VIM Configuration

CareFusion – Information Technology Doc Type: Technical Design
Doc Title: TD_FI9016 AP OpenText VIM Configuration
Doc ID: TD_FI9016 DMS Doc: Version: DMS Type:

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Change History
Date Created Version Prepared By Reason For Revision
07FEB2013 01 Dan Troha Initial Release

28MAR2013 Sud Mallampalli Issue#8061: updated screeshot in vendor mismatch sec. P54
06AUG2013 Dan Troha 8865/INC0054436 – Adding Z-tcode ZFI0152 to program
ZFIRP_OT_VIM_EXT_IIC_VAR_COPY
Page: 1 of 154 Print Date: 9/30/2011 01:41:00 PM


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Table of Contents
1 CONFIGURATION DOCUMENTATION 4
1.1 Purpose of Technical Design Document (TD) 4
1.1.1 Audience 4
1.2 Scanning and Invoice Queues 4
1.2.1 Enterprise Scan Profiles 4
1.2.2 Archive Document Queues 5
1.3 Roles 6
1.4 Invoice Processing 9
1.4.1 PO Invoice Processing 9
1.4.1.1 Enterprise Scan Profiles 9
1.4.1.2 Archive Document Types (Invoice Queues) 10
1.4.1.3 DP Document Types 10
1.4.1.4 Index Screen Field List 13
1.4.1.5 ICC Customization 18
1.4.1.6 Exceptions 30
1.4.2 Roles and Process Options (Eg: PO_AP_PROC) 85
1.5 NonPO Invoice Processing 88
1.5.1 Enterprise Scan Profiles 88
1.5.2 Archive Document Types 89
1.5.3 DP Document Types 89
1.5.4 Index Screen Field List 93
1.5.5 ICC Customization 99
1.5.6 Exceptions 111


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1.6 Enable Archiving from Enterprise Scan 130
1.7 Freight Handling 136
1.8 Initial Actor Configuration for Blocking Scenario 139
1.9 Reminders and Notifications 143
1.10 Miscellaneous Topics 151
1.11 Archiving VIM Information 153
1.12 Glossary of Terms 155
2.0 COMMENTS 157


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1 CONFIGURATION DOCUMENTATION
1.1 Purpose of Technical Design Document (TD)

This document provides technical details on the customization of the SAP Vendor Invoice Management (VIM)
solution at CareFusion. It includes two installed components 1) VIM – ABAP addon 2) ICC – OCR tool
towards technical realization. In order to realize the processes identified during blueprinting and outlined in
Functional Specification, custom enhancements are needed in various areas of VIM product. This document
outlines the technical specifications for these custom enhancements as well
1.1.1 Audience
This document is intended for use by anyone who has responsibility for implementing Open Text’s VIM
Solution and for performing custom enhancements in the SAP ERP environment. It assumes that the reader
has familiarity with the functional design of VIM solution as documented in VIM 6.0 Functional Design
Document. It also assumes that the reader has familiarity with SAP ABAP development and has sufficient
SAP Workflow knowledge.
1.2 Scanning and Invoice Queues

This section describes the scanning process including how the paper invoices need to be sorted, scanned,
and ultimately stored in OpenText Archive Server.
1.2.1 Enterprise Scan Profiles
The following graphics show the Enterprise Scan user interface


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1.2.2 Archive Document Queues
Note: all VIM configuration can be accessed through tcode /N/OPT/SPRO:
Following Archive Documents are configured.
Document Type Description
ZNPO_RG_FX Non PO Invoices - Regular ( TIF )
ZNPO_SP_FX Non PO Invoices - Spanish ( TIF )
ZNPO_UR_FX Non PO Invoices - Rush ( TIF )


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ZPPO_RG_FX PO Invoices - Regular ( TIF )
ZPPO_SP_FX PO Invoices - Spanish ( TIF )
ZPPO_UR_FX PO Invoices - Rush ( TIF )
ZNPO_RG_PD Non PO Invoices - Regular ( PDF )
ZNPO_SP_PD Non PO Invoices - Spanish ( PDF )
ZNPO_UR_PD Non PO Invoices - Rush ( PDF )
ZPPO_RG_PD PO Invoices - Regular ( PDF )
ZPPO_SP_PD PO Invoices - Spanish ( PDF )
ZPPO_UR_PD PO Invoices - Rush ( PDF )
1.3 Roles
Roles in the context of VIM identify users that are responsible for working on a specific invoice during
the processing of that invoice. VIM Roles are not to be confused with SAP Roles and Authorizations.
SAP Roles determine what transactions a user has access to and limits what can be done within that
transaction.
Following is the list of VIM Roles:
Role Description Role Name PO Invoice Non-PO Invoice
Scan Operator Scanner PO_RESCAN Work center based Work center

Operator who based
scans the &
invoices into
images NPO_RESCAN
AP Processor Accounts PO_AP_PROC Work centers with User IDs Work centers with
Payable User IDs
personnel &
NPO_AP_PROC


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PO_BUYER Dynamically determined by VIM based
Buyer Buyer is the N/A
person who is on who created the PO .
in charge of Function /OPT/BL_ROLE_BUYER is
the PO or one configured in txn /OPT/CP_9CX4
who created
the PO
REQUISITIONER Determined dynamically by VIM from
Requisitioner Person who N/A
requested the PO line item
goods and Function
services. /OPT/BL_ROLE_REQUISITIONER is
configured in txn /OPT/CP_9CX4
Receiver Person(s) who RECEIVER Dynamically determined by VIM based N/A
can create and on the last person to create a goods
reverse the receipt for the PO. Function
goods receipt /OPT/BL_ROLE_RECEIVER is
in SAP. configured in txn /OPT/CP_9CX4
Vendor Master Person(s) who VENDOR_MAINT Work centers with User IDs Work centers with
Data is responsible User IDs
for creating
and
maintaining the
vendor master
records
Validator Person(s) who VALIDATOR Work centers with User IDs based on Work centers with
perform Document Types (Invoice Queues) User IDs based
manual on Document
validation on Types (Invoice
the meta-data Queues)
extracted by
the OCR (ICC)
Non PO Invoice Person(s) who N/A Determined from

Requestor/Coder enters the the requester
accounting info email entered in
on Non PO VIM indexing
invoice to screen
allocate the
cost.


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Non PO Invoice Person(s) who N/A Initial Approver

Approver approves Non selected as
PO invoices Requestor
Email’s user ID
as indexed by the
Coder on
Indexing screen.
Subsequent
approvers based
on VIM Chart of
Authority table.
Hierarchy will be
level by level (no
skipping to
highest level).
Information The receiving INFO_PROVIDER Self-directed by the person requesting Self-directed by

Provider role for option the information the person
“Refer for requesting the
Information” information
Customer Person who CS_SPECIALIST Dynamically determined by VIM based N/A

Service created the on material group at PO line level for
Specialist Sales Order for Drop Ship PO’s
a customer
Function
ZFI_OT_VIM_ROLE_CS_SPECIALIST
is used to determine the actors for
‘Respiratory’ and ‘Vmueller’ groups
( one can maintain a separate user or
work center for CS_VMUELLER role
and CS_RESPIRATORY) . This is
described in detail in Extension section
down
Asset PO Person who Dynamically determined by VIM based N/A

approver approves the on the Requisitioner id in the first line
Asset PO item of the PO . This is standard VIM
invoice logic and no custom work needed here
* For more information on Roles and their configuration, please refer to Chapter 5 of the VIM 6.0 Configuration Guide
Role function module development is listed in extension list item EX02.


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1.4 Invoice Processing

This section covers all the aspects involved in processing an invoice right from scanning to final posting of the
document in SAP. The process specific details will be described in the context of each of the following types of
invoices:
 PO Invoices – PO-Based Invoices
 NPO Invoices – Non-PO Invoices
1.4.1 PO Invoice Processing
PO-based invoices at CareFusion are received through emails or through scanned (hard copy mailed
invoices). They will go through OCR extraction and validation before processing starts in SAP.
This section describes the configuration aspects involved for processing of PO Invoices. Details of the
metadata fields that are needed for processing the invoice (called indexing fields) and their behavior
within the workflows will be described.
Anomaly 1552 – OCR inbound email duplication/loss – Large emails with 14+ attachments were causing
the email handler class (ZFI_OT_VIM_HANDLER_CLASS) to become overwhelmed during testing.
While the SAP process was tied up, a confirmation of email receipt could not be sent back to MS
exchange so it continued to resend emails and flood the inbound email queue creating hundreds of
additional invoice copies. To prevent this from occurring in the future, a program change was made to
split off the email confirmation from the rest of the process that creates DP documents and starts
workflow. Now the two processes run in parallel. Change: R1DK912425
1.4.1.1 Enterprise Scan Profiles
Invoice Queue
1 PO Invoices - Rush
2 PO Invoices - Regular
3 PO Invoices - Spanish


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Following Enterprise Scan Profiles have been configured
o Single Paper
- No Need of page separators
- Pages will be separated at blank page
o Multipage
- Page Separation happens using Enterprise Patch Code
o Fax Document
- Input will be from file location
1.4.1.2 Archive Document Types (Invoice Queues)
Archive Document Type Description Type
ZPPO_RG_FX PO Invoices - Regular ( TIF ) FAX
ZPPO_RG_PD PO Invoices - Regular ( PDF ) PDF
ZPPO_SP_FX PO Invoices - Spanish ( TIF ) FAX
ZPPO_SP_PD PO Invoices - Spanish ( PDF ) PDF
ZPPO_UR_FX PO Invoices - Rush ( TIF ) FAX
ZPPO_UR_PD PO Invoices - Rush ( PDF ) PDF
1.4.1.3 DP Document Types
Following DP Document Types are configured


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DP Document Type Description Archive Document
ZPPO_RG_FX PO Invoices - Regular ( TIF ) ZPPO_RG_FX
ZPPO_RG_PD PO Invoices - Regular ( PDF ) ZPPO_RG_PD
ZPPO_SP_FX PO Invoices - Spanish ( TIF ) ZPPO_SP_FX
ZPPO_SP_PD PO Invoices - Spanish ( PDF ) ZPPO_SP_PD
ZPPO_UR_FX PO Invoices - Rush ( TIF ) ZPPO_UR_FX
ZPPO_UR_PD PO Invoices - Rush ( PDF ) ZPPO_UR_PD
Notes:
1. All PO DP document types are using number range 01.
2. All PO DP document types are using following Sub Screen
Program: /OPT/VIM_BL_M1_SUBSCREENS (standard program)
Sub Screen Number 3092
3. PO AP Processor Acts ad Duplicate Check Agent
4 .For Merchandise Invoice default process type is 108 - "Process PO Invoice"
Screen Shot for PO DP Document: Transaction code – /OPT/VIM_1CX1


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1.4.1.4 Index Screen Field List
Following Indexing Screen fields are configured for PO Invoices


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Note: Status R - for Required, D - Display Only - Space is regular field
These screen attributes can be maintained using transaction /n/OPT/VIM_NW_SCRN_CFG.


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Indexing Screen Fields:


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1.4.1.5 ICC Customization
1.4.1.5.1 Profiles
Invoice Queue
1 PO Invoices - Rush
2 PO Invoices - Regular
3 PO Invoices - Spanish
Profile name: PO Invoices - Regular


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PO Number Range:
4100000000 4199999999
4200000000 4299999999
4300000000 4399999999
4500000000 4599999999
4700000000 4799999999
4800000000 4899999999
4900000000 4999999999
5100000000 5199999999


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Credit Memo - Using Standard:


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Display Culture


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Field List:


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Display
Field Label Mandatory Only Data Source
Credit
Memo(CM) Flag
Document Date X Identify from Image


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Reference
Number X Identify from Image
Gross Amount X Identify from Image
Net Amount Identify from Image
Total Tax Amount Identify from Image
Currency X Identify from Image
Identify from Image based on ICC software training
Freight Amount
Recognized from Image, PO Number ranges will
PO Number X be maintained in ICC configuration.
Vendor Number X Identify from Image (based on the remit to address)

Automatic detection of company code from
Company Code X download tables
1.4.1.5.2 Derivation Rules
Following fields will be derived as part of business rules. This is extension list item EX06.
1. Company Code – Derive from PO

2. Tax Code - Derive from PO
3. Currency - Derive from PO
4. Payment Terms - Derive from PO (if blank)

5. Payment Method - Derive from Vendor Master (if blank)
6. Remove invalid data coming in from ICC (Company Code ‘9999’, Currency ‘NAN’).
The above logic is coded in the function module - ZFI_OT_VIM_DERIVATION_RULE_PO.
FUNCTION ZFI_OT_VIM_DERIVATION_RULE_PO .
*"---------------------------------------------------------------------
-
*"*"Local Interface:
*" CHANGING
*" REFERENCE(INDEX_DATA) TYPE /OPT/VIM_1HEAD OPTIONAL
*" EXCEPTIONS


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*" CHECK_FAILED
*"---------------------------------------------------------------------
-
This is configured as the very first business rule in the invoice exceptions:
Transaction code – /OPT/VIM_1CX1


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1.4.1.6 Exceptions
This section describes how various business exceptions will be handled in the processing of invoices.
As an invoice flows through VIM business rules, it goes through a series of checks – whenever an


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exception occurs the work item will go to a predefined set of people (OpenText role) who are expected to
resolve the issue.
This section covers various business exceptions or rules that are involved in processing PO-based
invoices.


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Invalid PO:
How this exception occurs?
Roles Involved, Who will get this workitem?


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User Options List for each Role:
Invalid Vendor (PO):


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Invalid UOM:


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Invalid Currency (PO):


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Missing Invoice Date:


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Vendor Invoice Reference Missing (PO):



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Suspected Duplicates (PO):



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Quantity Missing:


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Item Unit Price Missing:



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Missing Mandatory Information (PO):



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PO not Released:


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Vendor Mismatch:


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UOM Mismatch:


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Invalid Requisitioner:


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GR Missing (Delivery Date in Future):



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GR Missing(Deliver Date Past/Current):



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Manual Check Needed for Indexing Lines (PO):



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Freight on invoice:


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Approval Required:


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(Approval workitem for PO Invoice is sent to the Requisitioner on the first line item of the PO. This is
performed by the approval workflow. Once approval step is completed, workitem is sent to PO_AP_PROC).


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Vendor Audit Required(PO):



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Tax Audit Required (PO):



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PO Credit Memo Processing:



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Custom Process Option:

Refer to Customer Service Specialist


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1.4.2 Roles and Process Options (Eg: PO_AP_PROC)
 AP Processor Role – An AP processor can modify the index field (metadata) and can communicate
between other roles involved in the invoice processing. When users execute a work item, they will be
presented with the index screen in change mode. They can switch to the dashboard view to perform
certain actions.
User Assignment:
Work centers with User IDs
Process Options:


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The process options refer to actions that a particular user can take to resolve issues related to a
particular business exception. Actions available are dependent on user role.
The following table lists some of the actions that can be performed by an AP Processor:


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Action Purpose Comments Required ?
Save Enter / modify index information and save.
Submit Saves document and runs business rules in background
Change Document Type If invoices are scanned in wrong queue can be changed to
different invoice queue
Refer to AP Processor Work item will be routed to selected AP Processor. It is

possible to override system proposed list of users.
Refer to Vendor Maintenance Select this option to route the work item to Vendor
Maintenance group for vendor related issues. It is possible to
override system proposed list of users.
Request for Rescan Work item will be routed to rescan operator. When user
requesting for rescan, it is required to select Rescan
Reasons.
Following is the list of Rescan Reason supplied as baseline.

It is possible to extend these reasons.
Co Reason Comments Required
de
01 Unable to read document
data
02 Missing Pages
99 Others X
Mark as Obsolete Workflow will be completed and no further processing will be

done.
When user selects this option, it is required to select

Obsolete Reason.
Following is the list of Obsolete Reasons supplied as

baseline. It is possible to extend these reasons:
Co Reason Comments
de Required
01 Invoice Return to
Vendor
02 Vendor Sent in
Replacement
03 Document Has Already
been Processed
99 Others X
Enter Comments Allows user to enter comments. Comments entered by

previous users can be seen in dashboard tab process log
section.
View Invoice Image This option opens up Invoice Image, which was previously
scanned and stored in archive server.
Refer to Info Provider Refer to some other user for information, they can send back
with comments

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Note: If comments required option is enabled, a user can't complete that action on invoice without
entering comments.
1.5 NonPO Invoice Processing

Non PO invoices at CareFusion are received through emails or through scanned (hard copy mailed
invoices). They will go through OCR extraction and validation before processing starts in SAP.
This section describes the configuration aspects involved for processing of Non PO Invoices. Details of
the metadata fields that are needed for processing the invoice (called indexing fields) and their behavior
within the workflows will be described.
1.5.1 Enterprise Scan Profiles
Invoice Queue
1 NonPO Invoices - Rush
2 NonPO Invoices - Regular
3 NonPO Invoices - Spanish
Following Enterprise Scan Profiles have been configured
o Single Paper
- No Need of page separators
- Pages will be separated at blank page
o Multipage
- Page Separation happens using Enterprise Patch Code
o Fax Document
- Input will be from file location


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1.5.2 Archive Document Types
Archive Document Type Description Type
ZNPO_RG_FX NonPO Invoices - Regular ( TIF ) FAX
ZNPO_RG_PD NonPO Invoices - Regular ( PDF ) PDF
ZNPO_SP_FX NonPO Invoices - Spanish ( TIF ) FAX
ZNPO_SP_PD NonPO Invoices - Spanish ( PDF ) PDF
ZNPO_UR_FX NonPO Invoices - Rush ( TIF ) FAX
ZNPO_UR_PD NonPO Invoices - Rush ( PDF ) PDF
1.5.3 DP Document Types
Following DP Document Types are configured
DP Document Type Description Archive Document
ZNPO_RG_FX NonPO Invoices - Regular ( TIF ZNPO_RG_FX

)
ZNPO_RG_PD NonPO Invoices - Regular ZNPO_RG_PD

( PDF )
ZNPO_SP_FX NonPO Invoices - Spanish ( TIF ZNPO_SP_FX

)
ZNPO_SP_PD NonPO Invoices - Spanish ZNPO_SP_PD

( PDF )
ZNPO_UR_FX NonPO Invoices - Rush ( TIF ) ZNPO_UR_FX
ZNPO_UR_PD NonPO Invoices - Rush ( PDF ) ZNPO_UR_PD


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Notes:
1. All NonPO DP document types are using number range 01.
2. All NonPO DP document types are using following Sub Screen
Program: /OPT/VIM_BL_M1_SUBSCREENS (standard program)
Sub Screen Number 3092
3. NonPO AP Processor Acts as Duplicate Check Agent
4 .For NonPO Invoice default process type is 207 - "Process NonPO Invoice"
Screen Shot for NonPO DP Document:


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1.5.4 Index Screen Field List
Following Indexing Screen fields are configured for PO Invoices


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Note: Status R - for Required, D - Display Only - Space is regular field
These screen attributes can be maintained using transaction /n/OPT/VIM_NW_SCRN_CFG.


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Anomaly 1385 – add vendor line item text to all PO doctypes (provides AP easier ability to put notes
that can be seen when displaying FI document later) – For doctypes ZPPO_RG_FX, ZPPO_RG_PD,
ZNPO_SP_FX, ZPPO_SP_UR, ZPPO_UR_PD, ZPPO_UR_FX


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Indexing Screen Fields:


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1.5.5 ICC Customization
1.5.5.1 Profiles
Invoice Queue
1 NonPO Invoices - Rush
2 NonPO Invoices - Regular
3 NonPO Invoices - Spanish
Profile name: NonPO Invoices - Regular


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Credit Memo - Using Standard


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Display Culture


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Field List:


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Display
Field Label Mandatory Only Data Source
Credit
Memo(CM) Flag
Document Date X Identify from Image


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Reference
Number X Identify from Image
Gross Amount X Identify from Image
Net Amount Identify from Image
Total Tax Amount Identify from Image
Currency X Identify from Image
Identify from Image based on ICC software training
Freight Amount
Recognized from Image (string with
Requester Email X ‘@carefusion.com)
Vendor Number X Identify from Image (based on the remit to address)

Automatic detection of company code from
Company Code X download tables
1.5.5.2 Derivation Rules
Following fields will be derived as part of business rules. This is extension list item EX06.
1. Payment Terms - Derive from Vendor Master

2. Expense Type - Default to ST
3. Payment method - Derive from Vendor Master
4. Header company code - Derive from Vendor number (if multiple company codes exist use the
first one)
5. Company Code/Cost Center - Derive from Requester's HR master
6. Remove invalid data coming in from ICC (Company Code ‘9999’, Currency ‘NAN’).
The above logic is coded in the function module - ZFI_OT_VIM_DERIVATION_RULE_NPO.
FUNCTION ZFI_OT_VIM_DERIVATION_RULE_NPO .
*"---------------------------------------------------------------------
-
*" CHANGING
*" REFERENCE(INDEX_DATA) TYPE /OPT/VIM_1HEAD OPTIONAL
*" EXCEPTIONS
*" CHECK_FAILED


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*"---------------------------------------------------------------------
-
This is configured as the very first business rule in the invoice exceptions:


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1.5.6 Exceptions
This section describes how various business exceptions will be handled in the processing of invoices.
As an invoice flows through VIM business rules, it goes through a series of checks – whenever an
exception occurs the work item will go to a predefined set of people (OpenText role) who are expected to
resolve the issue.
This section covers various business exceptions or rules that are involved in processing NonPO-based
invoices.


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Invalid Vendor:


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Invalid Currency (NPO):


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Invalid Requester:


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Unable to Determine Company Code (NPO):



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Missing Invoice Date (NPO):


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Vendor Invoice Reference missing (NPO):



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Missing Mandatory Information (NPO):



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Suspected Duplicates (NPO):



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Non PO Credit Memo:



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Non PO Approval Required:



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(Approval workitem for Non PO Invoice is sent to the Requester first (for coding) and then to the Approvers
(for approvals). This is performed by the approval workflow. Once approval step is completed, workitem is
sent to NPO_AP_PROC).
Anomaly 1399: Ability to designate default coder for portal approvals. In order to implement this functionality,
a ABAP code change was required. Logic first assumes that coder = requestor from the invoice; however if
that requestor has a default coder defined in the user's personal settings, it will then go to the designated
coder first instead.
Changes were made to ZFI_OT_VIM_GR_MISSING_MAIN, ZFI_OT_VIM_CODER_DETERMINE,
ZFI_OT_VIM_DERIVATION_RULE_NPO.


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Vendor Audit Required(Non PO):



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Tax Audit Required (Non PO):



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1.6 Enable Archiving from Enterprise Scan

This involves following activities overall
1) Configure Archive server
2) Configure Document Pipeline
3) Configure Enterprise scan
4) Configure VIM
Configure the scanner computer as the scan shot on the Archive server . On Archive server assign
late archive mode to the scan station.
A configuration change to the document pipeline is needed.
In folder …\Open Text\DocuLink Document Pipeline 9.7.1\scripts\perl
Change script scanr3.pl
Comment # return(0, "script 'scanr3.pl' has not been replaced by a project script");
Add following line below
return(1, "script 'scanr3.pl' done");
Configure Enterprise scan such during scanning the Invoice queues/groups

should be proposed to be input by user.
Configure static groups in the ‘Workstation Options’ area in the Enterprise Scan
as shown


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Configure ‘Processing Subprofile’ as shown . Choose ‘Classification by User’ .
Configure ‘Archiving ‘ subprofile as shown


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Double click on ‘Set Document Pipeline Attributes’ and put the following script
import System;
Document.COMMANDS += "USE_VR4WFL 6\n";
Document.IXATTR = "NEWDOC\n";
Document.IXATTR += "ARCHIVIDATTR ZDUMMY|ARCHIV_ID|CC|%-2.2s|\n";
Document.IXATTR += "DOCIDATTR ZDUMMY|ARC_DOC_ID|CC|%-40.40s|\n";
Document.IXATTR += "ATTRIBUTES ZDUMMY|USERNAME|CC|" +
System.Environment.UserName + "|\n";
Document.IXATTR += "ATTRIBUTES ZDUMMY|EXT_PROFILE|CC|" +
Document["Group"] + "|\n";


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On the VIM side , Insert the following entry into table J_6NGTE26 using transaction SE16:


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Remark: If a different RFC Mode should be used then the parameter value for USE_VR4WFL must be
changed in the script configuration (see details above).
FUNCTION ZFI_OT_VIM_LATE_SCAN_ARCHIVING.
*"----------------------------------------------------------------------
*" EXPORTING
*" VALUE(PE_RC) LIKE SY-SUBRC
*" VALUE(PE_MESSAGE) TYPE /IXOS/DC_SP_COLD_REFS-MESSAGE
*" VALUE(PE_NO_RECORDS) TYPE /IXOS/DC_SP_COLD_REFS-NO_RECORDS
*" TABLES
*" PT_DATA STRUCTURE /IXOS/DC_SP_COLD_EXCHANGE
*"----------------------------------------------------------------------
*<<<- Start of Header Block ---------------------------------------->>>*
*-----------------------------------------------------------------------
* Identification
* Title : Opentext: Trigger VIM process after document is archive
* via Enterprise Scan
*
*
* Developer : Shovit Verma
*-----------------------------------------------------------------------
Logic :
a) Loop through the table PT_DATA and collect Scan user name , Archive
information and invoice group that was chosen when scanning .
b) Derive the Archive document type based on the invoice group that was chosen
from table ZFIVIMEXTPROFILE .
c) Derive SAP user id for the Windows user from table ZFIVIMOPTEXT02.


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d) Start VIM process by calling function /OPT/VIM_OCR_PREPROCESS . Pass all

archive information to this function
e) Collect the DP document number that is returned from above function call and
register in table ZFIVIMREGISTER
Table ZFIVIMREGISTER
The groups configured in Enterprise Scan need to be mapped to ArchiveLink document types and the ICC
flag set if the document type is used for ICC:
Table ZFIVIMEXTPROFILE in SM30:


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The external user (Windows account of scan user) must be mapped to an existing SAP user:
Table ZFIVIMOPTEXT02 in SM30:
1.7 Freight Handling
The freight amount from the invoice will be collected at header and will be populated into GL Account in MIRO
.
For background posting , GL account will be automatically filled .
For online , one has to manually supply the freight amount .


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In order to auto populate GL account tab during background posting , function module
ZFI_OT_VIM_BAPI_EXIT_PO is configured in the user exit as shown
Maintain the function ZFI_OT_VIM_BAPI_EXIT_PO is user exit table /PTGWFI/Z_CONST table via SM30 as
shown below
FUNCTION ZFI_OT_VIM_BAPI_EXIT_PO.
*"----------------------------------------------------------------------
*" IMPORTING
*" VALUE(INDEX_HEADER) TYPE /OPT/VIM_1HEAD OPTIONAL
*" TABLES
*" INDEX_ITEM STRUCTURE /OPT/VIM_1ITEM OPTIONAL
*" ITEMDATA STRUCTURE BAPI_INCINV_CREATE_ITEM
*" ACCOUNTINGDATA STRUCTURE BAPI_INCINV_CREATE_ACCOUNT OPTIONAL
*" GLACCOUNTDATA STRUCTURE BAPI_INCINV_CREATE_GL_ACCOUNT OPTIONAL
*" MATERIALDATA STRUCTURE BAPI_INCINV_CREATE_MATERIAL OPTIONAL
*" TAXDATA STRUCTURE BAPI_INCINV_CREATE_TAX OPTIONAL
*" WITHTAXDATA STRUCTURE BAPI_INCINV_CREATE_WITHTAX OPTIONAL
*" VENDORITEMSPLITDATA STRUCTURE BAPI_INCINV_CREATE_VENDORSPLIT
*" OPTIONAL
*" CHANGING
*" VALUE(HEADERDATA) LIKE BAPI_INCINV_CREATE_HEADER STRUCTURE
*" BAPI_INCINV_CREATE_HEADER OPTIONAL
*" VALUE(ADDRESSDATA) LIKE BAPI_INCINV_CREATE_ADDRESSDATA
*" STRUCTURE BAPI_INCINV_CREATE_ADDRESSDATA OPTIONAL
*"----------------------------------------------------------------------
*-----------------------------------------------------------------------
* Identification
* Title : OpenText: Function module used in the BAPI exit for PO


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* invoices. PO invoices that have freight are populated in

* GL account tab. GL account is fixed as 64000
* Cost center is derived from ZFIVIMOPTCOST table.
* Tax juricode is derived from cost center and tax code
* is derived from invoice header if it exists ,else its
* fetched from first PO line item of the invoice
Logic:
If freight amount exist on the invoice then build up the GL accounting line in following manner
a) GL Account  Its fixed as 64000
b) Derive cost center from table ZFIVIMOPTCOST based on the company code
Table ZFIVIMOPTCOST and can be maintained in SM30 txn.
c) Tax code  Derive from the first line item of the regular invoice line
d) Tax Jurisdiction  If country ( based on the company code form invoice header ) is
applicable for tax jurisdiction then derive the tax jurisdiction from cost center table
( CSKS with controlling area = 1000)
e) Pass the GL accounting line to table GLACCOUNTDATA


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Anomaly 1401: Maximum freight amount $500:

Freight tolerance was increased to 500 USD by maintaining table
/PTGWFI/Z_CONST. Any freight amount on the invoice >= $500 will cause an
automatic exception and the exception will need to be bypassed by AP.
1.8 Initial Actor Configuration for Blocking Scenario
In txn /OPT/SPRO navigate to the path as highlighted


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For price discrepancy function ZFI_OT_VIM_BUYER_ROLE_PRICE is configured to

dynamically determine the initial actor .


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FUNCTION ZFI_OT_VIM_BUYER_ROLE_PRICE.
*"----------------------------------------------------------------------
*" IMPORTING
*" REFERENCE(BLOCK_REASON) TYPE /PTGWFI/F_BCT-ZBLKRSN
*" REFERENCE(OBJTYPE) TYPE SWETYPECOU-OBJTYPE
*" REFERENCE(OBJKEY) TYPE SWEINSTCOU-OBJKEY
*" EXPORTING
*" REFERENCE(INITIAL_ACTOR) LIKE /PTGWFI/F_BCT-ZINIACT
*" EXCEPTIONS
*" NO_ACTOR_FOUND
*"----------------------------------------------------------------------
*-----------------------------------------------------------------------
* Identification
* Title : OpenText: Determine the initial actotr for price variance
* If Drop ship PO then CS Specialist else its regular Buyer


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* Developer : Shiva Vaidyula

*-----------------------------------------------------------------------
Logic : If the current PO is a drop ship PO then Customer Specialist(CS_SPECIALIST)
will be the initial actor else it will be BUYER role.
For qty discrepancy function ZFI_OT_VIM_BUYER_ROLE_QTY is configured to

dynamically determine the initial actor .
FUNCTION ZFI_OT_VIM_BUYER_ROLE_QTY.
*"----------------------------------------------------------------------
*" IMPORTING
*" REFERENCE(BLOCK_REASON) TYPE /PTGWFI/F_BCT-ZBLKRSN
*" REFERENCE(OBJTYPE) TYPE SWETYPECOU-OBJTYPE


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*" REFERENCE(OBJKEY) TYPE SWEINSTCOU-OBJKEY

*" EXPORTING
*" REFERENCE(INITIAL_ACTOR) LIKE /PTGWFI/F_BCT-ZINIACT
*" EXCEPTIONS
*" NO_ACTOR_FOUND
*"----------------------------------------------------------------------
*-----------------------------------------------------------------------
* Identification
* Title : OpenText: Determine the initial actotr for qty variance
* If Drop ship PO then AP processor else its regular Buyer
* Developer : Shiva Vaidyula
*-----------------------------------------------------------------------
Logic : If the current PO is a drop ship PO then AP processor (AP_PROCESSOR ) will

be the initial actor else it will be BUYER role.
1.9 Reminders and Notifications

The notification is configured in transaction /OPT/VIM_8CX50 . The reminder will be sent to the outlook email
address of the people who have workitems in their inbox that have aged beyond the preconfigured ‘Inbox
day’s
The inbox day is calculated from the time a workitem appears in one’s inbox .
Text objects ( mentioned below for various stages ) needs to e configured manually in SO10. The text object
appears in the email body before the invoice list information


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Text ZREMINDERS_DP is configured for invoices that are in DP (document processing ) stage
Text ZREMINDERS_AP_NPO is configured for invoices that are in NPO Approval/Coding stage


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Text ZREMINDERS_AP_PO is configured for invoices that are in PO Approval stage


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Text ZREMINDERS_BLK is configured for invoices that are in Blocking Stage (Header Level )
Text ZREMINDERS_BLK is configured for invoices that are in Blocking Stage (Line Level )


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Following fields are supplied for the invoice list information when sending reminder notification


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The Mail subject is configured as highlighted below
The format of the invoice list information was enhanced ( for better formatted output of invoice list in the email
body )


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The function module ZFI_OT_VIM_FORMAT_REM_EMAIL is maintained in table /PTGWFI/Z_CONST ( via

SM30) for the constant name REM_MAIL_FORMAT_FM as shown below
FUNCTION ZFI_OT_VIM_FORMAT_REM_EMAIL.
*"----------------------------------------------------------------------
*" IMPORTING
*" VALUE(CALLING_PROGRAM) OPTIONAL
*" TABLES
*" MESSAGE_HEADER STRUCTURE SOLI OPTIONAL
*" MESSAGE_BODY STRUCTURE SOLI OPTIONAL
*"----------------------------------------------------------------------
The function formats the invoice list information in HTML format ( which presents invoice in a much better
format compared to RAW text format )
Also in OT standard function /OPT/VIM_NOTIF_SEND_EMAIL the format was set to ‘HTM” instead of ‘RAW
as shown below


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1.10 Miscellaneous Topics

ZFIRP_OT_VIM_PREP_SLD
This program is intended to run once in system to prepare Opentext VIM SLD for maintenance SAP where
client setting does not allow such changes
VIM SLD ( txn /OPT/VIM_SLD) needs to be maintained in each system explicitly and most of the cases
cannot be transported . By Default VIM SLD is not open ( one of the product gap at the time being )
ZFIRP_OT_VIM_EXT_IIC_VAR_COPY
This program is intended to be run by a user who can maintain layout for ICC VIM Cockpit . Its not necessary
to adjust layouts and a user can adjust the layout himself .
However , there could be cases where one can decide to set up a global layout and have it applicable for
everyone .


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The layouts can be maintained at following levels
1) Exception Group Level  This is 1st level node
2) Individual Exceptions  This is 2nd level node
An admin would need to maintain layouts at each exception ( overall 140 + exceptions and that would mean
140+ layouts ) if one wants a global layout . This will be painful job if one were to do . Thus the program
ZFIRP_OT_VIM_EXT_IIC_VAR_COPY eases that effort .
First one can maintain the layout via Admin transaction /OPT/VIM_IIC_ADM.
Maintain the layout at 1st level node
1) Document Processes
2) Posted PO Invoices
Thereafter call the program ZFIRP_OT_VIM_EXT_IIC_VAR_COPY and provide the layout name of 1 st level
node and specify the Exception Group ( 1 = Document processes , 4 = Posted PO Invoices ) .


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Executing the program lets the layout at 1st node level trickle down to all exceptions ( .ie to 2 nd level node )
Thus you maintain maximum 2 layouts ( at Document Processes and another at Posted PO Invoices level )
and have those layouts trickle down to all 140+ exceptions .
06-AUG-2013 Issue 8865/INC0054436 – Adding security authorizations to assign a Z-tcode (ZFI0152) to this
program. Security should only be needed for copying down the layouts so the following should be used:
Object: S_ALV_LAYO
ACTVT=23;
1.11 Archiving VIM Information
You can archive the DP invoices and the reporting data from Central Reporting.
Note: You must first archive all DP invoices from all connected SAP systems before you run the archiving of
the reporting data.


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To archive DP invoices:
1. Execute the standard SAP transaction SARA.
2. Use the archiving object /OPT/DOC .
3. Follow the SAP standard archiving processes for the archive object /OPT/DOC.
The data from the following tables is archived:

o /OPT/VIM 1HEAD
o /OPT/VIM 1ITEM
o /OPT/VIM HD DP
o /OPT/VIM HD PO
o /OPT/VIM PO WIH
o /OPT/VIM PO WID
o /OPT/VIM HD NPO
o /OPT/VIM NPO WIH
o /OPT/VIM NPO WID
o /OPT/VIM 1BDCLOG
o /OPT/VIM 1LOG
o /OPT/VIM 1OCRLOG
o /ORS/STACK HDR
o /ORS/STACK BODY
o /ORS/INV ADD
o /ORS/INV DATA
o /ORS/APPR LOG
o /PTGWFI/M PRKMTR
o /PTGWFI/F BIRMTR
o /PTGWFI/F BIRMWI
o /PTGWFI/F DELINV
o /PTGWFI/F DELINV
o /PTGWFI/F LIXMWI
o /PTGWFI/F LIXMTR


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To archive reporting data:
Note: You must first archive all DP invoices using the archive object /OPT/DOC
from all connected SAP systems before you run the archiving of the reporting
data.
1. Execute the standard SAP transaction SARA.
2. Use the archiving object /OPT/REP that is provided with VIM 5.2 SP1 to archive
the VIM Central Reporting information.
Note: Standard Archiving functions will be used at CAREFUSION. No extensions are identified in this
section. For More information of Archiving Open Text IM data archiving, please refer to VIM 6.0
Administration guide.
1.12 Glossary of Terms
This section contains terms used in this FDD and business meaning of the terms from SAP IM perspective.
Term Meaning
Integrated Invoice This is a workplace (inbox) for AP processor or other users where they can access
Cockpit invoices to be processed.
Work item An item in the invoice cockpit of the SAP inbox that can be used to access invoices and
process invoice exceptions.
Dashboard Open Text user interface used to resolve invoice exceptions for an invoice.
It has two tabs: Dashboard tab and Index tab.
Dashboard enables users to take necessary actions and view process log.
Index tab enables users to view or modify index data.
Role Roles identify users as having a specific function and being able to execute specific
actions related to the role.
OpenText VIM Roles are not to be confused with SAP Roles and Authorizations.
VIM Roles determine who receives work items and what they can do within those work


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items.
SAP Roles determine what transactions a user has access to and limits what can be
done within that transaction.
COA Chart of Authority Infrastructure developed by Open Text to maintain approver hierarchy.
User Map Table Open Text table to maintain list of users who can access approval workitems.
Open Text maintains internal usermap id which will be mapped to SAP user id or
Enterprise Portal ID or Email ID.
ICC Application An ICC invoice application bundles all settings that are needed to process invoices of a
certain kind, e.g. Rush and Regular Invoices or which fields have to be extracted by
which extraction method, or which fields should be visible in the Validation Client.
ICC Validation The Validation Client is a Windows program that is used by a clerk to check and correct
Client data that have been extracted automatically and to capture additional fields that could
not be read automatically. The corrected and completed data are then passed on to
Vendor Invoice Management.
VAN This is OpenText Status Reporting tool. Also called as SAP Invoice Management
Analytics or VIM Analytics.


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CareFusion – Information Technology Doc Type: Technical Design

Doc Title: TD_FI9016 AP OpenText VIM Configuration

Doc ID: TD_FI9016 DMS Doc: Version: DMS Type:

07FEB2013 01 Dan Troha Initial Release

Page: 1 of 154 Print Date: 9/30/2011 01:41:00 PM

Doc Title: TD_FI9016 AP OpenText VIM Configuration

Doc ID: TD_FI9016 DMS Doc: Version: DMS Type:

1.1 Purpose of Technical Design Document (TD) 4

1.2 Scanning and Invoice Queues 4

1.2.1 Enterprise Scan Profiles 4

1.2.2 Archive Document Queues 5

1.4 Invoice Processing 9

1.4.1 PO Invoice Processing 9

1.4.1.1 Enterprise Scan Profiles 9

1.4.1.2 Archive Document Types (Invoice Queues) 10

1.4.1.3 DP Document Types 10

1.4.1.4 Index Screen Field List 13

1.4.1.5 ICC Customization 18

1.4.2 Roles and Process Options (Eg: PO_AP_PROC) 85

1.5 NonPO Invoice Processing 88

1.5.1 Enterprise Scan Profiles 88

1.5.2 Archive Document Types 89

1.5.3 DP Document Types 89

1.5.4 Index Screen Field List 93

1.5.5 ICC Customization 99

1.5.6 Exceptions 111

Page: 2 of 154 Print Date: 9/30/2011 01:41:00 PM

Doc Title: TD_FI9016 AP OpenText VIM Configuration

Doc ID: TD_FI9016 DMS Doc: Version: DMS Type:

1.6 Enable Archiving from Enterprise Scan 130

1.7 Freight Handling 136

1.8 Initial Actor Configuration for Blocking Scenario 139

1.9 Reminders and Notifications 143

1.10 Miscellaneous Topics 151

1.11 Archiving VIM Information 153

1.12 Glossary of Terms 155

2.0 COMMENTS 157

Page: 3 of 154 Print Date: 9/30/2011 01:41:00 PM

Doc Title: TD_FI9016 AP OpenText VIM Configuration

Doc ID: TD_FI9016 DMS Doc: Version: DMS Type:

1.1 Purpose of Technical Design Document (TD)

1.2 Scanning and Invoice Queues

The following graphics show the Enterprise Scan user interface

Page: 4 of 154 Print Date: 9/30/2011 01:41:00 PM

Doc Title: TD_FI9016 AP OpenText VIM Configuration

Doc ID: TD_FI9016 DMS Doc: Version: DMS Type:

1.2.2 Archive Document Queues

Note: all VIM configuration can be accessed through tcode /N/OPT/SPRO:

Following Archive Documents are configured.

Document Type Description

ZNPO_RG_FX Non PO Invoices - Regular ( TIF )

ZNPO_SP_FX Non PO Invoices - Spanish ( TIF )

ZNPO_UR_FX Non PO Invoices - Rush ( TIF )

Page: 5 of 154 Print Date: 9/30/2011 01:41:00 PM

Doc Title: TD_FI9016 AP OpenText VIM Configuration

Doc ID: TD_FI9016 DMS Doc: Version: DMS Type:

ZPPO_RG_FX PO Invoices - Regular ( TIF )

ZPPO_SP_FX PO Invoices - Spanish ( TIF )

ZPPO_UR_FX PO Invoices - Rush ( TIF )

ZNPO_RG_PD Non PO Invoices - Regular ( PDF )

ZNPO_SP_PD Non PO Invoices - Spanish ( PDF )

ZNPO_UR_PD Non PO Invoices - Rush ( PDF )

ZPPO_RG_PD PO Invoices - Regular ( PDF )