osr22016 ‘OperText VIM: Basic configuration for Document Processing (DP) document ypes ~ SAP Blogs SARA Getstated Qf Community) sicgs OpentText VIM: Basic configuration for Document Processing (DP) document types February 10,2014 | 2,821 Views | Pankaj Pareek more by this author FIN (Finance) G+ share fF share | WF tweet im share Follow Audience: This is for those who are famili with OpenText VIM. Introduction 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 pestis sap com/20 14102 1lepertxl-vim-basi-covtguatcr-or-document-pracessng-dp-document-‘ypes! 2osr22016 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 ‘OperText VIM: Basic configuration for Document Processing (DP) document ypes ~ SAP Blogs 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 Document Type Description 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 actors. Business Rules Sets of logical conditions required for validating data from external systems. Roles Options and option types Grouping of actors in various categories The two basic options are: Actions and Referrals. Actions are based on transactions or workflow tasks. Duplicate Check infrastructure 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 Dac Types: Go to T-Code OAC2 and create new SAP ArchiveLink document type by providing values for Document Type, Description and Document Class. pestis sap com/20 1402 1lepertxt-vim-basi-covtguater-or-document-pracessng-dp-document‘ypes!osn22016 ‘Operext VIM: Basi configuration for Document Processing (OP) document ypes - SAP Blogs Display View "Global document types": Overview ERG | Gel docomant tee Docu. | Destin Docurent dss Sta i “eon nvore rex o- | ewer Won 20) ri . |) yorsnto2 am non-20 (cH) Be ei | vm vor F0 (08) rx | Non 20) re | mon 80 (UN) Pa o | _yerzene0¢ vm non-P0 (us) nx [vert aneox0 van 51.5 Noo-20 (Wo OC8) cs a Itis 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 1DOC), 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. ipestblogs sap com 20 1602 1opertxt-vim-basi-cortguater-er-documarosr22016 ‘Operext VIM: Basi corfiguration for Document Processing (OP) document types - SAP Blogs Display View "Document Type Definition”: Details gaa ep see pe osama re Jal = tear Tevet | ocr pe Ott (Govcren paces | ocr Ea sven oe] == [itequrce ip | meee Tae dete ee ee =| erp ewe po (0) cle cece acer Pr ttn NOTE: Indexing is a process of filling up the invoicing details in the OP 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 a) © Caterer Tips Deaton ‘Cltmarenthacenee Draeaep beceten sage ag Cases ps 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. pestis sap com/20 1402 1lopertxt-vim-basi-corguater-or-document-pracessng-dp-document-‘ypesiosr22016 ‘OperText VIM: Basi configuration for Document Processing (OP) document ypes - SAP Blogs Display View "Document Processes": Details va Dalog Structure * Bhoocument type Defncon * CAocumat Processes Decument 1y86 + Elindexscwen options | Process TPE l ons > proc. Tye. Det. Secvenc| > Cisequence Steps || Document Proceser socTanacton [35 Sedgound Tan id [30 Autopot Fug & ParkReason 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 Display View “ndex Screen Options" Overview yeen 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 save. ipestblogs sap com 20 1602 1opertxt-vim-basi-cortguater-er-documarosr22016 ‘OperText VIM: Basic configuration for Document Processing (DP) document ypes ~ SAP Blogs 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 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) Display View "Sequence Steps": Overview yuan cape a = Cites Te Otten — | se ae (Genet reese (nan cowen ope + Geen one Sen RE Gaqmesen | suse raveame —Owscee Tate ettean 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 scenario. a. Go to /n/OPTVIM_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. ipestblogs sap com 20 1602 1opertxt-vim-basi-cortguater-er-documarosn22016 ‘OperText VIM: Basi configuration for Document Processing (OP) document types ~ SAP Blogs Display View "PO Line Determination Fields": Overview vaBE ang susce Pouevtm + (bo une bstemmnaten 2 Una betarrnazon Pade stop el Nae 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 /n/OPT/VIM_BL_TAX_CFG ¢. Select applicable checkbox for tax calculation (Auto Calculate Tax, Allow Zero Tax Rate, and Allow without Rate) ‘Display View "Document Type Definition”: Detalls gag * eibecner pe Oe [Sineersonen ogee) MEOH + (Bioe fie.ee ] faem ae nee Cisewenes So re Pact Lee a) 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_1CxS pestis sap com 201602 1lopertxt-vim-basi-cortguater-er-documar 721oartano.e OpenText VIM: Basic cotiguration for Document Processing (OP) document types - SAP Blogs 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 Display View "Group Definition’: Details aag [peep scare tupkate cece Jk? eee ose Gowores | conan c. Select the created group and double click on group field and mention the fields for duplicate check Dag Seucire ovnlate nae + (Group Definition + ©iGroup Fields ome Dub cSt | Fete E or : Grose Aca 1 En 4 sain 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. Alert Moderator 29 Comments ‘You must be Logged on to comment or reply to a post. ipestblogs sap com 20 1602 1opertxt-vim-basi-cortguater-er-documar -processing-p-document-types!osr22016 ‘OperText VIM: Basic configuration for Document Processing (DP) document ypes ~ SAP Blogs g Raja Ramasamy July 2, 2014 at 6:36 am Hi Pankaj, Thanks for the high level document Can we implement VIM without ICC ? You have not mentioned anything about workflow setting. Regards. Raja gy Pankaj Pareek Postauthor July 2, 2014 at 8:58 am Hi Raja, | 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 | 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. Regards Pankaj Pareek g Luz Angela del Pilar Castro Castillo July 4,2044 at6:17 pm Hi Pankaj, New COAis giving me a hard time, it would be nice to have some more info beside those in VIM books by oT. pestis sap com/20 14102 1lepertxt-vim-basi-cortguater-or-document-pracessng-¢p-document-‘ypes! 21osn22016 ‘OperText VIM: Basic configuration for Document Processing (DP) document ypes ~ SAP Blogs Thanks, Pilar gy Pankaj Pareek Postauthor July, 2014 at 404 am Hi Luz Angela del Pilar Castro Castillo, Give me few days | will prepare document ‘on COA, Also ityou need any specific information then let me know. | will try to include that also. Regards Pankaj Pareek gy Pankaj Pareek Postauthor Api 19,2016 at 4:49 pm Hi Luz Angela del Pilar Castro Castillo, I have published a new document on VIM it. roles. | have discussed on new CoA| Please check out. You might find it useful In case you still have any issues then please do let me know. Please check: ‘OpenText VIM: Roles creation g Luz Angela del Pilar Castro Castillo July 7,2014 at 2:08 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 don’t let it to be changed. pestis sap com/20 1402 1lopertxt-vim-basi-cortguater-for-document-pracessng-dp-document‘ypes! 02osr22016 ‘OperText VIM: Basic configuration for Document Processing (DP) document ypes ~ SAP Blogs Another question is that we have more than one capture location and we don’t know how to reflect this from ICC in VIM. Thanks for any help, Pilar C. gy Pankaj Pareck Postauthor July 8, 2014 at 8:23 am Hi Luz Angela del Pilar Castro Castillo, have already started preparing document for chart of authority. 1 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 | will share some scenarios with you in that. | will check for your second question on ICC. | have received few queries on ICC so that will be my next topic once done with COA. Regards Pankaj Pareek g Luz Angela del Pilar Castro Castillo July 8, 2014 at 4:11 pm Great! Thank you, Pilar C. gy Pankaj Pareek Postauthor September 11, 2014 at6:19. am Hi Luz Angela del Pilar Castro Castillo, pestis sap com/20 1402 1lepertxl-vim-basi-covguater-or-document-pracessing-dp-document-‘ypes! werosrianote ‘OpenTex Vi: Basic cariguration for Document Processing (OP) document types - SAP Blogs | was not able to publish the document for COA or long time due to other ‘engagements. | have published it now. | have tried to cover basic configurations and their usages. You can check it here: ‘OpenText VIM: Invoice Approval Process and Chart of Authority Please let me know if you have any specific query about any topic Thank you Regards Pankaj Pareek g ‘Alejandro Jimenez October 23, 2014 at 4:31 pm Hi Pankaj thanks for the document, really it was helpfull for us during our implementation. Currently we have a question for you. when the invoice skip the validation in VIM, the system created a finantial document in status LOCKED, then we need to cancel or delete the document. how can we avoid this behavior. We know that VIM uses the BAPI- BAPI_INCOMINGINVOICE_CREATE and we wanted include new validations (type MIRO) into this one. we tried with the EXIT EXIT_SAPLMRMH_015 with FM MRM_DUPLICATE_INVOICE_CHECK but it wasnt succesfull we would aprecciate your help. we had considered diferents options without results thanks in advanced. have a nice day. pestis sap com/20 1402 1epertxt-vim-basi-cortguater-for-document-pracessng-dp-document‘ypesi a2osn22016 ‘Operext VIM: Basi configuration for Document Processing (OP) document types - SAP Blogs g Pankaj Pareek Postauthor October 26,2014 at 6:43 am Hi Alejandro Jimenez, | am glad that this document helped you. You can also check: OpenText VIM: Invoice Approval Process and Chart of Authority Coming to your question. The scenario is not very clear to me. We can manually exclude few or all the validation under business run and post the DP document which will in turn post invoice. Do you wish to make sure that all validations are applied and then only DP document is posted? Please elaborate with example as what you are trying to achieve and then I will be able to help you with it, Looking forward to hear from you. Thank you Pankaj Pareek g Alejandro Jimenez October 27, 2014 at7:21 pm Hi PAnkaj. Thanks for your answer. you are right in your sentence: Do you wish to make sure that all validations are applied and then only DP document is posted? HEre we dont have different status or procces for the invoices as PARKED, Waiting by approval. etc. we POst directly the invoices “=! Al DP that VIM processed could to become Invoices posted in ECC. so. when the system tries to check the invoice, finished with error. and the invoice is created in status LOCKED, We want to avoid this status, and avoid the error before that the invoice is creating Example. The vendor send us the same invoice twice. we had configuration error in our validations, So, VIM pestis sap com/20 1402 1lepertxt-vim-basi-covtguater-for-document-pracessng-dp-document-‘ypes! raz‘OperText VIM: Basic configuration for Document Processing (DP) document ypes ~ SAP Blogs never detected the duplicity for these documents. The first time the system creates the Invoice and post il. the second time, the system create one also with status Locked, because the combination PO/GR is consumed for the invoice proccesed in the step early. Would be great if we could include validations into the BAPI during the creation, like: check the tolerances, the variation in the quantities, other validation no standard, actually we have diferents validations in VIM, and we checked the duplicity in order to avoid problems. but we want to know if we have the option to do it during the invoices creation. Kindly regards. gy Pankaj Pareek Postauhor October 28, 2014 at $:19 am Hi Alejandro, Thank you for providing detail description. understand that you wish to put some validations before the DP document is posted for invoice creation so that in case any validation is missing or not applied then itis being taken care of by ‘exceptions thrown by SAP system and DP document does not goes into locked status. lam have do little research on this but we applied 23 more business rules from the one that already are available in order to handle the situation even for tolerances and variation (as decretion and accretion scenarios) | will check if Ian get something to address your problem, pestis sap com/20 1402 1lepertxt-vim-basi-covtgwater-or-document-pracessng-dp-document-‘ypes! werosrianote ‘OpenTex Vi: Basic cariguraton for Document Processing (OP) document types - SAP Blogs Regards Pankaj Pareek g GUILLERMO DANIEL FUENTES SEPULVEDA January 6, 2016 at 858 am Hello Pankaj I tried to contact you via private message but since we are not connected | can't do so | see that you've published material on OT-VIM, by any chance do you have any more material or documentation? I've been trying to get documentation on the matter but unlike SAP, documentation on VIM is really scarce on the web. ‘We currently have an implementation on the company but we have a lot of issues since the entire implementation was produced by a consulting firm and they are extremely tight on releasing any documentation on what the did. Any additional info you have will be very much appreciated. Regards! gy Pankaj Pareek Postauthor January 10, 2015 at 1:37 pm Hi Guillermo, Sorry for delayed response. | have been very busy lately. | do have documents but they are too large to share. | know documents are easily available on this topic. | will suggest to take help of a VIM consultant on this. He/She will be able to address to all your concerns. Regards Pankaj Pareek pestis sap com/20 1402 1lepertxt-vim-basi-cortguatcr-or-document-pracessng-dp-document‘ypes! 1621osn22016 ‘OpenText VIM: Basi configuration for Document Processing (DP) document types - SAP Blogs g vViswa Nadh July 21, 2015 at 8:43 am Hi Pankaj, Ifyou have any documents related SIM. Please send me to my personal mail id viswanadh2000@gmail.com, Already we both worked in one project. Regards, \Viswanadh g Patralekha Dutta August 22, 2016 at 1:49 pm Hi Pankaj, Really helpful. g Pankaj Pareek Postauthor August 27,2015 at 4:00 am Hi Patralekha, Thank you for kind words Regards Pankaj Pareek g Harshmeet Singh September 14,2015 at 7:44 pm Thanks for the Description. | have a SAP VIM OpenText application and want to modify the text of the hyperlink or hide few buttons. pestis sap com/20 1402 1lopertxt-vim-basi-cortguater-for-document-pracessng-dp-document-‘ypesi 1621osn22016 ‘OperText VIM: Basi configuration for Document Processing (DP) document types - SAP Blogs Where can | find the code for making such changes. Any .war or jsp files you can suggest Thanks Harshmeet gy Pankaj Pareek Postauthor September 16,2015 at 8:00 am Hi Harshmeet, In my understanding you want to make changes to button like “Refer to AP Processor” etc, These are part of process options. When you define a process option you can choose to make them a button or hyper link. You can also edit the text that will be displayed. Go to /n/opt/spro and search for process option. The path for itis different for version 6 and version 7. Once you have made changes to the process options then go to. define process type. Under each process type you need to add or remove the process option against the role (like, AP_PROC, REQUISTIONER, INDEXER etc) to make the button available or not. Also, in case you want to make any field hide or visible or mandatory for a DP document then please edit Header or line item details for DP document. The path is again different for version 6 and 7. Hope this helps Regards Pankaj Pareek g Johan Baylift October 18, 2015 at 2:56 pm Hi Pankaj, pestis sap com/20 1402 1lopertxt-vim-basi-covtgwater-or-document-pracessng-dp-dacument-‘ypes! wreosn22016 ‘OperText VIM: Basi configuration for Document Processing (DP) document types - SAP Blogs First of all, thanks for the post: Really hopeful We have an issue and I hope you could help us: Our users had a VIM document for one PO, but decided to post it out of VIM ‘And now, they would like the VIM document to be linked to the MM incoming invoice document (/OPT/VIM_2HEAD-BELNR_MM......), the workflow to be finished and, consequently, the WI to disappear from their inbox. Is there any standard way of achiving this? Or at least finising the wf withouth using nor an option ID neither the set to obsolete button? AZ report could also be in the scope, Thope you could help us... And thanks in advance, anyway. Best regards, Johan gy Pankaj Pareek Postauthor October 22,2018 at 7:52 pm Hi Johan, | am glad that the post was helpful to you. pondered a lot on your question. Sorry but | was not able to figure out a standard way to do that without doing any customization. | am checking on this and if | get anything | will come back to you. Warm Regards, Pankaj Pareek g Johan Baylift October 23, 2018 at 4:44 pm Hi Pankaj, Helpful and hopeful, because starting with VIM needs for a lot of hope and help... Now we have managed to control the beast, but it was quite difficult at the beginning and these posts encougared us to go on, pestis sap com/20 1402 1lepertxl-vim-basi-cortguater-or-document-pracessng-dp-document‘ypes! satosna20%6 ‘OpeniTex VIM: Basic coniguraton for Document Processing (OP) document types - SAP Blogs | supposed (probably wrong) this couldn't be managed via the standard with an Option ID or whatever. Please, if you know of an standard way of doing so, please let us know: the standard is always the best option, an only a question of managing that change of customizing with our users. ‘And thanks a lot for your feedback. Best regards, Johan g Prasad Chougule November 18,2016 at 2:32 pm Hi Pankaj, 1am getting one Issue in VIM notifications from OT ,we have configure a class OPTICL_C_IDH_CHANNEL_EMAIL , email is coming to SOST inbox but not triggering OT Class, Email is not reaching to VIM Any Help appreciated. Many Thanks, Prasad g rahul reddy August 31, 2016 at 7:19 am HiPankal thanks for the document, really twas helpfull for us during our implementation, Currently we have 2 question for you. can we create one presetting folder for ocr and non ocr senario?? ityes how system will Identify wheather itis PO or NPO. Pankaj Pareek Postauthor ipesttiogs sap com/20 1402 1lepertxt-vim-basi-covtguater-or-document-pracessing-¢p-document-‘ypes! s921osn22016 ‘OperText VIM: Basi configuration for Document Processing (DP) document types - SAP Blogs ‘September 1, 2016 at2:50 pm % Hi Rahul, | am glad that my document was of your help. Ihave written one document on Archivelink. Here, | have described how to create presetting folder. Please check OpenText VIM: ArchiveLink Configuration. | hope this might help you. Regards Pankaj Pareek 3 Parveen Sultana September 10, 2016 at 12:24 pm Hi Pankaj, Can you pls help me with the configuration of using DMS with Open Text on Sales & Purchasing for storing documents of type PDF, TIFF, WORD. Sales — Sales Contracts, Delivery, Invoice Purchasing ~ Purchase Contracts Requirement is to store the documents on to the SAP document from local desktop and which gets stored in Open Text. Thanks Parveen g Priyank Dev Octover 21, 2016 at 10:12am Hi Pankaj, Lam from workflow background and would like to know the process and customizing needed to drive the workflow in VIM.I would also like to know from scratch from workflow perspective that are being used for VIM pestis sap com/20 1402 1lepertxt-vim-basi-covtgwater-or-document-pracessng-¢p-document-ypes! 20sosn22016 ‘OpenTex Vi: Basic cariguraton for Document Processing (OP) document types - SAP Blogs implementation. Could you please share any documents to help me peruse in vim. Regards, Priyank Uday Goutham Reddy Narreddy November 3, 2016 at 5:21 pm Hi Pankaj, We have got an issue, For non po, if approver doesn't have manager, itis going for one more level of approval, and the next level of approver doesn't have an option to approve or Reject. ‘We don't want it to go for next level of approval, we want to post it after 1st approver approve. Please help in resolve it. Regards Uday Share&Folw@ © OO @ © w Privacy Terms of Use Legal Disclosure Copyright Trademark Sitemap Newsletter pestis sap com/20 1402 1lepertxl-vim-basi-coriguater-for-document-pracessing-dp-document-‘ypes! ae