Vendor Invoice Management 7.

VIM Overview

Rohit Malik
Agenda

 VIM Overview
 VIM Components
 VIM Process View
 VIM Flow
 VIM Dashboards
 Processing Blocks
 Process Swimlanes
 AP Scenarios using VIM
 Delivery Model
 Preparing the Configuration
 Transactions
 Abbreviations
VIM Overview

 OpenText Vendor Invoice Management is packaged solution for

managing invoices.
 VIM preprocess data before creating SAP document. Once
system validates all the business rules and pass the document
then document in SAP is created.
 With OpenText VIM one can better manage the workflow of the
invoices, pay correct amount to vendors, create various types of
invoices, get the aging report, keep check and various
validations (document type, invoice information etc.),
elimination of errors and duplicate check. Having a highly
configurable design allows VIM to accommodate various
business scenarios and cater needs to various organizations.
 VIM is a packaged business solution that is developed and
tested in coordination and partnership with SAP.
VIM Overview…

 SAP Invoice Management by OpenText (VIM) is a packaged

business solution for managing vendor invoices.
 VIM solves a business problem - paying correct amount to vendors
on time and with the lowest cost.
 VIM delivers not technology but best-practice business processes.
 VIM provides values to customers in process efficiency, visibility and
compliance.

 VIM is SAP centric.

 VIM is an add-on to your SAP ERP system, the majority of the
functions and processes run inside your SAP ERP system.
 VIM deals only with invoices that will be posted to SAP ERP.
 VIM uses SAP technology: ABAP, Workflow, and SAP NetWeaver
Portal.
 VIM integrates with standard SAP functions: Invoice Verification,
Financial Processing, etc.
VIM Components
VIM Components…

Term Description
OCR with ICC Optical Character Recognition with Invoice Capture Center. The
component automates the capture of paper invoices by using
OCR to extract invoice data.
Document This component captures invoice metadata, handles suspected
Processing duplicate invoices and collaborates with the other components.
Invoice This component receives a list of invoices to be approved and
Approval codes and approves the invoices.
Approval Portal This is a Java based Approval Portal infrastructure running on
SAP NetWeaver Application Server (Java Stack). It is similar to
the Invoice Approval but has a Web interface.
Mobile Approval This component allows the user to approve invoices on a mobile
devices like iPhone, iPad, Blackberry and android based
mobiles.
Exception This component allows for the handling of exceptions that arise
Handling before the SAP document is created.
VIM VIM Reporting uses various reports to analyze the status of
Reporting/Analy invoices in the SAP system.
tics
VIM Analytics overlooks the invoices in progress in a unified
dashboard.
VIM Components…

Term Description
SAP CRM SSF This component integrates VIM with the SAP CRM SSF
Integration component for the creation of Service Requests from VIM
dashboards. It also provides VIM invoice information in a
Vendor Factsheet inside the Accounting Interaction Center
(AIC).
SAP NetWeaver This component integrates VIM with SAP NetWeaver Business
BI Intelligence Content in order to integrate, transform and
present relevant statistics from the SAO BI component.
VIM Process Overview

 VIM integrated into the Scan to Payment process, can be viewed in

several stages
 Image capture
 Key data capture
 Validation of the data
 Creation of the SAP document
 Posting of the SAP document
VIM Process Overview…

 Image Capture: Typically, companies receives invoices via mail or e-

mail. In both cases, the invoice image must be saved and SAP must be
notified that an invoice has arrived. For ingesting the invoice,
companies can use a scanning device with Enterprise Scan or might
employ an SMTP interface that routes e-mail invoices from the e-mail
server to the SAP VIM application. In both cases, Archive Server is used
to store the incoming invoice image. This image is now available in the
Archive Server and is linked to the new VIM Document Processing (DP)
Document.

 Key Data Capture: Now that the invoices are reflected in SAP, it is
time to extract the key data fields from the image. There is a pre-
defined job running in SAP which looks for the notification that an
image has been achieved and is queued in SAP for processing. When a
new invoice is detected, the ICC server is invoked (If ICC is being used)
and the OCR process begins. All fields which are identified during
extraction are saved with the Document Processing document that was
created in the previous step.
VIM Process Overview…

 Validation: Now, the document becomes ready for validation by the

company personnel. At this stage, another job has run which notifies
the persons responsible for checking the invoice extraction (or for
manual extraction if OCR is not used). The document is opened by the
coder, the fields in the invoice are either validated, corrected, or
complemented.

 SAP Document Creation: If the invoice in question here, is not a

duplicate invoice and passes all business rules, an SAP document is
created.

 Posting of the SAP Document: Now the DP document and the

respective SAP document are available for the levels of approval that
are necessary in the company (configurable). After approval, the SAP
document is then posted in SAP.
VIM Flow

E-Invoice SM
TP
Int
erf
ace
E-mail
Server

OAWD

SAP/VIM Archive Server

Enterprise
Scan

Paper Scanner
Invoice
VIM Flow…

Indexer populates
ge
I ma Key fields
ive Manual Indexing
r ch
A

Archive
Image

Updates to DP
Ar Document
ch
iv
e
Im
Archive Server ag
SAP/VIM e SAP/VIM

OCC Extraction Validation Client

VIM Flow…

Archive
Image

AP Processors
DP Document
Archive Server SAP/VIM Submitted for
Approval

SAP/VIM

SAP FI
Document

Approver
SAP/VIM
Document posted in SAP
VIM Dashboards

 VIM Dashboards
 DP Dashboards: includes the indexing screen, is the user interface
for the DP Workflow. This can be accessed from SAP Business
Workplace, Integrated Invoice Cockpit and from the VIM Workplace.
 VIM Invoice Exception Dashboard: is the user interface for
processing documents through the Invoice Exception processes. This
can be accessed from SAP Business Workplace or Integrated Invoice
Cockpit.
 OpenText Unified Dashboard: a standard and unified dashboard
for all invoices.
 OpenText Approval Portal: a web-interface for approving invocies.
VIM Dashboards…

 SAP Workflow and Exception Handling: SAP workflow can be

visualized as the thread that connects all the tasks in the VIM
portion of Scan to Payment. This can be accessed via VIM
Workplace.

 VIM Analytics: provides user with clear data reports on DP

documents with exceptions as well as the Invoice Exception
work items. It allows for the tracking of the documents routed
through SAP workflow by VIM.
Processing Blocks

 From functional and technical 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
Process Swimlanes
Process Swimlanes…

Business blue print sessions, result in a set of finalized swimlane

diagrams represents the to-be process. The swimlane shown, 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.
Process Swimlanes…

 VIM dashboard: The VIM dashboard represents a process as

implemented in the Invoice Exception component of VIM for parked
invoices.
 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.
 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.

 Options: Various options are available to the actors during the

processing of invoices. These are represented as individual items
next to the dashboard block.
AP Scenarios using VIM

 Like standard SAP, VIM can be configured to suit the needs of

the individual customer.
 For reference, two simple scenarios are:
 Processing a Non PO-based Invoice with VIM
 Processing a PO-based Invoice with VIM
1. Processing a Non PO-based Invoice with VIM
1. Processing a Non PO-based Invoice with VIM

The typical steps for processing a Non PO-based invoice into SAP with
VIM are as follows:
 The documents are sorted in the mailroom.
 The documents are scanned with a scanning device.
 The documents are archived to an Archive Server.
 OCR is performed on the documents in order to capture metadata,
validate metadata, and release to SAP.
 A duplicate check is performed against the document.
 The validity of the tax code is checked.
 The validity of the vendor is checked.
 Coding of the accounting details is done.
 The invoice is approved.
 The document is posted in SAP.
2. Processing a PO-based e-invoice with VIM
2. Processing a PO-based e-invoice with VIM

In the typical processing scenario for a PO-based invoice, the

following steps will be executed:
 The e-invoice arrives via a group e-mail account.
 The e-invoices are delivered via an interface and processed
through ICC.
 The documents are archived to an Archive Server.
 A duplicate check is performed against the document.
 PO reference can be used to fill in missing invoice data.
 The invoice is approved in VIM
 The document is posted in SAP.
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 Server it is possible to realize comprehensive
solutions. Core Functions are the technical foundation of VIM: SAP
screens, functions, workflow templates, web pages, etc.
Preparing the Configuration

This section describes the activities that need to be done prior to

implementing VIM.
 Install and configure an archiving system that supports SAP Content
Server HTTP 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.
 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.
Transaction Codes

Codes Description
/OPT/SPRO VIM Configuration
/OPT/VIM VIM Menu
/OPT/VIM_IIC Integrated Invoice Cockpit
/OPT/VIM_WP VIM Workplace
SBWP SAP Business Workplace
/OPT/VIM_ANALYTICS VIM Analytics
/OPT/VIM_SUMM Summary Report
/OPT/VAN_LIABILITY Current Liability Report
/OPT/VIM_AGING Aging Report
/OPT/VIM_EXCP1 Exception Analysis Report
/OPT/VIM_KPA1 Key Process Analytics Report
/OPT/VIM_AUDIT Central Audit Report
/OPT/VIM_PROD1 Productivity Report
/OPT/VIM_7CX1_DIS
/OPT/VIM_LICENSE
/OPT/REMINDER
Transaction Codes…

Codes Description
/OPT/CP_9CX5 Create Role
/OPT/CP_9CX2 Create Role Template
/OPT/CP_9CX2 Assign Template to Roles
/OPT/CP_9CX4 Role Determination Settings
/OPT/VIM_7CX1 Maintain Old Chart of Authority (COA)
/OPT/VIM_APPR_COA Maintain Chart of Authority
OAC2 Create Document Type
OAC3 Link SAP Object, Document Type and Logical Archive
OAD2 Create Document Class
OAD5 Create Document Type using Wizard
PFTS Task Agent Assignment
OAWS Maintain Archiving Pre-settings
OAWD Store Documents
/OPT/VIM_1CX1 Create new DP Document Type
/OPT/VIM_8CX1 Create new Process Type
/OPT/VIM_9CX1 Maintain BDC Procedure for DP
Transaction Codes…

Codes Description
/OPT/VIM_1CX12 Global Configuration Parameters for DP
/OPT/VIM_1CX7 Configure Re-Scan reasons
/OPT/VIM_1CX8 Configure Obsolete reasons
/OPT/VIM_1CX19 Check VIM Installation
/OPT/VIM_VALROL_CFG Configure Channels
/OPT/VIM_7AX8 ICC Monitoring Tool
/OPT/VIM_7AX7 OCR Test Tool
/OPT/VIM_IMG421 Configure Rejection reasons
/OPT/VIM_IMG412 Configure Resubmit for Approval
/OPT/VIM_IMG241 Event Linkage for PO Parking Invoice Processing
Abbreviations

Abbreviation Description
VIM Vendor Invoice Management
SIM SAP Invoice Management Solution by OpenText
OCR Optical Character Recognition
ICC Invoice Capture Center
IIC Integrated Invoice Cockpit
DP Document Processing
IAP Invoice Approval
COA Chart of Authority
TOA Table of Optical Archiving (Archiving tables in db)
ALV SAP List Viewer
BDC Batch Data Communication
SAINT SAP Add-on Installation Tool
SPAM Support Package Manager in SAP
SSF Shared Service Framework
AIC Accounting Interaction Center
Abbreviations…

Abbreviation Description
KPI Key Performance Indicator