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8/20/2014 OpenText VIM: Basic configuration for Document ...

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created by Pankaj Pareek on Feb 10, 2014 6:36 PM, last modif ied by Pankaj Pareek on Feb 10, 2014 6:48 PM
Audience: This is for those who are familiar with OpenText VIM.
OpenText VIM is packaged solution for managing invoices. 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 preprocess data before creating SAP document. Once system validates all the business rules
and pass the document then document in SAP is created. DP comprises of following:
Components Description
Document Type Highest level attribute. It determines screen layout and SAP transaction to
be called.
Process Type Each document type needs at least one process type. It affects the process
flow. It determines initial actors and collaboration options available to
Business Rules Sets of logical conditions required for validating data from external
Roles Grouping of actors in various categories
Options and option
The two basic options are: Actions and Referrals. Actions are based on
transactions or workflow tasks.
Duplicate Check
For configuring different duplicate check logic

Configuring DP document types
OpenText provides standard document types for most of the scenarios however one can create a
custom document type by following below steps:
1. Create SAP ArchiveLink Doc Types: Go to T-Code OAC2 and create new SAP ArchiveLink
document type by providing values for Document Type, Description and Document Class.
OpenText VIM: Basic configuration for
Document Processing (DP) document types
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It is recommended to maintain one SAP ArchiveLink for each DP doc type even if the process is
same as it allows separation of database and custom functions.
2. Create new DP Doc Type:
a. Go to T-code /n/OPT/VIM_1CX1
b. Click on 'New Entries' button (In case you wish to edit existing one then double click on the
document type)
c. Enter following details: Description, Document Index Type (Indexing using OCR, Online
Indexing, No Indexing, and Indexing using IDOC), Invoice Type, Number Range, SAP FI Doc type,
Archive Doc Type, Line Item Data, Duplicate Check Group, Duplicate Check Role, Default Process
type, Posting Role, Rescan Role, Check Display Index Data checkbox, Check Skip Dashboard
checkbox and Check Display Image checkbox.
NOTE: Indexing is a process of filling up the invoicing details in the DP document.
3. Define Process Type:
a. Got to T-Code /n/OPT/VIM_1CX1. Select the created DP Document Type
b. Double Click on Document Process and select the process type. Click on Details button
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c. Check the Active checkbox button. Select the value of BDC transaction ID and Background
Tran ID (BDC transaction ID is used to process an SAP transaction to create SAP document in user
context. Background Tran ID is used to process SAP transaction to create SAP document in
background). Enter value of Autopost flag (X: for background processing) and parking reason.
4. Configure Index screen option:
a. Go to T-Code /n/OPT/VIM_1CX1. Select the created DP Document Type.
b. Double click on Index Screen Option and click on New Entries Button.
c. Provide following details: Process Type, Description, Current Role (Role which processes the
Work Item), Check on Allow Changes check box, check Show Duplicates check box, select Initial
Tab (Dashboard and Index Data), Select Enable Simulate in case you want to skip certain business
rules, check Disable Obsolete check box in case you want to hide obsolete button in dashboard
and check Disable Rescan check box in case you want to hide Rescan button in dashboard.
5. Configure Automatic Image Display:
a. Go to T-Code SM30 and enter /PTGWFI/Z_CONST in Table/View and Click Maintain.
b. Under product code 005 double click constant DASHBOARD_IMAGE_AUTO. Enter value X and
6. Define Process Type determination sequence:
a. Go to T-Code /n/OPT/VIM_1CX1. Select the create document type and double click on Proc.
Type. Det. Sequence.
b. Enter following details: Step Id, Process type, check Exclude from Simulate checkbox to
exclude business rule from simulation and check Bypass possible checkbox to enable bypass of
business rule
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c. Select the step and double click on Sequence Steps. Enter value for Step Sequence, Field
Name for the field that needs to be validated, check type (Table Field, Check Function, Constant
Value, Required Field)
7. Maintain PO line Determination: When data is captured from external system then PO line
number might not be supplied thus this step helps to determine the PO line number in such
a. Go to /n/OPT/VIM_POL
b. Enter PO Line Det. ID (should start with 1), Check Function (custom function to determine PO
line number. It is blank by default and OpenText standard function module is used).
c. Double click on PO Line Determination Fields and maintain fields you to bed used for PO line
determination and save.
d. Go to /n/OPT/VIM_1CX1. Double click on Document Type and enter the value for
Determination Logic ID. Save.
8. Maintain Tax Code Determination:
a. Go to T-Code /n/OPT/VIM_1CX1. Double click on Document Type and select the radio button
for required option. In order to get the tax code from vendor master then select 'Tax Code from
Vendor Master'.
b. In case tax is determined using OpenText tax table (table: /OPT/VIM_TAX_CFG) use t-code
c. Select applicable checkbox for tax calculation (Auto Calculate Tax, Allow Zero Tax Rate, and
Allow without Rate).
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9. Configure Duplicate Check: This is to check in case a duplicate document is created. After
identifying the document can be routed back to the predefined role for further processing.
a. Go to T-Code /n/OPT/VIM_1CX5
b. Click on New Entries button and enter the Duplicate Check Group number, Description,
Duplicate Check Type (Function Module and Index Data Field) and Ext. Dup. Check Function. Select
Run Duplicate Check in Central System
c. Select the created group and double click on group field and mention the fields for duplicate
10. Determine PO invoices by Vendor Table: Table /OPT/VT_DOC_DET contains vendors that send
PO based invoices. Vendor can send invoices without providing PO number. If vendor is not found
in this table then system checks for PO number.
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Like (1)
Raja Ramasamy Jul 2, 2014 8:36 AM
Hi Pankaj,
Thanks for the high level document
Can we implement VIM without ICC ? You have not mentioned anything about workflow setting.

Like (1)
Pankaj Pareek Jul 2, 2014 10:58 AM (in response to Raja Ramasamy)
Hi Raja,
I am planning to publish more documents on VIM giving insights on various configuration
settings including chart of authority and workflow settings.
VIM can be implemented without ICC also but ICC helps to significantly reduce the effort
and time. It also streamlines your AP management by handling complex scenarios. All the
projects I have worked on have ICC.
If you need document on any specific topic then please let me know. I will try to share one
with you on that topic.
Pankaj Pareek
Like (1)
Luz ngela del Pilar Castro Castillo Jul 4, 2014 8:17 PM (in response to Pankaj Pareek)
Hi Pankaj,

New COA is giving me a hard time, it would be nice to have some more info
beside those in VIM books by OT.


Like (1)
Pankaj Pareek Jul 6, 2014 6:01 AM (in response to Luz ngela del Pilar Castro
Hi Luz ngela del Pilar Castro Castillo,
Give me few days I will prepare document on COA. Also if you need any
specific information then let me know. I will try to include that also.
Pankaj Pareek
Like (1)
Luz ngela del Pilar Castro Castillo Jul 7, 2014 10:45 PM
We are working on how does it work with the flow of Coder-Requester-Approver, as well we have
been configurating old COA because if we try directly in the new COA the fields dont let it to be

Another question is that we have more than one capture location and we dont know how to reflect
this from ICC in VIM.

Thanks for any help,

Pilar C.
Pankaj Pareek Jul 8, 2014 10:23 AM (in response to Luz ngela del Pilar Castro Castillo)
Hi Luz ngela del Pilar Castro Castillo,
I have already started preparing document for chart of authority. I will include Invoice
Approval Process (IAP), Chart of Authority (COA) and various roles in that. We are already
working with Coder-Requester-Approver process in my current project and so I will share
some scenarios with you in that.
I will check for your second question on ICC. I have received few queries on ICC so that will
be my next topic once done with COA.
8/20/2014 OpenText VIM: Basic configuration for Document ... | SCN 7/7
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Pankaj Pareek
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Luz ngela del Pilar Castro Castillo Jul 8, 2014 3:11 PM (in response to Pankaj Pareek)

Thank you...

Pilar C.