHER.HANA.
ONDEMAND.COM
• For the 3S Confirmation On-Cloud URL, configure the URL that is
derived from the Portal Service of the Fiori Launchpad site. For more
information, see “Integrating VIM Fiori apps into Fiori launchpad”
on page 496.

Example: HTTPS://FLPNWC-A9E96CFA0.DISPATCHER.HANA.ONDEMAND.
COM/SITES?SITEID=5CE0A2AA-2B38-4667-BA93-4E5FC23AF02B

Application URL Extended

Optional field if the URL is extended.
Device Nam
Device Name. Enter the name of the device: Fiori Desktop (only
supported device)
Active Indicator
Enter X to configure that the Supplier Self Service Fiori apps registration
process is performed on the cloud.
Leave the field empty to configure that the Supplier Self Service Fiori apps
registration process is performed on premises.
Only the user activation process is performed on premises as there is no
user interface involved.

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Chapter 27
Integration with the Ariba Network

The SAP Ariba Network is a global business commerce network, where companies
can collaborate with any other when buying, selling, or managing cash. Apart from
Ariba Network, SAP Ariba offers other enterprise applications for different business
processes.

VIM can be integrated with the Ariba Network on the buyer side. Currently,
integration with other applications is not supported.

In the Ariba Network buyer scenario, suppliers create invoices in the Ariba
Network. The invoices are sent to the SAP ERP (SAP S/4HANA) system of the
buyer. The buyer processes all incoming invoices in VIM. Besides local invoice
channels (email or scan or OCR), the buyer is connected with the Ariba Network and
receives invoices of his suppliers from this channel.

Ariba can be integrated with SAP systems in different ways:

• Integration with the SAP NetWeaver Process Integration (PI) in combination

with the Ariba PI adapter. Technically, the invoices are then sent in IDoc format
(INVOIC02) to the SAP ERP (SAP S/4HANA) system of the buyer.
PI integration is supported with the Ariba Cloud Integration components from
Ariba. VIM supports the version CI-9 SP2 and later versions.
• Integration with the SAP add-on “Ariba Network Integration for SAP Business
Suite”. The add-on is built based on web service technology and can be
connected to Ariba Network either directly or mediated via PI or other
middleware. Technically, the invoices are sent in cXML format. For technical
details, see the SAP Service Marketplace.
• Integration through Ariba Cloud Integration Gateway (CIG). In this scenario,
Ariba Network Buyer transmits the invoice to Ariba CIG running as a cloud
application. Ariba CIG in turn sends the invoices into the buyer SAP system
through SAP Cloud Connector. The invoices arrive in the SAP system converted
into IDOCs (INVOIC02 with extension segments).

Note: Both Ariba Cloud Integration CI-9 and Ariba Network Integration for
SAP Business Suite will be retired by SAP at the end of 2021. OpenText will
cease the support of integration in those scenarios by the same time, with Ariba
Cloud Integration Gateway remaining the only supported scenario.

VIM integration The standard business application (IDOC integration or Ariba SAP add-on
integration) posts or parks the invoices automatically on the SAP ERP (SAP S/
4HANA) back end system without the possibility to handle exceptions within a
workflow. With the integration of VIM, the DP workflow starts and VIM is the
single point of access for all invoices. VIM processes exceptions, both for invoices

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received electronically or by paper. VIM controls the process for the automated
reconciliation and posting.

Invoice status During the invoice process, the Ariba Network retrieves status information of the
invoice process in the SAP ERP (SAP S/4HANA) system. The Ariba Network
updates the invoice status on the network. This enables vendors to see the
processing status of their invoices on the Ariba Network. For details of updating the
invoice status on the Ariba Network for VIM, see “Outbound processing
(StatusUpdate)” on page 838.

27.1 Ariba Network Integration for SAP Business

Suite
SAP delivers a new add-on “Ariba Network Integration for SAP Business Suite” to
integrate Ariba with different scenarios in the SAP Business Suite. VIM provides an
input channel for the Ariba Network Integration for SAP Business Suite and
provides integration scenarios for invoice processing.

Ariba Business Network Integration adapter is supported by SAP until December

31, 2023. OpenText can support this integration option until the mentioned date
only. OpenText recommends that you plan the transition to Ariba Cloud Integration
Gateway in the near future.

• Processing of incoming invoices in the DP process (various scenarios):

– Standard Invoice (operation = new in cXML)

– Invoice cancellation (operation = delete in cXML)
– Line level credit memo
– Non PO invoices
– Header level invoices
– Header level credit memos and debit memos
• Archiving of different documents:

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 27.1. Ariba Network Integration for SAP Business Suite

– cXML InvoiceDetailRequest message

– PDF representation of cXML invoice and additional attachments
• Invoice Status:

– Update of invoice status according to VIM processing

• Carbon Copy Invoice:

– Transfer of invoices posted directly in SAP ERP (SAP S/4HANA) for vendors
integrated into the Ariba Network. OpenText provides a BADI
implementation to prevent duplicates when using standard SAP CC invoice
integration.

You find details about installation and configuration of the SAP add-on Ariba
Network Integration for SAP Business Suite 1.0 on the SAP Service Marketplace. For
relevant prerequisites, see Section 22 “Vendor Invoice Management ARIBA
Integration component installation” in OpenText Vendor Invoice Management for SAP
Solutions - Installation Guide (VIME-IGD).

27.1.1 Configuring inbound processing (InvoiceDetailRequest)

The following sections describe configuration and functionality of the inbound
processing.

You can use the Inbound Configuration to handle incoming document processing.
For more information about how to configure document registration for custom
registration and document handler, see Section 4.4.2.5 “Customizing a custom
registration type” in OpenText Vendor Invoice Management for SAP Solutions -
Configuration Guide for Foundation (BOCPE-CGD).

To activate the Ariba processing for the Inbound Configuration, you must activate
the BC_INBOUND Z constant.

27.1.1.1 Activating the inbound processing

You must activate the VIM integration of the inbound processing with the
corresponding BAdI. You also must maintain the inbound processing for the
corresponding network.

To activate the processing:

1. Run the SPRO transaction and navigate to Integration with Other mySAP.com
Components > SAP Business Suite Integration Component for Ariba >
Application Specific Settings > SAP ERP Integration Component for Ariba >
Business Add-Ins (BAdIs) > BAdI: Inbound Mapping.

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2. Make sure that the BAdI implementation /OPT/EH_E_ARB_BADI_INB_MAP is

activated.

3. To maintain the inbound processing for the corresponding network, run the /
OPT/SPRO transaction and navigate to Document Processing Configuration >
General Configuration > Incoming Document Processing > Maintain
Processing for Supplier Network.

4. Make sure that the inbound processing default class /OPT/CL_E_ARB_INBOUND

is configured correctly for network AN.

27.1.1.2 Integrating the processing

The inbound invoice processing happens in two main stages:

1. Processing of inbound cXML messages and storing them in form of key and
value according to the Ariba specific mapping. For more information, see
“Mapping fields (Ariba specific mapping)” on page 829).
2. Inbound component processing with Ariba specific mapping. At this step,
invoice attachments are archived, and a VIM DP document and corresponding
DP workflow is created. See also “Mapping VIM fields” on page 831.

To process the inbound cXML messages in case of direct connectivity, the program
ARBFND_FETCH_CXML_MESSAGES must be scheduled to run periodically (ARBFND_

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FETCH_CXML_MESSAGES_NEW for SAP components ARBERP SP2 and higher). In case of

mediated connectivity, the interface will be called automatically by PI. You can
monitor errors on this step with standard SAP tools like Application log (transaction
SLG1, to be started with the object ARIBA_INTEGRATION.

Refer to Section 2.2 “Batch jobs for Inbound Configuration” in OpenText Vendor
Invoice Management for SAP Solutions - Administration Guide (VIME-AGD) for
monitoring and background job information.

The processing of invoice cancellation is described in “Processing invoice

cancellations” on page 833.

27.1.1.3 Mapping fields (Ariba specific mapping)

The standard inbound Ariba interface converts cXML data into an ABAP structure
of type ARBERP_XINVC_S_CXML. The first mapping is performed referring to that
structure. The goal of the first mapping is to convert the data stored at several
structure levels and including internal tables into the flat key and value list
corresponding to the header and items of the invoice.

Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration > General
Configuration > Incoming Document Processing > Ariba Data Mapping.

The mapping is conceptually similar to the IDoc mapping. It points to the specific
fields in the input structure, allowing to choose the starting point in the structure
and, in case a list of values is provided, search for specific lines of internal tables by
the use of qualifiers.

Not all cXML fields can be mapped by creating new configuration entries, only.
Unlike IDocs, which have a table-like two-dimensional structure, cXML is
transformed internally into an ABAP structure with many levels of nesting. If the
nesting involves internal tables, OpenText mapping allows to perform table lookups
using qualifiers.

However, only one level of such lookups is possible. It is not possible to handle
tables inside of tables. The standard mapping logic will simply extract the first line
of each table when traversing a path that is not specified by a qualifier. For such
cases, you can use a function module mapping.

In the baseline configuration, OpenText delivers several function modules. You can
use them as an example of how to implement logic for any project specific fields.

The following fields can be maintained in each mapping entry:

Path Type
Select the path type:
Header
The mapping path to the field begins at request-invoice_detail_request
of the structure ARBERP_XINVC_S_CXML.

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Item common data

The mapping path to the field begins at request-invoice_detail_
request-invoice_detail_order-invoice_detail_order_info.

Standard item (stock item)

The mapping path to the field begins at request-invoice_detail_
request-invoice_detail_order-invoice_detail_item.

Service item
The mapping path to the field begins at request-invoice_detail_
request-invoice_detail_order-invoice_detail_service_item.

Header order data

The mapping path to the field begins at request-invoice_detail_
request-invoice_detail_header_order of the structure ARBERP_XINVC_
S_CXML. This is used to map fields of header orders, in particular header
credit memos.

Field path
Enter the field path. This setting denotes the further path to the field, starting
where the shortcut set in path type ends. The path is traversed step by step to
find the fields. If there is any internal table used in the path, either its first line is
read, or the qualifier is used to find the line. You can use qualifiers only if the
table is the last element of the path.
Qualifier Field Name
Enter the field name that is used to search lines of internal tables. If the value # is
entered, the qualifier value must be numeric, containing the index of the table
line to read.
Qualifier Field Value
Enter the value that will be searched for in the field set in the Qualifier Field
Name to find the needed table line. It can contain a line index if # is used instead
of the qualifier field name.
Field Name
Enter the name of the source field to map.
Document Field Name
Enter the name of the target field to map.

Note: This is not yet the name of DP document fields but the field name to
be used as a source field in the second (VIM fields) mapping.
Field Mapping Type
Select V for the value to be assigned without any conversions. Alternatively, you
can use a function module (mapping type = M).
Value
Enter the name of the function module to be called for field value conversion.
For header fields, the function module /OPT/VIM_ARB_TEMPLATE_2 provides an
interface template.

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For item fields, the function module /OPT/VIM_ARB_TEMPLATE_3 provides the

interface template.
Store Original Value
This check box is no longer in use. It was used in earlier versions of VIM with
the Incoming Document Handling (IDH) module.

27.1.1.4 Mapping VIM fields

This mapping converts the key and value list created in the first mapping into the
target fields of a DP document. The mapping ID used for the Ariba inbound
interface is ARIBA. For details about the maintenance of this mapping, see
“Maintaining the VIM field mapping” on page 133.

27.1.1.5 Archiving invoice image and attachments

The invoice PDF file generated by the Ariba Network, additional attached files, and
also the cXML message itself are archived through SAP ArchiveLink. The main
invoice document is chosen depending on the configuration. It is shown later in the
DP dashboard. Other files can be viewed through the Object Services menu.

The selection of the main invoice document is controlled by the external profile
settings in the channel settings for the ARIBA channel. There must be exactly one
entry provided in the external profiles list. If this entry has set the PDF document
class, the PDF file is chosen as the main document. If the XML document class is set,
the cXML message itself is saved as an XML file and is used as the main document.

The archiving document type for the main document is set according to the value in
the external profile.

The archiving document type for other documents is read from the VIM constant
table, the constant 005/ADDL_DOCS_AR_OBJECT.

Notes

• The setting for other/additional documents is common for all Incoming

Document Handling processes.
• Make sure that you maintain appropriate archiving settings for both
archiving document types. Links must normally be set in the OAC3
transaction for BOR types /OPT/V1001 and SAP document object types.
• For more information, see “Configuring ArchiveLink“ on page 37.

In the following example, the invoice PDF file is set as the main invoice document.
This setting is delivered as standard configuration:

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27.1.1.6 Handling errors

You can monitor errors happening in the inbound SOAP interface in the SXI_
MONITOR transaction. When needed, you can restart processing.

Application log The first (ARIBA specific) mapping is run by the program ARBFND_FETCH_CXML_
MESSAGES / ARBFND_FETCH_CXML_MESSAGES_NEW (for direct connectivity, or by the PI
in case of mediated connectivity) . You can verify the results of the processing in the
application log, transaction SLG1, to be started with object ARIBA_INTEGRATION.

Error types In case of non-recoverable errors, like missing configuration, the processing aborts at
this step. If you are using custom mapping functions, return a message of type A in
the messages return table to abort the processing. Messages of type E (error) do not
stop the processing but allow the errors to be verified on later DP processing steps.

In case of non-fatal errors happening during the data mapping, the processing will
continue. The error messages are stored for later review in the DP process.

Process type To be able to review the messages, enable the new DP process type 403. This process
403 type should be normally configured to be one of the first processes checked for
relevant DP document types. For process type determination, use the function
module /OPT/VIM_DETERMINE_PROC_IDHERR.

When using the process type 403, you must add the process option 2025 (Confirm
errors) to the options list for relevant roles. This new option allows to confirm the
errors in the document mapping and lets the DP processing continue to run. For
details about process type and process option configuration, see “Defining the
process type determination sequence” on page 177 and “Configuring DP process
options” on page 247.

When the DP workflow stops on the process type 403, you can use the Display
Errors button in the DP dashboard to review the errors happened during the data
mapping.

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27.1.1.7 Processing invoice cancellations

When a vendor has decided to cancel an invoice, a cXML cancellation message is
sent from Ariba Network. The processing is done with the program ARBFND_FETCH_
CXML_MESSAGES / ARBFND_FETCH_CXML_MESSAGES_NEW (for direct connectivity, or by
the PI in case of mediated connectivity).

Note: The program will process only the invoices that are already in the DP
process.

The cancellation itself is implemented in the program /OPT/VIM_ARB_

CANCELLATIONS that must be scheduled to run periodically. The program can also be
run in dialog mode, as described in the following.

To process Ariba cancellations:

1. Run the /OPT/VIM_ARB_CANCEL transaction.

2. In the Process ARIBA Cancellations screen, configure the cancellation

processing, using the following parameters:

Payload ID
Enter the payload ID of the original invoice cXML message

Document ID
Enter the DP document ID

Registration ID
Enter the Inbound registration ID of VIM Foundation.

Reversal Reason
Enter the default reversal reason to use when cancelling SAP documents.
If you do not provide a value, the program uses the reversal reason 01
(Reversal in current period). If 01 is not maintained in the SAP ERP
(SAP S/4HANA) system, it will try to use reversal reason 03 (Actual
reversal in current period).

If the corresponding DP document is still in the DP processing, it is obsoleted.

Relevant DP and approval workflows are stopped by the cancellation program. If
the DP document already has corresponding SAP documents, those SAP documents
will be deleted (in case of parked invoices) or cancelled (in case of posted invoices).
Any existing Invoice Exceptions of the Approval workflows for the SAP document
are stopped. The results are reflected in VIM reporting, like VIM Analytics.

The cancellation program tries to cancel documents and stop workflows regardless
whether other steps succeed. If any step fails while other steps succeed (for example
document is obsolete but workflow could not be stopped by some reason), the failed
steps will be retried on the next program run.

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27.1.1.8 Mapping planned shipping and handling costs

VIM supports the mapping of planned shipping and handling costs to PO
conditions for Ariba Network. This works similarly to the mapping of additional
costs with ICC. For more information, see “Maintaining additional cost handling”
on page 294. If this feature is enabled, the integration component generates
additional line items for planned costs. The qualifier values FREIGHT and
HANDLING are sent in those items to be used in the additional cost mapping later
in VIM. In the original line items, the shipping and handling information is cleared.

Note: In Ariba Network, suppliers are expected to enter shipping and

handling costs in individual line items. Successful matching of those costs to
PO conditions is only possible if the amounts entered in Ariba Network
correspond to those of the invoice items proposal based on GR information in
SAP ERP (SAP S/4HANA).

To enable the mapping of shipping and handling costs to planned costs

through PO conditions:

1. In the SM30 transaction, in the table /PTGWFI/Z_CONST, create or set a Z constant

005 / ARB_ADDITIONAL_COSTS to X with the following description: “Add lines
for freight and shipping from Ariba Network”.

2. Decide which condition types will be used for shipping and handling.
Configure this accordingly for qualifiers FREIGHT and HANDLING in the
customizing for additional cost mapping.
The customizing area for this configuration is: OpenText Vendor Invoice
Management Invoice Solution > Document Processing Configuration >
General Configuration > Incoming Document Processing > Maintain
Handling of Additional Costs > Planned Costs - Mapping of Qualifiers to
Condition Types
For more information, see “Maintaining additional cost handling” on page 294.

Note: Non-matched shipping and handling line items will be transferred

into the GL tab of the DP document to be posted as unplanned costs. If
such situations are possible or wanted at your implementation, you can
use automatic coding to add data like GL accounts for posting. For more
information, see “Maintaining the handling of unplanned costs”
on page 300.

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27.1.1.9 Alternatively mapping tax codes and tax jurisdiction codes for
PO invoices
The initial release of the Ariba Network integration component provided tax code
mapping that uses standard SAP Ariba mapping of tax categories to tax codes. As an
alternative, you can use VIM’s own tax code determination using the tax rate sent
from Ariba Network.

To complement these mappings, VIM now provides an alternative mapping with the
mapping function module /OPT/VIM_ARB_MWSKZ_PO. This function module delivers
the tax code from the corresponding purchase order item. This mapping change
needs to be performed manually, it is not delivered in a BC set.

In addition, VIM provides a new mapping for tax jurisdiction codes, with the
function module /OPT/VIM_ARB_TXJCD. This function module delivers the tax
jurisdiction code from the corresponding purchase order item. You also need to add
the respective mapping in the VIM fields mapping for Ariba. You can activate these
mapping changes with a BC set or perform them manually.

Note: The Ariba mapping for tax jurisdiction codes uses the CXML source field
tax description. If you need to map the real value of tax description for your
purposes, use another field for tax jurisdiction code.

27.1.2 Configuring outbound processing

(StatusUpdateRequest)
The following configuration activities are needed to configure the outbound
processing.

27.1.2.1 Activating the output processing

You must activate the VIM integration of the output processing with the
corresponding BAdI. You also must maintain the outbound processing for the
corresponding network.

To activate the integration of the output processing:

1. Run the SPRO transaction and navigate to Integration with Other mySAP.com
Components > SAP Business Suite Integration Component for Ariba >
Application Specific Settings > SAP ERP Integration Component for Ariba >
Business Add-Ins (BAdIs) > BAdI: Outbound Mapping.

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2. In the BAdI Implementations dialog box, make sure that the BAdI
implementation /OPT/EH_E_ARB_BADI_OUTB_MAP is activated.

3. To maintain the outbound processing for the corresponding network, run the /
OPT/SPRO transaction and navigate to Document Processing Configuration >
General Configuration > Incoming Document Processing > Maintain
Processing for Supplier Network.

4. In the Define Supplier Networks screen, make sure that the outbound
processing default class /OPT/CL_E_ARB_OUTBOUND is configured correctly for
network AN.

27.1.2.2 Mapping of the VIM status to the Ariba status

For a detailed description, see “VIM status configuration” on page 839.

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 27.2. Integrating the Ariba SAP NetWeaver Process Integration adapter

27.2 Integrating the Ariba SAP NetWeaver Process

Integration adapter
Ariba delivers an adapter based on the SAP NetWeaver Process Integration (PI) to
integrate Ariba within the SAP Business Suite. The adapter supports various
integration scenarios with different technology.

Ariba Cloud Integration adapter is supported by SAP until December 31, 2023. On
SAP S/4HANA, only releases up to 1709 are supported. OpenText can support this
integration option until the mentioned date and only on releases supported by SAP.
OpenText recommends that you plan the transition to Ariba Cloud Integration
Gateway in the near future.

Notes

• OpenText provides status update integration only for Ariba Network

Adapter versions 12s2 and 11s2. For later Ariba versions, you cannot use the
provided code as-is. Therefore, it is not supported.
• The integration of status update is technically possible, reusing the provided
code and implementing a similar logic as a project-specific extension.
• If you are using Ariba Cloud Integration adapter, version CI-8 and later is
supported. This requires a set of additional transports to be downloaded
from My Support. This and additional configuration is described in
“Outbound processing (StatusUpdate)” on page 838.

For the PI adapter, VIM provides an integration white paper which describes the
different integration options. The white paper is available for integration partners on
My Support: https://knowledge.opentext.com/knowledge/cs.dll/Overview/38761889.

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27.2.1 Inbound processing (InvoiceIDoc)

The configuration and necessary enhancements are described in the white paper
mentioned in “Integrating the Ariba SAP NetWeaver Process Integration adapter”
on page 837.

27.2.2 Outbound processing (StatusUpdate)

Ariba delivers a standard functionality to update the invoice status on the Ariba
Network. The following status codes are available:

Processing
Invoice in process
Reconciled
Invoice posted successfully
Paid
Invoice partially/fully paid
Canceled
Invoice canceled
Rejected
Invoice not posted from IDoc

The standard function of the Ariba Network Adapter only tracks the status of
invoices after posting. With the integration of VIM, tracking must also cover
documents that have not yet been posted but are processed inside DP or a parking
workflow. Therefore, VIM delivers functionality to add VIM specific status
information to the status retrieval of the Ariba Network or Ariba CI Adapter. This
includes a configuration to map the process status of a VIM invoice to the status
codes that are known in the Ariba Network. It also includes a program include to be
called in a customer exit of the Ariba Network Adapter. For Ariba CI Adapter,
OpenText provides a BAdI implementation that is called by the status update
program to add VIM based status information.

Note: Currently only versions 12s2 and 11s2 of the Ariba Network Adapter are
supported. For integration based on Ariba CI adapter, version CI-8 and later is
supported.

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27.2.2.1 VIM status configuration

The Ariba Network Adapter determines the invoice status for posted invoices. With
VIM, it is possible to overwrite the status of these invoices to ensure that VIM
specific status information can run in. Invoices that are not yet posted but are still
processed inside the DP or parking workflow are added. Therefore, two scenarios
exist: posted invoices and invoices still processed in VIM. For both scenarios, the
processing status of the VIM invoice needs to be mapped to the status codes that are
known in the Ariba Network.

To define the mapping of VIM status to Ariba status:

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

Configuration > General Configuration > Incoming Document Processing >
Maintain Processing for Supplier Network.

2. In the Define Supplier Networks screen, maintain an entry for the Ariba
Network, using the following parameters:

Netw
Enter a two-digit identifier for the external supplier network.
Default value: AN
Supplier Network
Enter the name of the external supplier network.
Default value: Ariba Network
Class Name
Enter the name of the class containing the processing logic for the external
supplier network.
Default value: /OPT/CL_E_SUPPLIER_NETW_ARIBA
Notes

• If you want to overwrite the logic of class /OPT/CL_E_SUPPLIER_

NETW_ARIBA, you can derive a subclass of this class and adjust it to
your needs. Maintain your new class in the Class Name field
afterwards.
• For integration using Ariba CI adapter, replace the value /OPT/CL_
E_SUPPLIER_NETW_ARIBA delivered in the default customizing of
VIM with /OPT/CL_E_SUPPLIER_NETW_ARB_PI.

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3. To define the status known in the Ariba Network, select the entry for the Ariba
Network and double-click Define External Status in the Dialog Structure.

4. In the Define External Status screen, maintain entries for all status codes
known in the Ariba Network, using the following parameters:

ExtStatID
External Invoice Status
Enter a two-digit, artificial key for the status of the external supplier
network.

Example: CA for the external status canceled.

External Status
External Invoice Status as known by the Network
Enter the invoice status as known by the external supplier network.

Example: canceled

Note: Ensure that the status code in the field External Status is exactly
the status code that is delivered by the Ariba Network. Pay attention
to lower and upper case.
External Status Description Long
Enter a description for the invoice status of the external supplier network.

Example: Invoice canceled

5. To map the process status of a VIM invoice to the status codes that are known in
the Ariba Network, double-click Assign External Status to VIM Document
Status in the Dialog Structure.

The process status of a VIM invoice is a combination of the VIM document

status, the SAP document status and the previous status determined by the
external supplier network. A combination of these three status codes determines
the new external status code.

Note: It is not necessary to maintain entries for all combinations of VIM

document status, SAP status, and previous external status. However, you

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can define default settings by using the empty value for the fields
Document Status, SAP Status and PrevStat (see the examples in this
section).
The most specific mapping is chosen first. If no exact match is found, the
next less specific mapping is taken and so on.

6. In the Assign External Status to VIM Document Status screen, maintain status
mappings for the Ariba Network, using the following parameters:

Document Status
Enter the VIM document status.

Example: 08 (Confirmed Duplicate)

SAP Status
Enter the status of the SAP invoice (if already existing).
PrevStat
Previous External Invoice Status
Enter the artificial key for this previous external invoice status.
The Ariba Network determines an invoice status for posted invoices.
ExtStatID
External Invoice Status
Enter the artificial key for the new status that should be given to the Ariba
Network.

Example 27-1: Mapping records

The following mapping records are maintained:

Record Document Doc. SAP Previous ExtStatID External External

number Status Status Status External Status Status
Descriptio Status Descriptio
n n
#1 PR processing Invoice in
process
#2 11 Awaiting PR processing Invoice in
Approval process
#3 11 Awaiting PR PR processing Invoice in
Approval process

The Ariba Network has sent an invoice to the SAP ERP (SAP S/4HANA)
system. The invoice was posted with a payment block and is now waiting for
approval in the VIM process (Posted Approval). The Ariba Network Adapter
determines the external status processing (PR) for this invoice. What mapping
record will be taken?

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The VIM document status is 11 (Awaiting Approval), the previous external

status code is PR (processing). Because the mapping record #3 is the most
specific mapping, it will be taken for the determination of the new external
status code. If only the mapping records #1 and #2 were maintained, mapping
record #2 would be chosen. If only the mapping record #1 was maintained, this
mapping record would be chosen.

Example 27-2: Ariba Network status mapping 1

For a posted, paid invoice, the Ariba Network Adapter determines the status
paid. As VIM does not deliver any additional value regarding the status
information, the status should be kept as it is.

Document Status
<empty> (all VIM document statuses)
SAP Status
<empty> (all SAP document statuses)
PrevStat (Previous External Invoice Status)
PD (paid)

ExtStatID (External Invoice Status)

PD (paid)

Example 27-3: Ariba Network status mapping 2

The VIM invoice has the status Obsolete. An SAP invoice was not created. The
VIM invoice should be treated as a rejected invoice, that is an invoice that
was not “accepted” by the buyer or the buyer's system.

Document Status
08 (Obsolete)

SAP Status
<empty> (all SAP document statuses)
PrevStat (Previous External Invoice Status)
<empty> (Because the invoice is not yet posted, the Ariba Network Adapter
will not provide a status.)
ExtStatID (External Invoice Status)
RJ (rejected)

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Example 27-4: Ariba Network status mapping 3

VIM knows a big variety of different document statuses. Invoices with status
Obsolete or Confirmed Duplicate should get the Ariba status rejected. All
others should get the Ariba status processing. It is possible to maintain a
default mapping for invoices:

Document Status
<empty> (all VIM document statuses)
SAP Status
<empty> (all SAP document statuses)
PrevStat (Previous External Invoice Status)
<empty> (all Ariba network statuses)
ExtStatID (External Invoice Status)
PR (processing)

Additionally, it is required to maintain additional mapping records for invoices

that should not get the default status processing (see Example 27-2, “Ariba
Network status mapping 1” on page 842 and Example 27-3, “Ariba Network
status mapping 2” on page 842).

27.2.2.2 VIM status integration with Ariba Network Adapter

Ariba provides a function (Z_ARIBA_INVOICE_STATUS_UPDATE) that reads relevant
status information for the posted documents that have been created by Ariba. VIM
delivers functionality to add VIM specific status information to these invoices.
Additionally, VIM adds invoices that are not yet posted but are still processed inside
the DP or parking workflow together with status information. To enable this
functionality, a VIM include needs to be integrated in an Ariba function module.

Note: Currently only the Ariba Network Adapter with Version 11s2 or 12s2 is
supported.

To integrate VIM status determination into the Ariba status update:

(for Ariba Network Adapter Version 11s2 on SAP NetWeaver 7.0 and higher)

1. Run the SE37 transaction.

2. Change function module Z_ARIBA_INVOICE_STATUS_UPDATE. For details, see

the following steps.

3. In the application toolbar, click Enhance .

4. Fade in the implicit enhancement options: On the Edit menu, click

Enhancement Operations > Show Implicit Enhancement Options.

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5. Navigate to the enhancement option at the end of the function module, that is
the enhancement option directly before the ENDFUNCTION instruction.

6. To create an implementation to this enhancement option, use the context menu.

7. Insert the following instructions.

INCLUDE /OPT/EI_ARIBA_INV_STATUS_11S2.
SORT invoice_status_info BY doc_date doc_time.

The program code should look like the following:

8. Activate the enhancement implementation.

To integrate VIM status determination into the Ariba status update:

(for Ariba Network Adapter Version 12s2)

1. Run the SE37 transaction.

2. Change function module Z_ARIBA_INVOICE_STATUS_EXT. For details, see the

following steps.

3. In the application toolbar, click Enhance .

4. Fade in the implicit enhancement options: On the Edit menu, click

Enhancement Operations > Show Implicit Enhancement Options.

5. Navigate to the enhancement option at the end of the function module.

6. To create an implementation to this enhancement option, use the context menu.

7. Insert the following instructions.

INCLUDE /OPT/EI_ARIBA_INV_STATUS_12S2.

The program code should look like the following:

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 27.2. Integrating the Ariba SAP NetWeaver Process Integration adapter

8. Activate the enhancement implementation.

27.2.2.3 VIM status integration with Ariba CI adapter

Status update is supported using the Ariba Cloud Integration adapter (CI adapter),
starting with version CI-8. OpenText provides a BAdI implementation that is called
by the Ariba status update program.

Because of dependencies on the Ariba CI-8 adapter, OpenText delivers the necessary
ABAP workbench objects as a separate set of transport files. You find the transport
files on My Support: https://knowledge.opentext.com/knowledge/llisapi.dll/Open/
64801445

Perform the import in the following sequence:

1. EW3K901050
2. EW3K901080
3. EW3K901083

The delivery of the transports is provided with VIM 7.5 SP5. This scenario is
supported by VIM 7.0 SP3 and VIM 7.5 SP1 and later VIM versions. You can use the
provided transports with the mentioned older VIM versions and SPs.

This BAdI implementation uses the same IDoc mapping configuration as used for
the Network Adapter (11s2 and 12s2). The key difference is the class used in the
configuration:

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Replace the value /OPT/CL_E_SUPPLIER_NETW_ARIBA delivered in the default

customizing of VIM with /OPT/CL_E_SUPPLIER_NETW_ARB_PI.

27.3 Integrating Ariba Network using Cloud

Integration Gateway
VIM supports Ariba Network integration already for some time. The integration
options available and supported by VIM until now were the following:

• SAP Business Suite Adapter for Ariba

• Ariba Cloud Integration (CI) adapter or its predecessor, Ariba Network Adapter,
with NetWeaver PI

SAP Ariba Cloud Integration Gateway (CIG) is the recommended integration option
to integrate VIM with Ariba Network.

The minimum VIM release and SP levels are VIM 7.5 SP5 with Business Center
16.0.1, and VIM 16.3 with Business Center 16.3.

Note: Support of freight and handling costs with delivered mapping requires a
minimum of VIM 7.5 SP8 or VIM 16.3.2 with Business Center 16.3.2. You can
still implement this on older versions by using a custom mapping function.

Currently, the following scenarios are supported with CIG:

• Inbound Invoice. This includes standard invoice, credit memo and non-PO
invoices sent as IDOCs.
• Inbound Invoice Cancellations sent as a service message CreditMemoMsg.
• Outbound Invoice Status Update
• Both SAP ERP and SAP S/4HANA are supported. SAP Ariba CIG component
ARBCI1 is required. For details on specific SAP Basis, SAP_APPL or S4CORE
versions, see OpenText Vendor Invoice Management for SAP Solutions - Installation
Guide (VIME-IGD), OpenText Vendor Invoice Management for SAP Solutions -
Installation Guide (VIME-IGD), and the respective Release Notes.

Attachments are supported. Comments are currently not supported.

Multiple backend scenarios with only a central system being integrated with Ariba
Network are not generally supported. It is possible for incoming invoices arriving
into the central system as IDOCs to be sent as VIM documents into the satellites and
be processed there, however, all other scenarios including the outbound status
updates are not supported in such cases. OpenText recommends that you integrate
each system, including satellites, directly with the Ariba Network through CIG to
ensure complete integration.

For more information on current limitations, see “Known issues” on page 851.

To implement Ariba Network integration with VIM through CIG, OpenText

recommends that you get the integration working without VIM first, with inbound

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 27.3. Integrating Ariba Network using Cloud Integration Gateway

IDocs posted by standard SAP modules and outbound status updates sent back. To
achieve this, you can follow the documentation provided with CIG by SAP. Then
you can proceed to add VIM into the flow.

Note: SAP provides reports integrated into the SPRO transaction, which create
necessary entries in SAP IDoc configuration tables. To connect CIG and VIM,
change the IDoc configuration created by the reports. If the configuration
reports are run again by some reason, you must redo the necessary
configuration for VIM.

The following sections assume that the standard integration is configured to work
without VIM, and they describe the additional steps to perform.

27.3.1 Configuring inbound processing (InvoiceDetailRequest)

The inbound invoice IDocs need to be processed by the Inbound component and
then routed into VIM. The first configuration steps to perform are the following:

To switch the standard IDoc processing to the Inbound component:

1. In the WE20 transaction, create a process code for partner profile.

2. In the WE42 transaction, enter the Inbound component handler function

module /OTX/PF01_UTIL_IDOC_INPUT for the process code.

3. In the WE57 transaction, enable the processing of the CIG IDoc type ARBCIG_
INVOIC by the Inbound component handler function module.

To support CIG integration, a new IDoc mapping is needed. The IDoc mappings are
maintained in the Foundation component customizing transaction /OTX/PF00_IMG.

OpenText provides a new IDoc mapping for CIG, delivered with a transport. If you
were following the CIG configuration guide provided by SAP, you likely have
created a new IDoc partner with the name that corresponds to your SAP system
logical system name.

The new standard mapping provided by OpenText does not refer to any specific
partner and therefore it needs to be copied to reflect your specific settings.

To configure a new IDoc mapping:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Inbound Configuration > Document
Handler > Registration > Inbound Idoc.

2. Find the mapping entries by the name of their development object ARBCIG_
INVOIC.

3. Copy the entries that provide your correct target IDoc partner:

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4. If needed, adjust the existing entries or create new ones for other fields.
5. After finishing the mapping configuration, add an entry for your IDOC partner
in the node IDOC Hierarchy Item, with the following values:

Development Object Name

ARBCIG_INVOIC

Segment type
E1EDP01

Notes

• You can enter the 4-character qualifier values for freight and handling only if
you use Business Center 16.3.2 or a later support package.
• If using your logical system name as the IDoc partner name, you will
normally have to create production and test system mapping entries already
in your development or customizing system and then transport your
settings.

Support of The steps required to support attachments are two additional module entries in the
attachments handler definition used for IDOC processing. The standard VIM IDOC processing
handler is PS03_IDOC. This standard handler can be extended with the new steps
because the image extraction module checks for a specific Ariba CIG segment and
does not affect other IDOCs.

Alternatively, you can configure a separate handler only for Ariba CIG IDOCs.

For inbound invoice scenario based on IDOCs, you can use mapping exit functions
as described in “Available mapping functions” on page 146.

To configure the module handler for attachments:

1. Run the /n/OTX/PF00_IMG transaction and navigate to OpenText Vendor

Invoice Management Foundation > Inbound Configuration > Document
Handler > Modules.

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2. In the PS03_IDOC module handler, enter the new modules /OPT/CL_VIM_ARB_

CIG_GETATT with the end status 40, and /OTX/PF01_CL_MODULE_ARCHIVE with
the end status 10.
The two new modules must be entered after the /OTX/PS03_CL_VIM_MODULE_
IDOPDF module and before the /OTX/PF01_CL_MODULE_LINK module.

Notes

• The first module is delivered with the patch 01, the second one is
delivered with the standard product.
• The status 40 is originally used in XML processing. OpenText does not
deliver new statuses to keep this delivery independent and reduce
potential conflicts.
3. Make sure to rearrange the sequence numbers to have the correct module
sequence.
The final handler configuration must look like the following screenshot:

The attachments are archived with the archiving document type provided in the Z
constant 005 / ADDL_DOCS_AR_OBJECT. Verify the value of this constant in the SM30
transaction, table /PTGWFI/Z_CONST.

For further details about configuration and running of the Inbound Configuration,
refer to Section 4 “Inbound Configuration” in OpenText Vendor Invoice Management
for SAP Solutions - Configuration Guide for Foundation (BOCPE-CGD).

Company code For IDoc processing based in the Inbound component, OpenText provides an exit
mapping function module /OTX/PS03_EXIT_IDOC_BUKRS, which you can use to determine the
company code. The module is using the standard IDoc company code mapping table
of SAP, T076B. It is mapping the company code name from the IDoc segment field
E1EDKA1-NAME1 with parameter PARVW=“RE” to the company code maintained in
the mapping table. The company code name must be entered in the Ariba Buyer
configuration for the mapping to work.

Selecting When suppliers are sending attachments along with the Ariba invoice, typically as
attachments as PDF files, you might want to use those attachments as main invoice image. A Z
main invoice
image
constant configuration can be used to enable that. To select the file types that you
want to use, set the Z constant 005 / CIG_MAIN_ATTACH to the MIME type. Example
value: application/pdf.

If several files with the same MIME type are attached, only one file can be used as
main, all others are considered as invoice attachments.

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Note: Ariba Network might send you an automatically generated PDF file for
each invoice, thus “competing” with other PDF files. However, this can be
switched off in your Ariba Buyer configuration.

27.3.2 Configuring outbound processing

(StatusUpdateRequest)
When you integrate the outbound invoice status update without VIM, the status
updates are sent into the Ariba Network for posted SAP documents. Additional
components provided by OpenText allow you to send the status updates for
documents that are not posted yet but are processed in VIM: DP documents.

Note: The status updates are not sent for incoming invoices that are still being
processed in the Inbound component. This means, from the time of the IDoc
creation until the start of the DP workflow. Typically, it is a short time period
defined by the frequency of the background job that runs the Inbound
component handler, unless the Inbound component processing stops with an
error by some reason.

The status updates are sent by the standard program provided with the CIG
package: ARBCIG_INVOICESTATUS_EXPORT. OpenText provides an implementation
of a BAdI called by that program to add VIM DP documents into the output. Make
sure that the BAdI implementation /OPT/VIM_ARB_CIG_ISU is active in CIG
customizing. Normally it is active after you install the VIM CIG integration
component.

Additionally, you need to set the supplier network class to /OPT/CL_E_SUPPLIER_

NETW_ARBCIG for the Ariba Network in VIM customizing.

To set the supplier network class:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Document Processing Configuration >
General Configuration > Incoming Document Processing > Maintain
Processing for Supplier Network.

2. On the Define Supplier Networks screen, adjust the class name.

Normally, you do not need to adjust the VIM to Ariba status mapping (contents
of other customizing nodes in the screenshot). If you need to do the changes in
the status mapping, see “Integrating the Ariba SAP NetWeaver Process
Integration adapter” on page 837 for more details.

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27.3.3 Known issues

Mappings of some fields were not supported by CIG inbound logic in standard at
the time of the release of VIM integration component. The fields are eventually
mapped into IDoc fields. Therefore, you can extend the IDoc mapping accordingly
and support additional scenarios, as soon as the support is implemented in CIG.

PO credit memos
Currently the PO number is not being mapped into IDoc.
Non-PO invoices
Currently non-PO invoices sent as a service message FIInvoiceDetailRequest
are not supported. IDOC-based non-PO invoices are supported and can also be
posted as FI invoices depending on the DP process configuration.
SOAP API for Supplier Invoices
Inbound invoices based on the inbound service Supplier Invoice - Create (B2B)
(InvoiceRequest_In) are not supported.

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SAP NetWeaver Business Warehouse content

Reporting, analysis and interpretation of business data are crucial to preserve and
enhance the competitive edge of companies. They optimize processes and enable
companies to react quickly and in line with market needs. SAP NetWeaver Business
Warehouse (SAP NetWeaver BW) provides tools and functions that enable
companies to attain these goals. In SAP NetWeaver BW, you can integrate,
transform, and consolidate relevant business information from productive SAP
applications and external data sources. SAP NetWeaver BW provides you with a
high-performance infrastructure that helps you evaluate and interpret data. Decision
makers can make well-founded decisions and identify target-orientated activities on
the basis of the analyzed data.

With VIM 7.0 BW content, OpenText delivers preconfigured reporting and analysis
scenarios for SAP NetWeaver BW that are based on consistent metadata.

Note: VIM 7.0 BW content is also used for VIM 7.5.

The VIM BW content provides the relevant BW objects from extraction to analysis, in
an understandable, consistent model. The VIM BW content therefore provides you
with an efficient and cost-effective way to implement SAP NetWeaver BW for VIM
in your company.

The VIM 7.0 BW content focuses on VIM related process data. The key figures that
are available in the KPI Dashboard are either directly available or can be calculated
in the VIM 7.0 BW content also. This comprises the following key figures:

• Number of processed invoices

• Amount of processed invoices in invoice currency and in favorite currency
• FI amount of processed invoices in document currency and in local currency
• Number of exceptions
• Percentage of processed invoices with a certain exception class to all processed
invoices, for instance an exception free rate; this means the rate of “no real
exceptions” to all processed invoices
• Number of invoices processed with delay/on time
• Number of invoices approved with delay/on time
• Total processing time in days from the start of the VIM process to the end of the
VIM process
• Total approval time in days

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The VIM BW content delivered by OpenText can be used either directly or as a

template to be adapted to customer needs.

With VIM 7.0, BW content is delivered for SAP NetWeaver BW 7.0, SAP NetWeaver
BW 7.3, and OLTP systems with ECC 6.0. Technically, the VIM BW content
comprises DataSources together with the following components:

• Extractors
• InfoObjects
• DataStore Objects (DSO)
• InfoCubes
• MultiProviders
• BEx Query Variables
• Transformations
• InfoPackages
• DataTransfer Processes (DTP)
• Process Chains

For a comprehensive list of SAP NetWeaver BW components, see Part IV “SAP

NetWeaver Business Warehouse details” in OpenText Vendor Invoice Management for
SAP Solutions - Reference Guide for Invoice Solution (VIME-RGD). This list covers the
following components:

• InfoObjects
• DataSources
• DataStore Objects (DSOs)
• MultiProviders

28.1 OpenText VIM Layered Scalable Architecture

(LSA)
The VIM BW content has been designed following the OpenText VIM Layered
Scalable Architecture (LSA), founded on accepted Enterprise Data Warehouse
(EDW) principles. The OpenText VIM LSA is based on the SAP LSA.

The main topic of the LSA is a model with different layers. The model describes the
way of data from the data source to the final data target. You see the data flow in a
tiered way where the data is passing several layers, in which it is transformed,
harmonized, validated and corrected.

The VIM BW content is structured according to the LSA. That means, separate
folders (so called InfoAreas) have been created for VIM to logically group the BW
objects for all layers with physical data storage.

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 28.1. OpenText VIM Layered Scalable Architecture (LSA)

Figure 28-1 shows an overview of the LSA model.

Figure 28-1: OpenText VIM Layered Scalable Architecture (LSA) model

overview

Data Acquisition Layer

This is the entry layer for the data flow into the BW. The data loaded from the
source systems is stored temporarily in the Persistent Staging Area (PSA) tables
as raw data (1:1) as in the source systems. The data is not meant to be saved for
building a history. The data is stored only for a determined time and is deleted
from the PSA tables after releasing a reporting period (making the loaded data
“officially” available for reporting).
Master data is loaded with full update from the source systems into the Data
Acquisition Layer. Transaction data is loaded as delta update with After Images
from the source system(s) into the Data Acquisition Layer.

Corporate Memory
The purpose of the Corporate Memory is to save raw data permanently for
history reasons to help recovery if needed.
The VIM 7.0 BW content provides a Write Optimized DataStore Object (DSO) for
every DataSource (master data and transaction data).

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The VIM 7.0 BW content provides both a meta process chain that supplies data
to DSOs of the Corporate Memory and a meta process chain that does not
supply data to the Corporate Memory.

Quality and Harmonization Layer

The purpose of this layer is data cleansing/data scrubbing and harmonization,
for example adding missing attributes, conversion of local to global keys, and
date conversion. Conversions do not solve specific reporting requirements but
they ensure that the Data Propagation Layer gets integrated and uniform data of
high quality. Application specific preparation is done in the Business
Transformation Layer.
This layer is a logical layer without physical data storage.
The VIM 7.0 BW content provides the following transformations (together with
DTPs):

• from the Data Acquisition Layer to the Data Propagation Layer and to the
Corporate Memory

• from the Corporate Memory to the Data Propagation Layer

For example, these transformations add missing attributes as company code

group and amount class; and they do time conversions.

Data Propagation Layer

In this layer, the prepared, harmonized, and consistent data is stored
permanently. This layer is not the basis for reporting but is the data basis to
provide data for analytical applications. Thus, the data is stored in a universally
valid form. The data is not yet converted to serve application specific
requirements.
The granularity of data is the same as in the source systems, for example, data
records contain the DP document number.
Ensuring consistency and correctness of data is more important in this layer
than performance. This is one reason for using Standard DSOs in this layer.
For texts and hierarchies, the direct update into InfoObjects is used. For attribute
master data, it is no longer state of the art to use the direct update into
InfoObjects. Thus, attribute master data is loaded into Standard DSOs within the
Data Propagation Layer. From the DSOs, the data is loaded into InfoObjects.

Business Transformation Layer

The purpose of this layer is to provide the data as needed by the Reporting
Layer, that means in an application specific view. If the reporting is based on
aggregated data, the aggregation is done here. Also application specific
calculations are done here. Records which are not needed for reporting are
filtered out here.
This layer is a logical layer without physical data storage.
The VIM 7.0 BW content provides transformations from the Data Propagation
Layer to the Reporting Layer together with DTPs.

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 28.1. OpenText VIM Layered Scalable Architecture (LSA)

Reporting Layer
Data in this layer is provided to serve the requirements of the reports best.
The VIM 7.0 BW content provides standard InfoCubes.
Virtualization Layer
The Virtualization Layer is part of the Reporting Layer. The Virtualization Layer
makes it possible to exchange the physical data models (for example the
InfoCubes) on which the reports are based.
The VIM 7.0 BW content provides MultiProviders based on InfoCubes and on
DataStoreObjects. For more information, see Part IV “SAP NetWeaver Business
Warehouse details” in OpenText Vendor Invoice Management for SAP Solutions -
Reference Guide for Invoice Solution (VIME-RGD).

28.1.1 Overview of VIM BW content based on the LSA

Figure 28-2 provides an overview of the VIM BW objects and their transformations
for transaction data.

Figure 28-2: VIM BW objects overview

Figure 28-3 provides an example for the BW objects and their transformations for
master data with the help of the master data amount class.

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Figure 28-3: VIM BW Objects Overview Master Data

28.2 Installing VIM BW content

To use the VIM BW content, you must perform the tasks described in the following
sections.

28.2.1 Preparing the VIM BW content activation

To prepare the VIM BW content activation:

1. OLTP system(s): Ensure that the following IMG activities of Central Reporting
are maintained properly:

a. On each OLTP VIM system (central and satellite), the VIM exception IDs
have been customized in the OpenText Configuration (/OPT/SPRO):
OpenText Vendor Invoice Management Invoice Solution > Cross
Component Configuration > Central Reporting > Report Table
Maintenance > Exception Definition and Mapping > Exception
Definition Maintenance and Exception Mapping Maintenance. See
“Activating Central Reporting Baseline and maintaining reporting tables”
on page 912.

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 28.2. Installing VIM BW content

b. Create company code groups. See “Creating company code groups”

on page 880.

Note: Company code groups can be loaded from a single OLTP

system only. If multiple OLTP systems are connected to the SAP
NetWeaver BW system, ensure that there is a leading OLTP system
that provides a complete list of all possible company code groups.
This leading OLTP system may correspond to the central system but
this is not mandatory.
c. On each OLTP VIM system (central and satellite), map company code
groups to company codes:

i. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor

Invoice Management Invoice Solution > Cross Component
Configuration > Central Reporting > KPI Dashboard > Company
Code Groups > Company Code Groups Mapping (BW).

ii. Map company code groups to company codes.

In contrast to the KPI Dashboard, one company code can be mapped to
one company code group only.

Note: Whereas company code groups need to be maintained

completely on a leading OLTP system, it is possible to load the
mapping of company code groups to company codes from
multiple OLTP systems.
d. Check time groups and maintain time group ranges. See “Time groups”
on page 881.

Note: Time groups and time group ranges can be loaded from a
single OLTP system only. If there are multiple OLTP systems
connected to the SAP NetWeaver BW system, ensure that there is a
leading OLTP system that provides a complete list of all time groups
and time group ranges. This leading OLTP system may correspond to
the central system but this is not mandatory.
e. Check vendor groups and map them to vendors. See “Vendor groups”
on page 883.

Note: Vendor groups can be loaded from a single OLTP system only.
If there are multiple OLTP systems connected to the SAP NetWeaver

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BW system, ensure that there is a leading OLTP system that provides

a complete list of all possible vendor groups. This leading OLTP
system may correspond to the central system but this is not
mandatory. In contrast to this, the vendor mapping is loaded from
every OLTP system and does not need to be maintained completely in
one leading OLTP system.
f. Check amount classes and maintain amount class ranges. See “Amount
classes” on page 885.

Note: Amount classes and amount class ranges can be loaded from a
single OLTP system only. If there are multiple OLTP systems
connected to the SAP NetWeaver BW system, ensure that there is a
leading OLTP system that provides a complete list of all possible
amount classes and amount class ranges. This leading OLTP system
may correspond to the central system but this is not mandatory.
g. Check exception classes and map all existing exception IDs to them. See
“Exception classes” on page 886.

Note: Exception classes and the mapping of exception IDs to

exception classes can be loaded from a single OLTP system only. If
there are multiple OLTP systems connected to the SAP NetWeaver
BW system, ensure that there is a leading OLTP system that provides
a complete list of all possible exception classes and the exception class
mapping. This leading OLTP system may correspond to the central
system but this is not mandatory.
h. On each OLTP VIM system, maintain the constants:

• for the favorite currency (constant name: FAVORITE_CURRENCY),

• for the currency conversion date (constant name:
CURR_CONVERSION_DATE), and
• for the currency conversion day (constant name:
CURR_CONVERSION_DAY)

in the OpenText Configuration (/OPT/SPRO): OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration >
Central Reporting > KPI Dashboard > Maintain KPI Constants. See “KPI
constants” on page 890.

Note: The texts of DP document types and the texts of channels can be
loaded from every OLTP system that is connected to the SAP NetWeaver
BW system.

2. SAP NetWeaver BW system: Ensure that the OLTP source systems have been
assigned to source system IDs in the Data Warehousing Workbench. If this is
not yet the case, maintain source system IDS for the OLTP systems:

a. In the Administrator Workbench, choose Tools > Assignment Source

System to Source System ID.

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 28.2. Installing VIM BW content

b. Click Create.
c. Enter the logical system name and a description. Confirm your entries.
d. In the Source System ID column, enter the ID name for the corresponding
source system.
e. Save your entries.

3. SAP NetWeaver BW system: Ensure that the fiscal year variants are maintained
properly. To maintain the fiscal year variants, use the SAP IMG activity
Maintain fiscal year variant.

4. SAP NetWeaver BW system: Replicate metadata for OpenText Vendor Invoice

Management for your OLTP source system(s).

a. Start the Data Warehousing Workbench and navigate to the Modeling

view.
b. Go to DataSources.
c. Ensure that the correct OLTP system is chosen. If this is not the case, you
can choose it using the Choose Source System button in the upper left
corner of the toolbar.
d. If the application component OpenText Vendor Invoice Management is not
yet visible, click the button with the green arrow that is rightmost on the
toolbar (Replicate Tree Metadata).
e. Additionally, replicate the metadata for the OpenText Vendor Invoice
Management application components and the DataSources that are needed
for your purposes in the DataSource tree of the Data Warehousing
Workbench Modeling view. The following application components are
available for VIM:

• /OPT/VIM_MD comprising DataSources regarding master data

• /OPTVIM_DOC comprising DataSource regarding VIM documents
• /OPT/VIM_EXC comprising DataSource regarding VIM exceptions

Click Replicate Metadata in the context menu of the above VIM application
components in the DataSource tree of the Data Warehousing Workbench.
f. Click Replicate Metadata in the context menu of the VIM DataSources in
the DataSource tree of the Data Warehousing Workbench. Replicate
metadata only for those VIM DataSources that are needed for your
purposes.

Important
OpenText strongly recommends to launch the replication of
DataSources from the lowest level of application components (for
example from the application component /OPT/VIM_MD for VIM
Master Data). Otherwise the replication and activation of DataSources
may take a lot of time.

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Notes

• If there are multiple OLTP systems connected to the SAP

NetWeaver BW system, select only the following DataSources for
the non-leading OLTP system(s) that are needed for your purposes:

– Document Header (/OPT/VIM_DPDOC_H_TRAN)

– Exception (/OPT/VIM_EXC_TRAN)
• If you are asked in which format the DataSources should be created
in the BW system, ensure that the DataSources are created as RSDS
DataSources.

Note: The given steps for replicating the metadata describe one possible
way only. Other ways are possible and valid.
For alternative ways and further details about the replication of metadata,
see the SAP documentation regarding the replication of DataSources in
SAP NetWeaver 7.x.

28.2.2 Activating VIM BW content

SAP NetWeaver BW system: Activate the VIM BW content that is needed for your
purposes within the Data Warehousing Workbench. The VIM BW content is
available below the InfoArea OpenText Vendor Invoice Management.

To activate VIM BW content:

1. Start the Data Warehousing Workbench and go to the BI Content view.

2. Gather objects for activation in Data Flow.

Use the grouping to specify how many objects must be gathered. OpenText
recommends the following steps:

a. Gather the objects for the In Data Flow Before grouping and activate these
objects.
b. Then gather the objects for the In Data Flow Afterwards grouping and
activate these objects.
c. Using the buttons in the right screen area, make the following settings for
gathering dependent objects:

Button Value
Collection Start Manual Collection
Mode
Grouping In Data Flow Before

d. To select the VIM 7.0 Content objects that you want to activate, choose
InfoObjects by InfoAreas or InfoProviders by InfoAreas and then the
OpenText Vendor Invoice Management InfoArea.

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e. Select the InfoObjects or InfoProviders that you want to activate from the
VIM scenarios and drag them to the right screen area.
f. Click with the quick info text Gather Dependent Objects. The first
group of objects is listed in the right screen area.

3. Start activation.
In the Active Version Available column, the icon is displayed for any objects
that are already activated and that you do not need to activate again.

a. In the Install column, select all objects that you want to activate. Any
objects for which the active and delivered versions differ can be identified
by the selection mark in the Match (X) or Copy column.
b. In the Match (X) or Copy column, select the objects that you want to
compare.
c. Click Apply > Install.
The Activation begins. As soon as the activation is complete, the data is
loaded automatically.
d. Repeat this procedure from Step 2 on page 862 (Gather Objects for
Activation in Data Flow) using the In Data Flow Afterwards grouping.

Recommended order of activation

There are a lot of different ways in which order to activate the objects of the VIM BW
content. The following is one possible way:

1. Select InfoObjects.
The characteristics and key figures of the VIM 7.0 BW content are organized in
InfoObject catalogs assigned to InfoAreas representing the different layers of
the LSA.
Select the InfoObject catalogs of the different LSA layers (Corporate Memory,
Data Propagation Layer, Reporting Layer) with the In Data Flow Before
option.

2. Install DataSources and data flow from source systems to Data Acquisition
Layer:

a. Select the leading OLTP source system and install the DataSources that are
needed for your purposes first with the In Data Flow Before option and
then with the In Data Flow After option. The object name of all VIM
DataSources starts with /OPT/.

Note: If you get a short dump with exception condition

“X_MESSAGE” in the ABAP program SAPLRRSI during the
activation, check SAP note 1637935.
b. If there are multiple OLTP systems connected to the SAP NetWeaver BW
system, select only the following DataSources of the non-leading OLTP
system(s) that are needed for your purposes:

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• Company Code (/OPT/VIM_COCO_ATTR)

• Document Type (/OPT/VIM_DOCTY_TEXT)
• Document Header (/OPT/VIM_DPDOC_H_TRAN)
• Exception (/OPT/VIM_EXC_TRAN)
• Vendor (/OPT/VIM_VENDOR_ATTR).

First select with the In Data Flow Before option and then with the In Data
Flow After option.

Note: The InfoProviders and the data flow between the InfoProviders are
installed with this step as well.

3. Select and activate query element variables.

When creating queries, variables may be interesting. You can use variables to
offer the end user the option to restrict the data to be displayed. For example,
the user may want to see VIM documents of some selected VIM document types
only. Thus, the VIM 7.0 BW content provides some variables that can be used in
queries to offer the user a selection regarding the variables. The names of all
VIM query element variables start with /OPT/.
Select and activate the query element variables that are needed for your
purposes with the Only Necessary Objects option.

4. Select the Meta Process Chains that are needed for your purposes with the In
Data Flow Before option. The object names of all the VIM process chains start
with /OPT/. You can use a filter on the object name to search for the VIM
process chains. The VIM BW content provides the following meta process
chains to be used directly or as a template to be adapted to customer needs:

Meta Process Chain for Delta Load of VIM Data w/o Corp. Mem. (technical
name: /OPT/VIM_ALL_01)
This meta process chain is used to upload master data and transaction data
from the leading OLTP system without storing data records in the
Corporate Memory and to further upload the data to the Reporting Layer,
that means to the InfoCubes.
Meta Process Chain for Delta Load of VIM Data with Corp. Mem. (technical
name: /OPT/VIM_ALL_02)
This meta process chain is used to upload master data and transaction data
from the leading OLTP system with additionally storing the data records in
the Corporate Memory and to further upload the data to the Reporting
Layer, that means to the InfoCubes.

Note: Both meta process chains are designed for a single OLTP system
only. If there are multiple OLTP systems connected to the SAP NetWeaver
BW system, the process chains need to be adapted for the non-leading
OLTP systems. In case of a non-leading OLTP system, the process chain
should restrict the master data to be loaded to the following:

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• Company Code Mapping (without loading company code group texts)

• Vendor Group Mapping (without loading vendor group texts)
• Document type texts

28.2.3 Configuring VIM BW content after activation

To configure VIM BW content after activation:

1. OLTP system: Ensure that the KPI Collection Report /OPT/VR_KPI_COLLECTION

is set up as a periodic job on each involved OLTP system. This report assembles
document and exception data that is needed for the BW extraction. Ensure that
the KPI Collection Report is run and finished before the BW extraction process
is started. For more information about the KPI Collection Report, see
“Collection job” on page 870.

2. SAP NetWeaver BW system: Initialize the delta load of DP document headers

and exceptions by starting the InfoPackages /OPT/VIM_DPDOC_H_TRAN_INIT
and /OPTVIM_EXC_TRAN_INIT once for every OLTP system. Both InfoPackages
initialize the delta process including a first data transfer.

Note: For further details about InfoPackages, refer to the SAP

documentation.

3. SAP NetWeaver BW system: Schedule a meta process chain to upload VIM data
to the BW periodically.

4. SAP NetWeaver BW system: Trigger the scheduled meta process chain by an

event. You can use report /OPT/VIM_TRIGGER_PC_START to trigger the events
for the meta process chains that are delivered with the VIM 7.0 BW content. You
can set up a periodic batch job for this report. For details, see Section 7.1.10
“Scheduling batch jobs for SAP NetWeaver BW” in OpenText Vendor Invoice
Management for SAP Solutions - Administration Guide (VIME-AGD).

5. SAP NetWeaver BW system: The VIM BW content reuses InfoObjects of the SAP
standard content, for example:

• the company code (technical name 0COMP_CODE)

• the vendor (technical name 0VENDOR)
• the purchasing organization (technical name 0PURCH_ORG)
• the purchasing group (technical name 0PUR_GROUP)

Ensure that all BW objects needed for the dataflow from the DataSources to
these InfoObjects are installed from the SAP NetWeaver BW content.
Additionally, ensure that the data for these InfoObjects is loaded. This includes
loading the data for the attributes of the above InfoObjects, for example the
country of a vendor.

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KPI Dashboard

The “Key Performance Indicator” Dashboard (KPI Dashboard) is a tool for managers
showing VIM related process data at a glance in graphical charts.

KPI KPIs are used for performance management. Organizations use KPIs to measure
their overall success or the success of a particular activity. For the KPI Dashboard,
the following KPIs have been implemented with several filters:

• Number of processed invoices

• Amount of processed invoices
• Number of occurrences of exception classes
• Exception free rate
• Number of invoices processed with delay
• Number of invoices approved with delay

For information about the user interface of the KPI Dashboard, see “Viewing data in
graphical charts” in OpenText Vendor Invoice Management for SAP Solutions - User
Guide for Invoice Solution (VIME-UGD).

The KPI Dashboard section provides the following configuration aspects:

• “KPI Dashboard definitions” on page 867

• “Periodic jobs - collection and aggregation” on page 869
• “Authorizations” on page 877
• “Customizing settings” on page 878
• “Troubleshooting” on page 898

29.1 KPI Dashboard definitions

The KPI Dashboard shows monthly VIM data grouped by Channel ID and
Company Code Group.

Definitions for KPI1: Number of Processed Invoices

Processed invoices
Invoices where the VIM end timestamp is in the current period (month)
Number
How many invoices with end timestamp in the current period (month) have
been processed

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Definitions for KPI2: Amount of Processed Invoices

Processed invoices
Invoices where the VIM end timestamp is in the current period (month)
Amount
What is the total amount of invoices with end timestamp in the current
period (month) that have been processed

Definitions for KPI3: Number of Occurrences of Exception Classes

Exception
VIM invoice exception in the sense of “process step that requires manual
interference”
All exceptions of an invoice in the VIM process are collected and classified.
The corresponding exception classes are displayed in the period (month) in
which the invoice has the VIM end timestamp.
Exception Class
Group of invoice exceptions defined in the KPI customizing

Definitions for KPI4: Exceptions Free Rate

Exception Free
Some process steps requiring manual interference are considered to be “no
real exception”; therefore they are “exception free”. The exception free rate
reflects the rate of “no real exceptions” and the completely exception free
rate in comparison with the rate of “real exceptions”.
All exceptions of an invoice in the VIM process are collected, classified, and
taken into account for the exception free rate in the period (month) in which
the invoice has the VIM end timestamp.

Definitions for KPI5: Number of Invoices Processed with Delay

Invoices processed with delay
Invoices where the VIM end timestamp is in the current period (month) and
the processing number of days between start and end process timestamp is
greater than a certain threshold value for delay (see “Time groups”
on page 881)

Definitions for KPI6: Number of Invoices Approved with Delay

Invoices approved with delay
Invoices where the VIM end timestamp is in the current period (month) and
the approval duration is greater than a certain threshold value for delay (see
“Time groups” on page 881)

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29.2 Periodic jobs - collection and aggregation

To make data available in the KPI target tables, you must set up periodic jobs for
collection and aggregation.

Note: Before running periodic jobs, you must complete all customizing steps
for the KPI Dashboard. See “Customizing settings” on page 878.

The KPI Dashboard architecture overview shows that different levels of data
preparation are necessary to provide correct KPI data.

Figure 29-1: KPI Dashboard architecture overview

Level 1a
The VIM logging continuously writes data to special Log Tables and Index Data
Tables in the Central System and the Satellite Systems (if involved). The
activation of the KPI Dashboard BC set starts the logging mechanism.
Level 1b
The KPI Data Collection assembles document and exception data from the
logging and saves them in the KPI Source Tables. A periodic collection job is
required on each involved system to fill the KPI Source Tables.
Level 2
The KPI Aggregation selects data from the KPI Source Tables (in different logical
systems if required), aggregates the data, transforms it and saves the data in the
KPI Target Tables. A periodic aggregation job is required only in the Central
System (or Single System) to fill the KPI Target Tables.

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Level 3
The Web Dynpro uses the KPI Target Tables for visualization in the Web
Frontend.

KPI Source Tables and KPI Target Tables can always be refilled from the logging
tables.

29.2.1 Collection job

Prerequisite for the collection job
On each VIM system (central and satellite), the VIM exception IDs have been
customized in the VIM Invoice Configuration: OpenText Vendor Invoice
Management Invoice Solution > Cross Component Configuration > Central
Reporting > Report Table Maintenance > Exception Definition and Mapping >
Exception Definition Maintenance and Exception Mapping Maintenance. See
“Activating Central Reporting Baseline and maintaining reporting tables”
on page 912.

Collection job - report /OPT/VR_KPI_COLLECTION

Run the /OPT/VR_KPI_COLLECTION program.

Manual run

Run frequency
Ad hoc / on demand
Business background
Ad hoc reporting / short term KPI analysis for a certain period of time
Execution
Manually in dialog or background
Parameter settings

• Process start date from (required)

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 29.2. Periodic jobs - collection and aggregation

• Process start date to (optional)

• Delta mode check box cleared

If you want to load just a special period of time for the KPI Dashboard, you can use
the KPI collection report on demand manually. All processes which have been
started and also finished within the chosen process start interval are included in the
resulting collection output and stored to the KPI source data tables. From there, the
KPI aggregation report picks up the data and writes it to the KPI target data tables
as data basis for the Web Frontend.

To run the KPI collection report in test mode, select Test mode. This setting will
display the collected data in an ALV grid before saving the result to the database.

Important
When using this ad hoc type of KPI data supply, you must completely clear the
KPI source and target data tables before. Otherwise, reloading just a special
period of time could probably result in inconsistent overall results and
interrupt the regular delta collection runs in a significant way.

Therefore, the following steps are required to fulfill short term ad hoc KPI
reporting requirements whenever needed:

1. Delete KPI target data tables using the report /OPT/VR_KPI_DELETE_

TARGET.

2. Delete KPI source data tables using the report /OPT/VR_KPI_DELETE_

SOURCE.

3. Collect KPI source data for the required special time period using the KPI
collection report /OPT/VR_KPI_COLLECTION
4. Aggregate the collected KPI source data and write it to the KPI target data
tables using the report /OPT/VR_A_AGGREGATION using aggregation group
KPI.

Regular delta run

Recommended run frequency

Daily
Business background
Ongoing KPI reporting
Execution
Planned background job
Parameter settings

• No Process start date selection allowed

• Delta mode check box selected

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The “Start From” date is the timestamp of the last run. The “Start To” date is
the current timestamp.

Test mode
Same processing, but the data is not written to the database, but shown in an
ALV Grid.

Configure the collection program as a job with a variant for the processing option
Delta mode.

When running the KPI collection in the regular delta mode, the report picks up all
processes which have been started and also finished after the last delta run. The
report stores the result to the KPI source data tables. From there, the KPI
aggregation report picks up the data that has been collected after the last
aggregation run and writes it to the KPI target data tables as data basis for the Web
Frontend.

The following steps are required to fulfill ongoing KPI reporting requirements:

1. Run the report /OPT/VR_KPI_COLLECTION in delta mode first.

2. Afterwards run the report /OPT/VR_A_AGGREGATION using aggregation group

KPI.

29.2.2 Aggregation job

29.2.2.1 Prerequisites for the aggregation job
The Aggregation Infrastructure settings in the VIM Invoice Configuration must be
customized, see the following screenshot.

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The aggregation job prerequisites Aggregation report groups on page 873,

Aggregation report target tables on page 874, and Maintain KPI Settings
on page 876 are only required if the corresponding BC Set has not been activated.
OpenText strongly recommends activating the delivered BC Set instead of doing the
single activities manually.

Back end systems

Maintain the character set for logical systems. See “Maintaining logical systems
for the Aggregation Report” on page 908.
Aggregation report groups
Enter KPI as an aggregation report group (ID and description).

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See “Central Reporting infrastructure“ on page 903.

Aggregation report target tables
Add KPI entries to the aggregation report target table. See also “Central
Reporting infrastructure“ on page 903.
The following entries are necessary; all with aggregation group KPI but with
different settings and an ascending sequence number:

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Init source table

Select this check box to delete all source table entries after the aggregation
run. After the next collection run, only new data (delta to last run) is
available.
Init target table
OpenText advises against using this check box. It deletes all target table
entries before it fills them again (with all available data).

Note: For best performance, OpenText recommends that you select only
the Init source table check box for all KPI entries.
The check boxes may not be combined!
Maintain KPI Settings
Make the KPI related sub function modules available in Maintain KPI Settings.
Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice
Management Invoice Solution > Cross Component Configuration > Central
Reporting >KPI Dashboard > Maintain KPI Settings.

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 29.3. Authorizations

Enter or check the entries for KPI 1 to 6.

29.2.2.2 Aggregation job - report /OPT/VR_A_AGGREGATION

The /OPT/VR_KPI_COLLECTION job runs daily in delta mode. Configure the report /
OPT/VR_A_AGGREGATION to run daily after the /OPT/VR_KPI_COLLECTION job, with a
variant for aggregation group KPI. See also “Running the Aggregation Report for
the CUST_PREFL group” on page 910.

29.3 Authorizations
The access to the KPI Dashboard is limited to users that have a SAP user on the
central SAP ERP system.

Additionally, the authorization object S_DEVELOP with the following settings is

required:

The OpenText standard delivery restricts the user to see only the company code data
that he is authorized to access. The filter Company Code Group displays only
groups that contain at least one authorized company code. So, the ALL filter in
Company Code Group contains only the company code groups that the user is
authorized to access.

You can abolish this restriction and change the setting to: All users can see all
company code data. Therefore, change the value for constant DO_NOT_CHECK_BUKRS
to X. For details, see “Company code authority check” on page 893.

Important
If the company code check for authorization is running, and different users
have different company code authorizations, they will see different KPI
Dashboard filters and data.

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29.4 Customizing settings

29.4.1 Involving a manager for business related KPI
customizing
The KPI customizing does not only cover technical settings but, what is even more
important: it covers business aspects like the grouping of vendors, amounts or
exceptions. Once defined, the business aspects are used for the monthly data
aggregation and should not be changed afterwards. If you cannot avoid a change,
the aggregation for all previous months must be repeated. Otherwise, the dashboard
screen compares apples and oranges.

Therefore, OpenText highly recommends involving a manager in the definition of

the following customizing that is related to business aspects:

Company Code Grouping

Should company codes be grouped together? If yes: how?
Time Groups
Which number of days should be defined for processing/approval for “on
time” / “almost on time” / “delayed”?
Vendor Groups
Should SAP standard vendor grouping be used or KPI specific? Which vendors
in A/B/C?
Dashboard Currency
Which currency should be used to show invoice amounts on the Web Frontend?
Amount Classes
What is considered to be the range for small / medium / big?
Exception Class Mapping
Which Dashboard exception classes should be used? How should the VIM
exceptions be mapped to the classes?
Company Code Authority Check
Should the display of Dashboard data be limited to the SAP user access rights
for company codes (standard delivery)? Or should every Dashboard user see all
data? If the authority check is active, different users see different data.
Currency Conversion Date
Which conversion date should be used to convert foreign currency invoices: the
system date of the monthly aggregation run? Or the posting date of the
document? Or a fix date in the current year? If a fix date, which one (1st of
January)?
Filter Start Period
Which month-year is the earliest that can be selected in the Dashboard Filter
Time Range From? Be aware that only data is available for display for which the
VIM process has started after introducing the KPI Dashboard on the SAP ERP
system.

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29.4.2 Customizing menu

You access the configuration of the KPI Dashboard by running the /OPT/SPRO
transaction and navigating to OpenText Vendor Invoice Management Invoice
Solution > Cross Component Configuration > Central Reporting > KPI Dashboard.

Grouping A lot of customizing has to do with the grouping of data. The KPI Dashboard is not
the right tool to display a large range of values; for example, to show 20 different
company codes. The KPI Dashboard rather shows grouped data like company code
groups or vendor groups.

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29.4.3 Company code groups

The KPI Dashboard does not show data based on company code but on company
code groups. Therefore, you must create company code groups and map them to
company codes.

Important
You must define at least one company code group. Otherwise, the Web
Frontend of the KPI Dashboard cannot be viewed.

29.4.3.1 Creating company code groups

If you have many different company codes, you should group them. The groups
should represent a certain grouping logic, for example geography or hierarchy.

To create company code groups:

1. In the VIM Invoice Configuration (see “Customizing menu” on page 879),

open Company Codes Groups Definition.

2. Create groups with a 4 character grouping ID and two descriptive fields (long,
short). Fill both description fields.

Note: Do not use special characters for the Short Description.

If you have between 1 and 20 different company codes that are relevant for the
KPI Dashboard, enter each company code as a company code group and fill the
description fields.
It is also possible to mix new company code groups with company code groups
that are identical with existing company codes.
The Flg: Disp. check box is for future use. It is not relevant now.

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29.4.3.2 Mapping company code group to company code

After creating the company code groups (either new or identical to existing
company codes), you must map the company code groups to company codes.

To map company code groups to company codes:

1. In the VIM Invoice Configuration (see “Customizing menu” on page 879),

open Company Codes Groups Mapping.

2. Map company code groups to company codes.

One company code can be mapped to more than one company code group.

Important
If one company code is mapped to different company code groups, the
data displayed on the dashboard is not disjoint.

29.4.4 Time groups

The time grouping refers to processing time and to approval time.

29.4.4.1 Checking time groups

OpenText delivers the following customizing with 2 time groups.

Important
Do not change the time groups.

Time group 1 is reserved for processing time.

Time group 2 is reserved for approval time.

In the VIM Invoice Configuration (see “Customizing menu” on page 879), open
Time Group Definition.

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You can customize the descriptive text to a certain extent:

• Special characters are not allowed in the Short Description.

• Maximum length of the Short Description text is 30 characters.

The descriptive text is used on the Web Dynpro.

29.4.4.2 Maintaining time group ranges

OpenText delivers the following customizing for time group ranges.

In the VIM Invoice Configuration (see “Customizing menu” on page 879), open
Maintain Time Group Ranges.

The time types for processing / approval are the following:

• On time

• Acceptable (Almost on time)

• Delayed

Note: The text symbols &1 and &2 in the Short Description will be replaced
during runtime with the Days from and Days to values.

Time Group 1 represents processing time:

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Enter the maximum number of days for time group 1 and time type On time
(representing the invoices processed on time). In the example, all invoices with a
processing time less or equal 5 days are considered to be on time.

Enter the maximum number of days for time group 1 and time type Acceptable
(representing the invoices processed almost on time). In the example, all invoices
with a processing time more than 6 and less or equal 15 days are considered to be
almost on time.

Enter the minimum number of days for time group 1 and time type Delayed
(representing the invoices with delayed processing). In the example, all invoices
with a processing time more than or equal 16 days are considered to be delayed.

Time Group 2 represents approval time:

Enter the maximum number of days for time group 2 and time type On time
(representing the invoices approved on time). In the example, all invoices with an
approval time less or equal 2 days are considered to be on time.

Enter the maximum number of days for time group 2 and time type Acceptable
(representing the invoices approved almost on time). In the example, all invoices
with an approval time more than 2 and less or equal 4 days are considered to be
almost on time.

Enter the minimum number of days for time group 2 and time type Delayed
(representing the invoices with delayed approval). In the example, all invoices with
an approval time more than or equal 5 days are considered to be delayed.

29.4.5 Vendor groups

The KPI Dashboard covers three vendor groups and one unclassified group.
Vendors are usually grouped by invoice volume.

29.4.5.1 Checking vendor groups

OpenText delivers the following vendor group customizing with 3 + 1 vendor
groups.

Note: Do not change the vendor groups.

In the VIM Invoice Configuration (see “Customizing menu” on page 879), open
Vendor Group Definition.

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You can customize the descriptive text to a certain extent:

• Special characters are not allowed in the Short Description.

• Maximum length of the Short Description text is 30 characters.

The descriptive text is used on the Web Dynpro.

29.4.5.2 Mapping vendor groups

If the SAP standard vendor grouping has been applied (table LFM1 has attribute
LFABC filled for most of the vendors), there is no need to do a KPI specific mapping.

In the VIM Invoice Configuration (see “Customizing menu” on page 879), open
Maintain KPI Constants, constant KPI_VENDOR_CLASS.

<Empty>
Use SAP standard LFM1 mapping (continue with next section)

X
Use KPI Dashboard specific mapping
If you want to use a KPI specific vendor grouping, set the constant value to X,
and fill the vendor mapping table, as shown in the following.

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In the VIM Invoice Configuration (see “Customizing menu” on page 879), open
Vendor Mapping.

Map vendors to vendor groups.

Vendors that are not mapped to vendor group A, B or C are automatically

considered to be unclassified. The Web Dynpro shows all 4 vendor groups if they
are filled.

29.4.6 Amount classes

Invoices are grouped into 3 disjunctive invoice amount classes.

29.4.6.1 Checking amount classes

OpenText delivers an amount class customizing with 3 amount classes.

Note: Do not change the amount classes.

In the VIM Invoice Configuration (see “Customizing menu” on page 879), open
Amount Class Definition.

The text symbols &1 and &2 will be replaced during runtime with the From amount
and To amount values for the amount classes.

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29.4.6.2 Maintaining amount classes

In the VIM Invoice Configuration (see “Customizing menu” on page 879), open
Maintain Amount Classes.

OpenText delivers amount class maintenance customizing with the following

amount ranges:

Maintain the amounts for the respective amount classes.

The currency must be identical with the favorite currency in the KPI constants.

In the VIM Invoice Configuration (see “Customizing menu” on page 879), open
Maintain KPI Constants, constant FAVORITE_CURRENCY.

29.4.7 Exception classes

Invoice exceptions are grouped in 5 different classes.

29.4.7.1 Checking exception classes

OpenText delivers an exception class customizing with 5 + 1 classes.

In the VIM Invoice Configuration (see “Customizing menu” on page 879), open
Exception Class Definition.

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Exception Class 1 is considered to be the critical exception that is shown on the

exception related KPI screen.

Note: If you change the texts, do not use special characters for the Short
Description.

29.4.7.2 Mapping exception classes

Prerequisite The VIM exception IDs have been customized in the VIM Invoice Configuration:
OpenText Vendor Invoice Management Invoice Solution > Cross Component
Configuration > Central Reporting > Report Table Maintenance > Exception
Definition and Mapping > Exception Definition Maintenance and Exception
Mapping Maintenance. See “Activating Central Reporting Baseline and maintaining
reporting tables” on page 912.

In the VIM Invoice Configuration (see “Customizing menu” on page 879), open
Exception Class Mapping.

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Map all existing exception IDs to the 5 +1 exception classes.

Note: The values shown are only examples.

29.4.8 KPI naming

OpenText delivers 6 KPI IDs with names.

Note: Do not change KPI IDs and names.

In the VIM Invoice Configuration (see “Customizing menu” on page 879), open
Maintain KPIs.

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29.4.9 KPI settings

The KPI related sub function modules must be available in the KPI settings.

In the VIM Invoice Configuration (see “Customizing menu” on page 879), open
Maintain KPI Settings.

Check whether the following entries with Aggregation Group ID KPI and KPI
Group 1 are available:

• /OPT/KAGR_SUB_KPI1
• /OPT/KAGR_SUB_KPI2
• /OPT/KAGR_SUB_KPI3_TO_4
• /OPT/KAGR_SUB_KPI5_TO_6

If they are not available, add them.

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29.4.10 KPI constants

The following constants have to be maintained:

29.4.10.1 Currency conversion date

The constant CURR_CONVERSION_DATE represents the way the currency conversion

date is used:

T
Use the current system date.
P
Use the posting date of the document.
F
Use a fix date for the current year.
If you enter F, it is necessary to enter a value for the constant CURR_CONVERSION_
DAY.

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29.4.10.2 Currency conversion day

The constant CURR_CONVERSION_DAY is only used if the constant CURR_CONVERSION_

DATE has been set to F. It has to be filled with month and day (MMDD, for example
0631 for June, 31st) for the currency conversion of all data aggregated in the current
year.

29.4.10.3 KPI Dashboard help URL

The constant DASHBOARD_HELP_URL contains the link to the KPI Dashboard Help
page. Store the help file in the SAP mime repository and use the whole directory
structure in the URL link.

If the field is empty, the help link is not shown on the web page.

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29.4.10.4 KPI Dashboard help URL with multi-language support

The constant MULTI_LANGU_HELP_URL is delivered without value.

<Empty>
The default help link stored in constant DASHBOARD_HELP_URL is used.
X
The help link URL is changed to language specific setting:
<default help link without file extension> + “_” + sy-langu + <file extension>

Example: /SAP/PUBLIC/BC/UR/DOC/Help_E.html

Keep in mind to store all the language specific help files to the same repository
with restriction of the above naming convention.

29.4.10.5 KPI Dashboard start URL

For the constant DASHBOARD_START_URL, enter a value according to your specific

environment with the following system parameters:

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 29.4. Customizing settings

<Protocol>://<SAP ERP system address>:<port>/sap/bc/webdynpro/opt/vim_

kpi_main

Example: http://op60vimd89.optura.local:8000/sap/bc/webdynpro/opt/vim_
kpi_main

This functionality applies for URLs that are up to 80 characters. For URLs with more
than 80 characters, you must maintain the constant value as FM:<CUSTOM FM>, where
FM: indicates that a function module is used, and <CUSTOM FM> indicates your
function module name. As a function module template, use /OPT/DETERMINE_
KPIURL_TEMPLATE.

If the application uses secure http (https) for communication, apply changes as
described in Section 14.2.2 “Setting the connection for the SAP Web Dynpro service”
in OpenText Vendor Invoice Management for SAP Solutions - Installation Guide (VIME-
IGD).

29.4.10.6 Company code authority check

The constant DO_NOT_CHECK_BUKRS is delivered without value. For each KPI

Dashboard user, the company code authorization is checked. Some data might not
be displayed to users.

<Empty>
Check for company code authorization.
X
Do not check for company code authorization. Show all data for all users.

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29.4.10.7 Favorite currency

Enter the currency in which the amount of all invoices should be displayed. This is a
central constant also used during aggregation.

29.4.10.8 Filter start period

The constant FILTER_START_PERIOD represents the first month available in the

Dashboard Filter Time Range when the user clicks the From drop down list.

Important
It is absolutely necessary to enter the value with the YYYYMM notation.

Example: If the year is 2011, and the month is October; enter 201110

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29.4.10.9 Vendor class

The constant KPI_VENDOR_CLASS represents the way vendors are classified in

vendor groups.

<Empty>
The standard SAP vendor grouping of table LFM1 is used.
X
You have to fill the KPI specific customizing vendor mapping. See “Mapping
vendor groups” on page 884.

29.4.11 KPI URL parameters

The Web Dynpro requires the definition of several URL parameters.

In the VIM Invoice Configuration (see “Customizing menu” on page 879), open
Maintain URL Parameter.

SAP-CLIENT
Enter the client number of the SAP ERP system where the KPI Dashboard has
been installed and activated.

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SAP-EP-THEMEROOT
Enter the path from where the theme of the Web Dynpro application is taken (to
use MIME objects, such as pictures and style sheets for visualization). You can
change the parameter for using custom CI-style guides. Default value: OpenText
SAP-LANGUAGE
Only EN, DE, and FR are allowed at the moment.
SAP-SYSTEM-LOGIN-BASIC_AUTH
If you have sap-system-login-basic_auth=X in the URL, a session cookie is
created. That is the reason why you can still load the application without re-
authentication. If you have the IE Developer Toolbar, you can clear session
cookies and try again. It will ask for credentials then.
SHOW_BANNER
Enter Y to show banner images (default setting). To deactivate banners, set the
value to N.

29.4.12 KPI header text for Web Dynpro download

The KPI field names are delivered with English titles and header texts. The header
short text is used for the KPI Dashboard download to Excel.

In the VIM Invoice Configuration (see “Customizing menu” on page 879), open
Maintain Header Text for KPI Download.

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29.4.13 KPI user parameter

Every time the KPI Dashboard is opened, the filter has the following setting:

Time Range FROM

Current month/year minus a user specific number of months (user parameter /
OPT/VIM_KPI_MONTHS)

Time Range TO
Current month/year
Company Code Group
All

Channel
All

With the user parameter /OPT/VIM_KPI_MONTHS, you can set the KPI Dashboard
Time Range filter From. The value entered represents the number of months that
the KPI Dashboard goes into the past to collect data. The value must be a number
between 1 and 12. Other values are not allowed.

For users without this user parameter, the default value of 8 months is used.

Note: The KPI constant FILTER_START_PERIOD can be set to date that is higher
than the time range calculated as current month/year minus user specific
number of months. In this case, the value FILTER_START_PERIOD is used for
the initial display.

Example: FILTER_START_PERIOD is 201106 and the calculated Time Range FROM value
would be 201103. In this case, the initial display uses 201106.

29.4.14 Checking channel IDs

Channels indicate where the invoices come from. The Channel IDs should have been
customized already in the General Configuration. See “Maintaining channels”
on page 130.

In the VIM Invoice Configuration, navigate to the menu path OpenText Vendor
Invoice Management Invoice Solution > Document Processing Configuration >
General Configuration > Incoming Document Processing > Maintain Channels.

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Make sure that all relevant VIM import channels that you want to see in the KPI
Dashboard are included in the table.

Important
The Web Dynpro application of the KPI Dashboard can display a maximum of
10 channels.

29.5 Troubleshooting
29.5.1 Problems with Excel download
Users might have problems downloading the KPI data from the Dashboard to Excel.
In this case, change the browser’s internet security settings in the Downloads sub
tree as shown in the following screenshot:

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29.5.2 Communication error on accessing Web Dynpro page

After successfully signing in to SAP NetWeaver Portal, users may get a
COMMUNICATION_ERROR when accessing to the Web Dynpro page.

In this case, check the settings of the RFC destination IGS_RFC_DEST (TCP/IP
connection) on the backend system. Set the Program ID to IGS.<SID>; where SID is
the System ID of the SAP ERP system.

Perform a Connection Test.

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If the connection is successful, users should be able to access the KPI Dashboard
using the Web Dynpro page.

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Chapter 30

Automation report

30.1 Overview
The automation report is a tool that provides data about automated and manual
processing steps of VIM documents. For more information, see Section 5 “Using the
Automation Report” in OpenText Vendor Invoice Management for SAP Solutions -
Reference Guide for Invoice Solution (VIME-RGD).

Important
Data for the automation report is based on change documents for object class /
OPT/VIM_IDXDAT, which is a completely new feature with VIM 7.0 SP2.
Therefore, it is not possible to show automation data for documents that have
been processed in older VIM versions.

30.2 Periodic jobs - ATM collection report

The ATM collection report fills the /OPT/VT_ATM_SRC table, which contains data
about automated and manual processing steps of VIM documents. The table
contents can be viewed and evaluated directly by standard SAP reports or custom
reports (for example based on SQVI).

The VIM program “automation report” allows you to view and export the table
contents.

To run the ATM collection report:

1. Run the /OPT/VR_ATM_COLLECTION program.

Run frequency
OpenText recommends that you run this report daily, in delta mode, in the
background.

2. Configure the following parameters for the ATM collection report:

Main selection fields

You can leave the selection fields Company Code and Document Id empty.

Processing options

Delta mode
To run the ATM collection report in delta mode, select this check box.
This is the default setting.

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To run the ATM collection report in full mode, clear the check box. You
need the full mode only if the data structures have been changed. This
may be the case when a new VIM SP is installed.
Note: Review the Release Notes of the SP to confirm if a full mode
run is necessary.
Test mode
To run the ATM collection report in test mode, select this check box.
This setting will display the collected data in an ALV grid before saving
the result to the database.

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Central Reporting infrastructure

The Central Reporting infrastructure provides reporting across the landscape in

multiple backend systems. In single system scenarios, it also provides useful
reporting. It provides several reports that enable you to measure certain properties
of VIM documents and their work items, in order to optimize working with VIM. In
particular, the following reports are provided:

• Summary Report (see Section 8 “Using the Summary Report” in OpenText Vendor
Invoice Management for SAP Solutions - Reference Guide for Invoice Solution (VIME-
RGD))
• Central Audit Report (see Section 9 “Using the Central Audit Report” in
OpenText Vendor Invoice Management for SAP Solutions - Reference Guide for Invoice
Solution (VIME-RGD))
• Key Process Analytics Report (see Section 10 “Using the Key Process Analytics
Report” in OpenText Vendor Invoice Management for SAP Solutions - Reference Guide
for Invoice Solution (VIME-RGD))
• Exception Analysis Report (see Section 11 “Using the Exception Analysis Report”
in OpenText Vendor Invoice Management for SAP Solutions - Reference Guide for
Invoice Solution (VIME-RGD))
• Productivity Report (see Section 12 “Using the Productivity Report” in OpenText
Vendor Invoice Management for SAP Solutions - Reference Guide for Invoice Solution
(VIME-RGD))
• Aging Report (see Section 13 “Using the Aging Report” in OpenText Vendor
Invoice Management for SAP Solutions - Reference Guide for Invoice Solution (VIME-
RGD))

Aggregation To ensure good performance for the reports in Central Reporting, the data used for
the reports must be aggregated and saved in Reporting Data Tables. To achieve this
goal, the data is prepared in several different activities:

1. The Collection Report, the User Master Report and the Text Master Report get master
data and transaction data from their original tables and save the data in the
Source Data Tables. See “Scheduling the Collection Report” on page 916 for
details.
2. The Aggregation Report selects data from the Source Data Tables (in different
logical systems, if required), aggregates, transforms and saves the data in the
Reporting Data Tables of the current system. See “Scheduling the Aggregation
Report” on page 921.
3. The reports in Central Reporting are end user reports based on the content of the
Reporting Data Tables.

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Configuration To configure Central Reporting, you have to perform the following steps:
steps
1. Maintaining logical systems and System Landscape Directory (SLD)
2. Running the Aggregation Report for the CUST_PREFL group
3. Creating variants of the Aggregation Report for each group
4. Maintaining report tables
5. Activating Central Reporting Baseline
6. Scheduling batch jobs for Central Reporting:

• Collection Report
• User Master Report
• Text Master Report
• Aggregation Report with variants for each aggregation group

Groups Data in Source Data Tables changes during the use of VIM. Therefore, the
aggregation of data to the Reporting Data Tables must run regularly. OpenText
strongly recommends scheduling batch jobs for this purpose. For different tables, the
necessary frequency to update will differ considerably. For example, the SAP
Vendors Table will change much less frequently than the Workitem Agents Table.
For this reason, several default groups, comprising specific tables, are set up for the
aggregation:

Groups beginning with OTH* are used by the Central Audit Report only. The other
groups are used by the other central reports.

CUST_PREFL
Comprises Roles and Exception Mapping. This group is used to prefill the
customizing tables for roles and exceptions (see “Activating Central Reporting
Baseline and maintaining reporting tables” on page 912) to ease customizing.
TRANSACT
Comprises Document Header, Workitem, Workitem Activities, and Workitem
Agents. This group will have to be executed most frequently because its content
is changed most frequently.
MASTER
Comprises Company Codes, Vendors, and Document Types.
USER
Comprises Users and the assignment of users to organizational objects within
SAP Organizational Management.
KPI
Builds up the KPIs which are offered by the KPI Dashboard.
Scheduling the Aggregation Report for the KPI group is only required if you
want to use the KPI Dashboard. See “KPI Dashboard“ on page 867.

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 Scheduling the Aggregation Report for the following groups is only necessary in a
multiple backend system.

OTH_MASTER
Recommended to run once. Depending on how frequently Parking Reasons,
Process Type Definitions and Blocking Reasons are maintained, schedule the job
accordingly.
OTH_DCHEAD
Recommended to run twice a day. The frequency can vary depending on
business needs. Group ID OTH_DCHEAD replicates the data from table /OPT/VT_
DOC_HEAD to the Central System. This table is useful for Central Audit Report
output.
OTH_VMHEAD
Recommended to run twice a day. The frequency can vary depending on
business needs. Group ID OTH_VMHEAD replicates the data from table /OPT/VIM_
1HEAD to the Central System. This data replication is useful for system wide
duplicate check for an incoming invoice.
OTH_AGENT
Recommended to run twice a day. The frequency can vary depending on
business needs. Group ID OTH_AGENT replicates the data from table /OPT/VT_
WI_AGENT to the Central System. This data replication is useful for current agent
display in the Central Audit Report.

Baseline To display the groups that are delivered with Baseline, run the /n/OPT/SPRO
groups transaction and navigate to OpenText Vendor Invoice Management Invoice
Solution > Cross Component Configuration > Central Reporting > Aggregation
Infrastructure > Aggregation report groups.

Note: OpenText strongly recommends that you do not change the Baseline
groups.

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Target data To display the Baseline target data tables that will be filled by the Aggregation
tables Report, run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice
Management Invoice Solution > Cross Component Configuration > Central
Reporting > Aggregation Infrastructure > Aggregation report target tables.

Target and source tables are displayed, depending on the Aggregation Group ID.

Note: OpenText strongly recommends that you do not change the Baseline
target data tables.

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31.1 Configuring the System Landscape Directory

(SLD)
You can configure the System Landscape Directory (SLD) by running the /N/OPT/
VIM_SLD transaction.

For details, see Section 4.4 “Working with the System Landscape Directory (SLD)” in
OpenText Vendor Invoice Management for SAP Solutions - Scenario Guide for Invoice
Solution (VIME-CCS).

Make sure the following is configured correctly:

Multiple backend landscape

1. Central system – All satellite systems are maintained with proper RFCs and
classifications. The own logical system for the Central system itself is configured

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with classification Central and with RFC destination NONE for system
communication.
2. Satellite system – The Central System logical system name is maintained with
proper RFC and classification. The own logical system for the Satellite system
itself is configured with classification Satellite and with RFC destination NONE
for system communication.

Note: Collection Report, User Master Report, and Text Master Report always
run in all systems involved. The Aggregation Report runs only in the central
system.

Single system scenario

1. The concerned system is configured with no RFC destination and the

classification is either blank or Single system landscape.

Note: Collection Report, User Master Report, Text Master Report, and
Aggregation Report all run in the concerned system.

31.2 Maintaining logical systems for the Aggregation

Report
As a prerequisite, you must maintain the logical systems (local system and back end
systems) to be used in the Aggregation Report. You define logical systems in table /
OPT/VT_A_BKESYS, using the /OPT/VIM_ABE transaction:

To maintain logical systems for the Aggregation Report:

1. To display the Aggregation report: Back end systems screen, run the /OPT/
VIM_ABE transaction.
Alternatively, navigate to OpenText Vendor Invoice Management Invoice
Solution > Cross Component Configuration > Central Reporting >
Aggregation Infrastructure > Back end systems

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 31.2. Maintaining logical systems for the Aggregation Report

2. Click New Entries to add a logical system.

Notes

• As table /OPT/VT_A_BKESYS is also used as a check table for other data,

you must insert an entry for the local system.
• Add all logical systems you want to use in the Aggregation Report.

3. Optional Define the encoding.

Note: The wrapper function on the logical system returns the source table
content as an XML stream to the central system, because it is not possible
to hand over internal tables as generic types in RFC. If the fields Character
set and Byte order remain blank, the system default will be used. In case
of XML conversion problems during execution of the Aggregation Report,
you can specify the encoding to be used in these fields.

In this case, define the encoding, using the following fields:

Character set
Enter the character set, for example UTF-8.
Byte order
Enter the byte order, for example 1 if the character set uses big endian byte
ordering.
Note: For character sets and byte orders supported by SAP, see the
SAP documentation.

If you are not sure about the correct settings for your system, try the following:

a. In the related back end system, call the SE37 transaction and execute
function module SYSTEM_CODEPAGE.

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The codepage of the system is displayed.

b. Call the SE16 transaction and enter table name TCP00.
c. Use the codepage number returned by the previous function module call
(for example 4103) as selection value for field CPCODEPAGE.
In the selected dataset, the field CPCOMMENT contains most often a
description of the character set it contains (for example ISO-8859-1 or
UTF-16BE).

d. Try this character set first in back end system settings.

31.3 Running the Aggregation Report for the

CUST_PREFL group
You can run the Aggregation Report for all groups, using the SA38 transaction and
program /OPT/VR_A_AGGREGATION. However, OpenText recommends scheduling
batch jobs for the TRANSACT, MASTER, and USER group. In a multiple backend system,
also schedule batch jobs for the groups starting with OTH*.

Important
If you don’t want to use the default mapping from OpenText supplied baseline
content, use the CUST_PREFL group and run the report. Running the
Aggregation Report for the CUST_PREFL group prefills the customizing for
roles and exceptions.

You must manually map roles and exceptions in Central Reporting; see “Activating
Central Reporting Baseline and maintaining reporting tables” on page 912.

To run the Aggregation Report for the CUST_PREFL group:

1. Run the SA38 transaction.

2. Enter program /OPT/VR_A_AGGREGATION and click .

3. Configure the Aggregation Report, using the following parameters:

Group ID
Enter the group ID, in this case CUST_PREFL.

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 31.4. Creating variants of the Aggregation Report for each group

Back end system

If you want to select data only from a subset of back end systems, enter the
back end systems you want to run the Aggregation Report for. If you leave
the field empty, all back end systems will be considered.

Back end related processing

Select this check box to have the Aggregation Report continue even if an
error occurs in one of the back end systems or if data of a back end system
could not be aggregated or modified. A rollback is performed only for the
affected back end system. A commit is performed when all data of the
affected back end system has been modified successfully.
If this check box is not selected, the Aggregation Report cancels if any errors
occur. For all data changes in the central system, a rollback is performed. A
commit is performed when all data is successfully updated.

Asynchronous selection
Select this check box to have a new task opened for every call of the
selection function. If there are more than 35 Reporting Data Tables, this is
required to avoid overflow of buffer when creating generic subroutines
(used to define structures of internal tables dynamically).

Note: If this check box is selected, debugging of the selection function

requires system debugging enabled.

4. To run the Aggregation Report, click .

31.4 Creating variants of the Aggregation Report for

each group
In order to schedule batch jobs for the Aggregation Report, you must create variants
of the Aggregation Report for the TRANSACT, MASTER, USER, and KPI group. In a
multiple backend system, you must also create variants for the groups starting with
OTH*. The variants are included in the batch job, later.

To create variants of the Aggregation Report for each group:

1. Invoke the Aggregation Report screen, see “To run the Aggregation Report for
the CUST_PREFL group:“ on page 910.

2. Enter the Group ID and configure the report for this group, according to your
needs. See Step 3 on page 910.

3. Click to save as variant.

4. In the ABAP: Save as Variant screen, enter Variant name and Description and
save.

5. Repeat the procedure for the other groups.

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31.5 Activating Central Reporting Baseline and

maintaining reporting tables
Note: Before activating the Central Reporting Baseline, make sure, you have
configured the System Landscape Directory (SLD), see “Configuring the
System Landscape Directory (SLD)” on page 907.

Central VIM Baseline delivers exception mapping and role mapping as part of the BC set
Reporting activation. To access these mappings, run the /n/OPT/SPRO transaction and navigate
Baseline
to OpenText Vendor Invoice Management Invoice Solution > Cross Component
Configuration > Central Reporting > Report Table Maintenance. The mappings
have one key field Logical System that remains empty as the logical system key is
not supplied in the Baseline implementation.

If you want to configure custom user roles, add your settings before activating
Central Reporting Baseline. Maintain the roles manually in the Role Mapping
Maintenance without providing the logical system name as the key.

If you want to configure exceptions of your own, add your settings before activating
Central Reporting Baseline. Maintain exceptions in the Exception Mapping
Maintenance without providing the logical system name as the key.

To associate the mappings with the logical systems in the landscape, activate Central
Reporting Baseline by running the /n/OPT/VIM_SYS_ACTIV transaction. It is a one
time activity on each system involved. Perform it as a part of post installation
activity. If you activate Central Reporting Baseline, it provides default mapping of
role IDs and exception IDs from Baseline.

Maintaining If the baseline mapping of roles and/or exceptions does not suit your needs or if you
reporting tables want to enhance the mapping, some maintenance is required, before you can use the
reports in Central Reporting.

You have to perform the following tasks:

• Role Maintenance: Define the roles to be used in the reports. See “To maintain
roles for Central Reporting:“ on page 912.
• Exception Definition Maintenance: Define the exceptions to be reported. See “To
maintain exceptions for Central Reporting:“ on page 913
• Role Mapping Maintenance: Map roles from all the logical systems that have
been maintained for usage in the Aggregation Report. See “To map roles from
several back end systems:“ on page 914.
• Exception Mapping Maintenance: Map exceptions from all the logical systems
that have been maintained for usage in the Aggregation Report. See “To map
exceptions for several back end systems:“ on page 915.

To maintain roles for Central Reporting:

1. In the VIM Invoice Configuration, navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Central

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 31.5. Activating Central Reporting Baseline and maintaining reporting tables

Reporting > Report Table Maintenance > Role Definition and Mapping > Role
Maintenance.

2. Maintain Role ID and Role text.

Click New entries to add roles.

3. Save your settings.

The roles defined here are used to map roles from several back end systems
during Role Mapping Maintenance, see below.

To maintain exceptions for Central Reporting:

1. In the VIM Invoice Configuration, navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Central
Reporting > Report Table Maintenance > Exception Definition and Mapping >
Exception Definition Maintenance.

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2. Maintain Exc. ID and Exception text.

Click New entries to add exception definitions.

3. Save your settings.

The exceptions defined here are used to map exceptions from several back end
systems during Exception Mapping Maintenance, see below.

Once you have run the Aggregation Report for the CUST_PREFL group, the
customizing tables for Role Mapping Maintenance and Exception Mapping
Maintenance are prefilled. To map roles/exceptions from several back end systems,
perform the following steps:

To map roles from several back end systems:

1. In the VIM Invoice Configuration, navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Central
Reporting > Report Table Maintenance > Role Definition and Mapping > Role
Mapping Maintenance.

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 31.5. Activating Central Reporting Baseline and maintaining reporting tables

The columns Product Code and Responsible Party have been prefilled
automatically.

2. Assign the Role ID (as defined in “To maintain roles for Central Reporting:“
on page 912) to each responsible party (role) for specific product code.

3. Save your settings.

To map exceptions for several back end systems:

1. In the VIM Invoice Configuration, navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Central
Reporting > Report Table Maintenance > Exception Definition and Mapping >
Exception Mapping Maintenance.

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The columns Exc. Type and Exc.typeID (Exception Type ID) have been prefilled
automatically.
2. Assign the Exc. ID (as defined in “To maintain exceptions for Central Reporting:
“ on page 913) to each Exception Type ID for specific exception type.

31.6 Scheduling the Collection Report

Important
For archiving object WORKITEM, data must not be data archived before the
Collection Report is run. You must align the interval for data archiving with
the Collection Report runs.

Note: For a description of the KPI Collection Report that is needed for the KPI
Dashboard, see “Collection job” on page 870.

The Collection Report collects data from VIM transactional tables and SAP workflow
tables and populates the Source Data tables. The Source Data tables are later
aggregated by the Aggregation Report into Reporting Data tables.

Scheduling You can schedule the Collection Report by running the /OPT/VR_COLLECTION_
REPORT program with appropriate start date and time in all the systems involved.

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 31.6. Scheduling the Collection Report

OpenText recommends running this report twice a day. However, depending on

how frequently data is needed, you can schedule it accordingly.

Figure 31-1: Collection Report

Cut-off date The only mandatory selection criterion is Creation Date From. You must set this
date. It refers to the cut-off date, the work item creation date. Any invoices that have
been created before this date are not considered in reporting. The (Creation Date) to
field is relevant only for partial load, see “Partial load” on page 917. You can
combine the Creation Date From field with the Creation Time From field. If you
also provide Creation Time From, date and time together decide the cut-off time
period.

Cut-off is important because Central Reporting is based on workflow task container

elements and a DP workflow template that have been created in VIM 5.2. You
cannot use data from VIM versions older than 5.2 for the reports. The cut-off time
period is used to filter out any data that belongs to older versions.

With a new installation, use the installation or go-live date for the Creation Date
From. With an upgrade, use the date of upgrading.

Do not maintain selection parameters other than Creation Date From and Creation
Time From (and to for partial load).

Note: However, you can use the parameters Task and ID for testing purposes.
The parameters refer to the workflow dialog task and the work item ID.

Delta and full Once scheduled, this report always runs in delta mode. Only those work items and
mode documents are considered that have changed since the last run. Delta mode is
default and fixed. To change to full mode, you must clean table /OPT/VT_JOB; see
“Troubleshooting: Cleaning up Central Reporting tables” on page 922.

Partial load VIM provides the “partial load” feature for the Collection Report. Without partial
load, the Collection Report only supported full and delta loads, therefore it was not
possible to collect process information only for a special period of time, which can be

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done using partial load. Partial load also makes it possible to correct any data
inconsistencies that can occur if at least one Collection Report run has been
performed using wrong selection criteria in the past.

To prevent such collection inconsistencies, configure the selection criteria

accordingly. Consider the following:

• What are the longest work item processing times?

• How can you avoid downloading too many already downloaded work items
over and over again?

Note: Further considerations might result from your specific system

environment.

Single processes may still be shown as in process by the Central Reporting tools
but they have already been completed in the meantime. The reason for this could be
that the regular Collection Report delta load (usually scheduled as background job)
only considers work items that have been finished since the last collection run, and
the cut-off date has been set in a too restrictive way; see Example 31-1, “Collection
Report inconsistencies” on page 918.

The partial load feature allows to correct such inconsistencies at any time by
updating all corresponding work items of a certain period of time again.

To run the Collection Report in partial load mode, you use a new selection field
“Work Item Creation Date To” (to) in combination with Creation Date From. If you
provide a value in the to field, the Collection Report runs a “partial load” for the
specified creation date range.

Figure 31-1 on page 917 shows a partial load example for exactly one day.

Note: OpenText recommends that you only run the partial load manually if
really required. Do not schedule the partial load job regularly as a background
job.

Example 31-1: Collection Report inconsistencies

Example work item: creation date 3rd of July, completed by posting on 4th of
July

Creation Date From of the Collection Report: Current system date

Depending on when it is running, the Collection Report will show the

following behavior:

Collection Report run scheduled on 3rd of July

The work item is not finished yet and therefore only downloaded as open
work item.

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 31.6. Scheduling the Collection Report

Collection Report run scheduled on 4th of July

The work item is finished in the meantime but not updated because the
creation date is 3rd of July (selection criteria used is 4th of July, current
system date).

Trying to download the missed work item at a later time will not help anymore
since the date of the last Collection Report run will be enhanced every time
during the regular scheduled job run.

In this example, the Creation Date From is set too restrictive because the
following parameters were ignored:

• the processing time of the work item

• the gap between the data loads

Assume that the longest work item processing time is 2 weeks and (to make it
simple for this example) a download is triggered only once a day (note that the
recommendation is twice a day or even more often). This means that all work
items that were created 15 days or less ago would have to be downloaded
again to ensure that the correct work item status is uploaded.

Creation Date From of the Collection Report: Current system date minus 2
weeks minus gap between the data loads. In our case this is: 4th of July (current
system date) - 14 days - 1 day (gap between the data loads) = 19th of June

Collection Report run scheduled on 4th of July , with Creation Date From set
to 19th of June
The work item is finished in the meantime and is updated because the
creation date is 3rd July.

Example 31-2: Partial load

You can use the to date (partial load) to correct data inconsistencies that
happened in the past.

Assume that the current system date is 14th of October. Since 4th of October,
the upload is correctly done with a Creation Date From as the current system
date minus 15 days; for details, see Example 31-1, “Collection Report
inconsistencies” on page 918. Before 4th of October, the upload was done with
the current date as Creation Date From.

The work item created on 3rd of July still shows the wrong status.

Collection Report run on 14th of October , with Creation Date From set to 3rd
of July , and to date set to 19th of September
All work items created in the given time frame are updated correctly now.

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Partial load may also be an option if the assumed longest work item processing
time was exceeded for a limited period of time in the past (more than 15 days
ago).

Table /OPT/ The last run time of the Collection Report is stored in table /OPT/VT_JOB. At the first
VT_JOB time the Collection Report runs, table /OPT/VT_JOB is empty. Thereafter, the last run
time always gets updated in this table.

Note: If you select Test Mode, the data is not saved to source tables or any
table. Even /OPT/VT_JOB will remain unchanged.

31.7 Scheduling the User Master Report

You can schedule the User Master Report by running the /OPT/VR_USER_MASTER_
REPORT program in all the systems involved. OpenText recommends running this
report twice a day. However, depending on how frequently data is changed and
how frequently it is needed, the report can be scheduled accordingly.

Schedule the User Master Report to run only after a previous run of the Collection
Report because the User Master Report uses the information from the tables filled in
by the Collection Report. So, if the Collection Report has never run, running the User
Master Report will not produce the desired results.

The User Master Report collects additional user information like first name, last
name, and OpenText user ID when new users appear in the system or any changes
happen to users. This information is used, for example, in the Central Audit Report:
You can click a link in the Current Role column to display details of the agents
associated with the role.

The User Master Report always runs in full update mode.

The following screenshot shows the required selection criteria:

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 31.8. Scheduling the Text Master Report

31.8 Scheduling the Text Master Report

The Text Master Report provides texts needed for Exception Reasons that appear in
the Central Audit Report. You can schedule the Text Master Report by running the /
OPT/VR_TEXT_MASTER_REPORT program in all the systems involved. OpenText
recommends running the Text Master Report monthly. It should run after the User
Master Report. Depending on how frequently data is changed and how frequently it
is needed, you can schedule the report accordingly. The Text Master Report always
runs in full update mode.

The following screenshot shows the recommended selection criteria:

31.9 Scheduling the Aggregation Report

You can schedule the Aggregation Report by running the /OPT/VR_A_AGGREGATION
program with the appropriate Group IDs in the Central System only. See “Central
Reporting infrastructure“ on page 903.

The Aggregation Report depends on the results of the Collection Report. Therefore,
schedule the Collection Report, the User Master Report, and the Text Master Report
before the Aggregation Report.

Example: The User Master Report runs every Sunday at 20:00. The Aggregation Report with
group USER should be scheduled afterwards, for example every Sunday at 20:10. If the
Aggregation Report would be scheduled before the User Master Report, for example at 19:00,
it would result in user data that is almost one week old.

Single system In a single system scenario, the Central System is the same as the current system.
Schedule the Aggregation Report with all Group IDs, except the Group IDs that start
with OTH_*.

Multiple In a multiple backend system, schedule the Aggregation Report with all Group IDs,
backend including the Group IDs that start with OTH_*.

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31.10 Troubleshooting: Cleaning up Central Reporting

tables
Important
The Program to clean up VIM report tables is for internal use, only.

You might need to clean up the Central Reporting tables, for example to reload data
after fixing some issues. Whereas VIM Analytics bases on real time VIM tables,
Central Reports base on tables that are not real time. Collection Report, User Master
Report, and Text Master Report pull information from real time VIM tables and
provide data to Source Data Tables. The Aggregation Report selects data from the
Source Data Tables and provides data to the Reporting Data Tables. As Source Data
Tables and Reporting Data Tables are not real time, these tables can be reloaded.

Note: All VIM runtime tables, for example /OPT/VIM_1HEAD, remain

untouched.

In a first step, consider if it is really required to completely clean up the Central

Reporting tables, or if there is just a special time frame with inconsistencies:

• If you know that there is a special time frame with inconsistencies, you can use
the partial load mode of the report /OPT/VR_COLLECTION_REPORT to correct it.
See “Partial load” on page 917.
• If you cannot identify which inconsistencies occurred, you can use the cleanup
report /OPT/VR_CLEAN_TABLES (see “Cleanup report” on page 922) and reload
all reporting data afterwards again; see “To reload reporting data:“
on page 923.

Cleanup report To run the cleanup report, run the SA38 transaction with program /OPT/VR_CLEAN_
TABLES.

Report Tables
Select this check box to delete Reporting Data Tables.
Important
This will clean up all data in the end user Central Reports.

Source Tables
Select this check box to delete Source Data Tables.

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 31.11. Maintaining thresholds for the Key Process Analytics Report

This will not impact the end user Central Reports, except the Central Audit
Report.

Note: If you reload the whole data, consider the corresponding data volume
that needs to be reloaded.

To reload reporting data:

1. Run the reports /OPT/VR_TEXT_MASTER_REPORT and /OPT/VR_USER_MASTER_

REPORT regardless of the overall data volume.

2. If the data volume is extremely high, use the partial load mode of the Collection
Report to reload the data in buckets. For example, always gather three months
of data, starting from the go-live-date until today.
If the data volume is small, run the Collection Report in the regular mode (with
go-live-date as start date). This results in a “full load” for the very first time. All
later runs are considered as “delta loads”.

3. After data is completely reloaded (either by some “partial loads” or just one
“full load”), schedule the Central Reporting reports as described in “Scheduling
the Collection Report” on page 916 and the subsequent sections.

31.11 Maintaining thresholds for the Key Process

Analytics Report
The Key Process Analytics Report provides a threshold functionality for the
following report panels:

• Total Liability panel

• Processed / In Process Documents panel
• First Pass panel

You can define threshold values for an attention status and a critical status. If the
attention value is exceeded in a cell (or falls below it for the First Pass panel), the cell
is highlighted in orange. If the critical value is exceeded in a cell (or falls below it for
the First Pass panel), the cell is highlighted in red.

The following screenshot shows an example in the Total Liability panel:

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To control the threshold functionality, you must maintain the following

corresponding constants:

• “Constant KPA_TS_1STPASS_NO” on page 925

• “Constant KPA_TS_1STPASS_PERC” on page 927
• “Constant KPA_TS_LIAB_AMOUNT1” on page 928
• “Constant KPA_TS_LIAB_AMOUNT2” on page 929
• “Constant KPA_TS_LIAB_AMOUNT3” on page 930
• “Constant KPA_TS_PROCDOCS_NO” on page 931
• “Constant KPA_TS_PROCDOCS_PERC” on page 932

To maintain thresholds for the Key Process Analytics Report:

1. To enter the WebFlow Constant Table where you maintain the constants, run
the /n/OPT/VIM_KPA_CFG transaction.
Alternatively, in the VIM Invoice Configuration, navigate to OpenText
Vendor Invoice Management Invoice Solution > Cross Component
Configuration > Central Reporting > Maintain Constants > Maintain
Constants for Key Process Analytics.

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 31.11. Maintaining thresholds for the Key Process Analytics Report

2. To maintain a constant, double-click its line.

31.11.1 Constant KPA_TS_1STPASS_NO

Using this constant, you set the thresholds for the Total # First Pass fields in the
First Pass panel. KPA_TS_1STPASS_NO comprises 6 different values separated by a
semicolon:

<Value1>;<Value2>;<Value3>;<Value4>;<Value5>;<Value6>
where you must replace all <value> fields with a number, as follows:

• Value 1 and 2 define the lower and upper threshold for the total number of First
Pass PO Invoices.
• Value 3 and 4 define the lower and upper threshold for the total number of First
Pass NPO Invoices.
• Value 5 and 6 define the lower and upper threshold for the total number of all
First Pass Invoices.

If the total number of First Pass invoices is lower than value 1/3/5, the respective cell
is marked red.

If the total number of First Pass invoices is greater or equal than value 1/3/5 but
lower than value 2/4/6, the respective cell is marked orange.

If any of the values is not maintained, the respective check is not done and the cell
will not be colored.

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Example 31-3: Constant KPA_TS_1STPASS_NO - all values

If the total number of First Pass PO Invoices is lower than 10,000, the respective
cell will be marked red.

If the total number of First Pass PO Invoices is greater or equal than 10,000 but
lower than 30,000, the respective cell will be marked orange.

If the total number of First Pass NPO Invoices is lower than 10,000, the
respective cell will be marked red.

If the total number of First Pass NPO Invoices is greater or equal than 10,000
but lower than 30,000, the respective cell will be marked orange.

If the total number of all First Pass Invoices is lower than 20,000, the respective
cell will be marked red.

If the total number of all First Pass Invoices is greater or equal than 20,000 but
lower than 60,000, the respective cell will be marked orange.

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 31.11. Maintaining thresholds for the Key Process Analytics Report

Example 31-4: Constant KPA_TS_1STPASS_NO - values only for 1 line

The total number of first pass invoices is checked against the thresholds for the
All Invoices line, only.

If the total number of all First Pass Invoices goes below 20,000, the respective
cell will be marked red.

If the total number of all First Pass Invoices is greater or equal than 20,000 but
lower than 60,000, the respective cell will be marked orange.

31.11.2 Constant KPA_TS_1STPASS_PERC

Using this constant, you set the thresholds for all percentage fields in the First Pass
panel. KPA_TS_1STPASS_PERC comprises 6 different values separated by a
semicolon:

<Value1>;<Value2>;<Value3>;<Value4>;<Value5>;<Value6>
where you must replace all <value> fields with a percentage quotation, as follows:

• Value 1 and 2 define the lower and upper threshold for the percentage of First
Pass PO Invoices.
• Value 3 and 4 define the lower and upper threshold for the percentage of First
Pass NPO Invoices.
• Value 5 and 6 define the lower and upper threshold for the percentage of all First
Pass Invoices.

If the percentage of First Pass invoices is lower than value 1/3/5, the respective cell is
marked red.

If the percentage of First Pass invoices is greater or equal than value 1/3/5 but lower
than value 2/4/6, the respective cell is marked orange.

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If any of the values is not maintained, the respective check is not done and the cell
will not be colored.

Example 31-5: Constant KPA_TS_1STPASS_PERC

If the percentage of First Pass PO Invoices/First Pass NPO Invoices/all First

Pass Invoices goes below 0.1%, the respective cell will be marked red.

If the percentage of First Pass PO Invoices/First Pass NPO Invoices/all First

Pass Invoices is greater or equal than 0.1% but lower than 1%, the respective
cell will be marked orange.

31.11.3 Constant KPA_TS_LIAB_AMOUNT1

Using this constant, you set the thresholds for the amount of blocked documents in
the Total Liability panel. KPA_TS_LIAB_AMOUNT1 comprises 3 different values
separated by a semicolon:

<Value1>;<Value2>;<Value3>
where you must replace all <value> fields with data, as follows:

• Value 1 defines the currency.

• Value 2 and 3 define the lower and upper threshold for the amount of Blocked
Documents.

If the amount of Blocked Documents is greater than the lower threshold but smaller
or equal than the upper threshold, the respective cell is marked orange.

If the amount of Blocked Documents exceeds the upper threshold, the respective cell
is marked red.

The currency value must be maintained if you want to use the threshold
functionality. If any of the other values is not maintained, the respective check is not
done and the cell will not be colored.

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 31.11. Maintaining thresholds for the Key Process Analytics Report

Example: A Constant Value of USD;;20000 results in the following:

If the amount of Blocked Documents is greater than 20,000 USD, the respective cell is marked
red. The cell will never be marked orange because the respective value is not maintained.

Example 31-6: Constant KPA_TS_LIAB_AMOUNT1

If the amount of Blocked Documents is greater than 10,000 USD but smaller or
equal than 20,000 USD, the respective cell is marked orange.

If the amount of Blocked Documents is greater than 20,000 USD, the respective
cell is marked red.

31.11.4 Constant KPA_TS_LIAB_AMOUNT2

Using this constant, you set the thresholds for the amount of parked documents in
the Total Liability panel. KPA_TS_LIAB_AMOUNT2 comprises 3 different values
separated by a semicolon:

<Value1>;<Value2>;<Value3>
where you must replace all <value> fields with data, as follows:

• Value 1 defines the currency.

• Value 2 and 3 define the lower and upper threshold for the amount of Parked
Documents.

If the amount of Parked Documents is greater than the lower threshold but smaller
or equal than the upper threshold, the respective cell is marked orange.

If the amount of Parked Documents exceeds the upper threshold, the respective cell
is marked red.

The currency value must be maintained if you want to use the threshold
functionality. If any of the other values is not maintained, the respective check is not
done and the cell will not be colored.
Example: A Constant Value of USD;;20000 results in the following:

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If the amount of Parked Documents is greater than 20,000 USD, the respective cell is marked
red. The cell will never be marked orange because the respective value is not maintained.

Example 31-7: Constant KPA_TS_LIAB_AMOUNT2

If the amount of Parked Documents is greater than 5,000 USD but smaller or
equal than 15,000 USD, the respective cell is marked orange.

If the amount of Parked Documents exceeds 15,000 USD, the respective cell is
marked red.

31.11.5 Constant KPA_TS_LIAB_AMOUNT3

Using this constant, you set the thresholds for the amount of pre-process documents
in the Total Liability panel. KPA_TS_LIAB_AMOUNT3 comprises 3 different values
separated by a semicolon:

<Value1>;<Value2>;<Value3>
where you must replace all <value> fields with data, as follows:

• Value 1 defines the currency.

• Value 2 and 3 define the lower and upper threshold for the amount of Pre-
Process Documents.

If the amount of Pre-Process Documents is greater than the lower threshold but
smaller or equal than the upper threshold, the respective cell is marked orange.

If the amount of Pre-Process Documents exceeds the upper threshold, the respective
cell is marked red.

The currency value must be maintained if you want to use the threshold
functionality. If any of the other values is not maintained, the respective check is not
done and the cell will not be colored.

Example: A Constant Value of USD;;20000 results in the following:

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 31.11. Maintaining thresholds for the Key Process Analytics Report

If the amount of Pre-Process Documents is greater than 20,000 USD, the respective cell is
marked red. The cell will never be marked orange because the respective value is not
maintained.

Example 31-8: Constant KPA_TS_LIAB_AMOUNT3

If the amount of Pre-Process Documents is greater than 20,000 USD but smaller
or equal than 30,000 USD, the respective cell is marked orange.

If the amount of Pre-Process Documents exceeds 30,000 USD, the respective cell
is marked red.

31.11.6 Constant KPA_TS_PROCDOCS_NO

Using this constant, you set the thresholds for Total # fields in the Processed / In
Process Documents panel. KPA_TS_PROCDOCS_NO comprises 8 different values
separated by a semicolon:

<Value1>;<Value2>;<Value3>;<Value4>;<Value5>;<Value6>;<Value7>;<Value
8>
where you must replace all <value> fields with a number, as follows:

• Value 1 and 2 define the lower and upper threshold for the total number of
processed PO Invoices.
• Value 3 and 4 define the lower and upper threshold for the total number of PO
Invoices in process.
• Value 5 and 6 define the lower and upper threshold for the total number of
processed NPO Invoices.
• Value 7 and 8 define the lower and upper threshold for the total number of NPO
Invoices in process.

If the number of invoices is greater than the lower threshold but smaller or equal
than the upper threshold, the respective cell is marked orange.

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If the number of invoices is greater than the upper threshold, the respective cell is
marked red.

If any of the values is not maintained, the respective check is not done and the cell
will not be colored.

Example 31-9: Constant KPA_TS_PROCDOCS_NO

There is no check for the total number of processed PO Invoices.

If the total number of PO Invoices in Process is greater than 100,000 but smaller
or equal than 200,000, the respective cell is marked orange.

If the total number of PO Invoices in Process exceeds 200,000, the respective cell
is marked red.

There is no check for the total number of processed NPO Invoices.

If the total number of NPO Invoices in Process is greater than 150,000 but
smaller or equal than 250,000, the respective cell is marked orange.

If the total number of NPO Invoices in Process exceeds 250,000, the respective
cell is marked red.

31.11.7 Constant KPA_TS_PROCDOCS_PERC

Using this constant, you set the thresholds for all percentage fields in the Processed /
In Process Documents panel. KPA_TS_PROCDOCS_PERC comprises 8 different values
separated by a semicolon:

<Value1>;<Value2>;<Value3>;<Value4>;<Value5>;<Value6>;<Value7>;<Value
8>
where you must replace all <value> fields with a percentage quotation, as follows:

• Value 1 and 2 define the lower and upper threshold for the percentage of
Processed PO Invoices.

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 31.11. Maintaining thresholds for the Key Process Analytics Report

• Value 3 and 4 define the lower and upper threshold for the percentage of PO
Invoices in Process.

• Value 5 and 6 define the lower and upper threshold for the percentage of
Processed NPO Invoices.

• Value 7 and 8 define the lower and upper threshold for the percentage of NPO
Invoices in Process.

If the percentage of invoices is greater than the lower threshold but smaller or equal
than the upper threshold, the respective cell is marked orange.

If the percentage of invoices is greater than the upper threshold, the respective cell is
marked red.

If any of the values is not maintained, the respective check is not done and the cell
will not be colored.

Example 31-10: Constant KPA_TS_PROCDOCS_PERC

There is no check for the percentage of Processed PO Invoices.

If the percentage of PO Invoices in Process is greater than 5.5% but smaller or

equal than 80%, the respective cell is marked orange.

If the percentage of PO Invoices in Process exceeds 80%, the respective cell is

marked red.

There is no check for the percentage of processed NPO Invoices.

If the percentage of NPO Invoices in Process is greater than 50% but smaller or
equal than 80%, the respective cell is marked orange.

If the percentage of NPO Invoices in Process exceeds 80%, the respective cell is
marked red.

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31.12 Configuring the Summary Report

The Summary Report provides the summary of all documents processed through
VIM.

Note: The Summary Report evaluates data from the offline reporting table /
opt/vt_doc_h.

You can configure the report to assign individual document statuses to different
categories and groups.

At the highest level, the summary report distinguishes between invoices and credit
memos. All group IDs created during configuration are applicable to both invoices
and credit memos.

To configure the Summary Report:

1. Run the /n/opt/spro transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > Central
Reporting > Report Table Maintenance > Summary Report Configuration >
Summary Report Maintenance Configuration.

Groups are the highest level unit in the Summary Report. They have one or
more Category IDs assigned to them. In the Report output, groups appear as
headings. Baseline configuration provides the following group IDs:

In process
Invoices that are in VIM processes
Pre Processed
Invoices that are in OCR processing
Processed
Invoices that are posted
Others
Invoices that have statuses, for example Obsolete, or Rescan completed

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 31.12. Configuring the Summary Report

2. To configure the mapping of Category IDs and text, double-click Category id/
text Configuration in the Dialog Structure panel. Each category is assigned to a
group ID. Baseline configuration provides the following category IDs:

3. To configure the assignment of Category IDs and Status Codes, select a

Category line and double-click CategoryID/Status Configuration in the Dialog
Structure panel.

StatusCode
Enter the Status Code for the Category ID. You can assign multiple Status
Codes for each Category ID.
When the Summary Report is run, the program distinguishes the invoice
documents depending on the Status Code. Then, the program categorizes
and displays the Category (text) in the report, as a subsection of the Group.
If the Status Code of a Category is not found in the Summary Report, the
corresponding Category Text is not displayed in the report.

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4. To configure the assignment of Category IDs and Group IDs, double-click

Category/Group ID configuration in the Dialog Structure panel.

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Chapter 32
SRM integration

SAP Supplier Relationship Management (SRM) automates, simplifies, and

accelerates procure-to-pay processes for goods and services. For details on SRM, see
the SAP documentation.

VIM supports the following scenarios for SRM related purchase order invoices:

• Missing goods receipt (GR) for SRM related purchase orders (SRM scenario
“Classic” and “Extended Classic”)
• Quantity discrepancy in invoice for SRM related purchase orders which requires
confirmation in the SRM system (SRM scenario “Classic”)
• Price discrepancy in invoice for SRM related purchase orders which requires
changes in the purchase order located in the SRM system (SRM scenario
“Extended Classic”)

See “Use cases” on page 937 for details.

Note: For details about the scenarios, see “Configuring SRM purchase orders”
on page 941.

This chapter describes the activities necessary for configuring the SRM integration.

32.1 Use cases

The following swimlane diagrams show the scenarios for SRM related purchase
order invoices:

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Figure 32-1: Goods Receipt Missing

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Figure 32-2: PO Quantity Block

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Figure 32-3: PO Price Block

32.2 Determining purchase order types

First, you need to determine if a purchase order (PO) is an SRM related PO.
Therefore, you maintain the PO statuses that are related to SRM.

To determine purchase order types:

1. Run the /N/OPT/SPRO transaction and navigate to the menu path OpenText
Vendor Invoice Management Invoice Solution > PO Based Invoice
Configuration > SRM Integration > SRM PO Statuses.

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2. Check the values in table EKKO, field STATU, for SRM related purchase orders
and maintain the appropriate statuses in the Constant Value field, separated by
semicolons.

3. Click to save your settings.

The function module /OPT/S_DETERMINE_SRM_PO_TYPE uses this constant value
to determine if a purchase order is an SRM related purchase order.

Z constant The Z constant SRM_PO_CHECK for the product code LIX enables you to write custom
SRM_PO_ logic to determine if a particular PO is an SRM PO. You must write the custom logic
CHECK
in a custom function module. This function module is called from the standard
function /OPT/S_DETERMINE_SRM_PO_TYPE. Your custom function module must
have the same interface as the standard function module /OPT/S_DETERMINE_SRM_
PO_TYPE.

32.3 Configuring SRM purchase orders

This section covers the configuration steps for the SRM integration, according to the
scenarios:

• “Missing goods receipt scenario” on page 942

• “Quantity discrepancy scenario” on page 943
• “Price discrepancy scenario” on page 945
• “SRM scenario type” on page 947

To access the respective menu items for this section, run the /N/OPT/SPRO
transaction and navigate to the menu path OpenText Vendor Invoice Management
Invoice Solution > PO Based Invoice Configuration > SRM Integration.

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32.3.1 Missing goods receipt scenario

If an SRM related invoice has a purchase order line item with activated GRIV flag
(Goods Receipt based Invoice Verification) and no goods receipt is posted, an email
will be sent to the SRM user (purchase order requester).

Process type VIM Baseline contains process type 162 for SRM. See “Configuring the process type”
maintenance on page 265 for details on maintaining the process type.

Verify that the following fields are maintained for the SRM process type:

• Workflow Type: SRM System Integration

• Max Retry Counter: Maximum number of retries to send the email for one PO
• Retry Time (Minutes): The email will be sent again after the time internally
maintained here if no Goods Receipt is posted meanwhile. For each time, the
counter is incremented by 1.
• Mail Config ID
• Function Module for Receiver Email, for example /OPT/S_GET_SRM_USER_
EMAIL_ID

• Function Module to send email, for example /OPT/S_DP_EMAIL_NOTIFICATION

Program to Schedule the program /OPT/CR_RERUN_RULES_JOB to clean up the work item

rerun rules waiting after the number of retries exceeds or the time limit from last run exceeds.
This program publishes the events PSS_Completed and
ProcessCompletedExternally which will complete the wait step. The business
rules will be rerun. After the number of retries exceeds or the wait period completes,
the work item will be routed to the AP Processor.

Option to send VIM Baseline contains the option ID 2740 which will enable the AP Processor to
email send an email to the SRM user. You can configure the email text based on the mail
configuration ID maintained in the process option. See “Configuring the SRM mail
infrastructure” on page 948 for details on how to maintain the email text.

Note: The baseline configuration for process option 2740 always uses the send
function /OPT/S_DP_EMAIL_NOTIFICATION. The possibility to set a custom
send function in the configuration for process type 162 (see “Process type
maintenance” on page 942) has no effect on process option 2740.

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32.3.2 Quantity discrepancy scenario

An invoice based on an SRM purchase order might be blocked due to quantity
discrepancy. In this case, an email will be sent to the SRM user (purchase order
requester) and the workflow will be in delay status.

In the quantity discrepancy scenario, you need to maintain the DP process type for
the Missing goods receipt scenario; see “Missing goods receipt scenario”
on page 942. The SRM process type will be used to determine attributes like the
delay time and get the receiver email ID.

To configure the Quantity Block process type:

1. Run the SM30 transaction to maintain table /PTGWFI/Z_CONST, and locate the
record with Product Code LIX and Constant SRM_QTY_BLK_PROCTYPE.

2. Enter the SRM Quantity Block process type in the Constant Value field. The
OpenText Baseline value is 162.
The maximum number of days (delay time) will be based on the process type.
The delay time will be calculated as the Maximum Number of retry time
multiplied by the Maximum Retry time limit.
The Email Receiver function module to get the receivers is also derived from the
process type.

3. Click to save your settings.

To configure the mail configuration ID:

1. In the VIM Invoice Configuration, under SRM Integration (see “Configuring

SRM purchase orders” on page 941), open SRM Quantity Block Mail config
ID.

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2. Enter the mail configuration ID in the Constant Value field and save your
settings. For details on the mail configuration ID, see “Configuring the SRM
mail infrastructure” on page 948.

You must determine the initial actor who will receive the work item after the wait
period completes.

To determine the initial actor:

1. In the VIM Invoice Configuration, under SRM Integration (see “Configuring

SRM purchase orders” on page 941), open SRM Quantity Block Proxy Role.

2. Enter the initial actor's role in the Constant Value field and save your settings.

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32.3.3 Price discrepancy scenario

For the price discrepancy scenario, the following conditions must apply:

• The invoice is based on an SRM purchase order.

• The SRM scenario type is “Extended Classic”.
• The invoice has a price block.

If these conditions apply, an email will be sent to the SRM requester to change the
purchase order. The workflow will be in wait status for the specified time, based on
the configuration. After the time has lapsed or the block has been removed, the work
item will be completed.

In this scenario, you must perform the following configuration steps.

The mail configuration ID is used for sending emails out. You can modify the actual
email content, see “Configuring the SRM mail infrastructure” on page 948.

To configure the mail configuration ID:

1. In the VIM Invoice Configuration, under SRM Integration (see “Configuring

SRM purchase orders” on page 941), open SRM Price Block Mail config ID.

2. Enter the mail configuration ID in the Constant Value field and save your
settings. For details on the mail configuration ID, see “Configuring the SRM
mail infrastructure” on page 948.

To configure the email receiver function module:

1. In the VIM Invoice Configuration, under SRM Integration (see “Configuring

SRM purchase orders” on page 941), open SRM Price Block Email Func
Module.

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2. Enter /OPT/S_GET_SRM_USER_EMAIL_ID in the Constant Value field and save

your settings.
The constant value function module determines the SRM user email.

You must determine the initial actor who will receive the work item after the wait
period completes.

To determine the initial actor:

1. In the VIM Invoice Configuration, under SRM Integration (see “Configuring

SRM purchase orders” on page 941), open SRM Price Block Proxy Role.

2. Enter the initial actor's role in the Constant Value field and save your settings.

After the workflow has sent an email to the SRM user, the workflow is in wait
status. You can configure the amount of time for the wait period.

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To configure the wait period:

1. In the VIM Invoice Configuration, under SRM Integration (see “Configuring

SRM purchase orders” on page 941), open SRM Price Block Delay days.

2. Enter the amount of time for the wait period (in minutes) in the Constant Value
field and save your settings.

32.3.4 SRM scenario type

The SRM scenario type determines which SRM scenario you use. Possible values are
“Extended Classic” or “Classic”.

Note: For the price discrepancy scenario, only the “Extended Classic” SRM
scenario is relevant.

To configure the SRM scenario type:

1. In the VIM Invoice Configuration, under SRM Integration (see “Configuring

SRM purchase orders” on page 941), open SRM Scenario type.

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2. Enter EXTENDED_CLASSIC or CLASSIC in the Constant Value field and save your
settings.

32.4 Configuring the SRM mail infrastructure

The SRM mail infrastructure creates emails for the following SRM scenarios:

• Missing goods receipt scenario

• Quantity discrepancy scenario
• Price discrepancy scenario

Email body and email subject base on the business object type and object key.

Email format The SRM email notification can be sent in different formats. The format is configured
in Z Constant (product code 005) REM_MAIL_DOCTYPE . Default value is RAW. This
email format is used globally for all kind of email notification : Reminder
notification, Approval notification, and SRM notification.

The notification emails can be sent in HTML format with readable formatting and
invoice data presented in the form of HTML tables. To enable this functionality, you
must set the constant 005 / REM_MAIL_DOCTYPE to HTM. In the /OPT/VIM_8CX50
transaction, you must configure the Email Type to be Internet Email.

The following screenshot shows the general format of the emails.

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 32.4. Configuring the SRM mail infrastructure

To configure the SRM mail infrastructure:

1. In the VIM Invoice Configuration, under SRM Integration (see “Configuring

SRM purchase orders” on page 941), navigate to Mail Setup > Mail
Configuration.

2. To add a new entry in the Mail config definition overview screen, click New
Entries in the application tool bar.

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3. Define the mail configuration, using the following parameters:

Object type
Enter the VIM object type. The following values are possible:

/OPT/V1001
Object type for DP

/OPT/LIV
Object type for blocking

Text Block 1
Enter a text object for the email context header, like addressing and
description of the issue. For example, /OPT/VIM_DP_SRM_QTY_HEADER is a
text for the DP email header.

Note: You can maintain text objects using the SO10 transaction.

Text Block 2
Enter a text object for the URL Header; for example, /OPT/VIM_DP_SRM_
QTY_URL_HEAD.

Text Block 3
Enter a text object for the conclusion and/or the address of the email
generating location. For example, /OPT/VIM_DP_SRM_QTY_FOOTER is a text
for the email footer.

Include Image Attachment

Select this check box to attach the invoice image to the email.

URL Function Module

Enter the function module that will generate the URL for user reference.
This URL will contain the tracking information for the PO. For example, the

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function module /OPT/CNOTIF_GET_URL_LIST populates the URL with the

following parameters:
Importing parameters

I_MAIL_CFG_ID
Mail configuration ID
I_OBJTYPE
Object type
I_OBJKEY
Object key

Exporting parameters

T_URL
Table of URLs

URL
Enter a URL that is used in the mail body, in case the URL generating
function module is not maintained.
Line Item Function Module
Enter the function module that will populate the line item information and
construct the table. For example, the function module /OPT/CNOTIF_GET_
LINE_ITEM_DATA will populate the line item information with the following
parameters:
Importing parameters

I_MAIL_CFG_ID
Mail configuration ID
I_OBJTYPE
Object type
I_OBJKEY
Object key
I_GROUP_BY
Group by (used as SRM PO Requester in baseline)

Exporting parameters

T_LINE
Table parameter, with PO line item information

4. To configure the mail fields which need to be populated in the email content,
double-click Mail field list and description in the Dialog Structure panel.

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The list shows all object key fields that can be shown in the email. These fields
derive from the object type defined in Step 3 on page 950.

5. Maintain the field description.

Note: You can maintain the field description in different languages.

Therefore, log in using a different language.

6. To configure the mail subject line, double-click Mail subject/Title in the Dialog
Structure panel.

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Maintain the (language dependent) mail subject. The mail sending function
module will populate the appropriate subject if it is not set while invoking the
mail.

You must enable the email sending program to send invoice images as attachments
with the correct file extension. Therefore, you maintain the attachment extensions
for each archive object type.

To maintain the archiving image file extensions:

1. In the VIM Invoice Configuration, under SRM Integration (see “Configuring

SRM purchase orders” on page 941), navigate to Mail Setup > Maintain
Archiving Image file extentions.

2. Enter the file extension for the archive object type.

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In the example, the Image File extension TIF is maintained for the archive
object type /OPT/ICC. For /OPT/ICC, invoice images will be archived and
attached to emails as *.TIF.

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Chapter 33
PDF log

At various locations throughout VIM, a PDF log can be created. At the beginning of
the VIM process, it is possible to create PDFs of incoming IDocs. At the end of the
VIM process, it is possible to automatically create a PDF history log.

Note: If any issues occur during the creation of the PDF log, a log message is
written to the application log for the /OPT/VIM object with subobject DP. For
more information about the application log and how to display log messages,
see Section 9.7 “Working with the application log” in OpenText Vendor Invoice
Management for SAP Solutions - Administration Guide (VIME-AGD).

33.1 Customizing profiles for the PDF log

You configure the PDF log within a profile. This profile describes all settings for the
creation of the PDF log. You assign this profile to a VIM process step.

The following customizing steps are necessary:

• “Defining profiles for the PDF log” on page 955

• “Assigning profiles to VIM process steps” on page 957

33.1.1 Defining profiles for the PDF log

In this step, you configure the general profile settings used by the PDF log during
runtime.

To define the profile for the PDF log:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > PDF Log >
Maintain Customizing Profiles.

2. In the Define Profiles screen, define the profile, using the following parameters:

PDF Profile
Enter the unique ID of the profile.
Profile Description
Enter the description of the profile.
PDF Log Class
Enter the name of the class containing the logic for creation of the PDF log.
As an example, see the /OPT/CL_C_PDF_LOG class for the PDF history log,
which is delivered with the baseline.

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You can enhance the baseline classes for the specific PDF log by redefining
components of the class within a custom class, which you can maintain
instead of the baseline class.
PDF Form Type
Enter the type of the PDF form.
There are different ways to create a PDF file in a SAP ERP system, for
example by creating a local spool request, by using SAP Script, SAP Smart
Forms, or SAP Interactive Forms by Adobe. SAP Smart Forms are included
in the baseline delivery. Currently, Smart Forms is the only available entry
for this field. However, it is also possible to redefine the logic of the PDF log
classes within custom classes to support other techniques, for example SAP
Interactive Forms.
Form Name
Enter the name of the SAP Smart Forms form.
As an example, see the /OPT/C_WORKFLOW_HISTORY01 SAP Smart Form for
the PDF history log, which is delivered with the baseline.
You can copy the SAP Smart Forms of the baseline using the smartforms
transaction and adjust them to your needs. You can maintain the adjusted
Smart Form in the Form Name box instead of the baseline Smart Form.
PDF Language
Select the language to be used for the PDF log. The following values are
available:
Fixed Language
A fixed language key is used for the PDF log. If you enter Fixed
Language, it is necessary to enter a value in the Language box.

Company Code Language

The language key of the company code of the DP document is used for
the PDF log.
System Language
The language key of the current system (sy-langu) is used for the PDF
log.

Language
If you have selected Fixed Language in the PDF Language field, enter the
language, for example EN, in this box.
PDF Timezone
Select the time zone to be used for time values in the PDF log. The following
values are available:
Fixed Time Zone
A fixed time zone is used for the PDF log. If you enter Fixed Time
Zone, it is necessary to enter a value for the Time Zone box.

System Time Zone

The time zone of the current system is used for the PDF log.

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Time Zone of Current User

The time zone of the current user (sy-zonlo) is used for the PDF log.

Time Zone
If you have selected Fixed Time Zone in the PDF Timezone field, enter the
time zone in this box.

Document type
Enter the archive document type to be used for archiving the PDF log.
Important
The document type must be different from the one used for the
invoice image.

Overwrite
Select this check box to overwrite PDF logs that have already been linked to
the DP document and its SAP invoice with the same archive document type.
Selecting the Overwrite check box deletes the physical PDF log and its links
to the DP document and the SAP invoice.

33.1.2 Assigning profiles to VIM process steps

A VIM process step defines the point in time when the PDF log is created. Currently
there are two possible VIM process steps:

VIM process is finished

The VIM process is finished as soon as the DP document workflow is finished.
The VIM process history can be rendered to a PDF file.

Note: There are old scenarios (direct posting/direct parking scenario)

which do not have a DP document workflow running. In this case, this
process step is not triggered.

IDoc to PDF Invoice Creation

An invoice comes in through an IDoc. The mapped IDoc data can be rendered to
a PDF file.

To assign a profile to a VIM process step:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > PDF Log >
Maintain Customizing Profiles.

2. In the Dialog Structure, double-click Assign Profiles to VIM Process Steps.

3. In the Assign Profiles to VIM Process Steps screen, assign a profile to a

combination of VIM Process Step and Company Code.
If you leave Company Code empty, the setting is used for all company codes.

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33.2 PDF rendition of IDocs

You can use the PDF log to render PDF documents from incoming Idocs. For more
information, see “Rendering IDocs to PDF” on page 146.

33.3 PDF history log

At the end of the VIM process, it is possible to automatically create a PDF log file
with history information of the VIM process. This PDF history log comprises the
logged process activities and approval activities of the DP document and its SAP
invoice. It also comprises the workflow log in case of blocked PO invoice items. All
comments that have been entered at any of the process and approval steps are
included in the PDF history log file.

The PDF history log file is archived and linked to the DP document and its SAP
invoice.

The following illustration shows an example of a PDF history log.

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33.3.1 Customizing profiles for the PDF history log

You configure the PDF history log within a profile. This profile describes all settings
for the creation of the PDF history log. You assign this profile to a VIM process step.

You must specify that the PDF history log will be created at the end of the VIM
process. To enable the creation of the PDF history log, you must assign the profile
for the PDF history log (default profile: HISTORY) to the VIM process “VIM process
is finished”. Without this, the PDF history log will not be created at the end of the
VIM process.

Note: Within baseline delivery, a profile (HISTORY) is delivered, which

creates a PDF file with history information of the VIM process. This PDF file is
archived and linked to the invoice.

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33.3.1.1 Defining profiles for the PDF history log

In this step, you configure the general profile settings used by the PDF history log
during runtime.

To define the profile for the PDF history log:

1. Run the /n/OPT/SPRO transaction and navigate to OpenText Vendor Invoice

Management Invoice Solution > Cross Component Configuration > PDF Log >
Maintain Customizing Profiles.

2. In the Define Profiles screen, define the profile. The following parameters are
specific for the PDF history log.

Note: For a description of the profile definition for PDF logs in general,
see “Defining profiles for the PDF log” on page 955.

PDF Log Class

The complete logic of the PDF history log is included in the PDF log class /
OPT/CL_C_PDF_LOG, which is delivered with the baseline. You can enhance
the class by redefining components of the class within a custom class, which
you can maintain instead of the baseline class.
Default value: /OPT/CL_C_PDF_LOG

PDF Form Type

Enter the type of the PDF form.
Currently, Smart Forms is the only available entry for this field. However, it
is also possible to redefine the logic of the PDF log class /OPT/CL_C_PDF_
LOG within a custom class to support other techniques, for example SAP
Interactive Forms.
Default value: Smart Forms

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Form Name
Enter the name of the SAP Smart Forms form.
Baseline delivery includes a Smart Form /OPT/C_WORKFLOW_HISTORY01.
You can copy the Smart Form using the smartforms transaction and adjust
it to your needs. You can maintain this adjusted Smart Form in the Form
Name box instead of the baseline Smart Form.
The baseline Smart Form uses the SAP Smart Style /OPT/C_SF_STYLE01 for
the format options of the Smart Form, for example the font and the font size
of headers or default paragraphs. You can copy the Smart Style using the
smartstyles transaction and adjust it to your needs. Additionally, copy the
Smart Form and maintain your new Smart Style in the Output Options tab
of the Form Attributes screen of the Smart Form.
Default value: /OPT/C_WORKFLOW_HISTORY01
Document type
Enter the archive document type to be used for archiving the PDF history
log.

Note: Within baseline, the archive document type /OPT/PDF is

delivered. You must link the archive document type to the VIM
Business Object and to SAP Business Objects. For more information,
see “Linking archive document types to the VIM business object”
on page 40 and “Linking archive document types to SAP business
objects” on page 41.

Default value: /OPT/PDF

Overwrite
Select this check box to overwrite PDF history logs that have already been
linked to the DP document and its SAP invoice with the same archive
document type.
It is possible to create a PDF history log to a DP document manually by
using the /OPT/CR_PDF_LOG report. When using this report, a PDF history
log linked to the DP document and its SAP invoice can already exist.
For more details about the /OPT/CR_PDF_LOG report, see Section 9.6
“Creating a PDF history log file” in OpenText Vendor Invoice Management for
SAP Solutions - Administration Guide (VIME-AGD).
Selecting the Overwrite check box deletes the physical PDF document (the
PDF history log) and its links to the DP document and the SAP invoice. This
PDF history log can either be created manually or automatically.
Default value: <selected>

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33.3.1.2 Assigning the profile to a VIM process step

For general information about assigning profiles to VIM process steps, see
“Assigning profiles to VIM process steps” on page 957.

With baseline delivery, a profile (HISTORY) is delivered, which creates a PDF file
with history information of the VIM process.

To create this PDF history log at the end of the VIM process, you must assign the
profile to the VIM process is finished process step for your company codes. If you
leave Company Code empty, the setting is used for all company codes.

Note: The VIM process is finished process step is triggered only if there is a
DP document workflow running. This is not the case for the old direct posting
and direct parking scenario. If you want to create a PDF history log
nevertheless, use the /OPT/CR_PDF_LOG report. For more information about the
report, see Section 9.6 “Creating a PDF history log file” in OpenText Vendor
Invoice Management for SAP Solutions - Administration Guide (VIME-AGD).

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 Part 4
Special topics
Part 4 Special topics

This part describes the configuration of VIM special topics, like VIM Notifications.

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Chapter 34

Posting Non PO (FI) invoices

34.1 Background posting of Non PO (FI) invoices

VIM offers different ways of posting Non PO invoices in background. Each way has
its own advantages and limitations. This section discusses these ways, with the goal
to help you select the right way to post invoices. The posting BDC IDs that are listed
in this section correspond to the baseline configuration.

BDC ID 34, function module /OPT/DNONPO_INVOICE_BAPI

Most commonly used for Non PO posting, this function module is also used in
Invoice Approval and DP indexing screen to perform invoice data validation.
The document gets posted (or simulated) with the BAPI_ACC_DOCUMENT_POST
SAP BAPI. VIM performs all calculations. You can control the calculation logic
with a number of Z constants. Some specific scenarios are not supported by this
posting function. For more information, see Table 34-1: “Scenarios of posting
BDCs” on page 966.

BDC ID 41, batch input with the FB60 transaction

This posting BDC uses batch input data passed into the FB60 transaction. This
way is slower than the others but it supports some scenarios that do not work
with the BDC ID 34. In particular, this is the discount posting of net vendor
invoices.
Important
This BDC ID uses batch input technique with the FB60 transaction. While it
works in situations when the other BDC IDs do not (see Table 34-1:
“Scenarios of posting BDCs” on page 966), be aware that the batch input
with “Enjoy” transactions like FB60 has its own limitations. In particular,
the screen sequence and the fields displayed and used by the BDC may
depend on specific SAP customizing. OpenText delivers the BDC
definition based on the most generic configuration of screens. In case of
background posting errors, OpenText recommends to verify the BDC ID
definition against the configured fields of FB60, which is specific to your
project.

BDC ID 42, function module /OPT/VIM_NPO_POST_VIA_LIV

This BDC is available since VIM 7.0 SP7 and VIM 7.5 SP3. To post GL account
lines, the BDC and the corresponding posting function module call the MM-LIV
BAPI function BAPI_INCOMINGINVOICE_CREATE or, if available, BAPI_
INCOMINGINVOICE_CREATE1. The BDC supports some new scenarios, see
Table 34-1: “Scenarios of posting BDCs” on page 966. Some scenarios are,
however, not supported when compared with other BDC IDs. The accounting
assignment of line items is limited to the fields that are supported by the SAP
BAPI functions, but the most commonly used fields are supported. For more

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information, see the SAP BAPI documentation. This posting function creates an
LIV document in addition to the FI document. That LIV document is not shown
in VIM reporting whereas the FI document is shown everywhere.

Table 34-1: “Scenarios of posting BDCs” on page 966 lists some known scenarios
where the logic differs between the posting BDCs listed in this section. Use this table
as a guide when deciding which BDC ID is suitable for your process.

Table 34-1: Scenarios of posting BDCs

Scenario/ BDC ID 34 BDC ID 41 BDC ID 42

function
Gross/net Gross and net Gross and net Net only
amounts on line
items
Profitability Supported Supported Not supported
segment
Discount posting Not supported Supported Supported
(net vendor
invoices, type
KN)
Posting to tax GL Not supported Not supported Supported
account
VAT date (tax Supported Supported Supported starting
reporting date) with VIM 7.0 SP10 /
VIM 7.5 SP6
Determination of VIM logic - tax Determination by the VIM logic - tax
default values jurisdiction code FB60 transaction jurisdiction code
determined from cost determined from cost
center, WBS element, center, WBS element,
and so on. Any and so on. Any
defaulting logic defaulting logic
defined to be called defined to be called
from FB60, for from FB60, for
example FI validation example FI validation
rules, will not be called rules, will not be called
by VIM and SAP by VIM and SAP
BAPIs. BAPIs.
Calculation of tax All calculation is done Done by the FB60 Done by SAP LIV
lines in VIM. transaction BAPI

Additional You might want to use the extended VAT date support for PO invoices and Non PO
transport invoices posted with BDC 42. In this case, you need to import an additional
transport, which contains a BAdI implementation used in the posting. For more
information, see Section 13.2.2.10 “Installing transport for extended VAT date
support” in OpenText Vendor Invoice Management for SAP Solutions - Installation Guide
(VIME-IGD).

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The SAP BAdI definition used by this functionality allows only one implementation
to be active. Importing the transport replaces the active standard implementation,
which is linked to the SAP class CL_BADI_EXM_VATDATE_VALUES_SAP. The OpenText
implementation, which becomes active, calls the standard class if a document is not
posted from VIM. If you are using a custom implementation, OpenText recommends
that you activate it again and merge the logic of the OpenText implementation into
it.

34.2 Dialog posting of Non PO (FI) invoices

You can configure posting in dialog by using process option 2016:

• Process option 2016 uses batch input to prefill FB60.

• BDC configuration 40 is delivered as template for customizing the batch input.

For more information, see “Configuring DP process options” on page 247.

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Down payments process for PO and NPO invoices

35.1 General information and DP process

The support for down payments has been implemented from VIM 7.0 onwards. VIM
supports a down payments process for both PO and NPO invoices. Posting of down
payment requests and down payment clearing is supported.

35.1.1 Document type for down payments

In the baseline configuration, VIM provides standard DP document types for down
payments documents: DWN_75 for VIM 7.5 and DWN_GLOBAL for VIM 7.0. Those
document types allow processing of down payments, both NPO related and PO
related, based on a specific set of business rules. After processing the defined
business rules and running through the corresponding approval process (if
required), posting of down payment requests using the F-47 transaction is possible
in dialog or background.

35.1.2 Incoming document processing

A new field CLASSIFIER has been added to the DP document header (table /OPT/
VIM_1HEAD). This field can be used in any external input channel field mapping, to
pass the corresponding value to allow automatic VIM document type determination.
In the baseline, the classifier value is 01 - Down Payment.

In the baseline, the classifier field has already been added to the standard field
mapping for the ICC channel and the technical ICC – VIM interface in general.

Restriction

At the moment, ICC does not recognize down payments out of the box. It
requires additional project specific configurations because there are many
different requirements, which usually vary from automatic classification based
on keywords to manual document separation and scanning.

ICC Invoice Category is mapped to the field INV_CAT. There is a new function
module for field mapping: /OPT/VIM_CONVERT_INV_CAT.

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In addition, there is a new enhanced field function module /OPT/VIM_EXIT_MAP_

ENH_05, which fills Classifier with 01 if ICC delivers it like that.

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35.1.3 VIM document type determination

The document type determination procedure BL_0000050 - Down Payment
Processing determines the corresponding VIM document type based on the new
classifier field (value 01 - Down Payment).

Note: Determination based on the classifier field is only possible if the

classifier value 01 - Down Payment has been transferred from ICC or any
external system using the external data provider API. If no automatic down
payment classification is possible (this means, classifier value is not set), the
automatic document type determination has to be configured differently. For
example, the ArchiveLink document type must be mapped based on manual
document separation/scanning. Flexible settings are available within the
characteristic specific configuration for baseline date and special target G/L
indicator.

35.1.4 Business rules

The business rules / process types listed in this section have been included into the
baseline configuration for down payment DP document types. Most of the check
functions from NPO documents have been reused.

305 Check Data after Restart

310 Invalid Vendor
315 Invalid PO Number
320 Invalid Currency
323 Invalid requester ID ((DWN)
325 Vendor Reference Missing
330 Missing Document Date
335 Suspected Duplicate
340 Invalid Vendor VAT Number
345 Invalid Recipient VAT Number
348 Missing Date of Supply
350 PO Not Released or Incomplete
355 Vendor Address Mismatch
360 Invalid Company Address
365 Invalid Tax Info
370 Vendor Mismatch
375 Currency Mismatch
380 Missing Mandatory Information

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385 Approval Required

390 Vendor Audit Required
395 Tax Audit Required

35.1.5 Role maintenance

The VIM document type for down payments allows both NPO and PO related
processing. The following generic DP roles have been created and assigned to the
corresponding process flow configuration:

• AP_PROCESSOR
• BUYER
• DUP_CHECK
• INDEXER
• RESCAN

35.1.6 Posting of down payment requests

The following BDC IDs are provided with the baseline configuration:

BDC-ID 50
Dialog posting of down payment requests using the F-47 transaction.
BDC-ID 51
Background posting of down payment requests using the F-47 transaction.

Input data is transferred from the DP document into the batch input calls of F-47.
As an exception, fields like posting date and currency translation date are set
according to VIM customizing. The special G/L indicator is set according to the
characteristic specific settings relevant for the document. In VIM baseline, the special
G/L indicator is country specific, that means, a fixed value for special G/L indicator
per country. For more information, see “Characteristic specific settings for document
types” on page 654.

35.1.7 Down payment requests created outside VIM

A new constant DOCTYPE_DWN in the /PTGWGI/Z_CONST table was introduced to
determine the document type for down payment documents, which are created
outside VIM using the FBA6 transaction. The default value is DWN_GLOBAL.

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35.1.8 Due date calculation

In case of down payments, the due date will always be equal to the baseline date.

35.2 Down payment approval

For information about approval of down payments, see “Down payment approval”
on page 456.

35.3 Tax calculation

35.3.1 Tax amount in line item
As a general requirement for down payments processing, the item tax is allowed on
line item level. The logic itself is completely different from regular NPO invoices and
completely handled on SAP side in the approval classes.

To support the line item tax for down payments, a new line item field ITEM_TAX_
AMOUNT has been created with VIM 7.0 SP1 in the accounting structure /ORS/
INVOICE_ACCT_DATA. The new field is set up in the table /OPT/FIELDS for the device
names WEB and MOB.

35.3.2 Tax calculation in the indexing screen

For gross posting of down payments, the following settings are required:

Z constant To enable document type specific tax logic, maintain the Z constant IAP - CALC_
CALC_TAX_ TAX_ON_NET in the global constant table /PTGWFI/Z_CONST. For the Constant Value,
ON_NET
enter D. For more information, see “Configuring tax calculation on net amount”
on page 421.

Document type In the document type configuration, clear the Calculate Tax on Net check box.
configuration

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35.4 Down payment clearing for PO invoices

To support clearing of down payments through VIM, a business rule has been
created that checks if a down payment was made against the PO or not. For more
information, see Section 24.92 “Down Payment Clearing (PO)” in OpenText Vendor
Invoice Management for SAP Solutions - Reference Guide for Invoice Solution (VIME-
RGD).

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Tools

VIM provides some tools that help to use the application. The following tools are
available:

• “VIM Notifications” on page 975

• “Testing roles” on page 975
• “Changing the work item text” on page 977
• “Test tools” on page 978

36.1 VIM Notifications

The VIM Notifications program provides an easy way to configure sending
notification emails to end users based on the process defined and a set of
configuration. For a detailed description of VIM Notifications, see “Using VIM
Notifications“ on page 979.

36.2 Testing roles

You might want to test a particular role to see if it is working correctly, based on the
process type, invoice information, and responsible party. For this purpose you can
use the VIM Role Test Utility.

To test roles with the VIM Role Test Utility:

1. Run the /OPT/VIM_ROLETEST transaction.

Alternatively, navigate to OpenText VIM - Invoice Solution > SAP menu >
Roles > /OPT/VIM_ROLETEST – Role Test Utility.

2. Enter the relevant information for the role you want to test. For example:
Company Code, Document Number, and Responsible Party.

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3. Click to execute the test.

The result for that role shows the default user maintained for this role:
REQUESTER1.

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36.3 Changing the work item text

You might want to change the text for a work item to match your business process.
This work item text is displayed as the title of a dialog task in the agent's SAP inbox.
In VIM, the following workflow dialog tasks are available:

TS00275253
Approve Invoice

TS00275260
Non-PO Invoice Dashboard

TS00275262
PO Parked Invoice Dashboard

TS00275265
PO Invoice Dashboard (Line Level)

TS00275267
PO Invoice Dashboard (Header WF)

TS00275278
DP Document Dashboard

TS00275283
Reference requested

This section describes the steps to change the text.

To change the work item text:

1. Run the /OPT/VIM transaction and navigate to OpenText VIM - Invoice

Solution > SAP menu > WF Administration > /PTGWFI/M_LANG – WI text
update Utility

2. In the Multi Language Workitem Text Maintenance Utility screen, enter the
task ID (TS00275257 in the example) and press the ENTER key.

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Chapter 36 Tools

3. Select the Language that you want to view or modify.

4. Change the text in the Task Text field and click the Update button.

36.4 Test tools

This section lists some tools that you can use to start a DP process for test purposes.

Important
Actually, these tools are internal tools. Although you can use them, OpenText
does not provide customer support for these test tools.

Transaction /OPT/VIM_7AX1
Non-OCR Scenario
Transaction /OPT/VIM_7AX2
OCR Scenario
Transaction /OPT/VIM_7AX7
OCR Test Utility

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Chapter 37
Using VIM Notifications

The VIM Notifications program (called VIM Reminder in earlier versions) provides a
way to remind users about the invoices waiting in their inbox to be processed. The
program sends email notifications for all overdue invoices and for invoices that have
spent a particular number of days in the user inbox. You can customize the number
of days.

To start the VIM Notifications program, run the /OPT/REMINDER transaction. The
program is typically scheduled as a batch job so that the agents get notifications of
their reminders regularly.

This chapter covers the following topics:

• “Working with the selection screen” on page 979

• “Working with the VIM Notifications List” on page 982
• “Configuring VIM Notifications” on page 985
• “Maintaining a notification email formatting function module” on page 993

37.1 Working with the selection screen

All functions of VIM Notifications are controlled via a common selection screen.

To work with the VIM Notifications selection screen:

1. Run the /n/OPT/REMINDER transaction.

The VIM Notifications selection screen is displayed.

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The selection screen allows you to enter search criteria and process options. The
selection screen is divided into the following panels:

• Invoice Information
• Document Process
• Workitem Date Range
• Process Options
• Recipient of Reminder

2. Enter search criteria, using the following parameters:

Tip: Where applicable, use for multiple selection and for search
help.

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 37.1. Working with the selection screen

Invoice Information panel

• Company Code
• Document Number
• Fiscal Year
• Line Item

Document Process panel

Enter search criteria for Document Processing (DP) information:

• Document ID: the number that was generated for the document during
the DP process

Workitem Date Range panel

Enter search criteria for work item information:

• Workitem Creation Date

Recipient of Reminder panel

Enter search criteria to filter the list of notifications for specific users:

• SAP User ID
• OpenText User Id

Note: When adding user IDs as search criteria, the system does not
consider the substitutes for the user, if there are any.

3. Select processing options, using the following parameters:

Process Options panel

This panel comprises the following parts:
Scenario
Select the corresponding check box(es) to include work items of the
following types:

• Document Processing
• PO Block Invoices - Header
• PO Block Invoices – Line
• PO Parked Invoices
• NPO Parked Invoices
• PO Approval Inv. (Parked/DP)
• NPO Approval Inv. (Parked/DP)
• PO Referred Invoices

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• NPO Referred Invoices

Mode
Select one of the process modes:
Test
The program generates a list of eligible work items for notification.
The program does not send the notifications. Users can select the
work items to send the notification.
Background
The program sends the notification to users and displays the work
items.

4. Once you finished entering the search criteria and selecting the process options,
click in the application tool bar to display the VIM Notifications List with
the search results.

37.2 Working with the VIM Notifications List

The VIM Notifications List comprises the following sections:

• “Application tool bar” on page 983

• “ALV grid control” on page 983
• “ALV grid (data view)” on page 984

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37.2.1 Application tool bar

The application tool bar comprises the following buttons:

Send Notification
To send an email or an SAP note to an agent, select the agent in the list and click
the Send Notification button.
SAPconnect
To run the SCOT transaction, click the SAPconnect button.
The SAPconnect Administration (system status) screen is displayed.
SAPconnect allows the connection of external communication components to the
SAP ERP system.

37.2.2 ALV grid control

The ABAP list viewer (ALV) is a standard SAP tool to show table data inside SAP
ERP. The functions listed in this section also apply to other lists in ALV mode. The
following function buttons are available:
Details: Select a line in the list and click this button to display details for the
selected line.

, Sort: Select a report column in the list and click one of these buttons to sort it in
either ascending or descending order.

Find: Click this button to open the Find dialog that allows you to search the list
for any keyword.
Filter: Select a report column in the list and click this button. The Filter criteria
dialog is displayed, allowing you to restrict the criteria in the selected column
without having to rerun the report with new search criteria.

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Tip: Use for multiple selection.

Layout: Click this button to select a saved layout. To change, save or manage
layouts of the list, click the icon next to the Layout button.

37.2.3 ALV grid (data view)

The ALV grid is the actual list of work items that match the search criteria. In the
ALV grid, the following report columns are available:

Notes

• The following list only covers columns whose meaning is not obvious.
• Some of the column headers might be abbreviated. Expand the column to see
the full text.
• The columns might not be displayed or might not be in the following
sequence. You can add or remove columns, or change the sequence by using
the Layout function, see “ALV grid control” on page 983.

Column Description
Current Agent Current agent who owns items
Process Type Type of the document (DP, PO document, Non PO document…); see the
list in Scenario on page 981.

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 37.3. Configuring VIM Notifications

Sub Process Sub Process Type for each process type, for example Approval
Type Required for Non PO Invoice Approval process type
Document SAP document number
Number
Document ID DP document ID
Vendor Vendor number
Name 1 Vendor name
Inbox Days Number of days the work item lies in the inbox
Before Due Days before the due date of the work item
Due Date Due date of the work item
First name First name of the current agent
Last name Last name of the current agent
Responsible Role that is responsible for the work item
Party
Receiver ID Email address of the current agent
ID Work item ID

37.3 Configuring VIM Notifications

Configuring the VIM Notifications program comprises the following actions:

• “Configuring notification and email options” on page 985

• “Configuring the notification email body” on page 988
• “Configuring the notification email title” on page 990
• “Excluding notification users” on page 990
• “Configuring user preferences” on page 992
• “Configuring email format” on page 993

37.3.1 Configuring notification and email options

You can configure several options for VIM Notifications and the corresponding
emails.

To configure notification and email options:

1. To access the Process Configuration screen, run the /n/OPT/VIM_8CX50

transaction.

2. To edit an existing notification, mark the respective line in the Process

Configuration Overview screen, and click the button in the application tool
bar. See the parameter description in Step 3.

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Note: You cannot change the Notification Type and the Notification Sub
Type for an existing notification.

3. To add a notification, click the New entries button in the application tool bar.

Configure the notification, using the following parameters:

Notification Type
Select the notification scenario. Possible values:

• Document Processing
• PO Parked Invoices
• PO Blocked Invoices - Line Level
• PO Blocked Invoices - Header Level
• NPO Parked Invoices
• NPO Approval Invoices (Parked/DP)
• PO Approval Invoices (Parked/DP)
• NPO Referred Invoices
• PO Referred Invoices

Notification Sub Type

Select the notification sub scenario. Possible values depend on the selected
notification scenario.

Example: Notification sub scenarios for the NPO Parked Invoices notification
scenario:

• Approval Required

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 37.3. Configuring VIM Notifications

• Vendor Maintenance
• Vendor Audit Required
• Tax Audit Required
• All Scenarios

Responsible Party
Select the role for the notification. All users assigned to this role will receive
the notification.
Notify Substitutes
Select this check box to have all notifications also sent to substitutes of users
that receive the notification.
Notify Manager, Notification Counter
The notification program enables you to also inform the manager about
approval work items that are too long in the inbox of an approver. This
configuration is available for the Approval and Referred notification types.
Select the Notify Manager check box, to send the notification email in CC to
the related manager, too.
In the Notification Counter field, enter the number of notification mails
that have been sent to a user, before a notification mail is sent to the
manager, too. Therefore only one invoice needs to be over the limit in the
list of invoices which the notification program collects.
For the level based approval, it is also possible to configure the manager
within COA. The manager will only be used for the notification escalation
processing but not for any approval processing logic.
Inbox Days, Days Before Payment Due
Use these two fields to decide if the reminder will be sent. The system
calculates the work item creating date plus the inbox days or the days
before payment is due. If the result is less or equal today's date, then a
reminder will be sent.
Email Type
Select the notification type. At the moment, only Internet Email is
available.
Notification Text
Select the SAP text name to be used for the notification email body.
Notification Receiver Function
Select the function module that determines the email address for the
notification. The interface for this function module is same as for the /OPT/
VIM_NOTIF_EMAIL_ADDRESS function module.

Note: The Notification Receiver Function is only applicable for NON

approval scenarios.

If you select a different function model in this field, VIM Notifications will
run this function module first. If the function module cannot find a valid

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email address, VIM Notifications will run the default function module /
OPT/VIM_NOTIF_EMAIL_ADDRESS.

4. To save your changes, click .

37.3.2 Configuring the notification email body

The VIM Notifications report will create a list in the email body. The displayed fields
in this list depend on the specifications you enter in the Mail Configuration screen.

Note: To remove the Approve and Reject buttons from the email body,
maintain the value for the Z constant SIMPLE_EMAIL_APPR of product code IAP
to <empty>. For more information, see Section 18.1.2 “Configuring the Simple
Email Approval” in OpenText Vendor Invoice Management for SAP Solutions -
Scenario Guide for Invoice Solution (VIME-CCS).

To configure the notification email body:

1. To access the Mail Configuration screen, run the /OPT/VIM_8CX50 transaction

and double-click Mail Configuration in the Dialog Structure panel.

2. Configure the notification email body, using the following parameters:

Field name
You find the field names in structure /OPT/VIM_S1_REMINDER_MAILBODY.
Each field name represents a column in the generated VIM Notifications
email.

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 37.3. Configuring VIM Notifications

Note: You cannot change this parameter in the Mail Configuration

screen.
Language
VIM supports the following languages:

• Czech (CZ)
• German (DE)
• English (EN)
• Spanish (ES)
• French (FR)
• Hungarian (HU)
• Italian (IT)
• Japanese (JA)
• Dutch (NL)
• Polish (PL)
• Portuguese (PT)
• Romanian (RO)
• Russian (RU)
• Slowakian (SK)

Note: The Slowakian translation does not include KPI Dashboard

and Central Reporting.
• Turkish (TR)
• Chinese (ZH)

Note: You cannot change this parameter in the Mail Configuration

screen.
Position
Specify the sequence of the fields in the email body.
Field Length
Specify the length of the field.
If you leave Field Length empty, the system uses the Length parameter
from structure /OPT/VIM_S1_REMINDER_MAILBODY, which contains the
email body fields.
Text
Enter the title for each field in the respective language.

3. To save your changes, click .

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37.3.3 Configuring the notification email title

You must configure a title for the notification email.

To configure the notification email title:

1. To access the Mail Title Configuration screen, run the /OPT/VIM_8CX50

transaction and double-click Mail Title Configuration in the Dialog Structure
panel.

2. Configure the notification email title, using the following parameters:

Language
For a list of languages that are supported by VIM, see Language
on page 989.
Notes

• You cannot change this parameter in the Mail Title Configuration

screen.
Mail Title
Enter the title of the notification email in the respective language(s).

3. To save your changes, click .

37.3.4 Excluding notification users

Based on the specification in table /opt/t853, VIM Notifications will exclude users
from the user list when sending emails.

The following ways of excluding users are available:

• excluding named users

• disabling and enabling the exclude status for oneself

To exclude named users:

1. Run the /OPT/VIM_8CX51 transaction.

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 37.3. Configuring VIM Notifications

2. To exclude another user, click the New entries button in the application tool bar
of the Excluded Receivers for Notifications Overview screen.

3. Specify the user to be excluded, using the following parameters:

User Type
Select SAP User Id or OpenText User ID from the list.
User Id
Enter the user ID to be excluded, corresponding to the selected user type.
Disable Notification
Mark this field with X to disable VIM Notifications emails.
Single Notification
Mark this field with X to have VIM Notifications emails sent only once per
work item instead of multiple times during the notification period.
Language Pref
For a list of languages that are supported by VIM, see Language
on page 989.

4. To save your changes, click .

To disable and enable the exclude status for oneself:

Follow the description in “Configuring user preferences” on page 992.

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37.3.5 Configuring user preferences

You can configure some personal preferences for VIM Notifications.

Note: The preferences are set for the currently logged-in user.

To configure user preferences:

1. Run the /OPT/VIM_8AX50 transaction.

2. Configure notification preferences, using the following parameters:

Disable Notification
Select this check box if you want to receive no VIM Notifications emails
regarding the SAP inbox or Web Approval.
Clear the check box to receive VIM Notifications emails.
Single Notification (One Time Reminder)
Select this check box if you want to receive only one VIM Notifications
email for a SAP inbox or Web Approval work item.
Clear the check box to receive VIM Notifications emails more than once,
regarding the same work item.
User Language
For a list of languages that are supported by VIM, see Language
on page 989.

3. Click to save your settings.

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37.3.6 Configuring email format

You can configure the email format in the Z Constant (product code 005) REM_MAIL_
DOCTYPE. This format is used globally for all types of email notification, like
Reminder notification, Approval notification, and SRM notification. The default
value is RAW.

The notification emails can be sent in HTML format with readable formatting and
invoice data presented in the form of HTML tables. To enable this functionality, you
must set the constant 005 / REM_MAIL_DOCTYPE to HTM. In the /OPT/VIM_8CX50
transaction, you must configure the Email Type to be Internet Email.

37.4 Maintaining a notification email formatting

function module
You can modify VIM Notifications email messages before sending by maintaining a
custom formatting function module.

To maintain a notification email formatting function module:

1. Run the SM30 transaction.

Enter /PTGWFI/Z_CONST in Table/View and click Maintain.

2. Access the constant corresponding to Product Code 005 and Constant REM_
MAIL_FORMAT_FM.
The default value is None.

3. Enter your custom notification email formatting function module in Constant

Value.
To get the necessary interface definition, you can copy the template function
module /OPT/VIM_NOTIF_EMAIL_FORM_TEMP.

4. Click to save your settings.

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Data archiving configuration

In the context of VIM, archiving only considers the VIM data tables of:

• DP invoices
• Reporting data from Central Reporting
• License report data

For a list of tables you can archive data from and a short description of the archiving
process itself, see Section 8.3 “Archiving VIM information” in OpenText Vendor
Invoice Management for SAP Solutions - Administration Guide (VIME-AGD).

You should use archiving, if one of the following applies:

• The data size of the VIM tables has increased to an extent that reduces the
performance of the database.
• The old transaction data is not relevant anymore and not accessed regularly.

Important
OpenText recommends archiving data of the VIM tables only, when the data is
not required in everyday tasks and it is not relevant from auditing perspective.
Make absolutely sure that you run license reporting before you archive data.
Otherwise, you might lose data that is needed for license reporting. For more
information, see Section 2.7.3 “Using the OpenText License Audit Report” in
OpenText Vendor Invoice Management for SAP Solutions - Administration Guide
(VIME-AGD).

Notes

• Once the data is archived, all reports and transactions will not be able to
show the data anymore. However, VIM Baseline provides a program to
reload the data into the database: Run the SARA transaction, and enter
archiving object /OPT/DOC. On the Goto menu, click Reload.
• There are no known dependencies on data archiving of standard SAP objects
like invoice documents, workflow logs, archive link entries, and so on.

Regarding archiving, you can perform the following configuration.

• “Configuring archiving of DP documents” on page 996

• “Configuring archiving of Central Reporting information” on page 998
• “Configuring archiving of license report data” on page 1001

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Chapter 38 Data archiving configuration

38.1 Configuring archiving of DP documents

You have the archiving object /OPT/DOC in your system. Follow the standard SAP
archiving procedures for archiving DP documents.

Note: Starting with VIM 7.5 SP4, the archiving object /OPT/DOC is enhanced to
delete VIM change documents (/OPT/VIM_IDXDAT).

To configure archiving of DP documents:

1. Use the standard SAP transaction FILE to create the logical file name. The
logical file name is needed in Step 5.

2. To invoke the View Cluster Maintenance screen, run the AOBJ transaction.

3. Select Archiving Object /OPT/DOC and click .

Important
Do not change the Structure Definition of the archiving object; see the
following screenshot. This would cause inconsistency between the
programs and the structure.

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4. Double-click Customizing Settings in the navigation panel.

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5. Assign the logical file name created in Step 1 to the archiving object in the
Logical File Name field.

6. Enter the customizing settings for the archiving object for Archive File Size and
Settings for Delete Program according to your requirements.

Note: The Baseline settings provided are for guidance only.

38.2 Configuring archiving of Central Reporting

information
You have the archiving object /OPT/REP in your system. Follow the standard SAP
archiving procedures for archiving the reporting tables.

Note: You must first archive the DP documents and then archive the reporting
information of the DP documents. If you do not archive the DP documents
first, the data is populated back to the reporting tables again, when the
background jobs scheduled to collect data for the reporting tables are executed.

To configure archiving of Central Reporting information:

1. Use the standard SAP transaction FILE to create the logical file name, see Step 5.

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 38.2. Configuring archiving of Central Reporting information

2. To invoke the View Cluster Maintenance screen, run the AOBJ transaction.
3. Select Archiving Object /OPT/REP and click .

Important
Do not change the Structure Definition of the archiving object, see the
following screenshot. This would cause inconsistency between the
programs and the structure.

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4. Double-click Customizing Settings in the navigation panel.

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 38.3. Configuring archiving of license report data

5. Assign the logical file name created in Step 1 to the archiving object in the
Logical File Name field.

6. Enter the customizing settings for the archiving object for Archive File Size and
Settings for Delete Program according to your requirements.

Note: The Baseline settings provided are for guidance only.

38.3 Configuring archiving of license report data

You have the archiving object /OPT/LIC in your system. Follow the standard SAP
archiving procedures for archiving license report data.

To configure archiving of license report data:

1. Use the standard SAP transaction FILE to create the logical file name. The
logical file name is needed in Step 5.

2. To invoke the View Cluster Maintenance screen, run the AOBJ transaction.

3. Select Archiving Object /OPT/LIC and click .

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Important
Do not change the Structure Definition of the archiving object; see the
following screenshot. This would cause inconsistency between the
programs and the structure.

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 38.3. Configuring archiving of license report data

4. Double-click Customizing Settings in the navigation panel.

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5. Assign the logical file name created in Step 1 to the archiving object in the
Logical File Name field.

6. Enter the customizing settings for the archiving object for Archive File Size and
Settings for Delete Program according to your requirements.

Notes

• You can archive license report data only if the timestamp of the data is
older than 5 years.
• The Baseline settings provided are for guidance only.

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Chapter 39
Rerunning waiting process types

The process types within a wait step can be monitored. You can execute the
corresponding process types again, or you can finish the wait step manually.

To start the respective program, run the /OPT/VIM_RULERUN transaction. The

program is typically scheduled as a batch job so that processing of the waiting rules
is executed in background. For more information, see “Program: /OPT/
DR_BR_WAIT” in Section 7.1.1 “Scheduling batch jobs for workflows” in OpenText
Vendor Invoice Management for SAP Solutions - Administration Guide (VIME-AGD).

39.1 Working with the selection screen

1. Run the /n/OPT/VIM_RULERUN transaction.

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Chapter 39 Rerunning waiting process types

2. Enter search criteria and select options.

Invoice Information, Process Information

You can search for the corresponding processes according to invoice
information and process information.
Rerun waiting in dialog, Rerun waiting in background
To rerun all waiting process types, either in dialog or background, click the
respective button.
Note: If you want to execute the program in background for the
waiting rules, set the corresponding parameters Rerun waiting in
background and Write log background processing.
Rerun non waiting in background
To execute all process types (waiting rules excluded) of any running DP
workflow, click this button.

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 39.2. Working with the Monitor list

If you use the Rerun non waiting in background option, the following
search fields are not processed for the execution of the program:

• Date of status creation

• Time of status creation
• Status Wait / Rerun

3. When you have finished entering the search criteria and selecting the process
options, click in the application tool bar to display either the dialog result list
or to execute the report in background.

39.2 Working with the Monitor list

The Monitor list shows all entries for the waiting rules according to your selection.
The Monitor list highlights (in green) all process types where the waiting step has
already been finished.

The Monitor list provides access to the business data and the monitoring processing
of the rerun execution like the following:

• Status of rerunning the process type

• Creation timestamp of waiting process type
• Change timestamp of execution

The status can have the following values:

1
Wait step created
2
An error occurred during rerun execution, for example the terminating event of
the task could not be processed.
6
Process was skipped / reassigned manually.

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7
Exception occurred again during rerun processing.
8
Period exceeded and process type was skipped / reassigned.
9
Process type was executed successfully.

Within the list, you can mark one or many entries. For the marked entries, you can
perform the following actions, using the buttons:

Rerun Process Type

Click this button to execute the rule again and change the status accordingly and
change the timestamp (entries with status 9 and 8 and 6 will not be processed).
Reassign / Skip Process Type
Click this button to end the process type. According to the configuration, if the
exclusive flag indicator is not set in the process type in the DP configuration, the
process continues with the next process type within sequence processing (skip).
If the exclusive flag indicator is set in the process type in the DP
configuration, the process type must be resolved manually by the initial actor for
this process type.

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Chapter 40
Dynamically translating user comments

VIM supports translating user comments maintained using any online platforms, for
example Google API or SAP Translation Hub. Thereby, users can understand
comments maintained by other business users and process the invoice accordingly.

Example: A user can see a comment in English that a colleague entered in Italian when
referring the invoice. There is no need to use a translator since the translation is integrated in
VIM.

40.1 Integrating the translation services

VIM supports the integration of an external web service for translation of the process
comments and approval comments that are maintained for the particular DP
documents in the following components:

• VIM Invoice Workplace

• VIM Analytics
• VIM indexing screen

40.1.1 Configuring languages

To configure languages for the translation service:

1. Run the /n/OTX/PF00_IMG transaction.

2. Click OpenText Vendor Invoice Management Foundation > General Settings

> Translation Service > Languages.
3. In the Language keys for translation Overview screen, configure languages,
using the following parameters:

Language
SAP language key
Language Key
Language key for the translation service, for example Google API Language
Key.

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40.1.2 Configuring the BAdI for the translation service

To configure the BAdI:

1. Run the /n/OTX/PF00_IMG transaction.

2. Click OpenText Vendor Invoice Management Foundation > General Settings

> Translation Service > BAdI: Translation Service.

3. To activate the translation option, implement the following BAdI to call the web
service:

Enhancement spot
/OTX/PF00_ES_SRV_TRANSLATION

BAdI
/OTX/PF00_BADI_TRANSLATION

4. Implement the following methods. The methods in the example class

maintained in the enhancement spot contain further instructions.

GET_AVAILABLE_LANGUAGES
This method returns the allowed target languages for translations. The
language key in the format for the translation service and the corresponding
SAP language key with description are required.
The example class /OTX/PF00_CL_TRANSLATION_FALLB provides a logic to
read the available languages from the language configuration. Copy the
example class during the BAdI implementation.
CALL_TRANSLATION_SERVICE
In this method, implement the call to the external translation service. Call
the web service in the API description of the chosen service provider.

Example: You can use this method to call the Google API from GUI to translate the
user comments.

5. Send the input string (PIV_INPUT) to the external service. Export the translated
string in export parameter PEV_TRANSLATED_STRING. The requested language is
imported in parameter PIV_LANGUAGE.

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Chapter 41

External tax systems

In country specific scenarios, typically in USA and Canada, an external (non-SAP)

system can be used to calculate taxes and tax rates. VIM does not use such external
systems directly, but it rather calls standard SAP functions to calculate taxes. Thus,
scenarios with external tax systems are supported indirectly by VIM. However, you
need to perform some configuration with Z constants, which is described in this
section.

The described configuration is important for the following:

• Correct invoice balance calculation

• Data validation in the approvals

• If Non PO invoice background posting is performed with BDC ID 34, when all
tax lines are calculated by VIM

Even if Non PO invoices are posted in background using the newer BDC IDs 42 or
2200 that post through MM-IV BAPI, and the tax data is calculated by SAP routines,
the configuration is still needed to display correct balance and validate the data
during the approval process.

Starting with certain releases of SAP ECC, and including all releases of SAP S/
4HANA, correct document posting and simulation requires to explicitly link GL
data lines and calculated tax data lines. This is especially important when taxes are
calculated line by line, a setting that is often used with external tax systems. Make
sure that the constant 005 / USE_ITEM_COUNTER is set to X to ensure that VIM is
providing the links between GL data lines and tax lines.

In addition to the Z constant 005 / USE_ITEM_COUNTER, the Z constant 005 / SKIP_

LINETAX_CHECK must be set. If it is not set and line based tax is active, VIM does not
post the invoices in background when using BDC ID 34 but will stop with an error.
This check has been implemented before the logic of providing links between GL
data lines and tax lines was introduced in VIM.

External tax systems are often set up to use line item data (accounting assignment)
when calculating taxes. To calculate taxes correctly, VIM must send the line item
data to the standard tax calculation modules. This is enabled by setting the Z
constant 005 / USE_ITEMDATA_FOR_TAX to X.

Some external tax systems require an explicit refresh before document posting (see
SAP note 1434921). In case your tax system requires such a refresh, set the Z
constant 005 / EXT_TAX_REFRESH to X.

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Glossary
AAK

See: SAP Add-On Assembly Kit (AAK)

After Image
Technical option to realize an delta upload from the source systems into the SAP
NetWeaver BW system. A data record loaded as After Image provides the status
of the record after it has been changed, or after data has been added.

Aging Report
Part of the Central Reporting infrastructure. The Aging Report reports about the
aging of documents and work items in the current system.

AP processor
Accounts Payable personnel

Application Component Hierarchy

Hierarchy of folders to structure DataSources in SAP NetWeaver BW.

Approval chart of authority (COA)

The Approval chart of authority (COA) determines first approver and next
approver for an invoice by combinations of Company Code (specific or range),
Expense Type (marketing expense, utility), Cost Objects (G/L account, Cost
Center), and HR objects (Position, Job code).

Approval Portal
VIM web interface for approving invoices.

Archive system
Computer system that enables storage, management and retrieval of archived
data and documents

ArchiveLink document types

Document types that need to be customized for ArchiveLink

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

Authorization profiles
The SAP administrator assigns authorizations to the users that determine which
actions a user can perform in the SAP ERP system. These authorizations are
stored in Authorization profiles.

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Glossary

Automation Report
Tool that provides data about automated and manual processing steps of VIM
documents

BAdI

See: Business Add-Ins (BAdI)

BAPI®
SAP programming interface: Business Application Programming Interface

Baseline
Set of functionality with pre-defined configuration and the starting point to
implement VIM

BasisCube

See: InfoCube

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

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

BTE

See: Business Transaction Event (BTE)

Business Add-Ins (BAdI)

Business Add-Ins (BAdI) is an SAP enhancement technique based on ABAP
objects. BAdI can be inserted into the SAP ERP system to accommodate user
requirements too specific to be included in the standard delivery.

Business Center Capture

OpenText Business Center Capture for SAP Solutions. Component for use in VIM.
Automates the capture of paper invoices by using OCR to extract invoice data.

Business rules
Rules that describe the operations, definitions and constraints that apply to an
organization

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 Glossary

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.

Central Audit Report

Part of the Central Reporting infrastructure. The Central Audit Report is a
slimmed VIM Analytics (VAN). The main difference to VAN is that the Central
Audit Report serves as a single point of access in a multiple backend scenario.

Central Reporting
Reporting infrastructure that provides several reports that enable you to measure
certain properties of VIM documents and their work items, in order to optimize
working with VIM. Central Reporting comprises the following individual reports:
Aging Report, Central Audit Report, Exception Analysis Report, Key Process Analytics
Report, Productivity Report, and Summary Report.

Characteristic
Type of InfoObject in SAP NetWeaver BW that represents descriptions of fields,
such as Vendor ID, Invoice Number, Unit of Measure, and Posting Date.

COA

See: Approval chart of authority (COA)

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

Contract agent
Person who can create and modify SAP contracts.

Dashboard
User interface that organizes and presents information in a way that is easy to
read. Users can also perform actions from the dashboard.

Data Transfer Process (DTP)

Object in SAP NetWeaver BW to transfer data from source objects to target objects

DataSource
Set of fields in SAP NetWeaver BW that provide the data for a business unit for
data transfer to the SAP NetWeaver BW system; technically, it contains an extract
structure and an extraction function module.

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Glossary

DataStore Object (DSO)

Storage location for consolidated and cleansed data in SAP NetWeaver BW

DocuLink
OpenText™ DocuLink for SAP Solutions enables the archiving, management and
retrieval of SAP CRM or SAP 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)

DSO

See: DataStore Object (DSO)

DTP

See: Data Transfer Process (DTP)

Duplicate analyzer
Person who is responsible to identify duplicate invoices

EDI

See: Electronic Data Interchange (EDI)

Electronic Data Interchange (EDI)

Method for transferring data between different application systems in the form of
messages. SAP applications support EDI with messages sent in an SAP
Intermediate Document (IDoc) format. VIM supports the creation of vendor
invoices through the EDI/IDoc interface.

Event Type Linkage

Error handling method. Event Type Linkage determines what the application
should do in case an error could not be handled.

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Exception Analysis Report

Part of the Central Reporting infrastructure. The Exception Analysis Report
reports all work items with exceptions, grouped by exception, company code or
vendor.

Exception
Action that is not part of normal operations or standards

FI

See: Financial Accounting (FI)

Financial Accounting (FI)

SAP module for the Finance and Accounting department

IAP

See: Invoice Approval (IAP)

ICC

See: Invoice Capture Center (ICC)

IDoc

See: Intermediate Document (IDoc)

IE

See: Invoice Exception (IE)

Indexer
Person responsible for entering index data

Indexing
Process of entering or storing data into the system

InfoArea
Folder in SAP NetWeaver BW to organize InfoCubes, DataStore Objects, InfoObjects,
and InfoObject Catalogs

InfoCube
Self-contained dataset in SAP NetWeaver BW, for example, of a business-oriented
area; an InfoCube is a quantity of relational tables arranged according to the

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Glossary

enhanced star schema: A large fact table in the middle surrounded by several
dimension tables

InfoObject Catalog
Folder structure in SAP NetWeaver BW to organize InfoObjects

InfoObject
Smallest information unit in SAP NetWeaver BW. Key figures and Characteristics
are collectively called InfoObjects.

InfoPackages
Object in SAP NetWeaver BW that specifies when and how to load data from a
given source system to the SAP NetWeaver BW system

InfoProvider
Object in SAP NetWeaver BW for which queries can be created or executed.
InfoProviders are the objects or views that are relevant for reporting.

Information provider
Receiving role for option Refer for Information

Intermediate Document (IDoc)

Standard SAP message document format for the EDI interface.

Invoice Approval (IAP)

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

Invoice approver
Person who approves invoices

Invoice Capture Center (ICC)

Optional VIM OCR component

Invoice characteristic
A value specific to each invoice (for example country) that allows flexible
processing in VIM. An invoice characteristic is determined during runtime and
depends on the corresponding index data of the document.

Invoice coder
Person who enters the accounting info on invoices to allocate the cost

Invoice Exception (IE)

VIM component that handles the exceptions that arise after an SAP invoice is
created

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Invoice requester
Person who requested goods and services for Non PO invoices

Key Figure
Type of InfoObject in SAP NetWeaver BW that represents numeric values or
quantities, such as Number of Invoices and Gross Invoice Amount.

Key Process Analytics Report

Part of the Central Reporting infrastructure. The Key Process Analytics Report
reports about a variety of key figures regarding the VIM process: It shows the
accumulated amounts of all documents in the DP workflow, in parked state and
in posted state.

KPI Dashboard
Tool for managers showing VIM related process data at a glance in graphical
charts.

LIV

See: Logistic invoice (LIV)

Logistic invoice (LIV)

purchase order invoice

Materials Management (MM)

Materials management module of the SAP ERP software package. Materials
management is used for procurement and inventory management.

MM

See: Materials Management (MM)

Mobile Approval Portal

VIM component for approving invoices on mobile devices.

MultiProvider
Object in SAP NetWeaver BW that is based on InfoCube(s), DataStore Object(s),
and/or InfoObject(s). A MultiProvider is used as a layer for the creation of end user
queries; the MultiProvider itself does not contain any data; rather, data resides in
the BasisCubes.

Namespace
Name range reserved by SAP for customer objects and SAP objects to make sure
that objects are not overwritten by SAP objects during the import of corrections or
an upgrade

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Glossary

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 ERP 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.

Persistent Staging Area (PSA)

Data staging area in SAP NetWeaver BW. It allows to check data in an
intermediate location before the data is sent to its destinations in SAP NetWeaver
BW.

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 ERP. 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 Chain
Sequence of processes in SAP NetWeaver BW that are scheduled to wait in the
background for an event; used to automate, visualize and monitor the processes.

Process options
Processing options for the user in the dashboard, such as Referral, Authorization,
and Actions

Process type
Process type for a document. The process type determines the initial actor and
various collaboration options available to the various actors during the process
flow.

Productivity Report
Part of the Central Reporting infrastructure. The Productivity Report reports
about the productivity of users/roles and the activities of users/roles.

PSA

See: Persistent Staging Area (PSA)

Purchase order (PO) invoice

Invoice based on a Purchase order (PO)

Purchase order (PO)

SAP module. PO indicates a document sent from a buyer to a seller. The purpose
of the document is to order the delivery of goods or services.

Quantity variance
Situation where the quantity on the invoice is different from the quantity in the
purchase order

Receiver
Person who can create and reverse the goods receipt in SAP ERP

Requisitioner
Person who requested goods and services

Roles
Set of predefined roles for the SAP user

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SAP Add-On Assembly Kit (AAK)

Standardized delivery procedure for software

SAP Customer Relationship Management (SAP CRM)

SAP application that provides software for ticket systems, for example in the
Accounts Payable department.

SAP NetWeaver Business Warehouse (SAP NetWeaver BW)

SAP application that allows to integrate, transform, and consolidate relevant
business information from productive SAP applications and external data
sources.

SAP Supplier Relationship Management (SAP SRM)

SAP application that automates, simplifies, and accelerates procure-to-pay
processes for goods and services.

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

Service approver
Person who approves a service entry

Service requisitioner
Person who enters a service entry

Summary Report
Part of the Central Reporting infrastructure. The Summary Report provides a
summary of all documents processed through VIM.

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.

Transformation (TRF)
Object in SAP NetWeaver BW to connect source objects to data targets; it allows
to consolidate, cleanse and integrate data

TRF

See: Transformation (TRF)

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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

VIM Analytics (VAN)

VIM component that gives users a clear data report on their invoices in progress.
VIM Analytics allows to track the documents routed through SAP workflows via
VIM.

VIM Central Workplace

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

VIM Invoice Workplace

Tool for VIM super users, which allows users to display lists of their work items
that meet a selection they have entered before. Users also can display work items
of other users and of their team as a whole.

Workflow
SAP Business Workflows can be used to define business processes that are not yet
mapped in the SAP ERP system.

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