VIM 6.0 Admin Guide PDF

OpenText Vendor Invoice Management
Administration Guide
This guide describes the technical and functional aspects of

administering OpenText Vendor Invoice Management 6.0.
VIM060000-AGD-EN-3
OpenText Vendor Invoice Management
Administration Guide
VIM060000-AGD-EN-3
Rev.: 18. July 2011
This documentation has been created for software version 6.0.
It is also valid for subsequent software versions as long as no new document version is shipped with the product or is
published at https://knowledge.opentext.com.
Open Text Corporation
275 Frank Tompa Drive, Waterloo, Ontario, Canada, N2L 0A1
Tel: +1-519-888-7111
Toll Free Canada/USA: 1-800-499-6544 International: +800-4996-5440
Fax: +1-519-888-0677
Email: support@opentext.com
FTP: ftp://ftp.opentext.com
For more information, visit http://www.opentext.com
Copyright © by Open Text Corporation, Open Text Inc.

Open Text Corporation is the owner of the trademarks Open Text, OpenText, The Content Experts, OpenText ECM Suite,
OpenText eDOCS, eDOCS, OpenText FirstClass, FirstClass, OpenText Exceed, OpenText HostExplorer, OpenText Exceed
OnDemand, OpenText Exceed 3D, OpenText Exceed Freedom, OpenText Exceed PowerSuite, OpenText Exceed XDK,
OpenText NFS Solo, OpenText NFS Client, OpenText NFS Server, OpenText NFS Gateway, OpenText Everywhere, OpenText
Real Time, OpenText Eloquent Media Server, OpenText Integrated Document Management, OpenText IDM, OpenText
DocuLink, Livelink, Livelink ECM, Artesia, RedDot, RightFax, RKYV, DOMEA, Alchemy, Vignette, Vizible, Nstein,
LegalKEY, Picdar, Hummingbird, IXOS, Alis Gist-in-Time, Eurocortex, Gauss, Captaris, Spicer, Genio, Vista Plus, Burntsand,
New Generation Consulting, Momentum Systems, DOKuStar, and RecoStar among others. This list is not exhaustive.
All other products or company names are used for identification purposes only, and are trademarks of their respective own-
ers. All rights reserved.
Table of Contents
1 Introduction ............................................................................... 9
1.1 About Vendor Invoice Management......................................................... 9
1.2 About the Document .............................................................................. 11
1.2.1 Target Readership ................................................................................. 11
1.2.2 Related Documents................................................................................ 11
1.2.3 Conventions ........................................................................................... 12
1.3 Contact Information................................................................................ 13
1.4 Customer Support .................................................................................. 13
1.5 High Availability...................................................................................... 14
2 Understanding VIM.................................................................. 15
2.1 Delivery Model ....................................................................................... 15
2.2 Workflow Scheme .................................................................................. 16
2.3 Process Swimlanes................................................................................ 17
2.4 Extensions to VIM .................................................................................. 18
Part 1 Administering VIM 19
3 Administration Tools............................................................... 21
3.1 VIM Customizing IMG ............................................................................ 21
4 VIM Workflow Batch Jobs....................................................... 23

5 Roles ........................................................................................ 29
5.1 Maintaining the FAIL_SAFE User Key................................................... 29
6 Maintaining Chart of Authority ............................................... 31

7 Setting Up Substitutes for Workflow Processes ................... 33
7.1 Setting Up a Substitute for the SAP Inbox ............................................. 33
7.2 Setting Up a Substitute for the IAP Process .......................................... 37
8 Determining the Workflow Status of an Invoice.................... 43

8.1 Displaying the Workflow Status Using Unified Dashboard .................... 43
8.2 Displaying the Workflow Status Using VIM Analytics ............................ 46
VIM060000-AGD-EN-3 OpenText Vendor Invoice Management iii

Table of Contents
9 Monitoring VIM Workflows ......................................................49

10 Solving a Role Error in a Workflow ........................................55
10.1 Determining a Role Error in a Workflow ................................................ 55
10.2 Restarting Workflow After Fixing a Role Error ....................................... 58
11 Reassigning Work Items Belonging to Another User............61

11.1 Retrieving Open SAP Work Items of a Specific User ............................ 61
11.2 Reassigning Open SAP Work Items to a Different User........................ 64
11.3 Reassigning Invoice Approval Items to a Different User ....................... 67
12 Releasing Invoice Lock for Invoice Approval ........................71

13 Administering Workflows........................................................73
13.1 Monitoring Alerts .................................................................................... 73
13.1.1 Setting Up Central Alert Monitoring ....................................................... 74
13.1.2 Registering a CCMS Agent.................................................................... 74
13.1.3 Monitoring Using CCMS Templates....................................................... 74
13.2 Monitoring Activity .................................................................................. 78
13.3 Analyzing System Performance............................................................. 79
13.4 Using Logs and Traces .......................................................................... 79
13.5 Using Solution Manager Diagnostics ..................................................... 80
13.6 Configuring VIM ..................................................................................... 80
13.7 Backup ................................................................................................... 80
13.8 Data Archiving........................................................................................ 80
13.9 System Availability ................................................................................. 80
13.10 Adaptive Computing............................................................................... 81
13.11 Restart Mechanism ................................................................................ 81
13.12 Linking Events for VIM Workflows ......................................................... 81
13.13 Frequently Used SAP Workflow Administration Transactions ............... 84
13.14 Analyzing Work Items ............................................................................ 86
13.15 Frequently Used SAP Workflow Tables................................................. 87
14 Administering DP Processing and DP Invoices.....................89

14.1 Changing the Posting Date for a Bulk of DP Invoices ........................... 89
15 Using the SAP Early Watch Service .......................................93

15.1 Creating a Role for VIM Configuration Display ...................................... 93
16 Using VIM Notifications .........................................................103

16.1 Starting VIM Notifications..................................................................... 103
16.2 Working with the Selection Screen ...................................................... 103
16.3 Working with the VIM Notifications List................................................ 106
16.3.1 Application Tool Bar ............................................................................. 107
16.3.2 ALV Grid Control .................................................................................. 107
iv OpenText Vendor Invoice Management VIM060000-AGD-EN-3

Table of Contents
16.3.3 ALV Grid (Data View)........................................................................... 108

16.4 Configuring VIM Notifications............................................................... 109
16.4.1 Configuring Notification and Email Options ......................................... 109
16.4.2 Configuring the Notification Email Body .............................................. 112
16.4.3 Configuring the Notification Email Title ................................................ 113
16.4.4 Excluding Notification Users ................................................................ 114
16.4.5 Configuring User Preferences.............................................................. 116
16.5 Maintaining a Notification Email Formatting Function Module............. 118
17 Multiple Backend System ..................................................... 119

18 Administering Central Reporting ......................................... 121
18.1 Maintaining Logical Systems for the Aggregation Report.................... 124
18.2 Running the Aggregation Report for the CUST_PREFL Group .......... 126
18.3 Creating Variants of the Aggregation Report for Each Group ............. 128
18.4 Maintaining Reporting Tables .............................................................. 128
18.5 Activating Specific Role and Exception Mapping................................. 132
18.6 Scheduling the Collection Report......................................................... 132
18.7 Scheduling the User Master Report..................................................... 134
18.8 Scheduling the Text Master Report ..................................................... 134
18.9 Scheduling the Aggregation Report ..................................................... 135
18.10 Scheduling Batch Jobs for Central Reporting ...................................... 135
18.11 Cleaning Up Central Reporting Tables ................................................ 138
18.12 Maintaining Thresholds for the Key Process Analytics Report ............ 139
18.12.1 Constant KPA_TS_1STPASS_NO ...................................................... 141
18.12.2 Constant KPA_TS_1STPASS_PERC.................................................. 143
18.12.3 Constant KPA_TS_LIAB_AMOUNT1 .................................................. 144
18.12.6 Constant KPA_TS_PROCDOCS_NO.................................................. 147
18.12.7 Constant KPA_TS_PROCDOCS_PERC ............................................. 149
19 Downloading Data from SAP for ICC Integration ................ 151

19.1 Downloading the Vendor Database from SAP..................................... 151
19.2 Downloading PO Data from SAP ......................................................... 154
19.3 Common Topics of the Download Programs ....................................... 157
19.3.1 Downloading in Background ................................................................ 158
19.4 Function Modules and RFCs ............................................................... 158
19.4.1 Vendor Download (Remote) Function Module..................................... 158
19.4.2 Purchase Order Download (Remote) Function Module....................... 159
20 Administering the ICC Dispatcher........................................ 163

20.1 Batch Programs ................................................................................... 163
20.1.1 Batch Program /OPT/VIM_STATUS_EXTR ........................................ 163
20.1.2 Batch Program /OPT/VIM_STATUS_VALD ........................................ 164
20.1.3 Batch Program /OPT/VIM_DP_TRIGGER........................................... 164
VIM060000-AGD-EN-3 Administration Guide v

Table of Contents
20.2 Working with the ICC Admin Tool ........................................................ 165
21 Administering the EDI Support .............................................169

21.1 Overview .............................................................................................. 169
21.2 Administering the IDoc Process........................................................... 169
22 Working with the Application Log ........................................175

22.1 Creating the Application Log................................................................ 175
22.1.1 Log Point .............................................................................................. 176
22.1.2 Object and SubObject.......................................................................... 177
22.1.3 Log Classification ................................................................................. 179
22.2 Displaying Log Messages .................................................................... 179
22.3 Application Logging for the CRM System ............................................ 181
22.4 Configuring the Application Log for Approval on a Mobile Device....... 182
23 Administering and Troubleshooting the Approval Portal ...185

23.1 Configuring the Approval Portal ........................................................... 186
23.1.1 SAP Connection................................................................................... 186
23.1.2 Mobile Configuration ............................................................................ 188
23.1.3 Configuration........................................................................................ 190
23.1.4 Administration ...................................................................................... 191
23.2 Configuring Search Helps with Pre-filled Values ................................. 191
23.3 Configuring Multilingual Support .......................................................... 193
23.3.1 Changing Language Resources .......................................................... 193
23.3.2 Configuring Additional Languages ....................................................... 194
23.4 Configuring Attachment Support.......................................................... 198
23.5 Working with Log and Trace Files........................................................ 199
23.5.1 Log Files............................................................................................... 199
23.5.2 Trace Files ........................................................................................... 202
23.5.3 Log Configuration for vimIapTraceLogindex.trc................................... 203
23.6 Monitoring and Measuring Performance.............................................. 205
23.7 Managing Backup and Restore............................................................ 212
23.8 Restoring the Application ..................................................................... 213
23.9 Performing Periodic Tasks................................................................... 213
23.10 Technical Configuration Data............................................................... 213
23.11 High Availability and Load Balancing Concept .................................... 213
23.12 Restart and Monitoring of Asynchronous Interfaces Concept ............. 213
23.13 Starting and Stopping Approval Portal................................................. 214
23.14 Troubleshooting ................................................................................... 214
23.15 Branding............................................................................................... 215
24 Running Year End/month End Procedure for Parked

Documents .............................................................................217
24.1 Processing Non PO Based FI Documents........................................... 217
24.1.1 Symptoms ............................................................................................ 217
24.1.2 Reference SAP Note............................................................................ 218
vi OpenText Vendor Invoice Management VIM060000-AGD-EN-3

Table of Contents
24.1.3 Preconditions and Cause ..................................................................... 218

24.1.4 Solution Details .................................................................................... 218
24.1.5 Running the Year End and Month End Procedure .............................. 219
24.2 Processing PO Based Documents (LIV Invoices) ............................... 221
24.2.1 Symptoms ............................................................................................ 221
24.2.2 Reference SAP Notes .......................................................................... 221
24.2.3 Preconditions and Cause ..................................................................... 221
24.2.4 Solution Details .................................................................................... 222
24.2.5 Running the Year End and Month End Procedure .............................. 222
24.3 Testing the Year End Procedure.......................................................... 224
24.4 Using the Year End Run Log ............................................................... 225
25 ICC Configuration Data ......................................................... 227

25.1 RFCs for the ICC Configuration ........................................................... 227
25.2 Deleting an ICC Application from SAP Tables..................................... 228
26 Archiving VIM Information .................................................... 235
GLS Glossary 239
IDX Index 247
VIM060000-AGD-EN-3 Administration Guide vii

Chapter 1
Introduction
1.1 About Vendor Invoice Management

VIM is an abbreviation for SAP Invoice Management by OpenText.
• VIM is a packaged business solution.
• 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 system, the majority of the functions and
processes run inside your SAP 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
VIM060000-AGD-EN-3 OpenText Vendor Invoice Management 9

Chapter 1 Introduction
VIM consists of the following components:
Figure 1-1: VIM components
ICC (Invoice Capture Center)

• Automate the capture of paper invoices by using OCR to extract invoice data.
Document Processing
• Capture invoice metadata.
• Handle suspected duplicate invoices.
• Collaborate with others.
Invoice Approval
• List invoices to be approved.
• Approve and code the invoices.
Approval Portal
• Java based Approval Portal infrastructure running on SAP Web Application
Server.
• Similar to Invoice Approval but with Web interface.
Approval on a Mobile Device
• Approve invoices on a mobile device, for example a Blackberry, using
OpenText Everywhere (OTE).
10 OpenText Vendor Invoice Management VIM060000-AGD-EN-3

1.2 About the Document
Exception Handling (Invoice Exception)

• Handle the exceptions that arise after a SAP invoice is created.
VIM Reporting / VIM Analytics
• VIM Reporting: Use various reports to analyze the status of invoices in your
system.
• VIM Analytics: Overlook the invoices in progress in a unified dashboard.
SAP CRM SSF Integration
• Integrate VIM with the SAP CRM SSF component to create Service Requests
from VIM dashboards.
• Provide VIM invoice information in Vendor Factsheet inside the Accounting
Interaction Center (AIC).
1.2 About the Document

1.2.1 Target Readership
This document addresses workflow administrators who are in charge of
maintaining VIM.
1.2.2 Related Documents

You can find the product documentation in the following locations:
• The product ISO image comprises the complete product CD-ROM in one *.iso
file. The product ISO image is available in the OpenText Knowledge Center. To
access the ISO image, select the product family page and then click the
Downloads link.
• The documentation for all products and all supported versions is available in the
OpenText Knowledge Center. See the Release Notes for details and links. In the
Knowledge Center, select the product family page, and then click the
Documentation link. If the required product belongs to the OpenText Content
Server family, click the Content Server Module Documentation link and then
select the product from the list.
Note: You can find the latest information on manuals and online help files for
each product in the corresponding Release Notes. This includes the
identification codes of the current documentation.
For VIM, the product ISO image is available here:
https://knowledge.opentext.com/knowledge/llisapi.dll?func=ll&objId=14583402
You find the documentation for VIM here:
https://knowledge.opentext.com/knowledge/llisapi.dll?func=ll&objId=10151494
VIM060000-AGD-EN-3 Administration Guide 11

1.2.3 Conventions
User interface
This format is used for elements in the graphical user interface (GUI), such as
buttons, names of icons, menu items, and fields.
Filenames, commands, and sample data
This format is used for file names, paths, URLs, and commands at the command
prompt. It is also used for example data, text to be entered in text boxes, and
other literals.
Note: If you copy command line examples from a PDF, be aware that PDFs
can contain hidden characters. OpenText recommends copying from the
HTML version of the document, if it is available.
KEY NAMES
Key names appear in ALL CAPS, for example:
Press CTRL+V.
<Variable name>
Angled brackets < > are used to denote a variable or placeholder. The user
replaces the brackets and the descriptive content with the appropriate value. For
example, <server_name> becomes serv01.
Internal cross-references
Click the cross-reference to go directly to the reference target in the current
document.
External cross-references
External cross-references are usually text references to other documents.
However, if a document is available in HTML format, for example, in the
Knowledge Center, external references may be active links to a specific section in
the referenced document.
Warnings, notes, and tips
Caution
Cautions help you avoid irreversible problems. Read this information
carefully and follow all instructions.
Important
Important notes help you avoid major problems.
Note: Notes provide additional information about a task.

Tip: Tips offer you quicker or easier ways of performing a task.

1.3 Contact Information
1.3 Contact Information

OpenText Online (http://online.opentext.com/) is a single point of access for the
product information provided by OpenText. You can access the following support
sources through OpenText Online:
• Communities
• Knowledge Center
OpenText Online Communities
(http://communities.opentext.com/communities/livelink.exe/open/OpenTextOnli
neCommunity) provide the following resources:
• Usage tips, help files, and best practices for customers and partners.
• Information on product releases.
• User groups and forums where you can ask questions of OpenText experts.
The OpenText Knowledge Center (https://knowledge.opentext.com) is OpenText's
corporate extranet and primary site for technical support. The Knowledge Center is
the official source for the following:
• Product downloads, patches, and documentation including Release Notes.
• Discussion forums, Online Communities, and the Knowledge Base.
• OpenText Developer Network (OTDN), which includes developer
documentation and programming samples for OpenText products.
If you need additional assistance, you can find OpenText Corporate Support
Contacts at http://support.opentext.com/.
1.4 Customer Support

You can contact the OpenText Customer Support team with the contact information
available at http://support.opentext.com. Alternatively, if you bought the solution
from SAP, you can open a message in the SAP Service Marketplace for component
XX-PART-OPT-INV.
Remote support is possible through the SAP solution manager with CSS message.
You must open the connection to the system and provide appropriate
authorizations.
To view logs, VIM provides the read-only transactions /OPT/VIM_7AX8_DIS and
/OPT/VIM_ANALYTICS.
For SAP J2EE based components, the Java roles SAP_JAVA_SUPPORT is pre-delivered
with NetWeaver and recommended to be used for this purpose. For ABAP based
components, for example the role SAP_RCA_SAT_DISP is shipped via the ABAP add-
on component ST-PI.

1.5 High Availability

VIM supports the standard SAP high availability concept. For detailed information,
refer to the documentation provided under
http://help.sap.com/saphelp_nw04/Helpdata/EN/08/5741114ae611d1894f0000e8
29fbbd/frameset.htm.

Chapter 2
Understanding VIM
2.1 Delivery Model

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

Chapter 2 Understanding VIM
2.2 Workflow Scheme
Figure 2-1: Workflow scheme
Each VIM workflow process has the same basic steps:

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

2.3 Process Swimlanes
2.3 Process Swimlanes

Business blue print sessions result in a set of finalized swimlane diagrams
representing the to-be process. Figure 2-2 on page 18 is an example of such a process
swimlane that is delivered with the VIM Baseline Configuration. A swimlane
diagram comprises the following main items:
Process Description
The description in the headline represents the process scenario.
Roles
Each lane represents a business role, a unique grouping of people required to
collaborate to complete the process.
Dashboard
The dashboard is the user interface for the actors in the process. The dashboard
type identifies the VIM component that is used to realize a specific functionality.
The following dashboard types are available:
DP dashboard
The DP dashboard represents a process as implemented in the Document
Processing component of VIM.
See section 3 "Working with the DP Dashboard" in OpenText Vendor Invoice
Management - User Guide (VIM-UGD).
VIM dashboard
The VIM dashboard represents a process as implemented in the Invoice
Exception component of VIM for parked invoices.
See section 4.1 "Working with the PO Parked Invoice Dashboard" in
OpenText Vendor Invoice Management - User Guide (VIM-UGD) and section 4.3
"Working with the Non-PO Invoice Dashboard" in OpenText Vendor Invoice
Management - User Guide (VIM-UGD).
VIM line dashboard
The VIM line dashboard represents a process as implemented in the Invoice
Exception component of VIM for blocked PO based invoices for line level
blocks.
See section 4.2.2 "Working with the PO Invoice Dashboard (Line Level)" in
OpenText Vendor Invoice Management - User Guide (VIM-UGD).
VIM header dashboard
The VIM header dashboard represents a process as implemented in the
Invoice Exception component of VIM for blocked PO based invoices for
header level processes.
See section 4.2.3 "Working with the PO Invoice Dashboard (Header WF)" in
OpenText Vendor Invoice Management - User Guide (VIM-UGD).
Options
Various options are available to the actors during the processing of invoices.
These are represented as individual items next to the dashboard block.

Chapter 2 Understanding VIM
Figure 2-2: Swimlane example
2.4 Extensions to VIM

You can extend or customize the VIM functionality to meet your requirements. You
should create Custom Development objects in your customer namespace. Plug the
Custom Development objects into the appropriate user exits that OpenText provides
in VIM.
The SAP transport management system will handle the custom development and
configuration changes.
For detailed information on technical and functional configuration, refer to OpenText
Vendor Invoice Management - Configuration Guide (VIM-CGD).

Part 1
Administering VIM
Chapter 3
Administration Tools
VIM provides the following tool that serves for administration purposes:
3.1 VIM Customizing IMG

VIM Customizing IMG allows you to perform various implementation and
configuration tasks for VIM. You can invoke VIM Customizing IMG by executing
the /OPT/SPRO transaction or from the OpenText LiveLink VIM Menu, clicking
SAP menu > Customization > OpenText Customization.

Chapter 4
VIM Workflow Batch Jobs
To ensure that VIM works properly, schedule the following workflow batch jobs
appropriately, based on your system requirements.
Program: RM08RELEASE
Description: Releases blocks on MM documents and payment blocks on FI
documents (equivalent to MRBR transaction).
Suggested minimum frequency: Once a day
Parameters: Select Automatic Release check box.
Program: /PTGWFI/R_LIX_CLEANUP_WFS_NEW
Description: Handles actions taken outside of workflow, which can clear a
blocked invoice. This job removes associated redundant work items and
completes workflows.
Run after RM08RELEASE.
Parameters:
Run-time dates (from/to)
workflow start time
Invoice document
invoice document that you want to clear
Fiscal Year
fiscal year of the document that you want to clear
Program: /PTGWFI/R_PIR_CLEANUP_WFS
Description: Handles actions taken outside of workflow, which can clear a
parked invoice. This job removes associated redundant work items and
completes workflows.
Run after /PTGWFI/R_LIX_CLEANUP_WFS_NEW has completed.
Parameters:
Run-time dates (from/to)
workflow start time
Invoice document
invoice document that you want to clear

Chapter 4 VIM Workflow Batch Jobs
Fiscal Year
fiscal year of the document that you want to clear
Program: /ORS/000007_LOCK_CLEANUP
Description: Releases invoice locks as set by Web approval workflow.
Suggested minimum frequency: Every 30 min.
Parameters: None
Program: /OPT/VIM_R1A_REMINDER
Description: Sends out VIM reminder emails for overdue items.
Parameters: Select Background Mode
Table /OPT/T852 defines the number of grace days.
Program: RSWWERRE
Description: Restarts work items that are in error status. This job reduces
workflow administration.
Suggested minimum frequency: As defined by the workflow configuration
Parameters: None
Program: /OPT/VIM_TRIGGER_HEADER_WF
Description: Triggers the LIV Header Level Workflow.
Suggested minimum frequency: Twice a day or more often, depending on the
requirements
Parameters: None
Program: /OPT/VR_A_AGGREGATION
Description: Runs the Aggregation Report for specific groups to update
reporting tables for Central Reporting. See “Scheduling Batch Jobs for Central
Reporting” on page 135 for details.
Suggested minimum frequency: Depending on specific groups and
requirements
Parameters: Use variants for specific groups.
Program: /OPT/CR_RERUN_RULES_JOB
Description: In the DP Goods Receipt Missing scenario of the Supplier
Relationship Management (SRM) scenario, this job will publish the events
PSS_Completed and ProcessCompletedExternally. These events will enable
the workflow to rerun business rules.
If the goods receipt is posted, rerunning the business rules will resolve the GR
Missing exception and continue with the next process.
If the maximum number of tries is exceeded, the work item will be sent to the
dialog user to be resolved manually.

For Quantity and Price block scenarios, use the standard MRBR job and the
OpenText workflow clean up job to resolve work items which are in waiting
status.
Suggested minimum frequency: Every 4 hours
Parameters: Use variants for specific groups.
Program: /OPT/VR_UPDATE_FINISH_TIME
This is applicable only for customers who had VIM 5.2 earlier. New customers
can skip this job.
Prerequisite
The job /OPT/VR_UPDATE_FINISH_TIME needs the following prerequisite:
As the job act on the data stored in Central Reporting Tables, all data must
already be collected in Central Reporting Tables. Therefore, the
Aggregation Report /OPT/VR_A_AGGREGATION must have run with various
variants, see “Administering Central Reporting” on page 121 for details.
Description: Run this batch job only one time. It is part of the post installation
activities for work items that are already finished or completed in the SAP
system.
This job updates the finished time stamp for the work items in the Central
Reporting tables. Before introducing this job, the finish time stamp was not
updated.
For collecting aggregates, it is important to have the finished time stamp.
Do not run this job online but as a background job, if data volumes are huge for
work items. You can also process parallelly in background jobs: Split the work
item IDs into various ranges and use those ranges as job variants.
Once the time stamp of the older work items is updated, this job will no longer
be needed. For future work items, the regular aggregation report
/OPT/VR_A_AGGREGATION will update the finish time stamp by itself.
Suggested minimum frequency: Run only one time

Parameters: Use variants for work item ID ranges.
Program: /OPT/VAN_SYNC_JOB
Description: VIM tables /OPT/VIM_HD_DP, /OPT/VIM_HD_PO, /OPT/VIM_PO_WIH,
/OPT/VIM_HD_NPO, and /OPT/NPO_WIH are not correctly updated by VIM
workflows during the invoice process. The VIM Analytics (VAN) sync job
program updates the following fields of the VAN tables:
Table Field Description
/OPT/VIM_HD_DP CURR_AGENT Current agent of the DP work item
MULTIPLE_AGENTS Flag for work item assignment to multiple
agents
WI_STATUS Work item status

Chapter 4 VIM Workflow Batch Jobs
Table Field Description

DOC_STATUS_CODE DP document status code
TOTAL_AMOUNT Gross amount
/OPT/VIM_HD_PO DOC_STATUS_CODE PO document status code
DOCID DP document number of PO invoice
DP_DOCTYPE DP document type
PARK_REASON Parking reason
/OPT/VIM_HD_NPO DOC_STATUS_CODE NPO document status code
DOCID DP document number of NPO invoice
DP_DOCTYPE DP document type
/OPT/VIM_PO_WIH CURR_AGENT Current agent of the PO invoice work item
agents
CURR_ROLE Current role
LAST_OPTION_TYP Process option type
LAST_OPTION_ID Process option number
/OPT/NPO_WIH CURR_AGENT Current agent of the NPO invoice work item
agents
CURR_ROLE Current role
LAST_OPTION_TYP Process option type
LAST_OPTION_ID Process option number
You can run the VAN Sync Job by executing the SA38 transaction with program
/OPT/VAN_SYNC_JOB or clicking the Sync button in the VAN application toolbar
for all selected entries in the list. By clicking the Sync button in VAN, all data of
the selected entries will be updated accordingly. You might need to refresh VAN
to get the updated data displayed.
The selection criteria in the Sync VAN Tables with SAP Data screen are
optional.
If the Include All check box is cleared, the following workflow and document
statuses are excluded for Non PO and PO invoice data selection:
• Posted
• Deleted

• Cancelled
• Fiscal Year Changed
• Completed
• Archived
• Completed by Cleanup Program
DP document statuses Document Created, Rescan Completed, Confirmed
Duplicate, and Obsolete are excluded for DP data selection.
The /OPT/VAN_SYNC_JOB program selects Non PO invoices, PO invoices, and DP

data from the mentioned VAN tables, according to the selection criteria you
entered in the Sync VAN Tables with SAP Data screen.
For all these documents, the program gets data from SAP workflow tables, SAP
invoice tables, VIM stack tables, and parking monitor tables. Using this data, the
program updates the corresponding VAN tables.
You can run the program every time when there is a need to synch VIM data
with SAP data. It is not recommended to schedule the job for synchronization of
all VIM data on a daily basis.
Note: The following reports are obsolete and no longer needed:
• /OPT/VIM_RPT_SYNC_DP_TABLE
• /OPT/VIM_RPT_SYNC_TABLES
• /OPT/VIM_RPT_SYNC_TAB_NOLIMIT

Chapter 5
Roles
The VIM role concept is comprehensively described in section 4 "Roles" in
OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD) that covers
the following topic:
• Defining roles
• Defining role templates
• Assigning templates to roles
• Maintaining role determination settings
5.1 Maintaining the FAIL_SAFE User Key

If role resolution brings no result, the system uses the FAIL_SAFE user key entry
user. The following FAIL_SAFE user key types exist:
Fail Safe
Fail Safe applies if you are not using key determination to resolve roles. If the
system cannot find the role that is suitable for the resolution, it uses the default
Fail Safe user.
Default Key
Default Key applies if you are using key determination to resolve roles. If the
system cannot find any related key, it uses the default key user. It is essential
that you maintain the default key user for all roles to avoid that the workflow
results in error when it cannot perform the role resolution correctly.
To maintain the FAIL_SAFE user key:

1. Execute the /OPT/CP_9CX10 transaction.
Alternatively, click OpenText LiveLink VIM Menu > SAP menu > Roles >
Fail_Safe Role Maintenance.

Chapter 5 Roles
2. Maintain the FAIL_SAFE user key types Fail Safe and Default Key for all roles,
using the following parameters:
Note: You only need to maintain one type, based on your requirements.
But it is a good practice to set up both types in case you change the
FAIL_SAFE type.
Agent Type
Select the agent type.
Agent Id
Select the agent Id.

Chapter 6
Maintaining Chart of Authority
The maintenance of the Chart of Authority is comprehensively described in section
9.6 "Maintaining Chart of Authority" in OpenText Vendor Invoice Management -
Configuration Guide (VIM-CGD).

Chapter 7
Setting Up Substitutes for Workflow Processes
Substitutes can be set up for the SAP inbox and for the Invoice Approval (IAP)
process.
7.1 Setting Up a Substitute for the SAP Inbox

This substitution is only applicable for work items in the SAP inbox. You can
designate a co-worker as a substitute for accessing your work items when you are
not available. You can set up one or more substitutes. Activating the substitution
requires the following parts:
• Setting up a substitute
• Adopting a substitution
To set up a substitute:
1. To access SAP Business Workplace, execute the SBWP transaction or click Menu
> Business Workplace.
2. From the menu, select Settings > Workflow settings > Maintain substitute.

Chapter 7 Setting Up Substitutes for Workflow Processes
3. In the Personal Substitutes screen, mark the name and click the Create
substitute button at the bottom of the screen.

7.1 Setting Up a Substitute for the SAP Inbox
4. In the User screen, enter the SAP user id of the substitute. Click to confirm.
5. In the Detail Screen Substitution, insert the validity period. Make sure the
Substitution active check box is not selected.
6. Click to save changes.
In the Personal Substitutes screen, the substitute is displayed.

7. To add more substitutes, repeat the steps above.

When finished, click to leave the screen.
When the substitute is ready to work on the work items belonging to the substituted
person, he or she adopts the substitution and is then able to view and execute those
work items.
To adopt a substitution:
1. To access SAP Business Workplace, execute the SBWP transaction or click Menu
> Business Workplace.
2. From the menu, select Settings > Workflow settings > Adopt substitution.

7.2 Setting Up a Substitute for the IAP Process
You might be set up as a substitute for more than one person.

3. Select the substitution you want to activate by selecting the check box next to
the person’s name.
Click to confirm.
When you have finished working on the work items belonging to the substituted
person, you must end the substitution in order to view your own work items.
To end a substitution:
• Click in the menu: Settings > Workflow settings > End substitution.

For the Invoice Approval (IAP) process, the VIM workflow administrator can set up
substitutes for other users.
Example:

Yvonne is a substitute for Wayne to approve invoices when Wayne is on vacation.

However, Wayne has not designated Yvonne as his substitute in the SAP inbox.
Wayne is on vacation and there are invoices waiting for approval.
You as the VIM workflow administrator set up Yvonne as Wayne’s substitute so
that she can approve the invoices.
Note: When a substitute approves an invoice, the audit trail shows that “XXXX
approves on behalf of YYYY”.
To set up a substitute for the IAP process:

1. Execute the /ORS/MAIN_SUBS transaction.
2. To indicate the person to be substituted, click the Search User button.

3. Enter the information of the substituted person and click to search for the
user ID.
4. To select the correct person from the list, double-click the entry.

5. To designate a substitute for this person, select the Substitutes tab and click
Select a substitute.
6. Enter information of the substitute and click to search.
7. To select the correct person from the list, double-click the entry.

8. Click to save the changes.

When the substitute accesses the approval page, he or she will be able to view
and approve invoices for the substituted person.

Chapter 8
Determining the Workflow Status of an Invoice
Use one of the following means to display the invoice workflow status:
• OpenText Unified Dashboard:
• using MIR4 transaction for PO invoices
• using FB03 transaction for Non PO invoices
• VIM Analytics
8.1 Displaying the Workflow Status Using Unified

Dashboard
To display the workflow status of an invoice:
1. Execute the MIR4 transaction (for PO invoices) or the FB03 transaction (for Non
PO invoices).
MIR4 transaction
FB03 transaction

Chapter 8 Determining the Workflow Status of an Invoice
2. Enter the invoice document number, the fiscal year (and the company code in
FB03) and click the Display doc button (press RETURN in FB03).
3. Click the Services for object button and select Workflow > OpenText
DashBoard.
The OpenText Unified Dashboard is displayed.

8.1 Displaying the Workflow Status Using Unified Dashboard
In the Process History panel, the statuses of one or more workflow processes
are displayed. Each process has a separate line. The processes can have one of
the following types:
• DP dashboard process
• Parked invoice process within SAP
• Invoice Approval (IAP) process
4. To display details of a process, click the View button at the beginning of the
line.
Approval process details
Click the icon for comments.
Parked invoice process details
Click the icon for comments.

8.2 Displaying the Workflow Status Using VIM

Analytics
For a comprehensive description of VIM Analytics, see section 12 "Using VIM
Analytics" in OpenText Vendor Invoice Management - User Guide (VIM-UGD).
To display the workflow status using VIM Analytics:

1. To access VIM Analytics, execute the /n/OPT/VIM_ANALYTICS transaction.
Alternatively, click OpenText LiveLink VIM Menu > SAP menu > Reports >
VIM Analytics.

8.2 Displaying the Workflow Status Using VIM Analytics
2. If you know the document number, enter it in the Document Number field.
Otherwise, search by any selection criteria.
3. Under Report Options, click the Workflow View option button.
Click to execute the record.

The report shows all applicable invoices, based on your selection criteria.
The Current Agent column indicates the current owner of the work item.
4. To access the Unified Dashboard, select an invoice and click the Dashboard
button.

Chapter 9
Monitoring VIM Workflows
OpenText recommends monitoring the VIM workflows on a regular basis (daily or
weekly). Use the standard SAP transaction SWI1 (Selection Report for Work Items)
to monitor the VIM workflows.
For VIM processes, the following workflow templates exist:
WS00275269
Document process workflow (from receiving the scanned invoice info until the
invoice is parked or posted or the document is marked as obsolete or duplicate)
WS00275260
Parked PO invoice workflow (from the time a PO invoice is parked until the
invoice is posted or deleted)
WS00275254
Non PO parked invoice workflow (from the time a Non PO invoice is parked
until the invoice is posted or deleted)
WS00275252
Web approval of parked invoice workflow (from the time an invoice is sent for
web approval action until approval is completed or invoice is fully rejected)
WS00275264
Blocked PO invoice workflow (from the time a PO invoice is blocked for
payment until it is released or cancelled)
WS00275266
Blocked PO invoice header level action workflow (from the time that a blocked
invoice is authorized for header level action until the action is completed or AP
sends back)
To monitor VIM workflows:

1. To access the Selection Report for Work Items, execute the SWI1 transaction.

Chapter 9 Monitoring VIM Workflows
2. Enter the following information in the selection screen:

Type
F (for Workflow, also subworkflow)
Task
Click the multiple selection button to enter all workflows:
• WS00275269
• WS00275260
• WS00275254
• WS00275252
• WS00275264
• WS00275266
Date created
Enter date range.
Time created
Enter time range.
Tip: You can save the selection criteria as a variant. From the menu, click
Goto > Variants > Save as variant.
3. To execute the report, click .
All VIM workflows that have been started during the specified interval are
displayed on the Work item selection screen.

Possible states in the Status column:
STARTED
Workflow is in progress.
COMPLETED
Workflow is completed.
CANCELLED
Workflow has been cancelled.
The Work item text column indicates the type of block (1 = price block, 2 =
quantity block), the type of parked invoice workflow and other workflow item
text.
4. To display further details of a workflow instance, double-click the respective
line.
In the Workflow log screen, click the button in the application tool bar to
display a list with technical details.

Chapter 9 Monitoring VIM Workflows
The St (Status) column indicates the status of each individual step of the
workflow:
Ready for processing

In process, but not completed
Completed
Error
Click the icon next to a workflow step to display the agents who own this
work item (or possible or excluded agents).
5. A workflow might be in Error status.

In the Workflow Log (View with technical details), click the highlighted Error
field to display the error messages generated by the system.
If the error message shows the indicator Error or exception resolving role
<...>, role maintenance is required through the role maintenance transaction.

Chapter 10
Solving a Role Error in a Workflow
In some situations, a workflow results in an error because the agent resolution fails.
SAP cannot determine a valid user ID for a workflow role. This kind of error is
called a role error. This chapter describes the following tasks:
• “Determining a Role Error in a Workflow” on page 55
• “Restarting Workflow After Fixing a Role Error” on page 58
10.1 Determining a Role Error in a Workflow

The following steps describe how to retrieve workflow instances with a role error.
To determine a role error in a workflow:

1. To access the Selection Report for Work Items, execute the SWI1 transaction.

Type
F (for Workflow, also subworkflow)

Chapter 10 Solving a Role Error in a Workflow
Status
ERROR
Task
Click the multiple selection button to enter all workflows:
• WS00275269
• WS00275260
• WS00275254
• WS00275252
• WS00275264
• WS00275266
Date created
Enter date range.
Time created
Enter time range.
All VIM workflows with status Error that have been started during the specified
period are displayed on the Work item selection page.
4. To display details of a workflow instance, double-click the respective line.
In the Workflow log screen, click the button in the application tool bar to
display a list with technical details.

10.1 Determining a Role Error in a Workflow
5. In the Workflow Log (View with technical details), click the highlighted Error
field to display the error messages generated by the system.
A role error is indicated with a message reading Error or exception

resolving role <...>.
6. In the Workflow Log (View with technical details), click the icon next to the
error indicator to view the workflow container.

The element ACTOR or Next Role indicates which role is causing the error. In
the example above, the error role is INFO_PROVIDER.
7. Fix the error, using standard SAP workflow debugging methods.
10.2 Restarting Workflow After Fixing a Role Error

Once the error role has been corrected, the respective workflow instance needs to be
restarted.
To restart a workflow after fixing an error:

1. To access the Workflow Restart After Error screen, execute the SWPR
transaction.

10.2 Restarting Workflow After Fixing a Role Error

Task ID
Click the multiple selection button ( ) to enter all workflows:
• WS00275269
• WS00275260
• WS00275254
• WS00275252
• WS00275264
• WS00275266
3. To display all workflows in error status, click .
4. Select the workflow you want to restart and click the Restart workflow button.

If the workflow is restarted successfully, the entry in the Status column changes
from ERROR to STARTED.

Chapter 11
Reassigning Work Items Belonging to Another User
OpenText recommends all workflow users setting up a substitute, see “Setting Up
Substitutes for Workflow Processes” on page 33. If a work item owner is on vacation
or leaves the company, the substitute can “adopt” the work items owned by the
substituted user. However, situations might occur when a user has not set up a
substitute and the work items needs immediate attention. As a VIM workflow
administrator, you can reassign such work items to one or more other user(s).
This chapter covers:
• “Retrieving Open SAP Work Items of a Specific User” on page 61
• “Reassigning Open SAP Work Items to a Different User” on page 64
• “Reassigning Invoice Approval Items to a Different User” on page 67
11.1 Retrieving Open SAP Work Items of a Specific

User
You can retrieve open work items belonging to a specific user through the SAP
standard Workload Analysis report. Each work item has a Work Item ID which is a
unique number identifying the work item.
To retrieve open SAP work items of a specific user:

1. To access the Workload Analysis report, execute the SWI5 transaction.

Chapter 11 Reassigning Work Items Belonging to Another User

Type
US
ID
SAP user ID of the specific user
Select the option button To be processed by.

11.1 Retrieving Open SAP Work Items of a Specific User
The report shows all SAP work items belonging to the user, regardless of
whether they are VIM work items or not.
VIM work items have the following task IDs:
TS00275278
DP Document Dashboard
TS00275267
PO Invoice Dashboard (Header WF)
TS00275262
PO Parked Invoice Dashboard
TS00275260
Non PO Invoice Dashboard
TS00275265
PO Invoice Dashboard (Line Level)
4. Click the icon to view the work item IDs.

With the work item IDs, you can assign the work items to a different user, see
“Reassigning Open SAP Work Items to a Different User” on page 64.
11.2 Reassigning Open SAP Work Items to a Different

User
Once you have identified the work item IDs, you can reassign them through the
SAP standard transaction Execute work items without agent check.
Note: If the reassignment is permanent due to an organizational change,
ensure the role maintenance setups are completed before reassigning the work
item. See section 4.4 "Maintaining Role Determination Settings" in OpenText
To reassign a work item to a different user:

1. To access the Execute work items without agent check screen, execute the SWIA
transaction.

11.2 Reassigning Open SAP Work Items to a Different User
2. Enter the work item ID retrieved in “Retrieving Open SAP Work Items of a
Specific User” on page 61 and click to execute.
Before you can reassign, you must be an owner of the work item.
3. To own the work item, select it and click the Without check button in the
application tool bar.
This action leads you into either the VIM Dashboard or the DP Dashboard.

4. Click to return to the Execute work items without agent check screen.
5. Click the button in the application tool bar to display the work item.
6. Click the button in the application tool bar to forward the work item.

11.3 Reassigning Invoice Approval Items to a Different User
7. Enter the SAP user ID of the receiver of the work item and click to execute.
At the bottom of the screen, a confirmation message is displayed: Forwarding
carried out.
11.3 Reassigning Invoice Approval Items to a

Different User
For invoices awaiting approval, you perform the following steps to reassign the
invoice to another approver, using the OpenText Usermap Maintenance Utility.
To reassign an Invoice Approval item to a different user:

1. Execute the /ORS/UMREASSIGNED transaction.
Alternatively, click OpenText LiveLink VIM Menu > SAP menu > WF
Administration > Reassignment Utility.
2. Enter search criteria to limit the results.

VIM 5.2 SP5 introduces the Unreserve Invoices check box: If you search for a
specific User Id, select this check box to move also invoices that are in process or
reserved.

If the Invoice Data is known, enter the Company Code, the Document
Number, and the Fiscal Year for the invoice you want to reassign and click
to execute.
The system retrieves the current approver for this invoice and the rest of the
invoices waiting for his or her approval.
3. In the Invoice Approval - Usermap Maintenance Utility screen, click Usermap
Id > <SAP user ID> > Invoice List, to display the list of invoices for the current
approver.
4. To show the details of the invoice, click the document number in the navigation
panel on the left-hand side.

11.3 Reassigning Invoice Approval Items to a Different User
5. Click the Reassign button in the application tool bar.
6. Enter the new owner of the invoice.

Tip: Use the search help to locate the new owner.
7. Click the Reassign button to complete the reassignment.
The invoice is now assigned to the new owner.


Chapter 12
Releasing Invoice Lock for Invoice Approval
The Invoice Approval process has a web front-end which approvers can log in to
approve invoices. In some cases, if the user closes the web browser window
incorrectly without logging out of an invoice, the invoice can be locked. As a VIM
workflow administrator, you can release a locked invoice.
To release an invoice lock for Invoice Approval:

1. Execute the /ORS/RELEASE_LOCK transaction.
2. In the Invoice Lock Clean up program screen, enter the following information:
Invoice Type
• for Non PO invoices: BKPF
• for PO invoices: RMRP
Invoice Key
Enter the invoice key which is composed as follows:
• for Non PO invoices: <company code> + <invoice number> + <fiscal year>
Example: An invoice with company code 1000, invoice number
1900000036 and fiscal year 2009 results in the invoice key
100019000000362009.
• for PO invoices: <invoice number> + <fiscal year>

Test Only
Select this check box and click to display invoices that are currently
locked.
Tip: If you leave the Invoice Type and Invoice Key fields empty, all
currently locked invoices are displayed.
3. To release the lock, click .

Chapter 12 Releasing Invoice Lock for Invoice Approval
A confirmation message is displayed.

Chapter 13
Administering Workflows
This chapter covers general activities for checking the system status of VIM:
• “Monitoring Alerts” on page 73
• “Monitoring Activity” on page 78
• “Analyzing System Performance” on page 79
• “Using Logs and Traces” on page 79
• “Using Solution Manager Diagnostics” on page 80
• “Configuring VIM” on page 80
• “Backup” on page 80
• “Data Archiving” on page 80
• “System Availability” on page 80
• “Adaptive Computing” on page 81
• “Restart Mechanism” on page 81
• “Linking Events for VIM Workflows” on page 81
• “Frequently Used SAP Workflow Administration Transactions” on page 84
• “Analyzing Work Items” on page 86
• “Frequently Used SAP Workflow Tables” on page 87
13.1 Monitoring Alerts

System availability depends on the availability of the underlying SAP ERP system. It
is possible to deactivate some of the VIM features using various criteria, as
described in OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD).
• You can conduct system performance checks using the SAP standard tools. The
SE30 transaction, for example, provides a runtime analysis of projects and
components.
• Resource consumption information can be monitored using the SM50 transaction
and other SAP administration utilities that are part of the SAP Computing
Center Management System (CCMS).
• You can use all the SAP standard logs and other infrastructure like the SM13 and
SM21 transactions for monitoring.

Chapter 13 Administering Workflows
The following sections describe how to use the SAP Standard CCMS functionality
for alert monitoring.
13.1.1 Setting Up Central Alert Monitoring

VIM is completely embedded inside the SAP ERP system. Hence, you can use the
entire general alert monitoring infrastructure for checking the health of the system
and VIM.
VIM does not need a separate Central Monitoring System (CEN) system. To monitor
VIM, use the existing CEN system that is connected to the SAP ERP system on
which VIM is installed. For configuring the CEN, see the SAP online help:
http://help.sap.com/saphelp_nw70/helpdata/EN/9d/df1241c738f423e10000000a1
55106/frameset.htm
13.1.2 Registering a CCMS Agent

VIM is an ABAP Add-On and all the functionality is embedded in the SAP ERP
ABAP system. The standard CCMS agent SAPCCM4X can be used. If the underlying
SAP ERP system is already registered in a CEN, you do not need to register
anything. See the SAP online help for registering a CCMS agent:
http://help.sap.com/saphelp_nw70/helpdata/EN/ca/118110ff542640b7c86b570cc
61ae3/frameset.htm.
13.1.3 Monitoring Using CCMS Templates

Various monitors based on CCMS templates are available for system checking
purposes. You can use the following SAP CCMS Monitor Templates monitor sets:
Note: Depending on your SAP system, some of the templates might not be
available.
Monitor Usage
Availability: Availability monitoring of selected systems and their application servers
Selected Sys-
tems
Background Background processing of the SAP systems and their application servers
Processing
Buffers The various SAP buffers, their hit rates, and swap rates
Change & Transports for a system
Transport Sys-
tem
Communica- Data transfers (SAPconnect, SAP Gateway, Application Link Enabling,
tions LDAP, RFC)
Data Archiv- Monitored data archiving sessions
ing

Database Database (such as table status, performance, backups, data consistency)

Dialog Over- Overview of the dialog system, broken down by performance attributes
view
Enqueue Enqueue service. This service allows ABAP applications to lock data so
that only they can use it. The locking of the data avoids parallel changes
to the data, which would lead to data inconsistency.
Entire System Entire system (including detailed information about SAP services)
Operating Operating system data for any application servers and host systems
System
Security Security Audit Log and security-relevant messages in the system log
Spool System Spool system of the SAP system and the individual output servers
Syslog System log broken down by application servers and individual topic ar-
eas
System Con- Number of logged-on users and configuration settings of application
figuration servers
You can copy these monitors and change them. See the SAP online help for more
details:
http://help.sap.com/saphelp_nw70/helpdata/en/28/83493b6b82e908e10000000a1
1402f/content.htm.
To start a monitor, perform the following steps:
To start a CCMS templates based monitor:

1. Execute the RZ20 transaction and select the menu option Extras > Activate
maintenance function.
In the CCMS Monitor Sets screen, expand the SAP CCMS Monitor Templates
menu.

2. Double-click a monitoring tree element (MTE), for example Background

Processing.

3. Double click on a line item, for example AbortedJobs, to see details.
4. Return to the SAP CCMS Monitor Templates screen.

Click on a line item, for example Utilisation, and click the Properties button in
the application tool bar.
The Monitoring: Properties and Methods screen displays other settings like
methods used and threshold values set.

As CCMS is a standard monitoring tool from SAP, VIM does not require specific
values for the property thresholds. SAP basis needs to decide the level and to set
the thresholds for this.
To set threshold values:

a. In the Monitoring: Properties and Methods screen, click the button.
b. Enter the threshold values and save.
13.2 Monitoring Activity

VIM uses the SAP Workflow Engine to realize the process setup of the business
processes. You can effectively use the workflow runtime and administration tools to

13.3 Analyzing System Performance
monitor the activity and resources as the business processes are proceeding. For
activity monitoring purposes, see “Frequently Used SAP Workflow Administration
Transactions” on page 84.
13.3 Analyzing System Performance

For analyzing the system performance, use the standard ABAP tool set as the ABAP
based components of VIM reside inside the SAP ERP system.
To analyze the system performance:

1. Execute the ST05 transaction.
Alternatively, select the menu option System > Utilities > Performance trace
2. Select the required trace modes and click on the appropriate button under Trace
Requests to start the performance analysis.
13.4 Using Logs and Traces

VIM uses the SAP Workflow Engine to realize the process setup of the business
processes. Hence, you can activate and use traces to check specific sets of activities
as a part of problem analysis.

SAP workflow logs are written for every activity of the process and therefore are
always available.
In addition to the standard system logs, you can use the SM21 transaction to check
system activities. See “Frequently Used SAP Workflow Administration
Transactions” on page 84 for transactions you can use for activity logging and
traces.
VIM also writes log to the standard system log infrastructure. See “Working with
the Application Log” on page 175 for details.
13.5 Using Solution Manager Diagnostics

Once the Solution Manager Diagnostics add-on is installed, you have access to all
the necessary information for performing a root-cause analysis through the Solution
Manager tools. No separate external logs are generated during the use of VIM.
13.6 Configuring VIM

The configuration of VIM is performed through the product specific IMG, see “VIM
Customizing IMG” on page 21. It is documented in OpenText Vendor Invoice
Management - Configuration Guide (VIM-CGD).
13.7 Backup
The configuration of VIM is stored inside SAP ERP, in the OpenText product tables.
A backup of the underlying SAP ERP system ensures the backup of the appropriate
configuration, runtime and persistent data. In addition, system transports store any
configuration changes that are made.
13.8 Data Archiving

You can archive old data using the SAP archiving objects WORKITEM, BKPF and
others. Before removing any old data, consider carefully the business requirements
about data availability. Specially, since the business objects in scope of the VIM
processes are financial in nature, local regulations need to be considered in making
such decisions. OpenText generally recommends that such initiatives are performed
as a part of an overall data archiving initiative.
13.9 System Availability

The availability of VIM is based on the availability of the underlying SAP ERP
system. It is possible to selectively roll out VIM, based on a set of criteria including
document types, company codes etc. so that VIM is active only in those business
scenarios. For further details, see the rollout criteria sections in OpenText Vendor
Invoice Management - Configuration Guide (VIM-CGD).

13.10 Adaptive Computing
13.10 Adaptive Computing

VIM as an ABAP based component is running on SAP ERP system. Therefore, any
adaptive computing technologies are supported. Users log on to VIM using the
SAPGUI logon screen which supports virtual IP addresses and hostnames. There is
no separate starting mechanism because the process is controlled by the underlying
SAP settings in ArchiveLink and workflow as well as in the VIM configuration.
13.11 Restart Mechanism

In general, all workflows in error status can be restarted after performing an
appropriate configuration or runtime data changes. There are no other
asynchronous interfaces for VIM.
13.12 Linking Events for VIM Workflows

SAP events are trigger point for VIM workflows. For example, when a logistic
invoice is posted, SAP generates the event POSTED from the business object BUS2081.
The event is linked to trigger the VIM workflow solution for blocked invoices if the
invoice is blocked.
Note: OpenText advises against parking documents outside of VIM and
strongly recommends parking documents through the DP workflow. If parking
is done outside the DP workflow, then sometimes, due to system limitations,
parking events are not raised properly. In this case, parked documents do not
show up in the VAN report. To prevent this issue (if it occurs), OpenText
recommends queuing the parking events.
In case of not properly raised parking events, perform the following actions:
1. To queue parking events, execute the SWE2 transaction.

Select the check box Enable event queue for the events /OPT/B2081 -
ZWFI_PARKED and /OPT/FIPP - ZWFI_CREATED and save the configuration.
2. To schedule the Event Queue Job, execute the SWEQADM transaction. You
can set the frequency according to your requirement how often to update
the respective data.
The following event linkages can be turned on or off to enable or disable VIM
workflows:
Table 13-1: Event linkages for VIM workflows
Object type Event Receiver function module Usage com-

ments
Receiver type Check function module
FIPP DELETED SWW_WI_CREATE_VIA_EVENT Invoice Ap-
proval (IAP)
TS00275270 —

Object type Event Receiver function module Usage com-

ments
Receiver type Check function module
FIPP POSTED SWW_WI_CREATE_VIA_EVENT IAP
TS00275270 —
BUS2081 DELETED SWW_WI_CREATE_VIA_EVENT IAP
TS00275270 —
BUS2081 POSTED SWW_WI_CREATE_VIA_EVENT IAP
TS00275270 —
BUS2081 POSTED /OPT/BL_PO_BLK_RECEIVER Invoice Excep-
tion (IE)
WS00275264 —
/OPT/FIPP ZWFI_CREATED /OPT/BL_NPO_PRK_RECEIVER IE
WS00275254 /PTGWFI/PIR_F_CHECKFM
/OPT/B2081 ZWFI_PARKED /OPT/BL_PO_PRK_RECEIVER IE
WS00275260 /PTGWFI/PRK_M_CHECKFM
FIPP DELETED /OPT/VIM_RPT_RECEIVER_FM VIM Analytics

(VAN)
— —
FIPP POSTED /OPT/VIM_RPT_RECEIVER_FM VAN
— —
BUS2081 DELETED /OPT/VIM_RPT_PO_INV_RECEIVER VAN
— —
BUS2081 POSTED /OPT/VIM_RPT_PO_INV_RECEIVER VAN
— —
BUS2081 RELEASED /OPT/VIM_RPT_PO_INV_RECEIVER VAN
— —
BUS2081 CANCELLED /OPT/VIM_RPT_PO_INV_RECEIVER VAN
— —
To enable and disable VIM workflows:

1. To open the Event Type Linkages screen, execute the SWE2 transaction.

13.12 Linking Events for VIM Workflows
2. Create the event linkage entries shown in Table 13-1 (if not already existing) by
clicking the New Entries button.
To edit an existing event linkage entry, double-click the entry.
3. To enable the workflow, select the Type linkage active check box.
To disable the workflow, clear the check box.
4. Save your changes with a transport and move this transport to subsequent
systems.

Note: Repeat the procedure for all event linkage entries shown in Table 13-1.
13.13 Frequently Used SAP Workflow Administration

Transactions
There are a couple of SAP workflow administration transactions that you can use to
administer VIM workflows:
SWIA: Execute work items without agent check
To reassign open SAP work items to a different user, execute the SWIA
transaction. See the description in “Reassigning Open SAP Work Items to a
Different User” on page 64.
SWI1: Selection Report for Work Items
To display all work items (workflow template, dialog task, wait step,
background task) based on a custom selection, execute the SWI1 transaction. See
the description in “Monitoring VIM Workflows” on page 49.
SWE2: Event Type Linkages
To display or change event type linkages for VIM workflows, execute the SWE2
transaction. See the description in “Linking Events for VIM Workflows” on
page 81.
SWEL: Display Event Trace
To display lists of events published during a specific duration:

1. Execute the SWEL transaction.

13.13 Frequently Used SAP Workflow Administration Transactions
2. Select the Creation date and Creation time range.
To execute, click the button.

3. Select a line item and click the button to display details.
Amongst others, the Receiver function module and the status of the action is
displayed.
13.14 Analyzing Work Items

To access the work item analysis reports, select the menu option Tools > Business
Workflow > Development > Reporting > Work Item Analysis.
You can also access the reports directly by their transaction codes:
SWI2_FREQ: Work Items Per Task
Analyze work items grouped by date, agent and task.
SWI2_DURA: Work Items By Processing Duration
Analyze work items by duration of their execution.
SWI2_DEAD: Work Items With Monitored Deadlines
Analyze work items by preset deadline.

13.15 Frequently Used SAP Workflow Tables
Note: This is not applicable for VIM process work items.

SWI5: Workload Analysis
Retrieve open work items belonging to a specific user. See “Retrieving Open SAP
Work Items of a Specific User” on page 61.
The following list shows all dialog standard tasks that can be used for SAP standard
reports:
TS00275278
DP Document Dashboard
TS00275267
PO Blocked Invoice Dashboard (Header WF)
TS00275265
PO Blocked Invoice Dashboard (Line Level)
TS00275262
PO Parked Invoice Dashboard
TS00275260
Non PO Parked Invoice Dashboard
TS00275253
Invoice awaiting web approval
Note: The web approval work items are always assigned to WF-BATCH
because the actual action is performed by the user on the web approval
page.
According to OSS 1227739, it is no longer possible to forward dialog work
items to a background user. You can apply the correction according to the
OSS note or the corresponding SAP Support Package. In function
SWW_WI_FORWARD, an additional check is applied to retrieve the user type
(dialog or background).
Solution: Work items that have to be executed by a non SAP user must be
assigned to a dialog user and not to WF-BATCH.
Correction instructions: Create a dummy user of type dialog user in the
SAP system. You do not have to assign specific authorizations to the user.
Then overwrite the existing default entry WF-BATCH for parameter
SAP_PROXY_ID (Product Code IAP) in table /PTGWFI/Z_CONST with the
dummy user, using the SM30 transaction.
For a list of workflow templates for the VIM process, see “Monitoring VIM
Workflows” on page 49.
13.15 Frequently Used SAP Workflow Tables

The following list shows SAP workflow tables that are frequently used for VIM:

SWWWIHEAD
Work item header table for all types of work items
SWW_CONT
Container contents for work item (non-object referenced)
SWW_CONTOB
Container contents for work item (objects only)
SWIVOBJECT
Join SWW_CONTOB with SWWWIHEAD
SWELOG
Event log table
SWWORGTASK
Agent assignment of work item. The agent assignment information for a particu-
lar work item is deleted once the work item is completed.

Chapter 14
Administering DP Processing and DP Invoices
This chapter covers administration tasks for DP processing and DP invoices.
14.1 Changing the Posting Date for a Bulk of DP

Invoices
VIM 5.2 SP5 introduces the Bulk Change of Posting Date for DP documents
program. This program allows you to perform a bulk change of posting dates of DP
invoices to avoid any issues with closed periods. The program updates DP invoices,
except the following:
• invoices that already have an existing SAP document
• invoices with status Deleted, Obsolete, or Cancelled
Important
OpenText recommends doing tests of the report on a test system. OpenText
also recommends running the report when no users work on the system,
because this can cause unexpected values in the posting date field. There are
no locks for any objects implemented.
To change the posting date for a bulk of DP invoices:

1. Execute the /OPT/DP_POST_DT_UPD transaction.

Chapter 14 Administering DP Processing and DP Invoices
Settings
New Posting Date
This field is mandatory.
Test mode (display invoices)
This check box is selected by default. The invoices resulted from the search
are only displayed.
There is no VIM functionality available in the test mode but you can add and
change the displayed fields, using the standard SAP layout button.
Exclude empty posting dates
Select this check box only in special cases where the posting date is not filled
and should not be updated.
Document options – All ranges in this area are standard search criteria for DP
invoices.
2. To execute the bulk change, clear the Test mode check box and click .
A dialog box opens, asking for confirmation. In the dialog box, you still can
cancel the whole processing.
3. Confirm the execution.
All selected invoices are updated with the entered posting date and displayed in
a new view.

14.1 Changing the Posting Date for a Bulk of DP Invoices
The bulk change also updates VIM Analytics and writes an entry in the process
logs.

Chapter 15
Using the SAP Early Watch Service
The SAP early watch service checks and analyzes in order to optimize the
performance of SAP solutions. Since VIM resides inside the SAP ERP system, VIM
follows standard early watch practices. Client dependent configuration data of VIM
is not visible in the early watch client and the early watch client is normally locked
against any configuration changes.
However, you can create a role to view the VIM configuration with “display only”
authorization.
15.1 Creating a Role for VIM Configuration Display

To create a role for VIM configuration display:
Note: Depending on the SAP version, the following screens might look
different on your system.
1. Execute the PFCG transaction.
2. Enter a new role name and click the Create button.

The Create Roles screen is displayed.
3. Click to save the role and select the Menu tab.

Chapter 15 Using the SAP Early Watch Service
4. In the Copy menus panel, click the From area menu button.

5. Enter /OPT/VIM in the Area menu field and click to start the search.
6. Click to execute the search.

7. Select all check boxes under Area menu and click the Add button at the bottom
of the dialog.
8. In the Change Roles screen, save.
Select the Authorizations tab.
9. Click the Propose Profile Name button .

The Profile name and Profile text fields are filled automatically.
10. To change the authorization data, click the button.

If prompted, save the role.

The Define Organizational Levels screen is displayed.
11. Enter appropriate values in the From and To field and click the Full
authorization button.
12. Click the button to transfer your settings.

13. Expand all nodes and assign Display authorization to the needed Activity
fields. To define values for an Activity field, click the icon next to the field.
14. To add Display authorization for all transaction starting with /OPT/, click the
Manually button in the application tool bar.

15. In the Manual selection of authorizations dialog, enter S_TCODE in the topmost
Authorization object line and click to confirm.
The new authorization object is displayed in the Change role: Authorizations
screen.
16. To open the Maintain Field Values dialog, click the icon next to the
Transaction code field (see highlight).

17. Enter /OPT/* in the From field and click to save.

18. In the Change role: Authorizations screen, click to save your settings.
19. Click the button in the application tool bar to generate the authorization
profile.
20. Click the icon to return to the Change Roles main screen and open the User
tab.
21. Enter the early watch user or a different user that you want to assign to the
newly created Display VIM configuration role.
22. Save your settings.

Users assigned to the new role are allowed to view the VIM configuration with
“display only” authorization.

Chapter 16
Using VIM Notifications
The VIM Notifications program (called VIM Reminder in earlier versions) addresses
the following requirements:
• Find out all workflow work items for each current agent
• Collect related information for each work item in a list
• Determine the due date for each work item using an SAP standard or
customized Function Module
• Display the work item list for all current agents.
• Send an email or an SAP note to one or more selected current agents, to remind
them of due work items.
Note: The VIM Notifications functionality currently does not support the
“Additional Role” and the “Notify Substitute” features.
This chapter covers the following topics:
• “Starting VIM Notifications” on page 103
• “Working with the Selection Screen” on page 103
• “Working with the VIM Notifications List” on page 106
• “Configuring VIM Notifications” on page 109
• “Maintaining a Notification Email Formatting Function Module” on page 118
16.1 Starting VIM Notifications

To start the VIM Notifications program, execute the /OPT/REMINDER transaction.
The program is typically scheduled as a batch job so that the agents get notifications
of their reminders regularly.
16.2 Working with the Selection Screen

All functions of VIM Notifications are controlled via a common selection screen.
To work with the VIM Notifications selection screen:

1. Execute the /n/OPT/REMINDER transaction.
The VIM Notifications selection screen is displayed.

Chapter 16 Using VIM Notifications
The selection screen allows you to enter search criteria and process options. The
selection screen is divided into the following panels:
• Invoice Information
• Document Process
• Workitem Date Range
• Process Options
• Recipient of Reminder
2. Enter search criteria, using the following parameters:
Tip: Where applicable, use for multiple selection and for search
help.

16.2 Working with the Selection Screen
Invoice Information panel

• Company Code
• Document Number
• Fiscal Year
• Line Item
Document Process panel
Enter search criteria for Document Processing (DP) information:
• Document ID: the number that was generated for the document during
the DP process
Workitem Date Range panel
Enter search criteria for work item information:
• Workitem Creation Date
Recipient of Reminder panel
New panel introduced with VIM 5.2 SP4: Enter search criteria to filter the list
of notifications for specific users:
• SAP User ID
• OpenText User Id
Note: When adding user IDs as search criteria, the system does not
consider the substitutes for the user, if there are any.
3. Select processing options, using the following parameters:
Process Options panel
This panel comprises the following parts:
Scenario
Select the corresponding check box(es) to include work items of the
following types:
• Document Processing
• PO Block Invoices - Header
• PO Block Invoices – Line
• PO Parked Invoices
• NPO Parked Invoices
• PO Approval Inv. (Parked/DP)
• NPO Approval Inv. (Parked/DP)
• PO Referred Invoices
• NPO Referred Invoices

Mode
Select one of the process modes:
Test
The program generates a list of eligible work items for notification.
The program does not send the notifications. Users can select the
work items to send the notification.
Background
The program sends the notification to users and displays the work
items.
4. Once you finished entering the search criteria and selecting the process options,
click in the application tool bar to display the VIM Notifications List with
the search results.
16.3 Working with the VIM Notifications List
The VIM Notifications List comprises the following sections:

• “Application Tool Bar” on page 107
• “ALV Grid Control” on page 107
• “ALV Grid (Data View)” on page 108

16.3 Working with the VIM Notifications List
16.3.1 Application Tool Bar

The application tool bar comprises the following buttons:
Send Notification
To send an email or an SAP note to an agent, select the agent in the list and click
the Send Notification button.
SAPconnect
To execute the SCOT transaction, click the SAPconnect button.
The SAPconnect Administration (system status) screen is displayed.
SAPconnect allows the connection of external communication components to the
SAP system.
16.3.2 ALV Grid Control

The ABAP list viewer (ALV) is a standard SAP tool to show table data inside SAP.
The functions listed in this section also apply to other lists in ALV mode. The
following function buttons are available:
Details: Select a line in the list and click this button to display details for the
selected line.
Sort: Select a report column in the list and click one of these buttons to sort
it in either ascending or descending order.
Find: Click this button to open the Find dialog that allows you to search the
list for any keyword.

Filter: Select a report column in the list and click this button. The Filter
criteria dialog is displayed, allowing you to restrict the criteria in the
selected column without having to rerun the report with new search criteria.
Tip: Use for multiple selection.
Layout: Click this button to select a saved layout. To change, save or man-
age layouts of the list, click the icon next to the Layout button.
16.3.3 ALV Grid (Data View)

The ALV grid is the actual list of work items that match the search criteria. In the
ALV grid, the following report columns are available:
Notes:
• The following list only covers columns whose meaning is not obvious.
• Some of the column headers might be abbreviated. Expand the column to
see the full text.

16.4 Configuring VIM Notifications
• The columns might not be displayed or might not be in the following

sequence. You can add or remove columns, or change the sequence by
using the Layout function, see “ALV Grid Control” on page 107.
Column Description
Current Agent Current agent who owns items
Process Type Type of the document (DP, PO document, Non PO document…), see the
list in Scenario on page 105.
Sub Process Sub Process Type for each process type, for example Approval Required
Type for Non PO Invoice Approval process type
Document SAP document number
Number
Document ID DP document ID
Vendor Vendor number
Name 1 Vendor name
Inbox Days Number of days the work item lies in the inbox
Before Due Days before the due date of the work item
Due Date Due date of the work item
First name First name of the current agent
Last name Last name of the current agent
Responsible Role that is responsible for the work item
Party
Receiver ID Email address of the current agent
ID Work item ID

Configuring the VIM Notifications program comprises the following actions:
• “Configuring Notification and Email Options” on page 109
• “Configuring the Notification Email Body” on page 112
• “Configuring the Notification Email Title” on page 113
• “Excluding Notification Users” on page 114
• “Configuring User Preferences” on page 116
16.4.1 Configuring Notification and Email Options

You can configure several options for VIM Notifications and the corresponding
emails.

To configure notification and email options:

1. To access the Process Configuration screen, execute the /n/OPT/VIM_8CX50
transaction.
2. To edit an existing notification, mark the respective line and click the button
in the application tool bar. See the parameter description in step 3.
Note: You cannot change the Notification Scenario and the Sub Scenario
for an existing notification.
3. To add a notification, click the New entries button in the application tool bar.
Configure the notification, using the following parameters:

Notification Scenario
Select the notification scenario. Possible values:
• Document Processing

• PO Parked Invoices
• PO Blocked Invoices - Line Level
• PO Blocked Invoices - Header Level
• Non PO Parked Invoices
• Non PO Invoice Approvals
• PO Invoice Approvals
Sub Scenario
Select the notification sub scenario. Possible values depend on the selected
notification scenario.
Example:
Notification sub scenarios for the Non PO Parked Invoices notification
scenario:
• Approval Required
• Vendor Maintenance
• Vendor Audit Required
• Tax Audit Required
• All Scenarios
Role
Select the role for the notification. All users assigned to this role will receive
the notification.
Notify Substitutes
This feature is not supported at the moment.
Additional Role
This feature is not supported at the moment.
Inbox Days
Days Before Payment Due
Use these fields to decide if the reminder will be sent. The system calculates
the work item creating date plus the inbox days or the days before payment
is due. If the result is less or equal today's date, then a reminder will be sent.
Email Type
Select the notification type. At the moment, only Internet Email is
available.
Notification Text
Select the SAP text name to be used for the notification email body.

Email Address Determination Function Module

Select the function module that determines the email address for the
notification. The interface for this function module is same as for the
/OPT/VIM_NOTIF_EMAIL_ADDRESS function module.
If you select a different function model in this field, VIM Notifications will
run this function module first. If the function module cannot find a valid
email address, VIM Notifications will run the default function module
/OPT/VIM_NOTIF_EMAIL_ADDRESS.
4. To save your changes, click .
16.4.2 Configuring the Notification Email Body

The VIM Notifications report will create a list in the email body. The displayed
fields in this list depend on the specifications you enter in the Mail Configuration
screen.
To configure the notification email body:

1. To access the Mail Configuration screen, execute the /OPT/VIM_8CX50
transaction and double-click Mail Configuration in the Dialog Structure panel.
2. Configure the notification email body, using the following parameters:

Field name
You find the field names in structure /OPT/VIM_S1_REMINDER_DISPLAY.
Each field name represents a field in the VIM Notifications report.
Note: You cannot change this parameter in the Mail Configuration
screen.
Language
VIM supports the following languages:
• German (DE)
• English (EN)
• Spanish (ES)
• French (FR)
• Italian (IT)
• Japanese (JA)
• Dutch (NL)
• Portuguese (PT)
• Russian (RU)
• Chinese (ZH)
Notes:
• You cannot change this parameter in the Mail Configuration screen.
• Japanese and Chinese are supported only in SAP ECC 6.0.
Position
Specify the sequence of the fields in the email body.
Field Length
Specify the length of the field.
Text
Enter the title for each field in the respective language.
16.4.3 Configuring the Notification Email Title

You must configure a title for the notification email.
To configure the notification email title:

1. To access the Mail Title Configuration screen, execute the /OPT/VIM_8CX50
transaction and double-click Mail Title Configuration in the Dialog Structure
panel.

2. Configure the notification email title, using the following parameters:

Language
VIM supports the following languages:
• German (DE)
• English (EN)
• Spanish (ES)
• French (FR)
• Italian (IT)
• Japanese (JA)
• Dutch (NL)
• Portuguese (PT)
• Russian (RU)
• Chinese (ZH)
Notes:
• You cannot change this parameter in the Mail Title Configuration
screen.
• Japanese and Chinese are supported only in SAP ECC 6.0.
Mail Title
Enter the title of the notification email in the respective language(s).
16.4.4 Excluding Notification Users

Based on the specification in table /opt/t853, VIM Notifications will exclude users
from the user list when sending emails.

The following ways of excluding users are available:

• excluding named users
• disabling and enabling the exclude status for oneself
To exclude named users:

1. Execute the /OPT/VIM_8CX51 transaction.
2. To exclude another user, click the New entries button in the application tool
bar.
3. Specify the user to be excluded, using the following parameters:

User Type
Select SAP User Id or OpenText User ID from the list.

User Id
Enter the user ID to be excluded, corresponding to the selected user type.
Disable Notification
Mark this field with X to disable VIM Notifications emails.
Single Notification
Mark this field with X to have VIM Notifications emails sent only once per
work item instead of multiple times during the notification period.
Language Pref
Select the preferred language of the emails. VIM supports the following
languages:
• German (DE)
• English (EN)
• Spanish (ES)
• French (FR)
• Italian (IT)
• Japanese (JA)
• Dutch (NL)
• Portuguese (PT)
• Russian (RU)
• Chinese (ZH)
Note: Japanese and Chinese are supported only in SAP ECC 6.0.
To disable and enable the exclude status for oneself:

Follow the description in “Configuring User Preferences” on page 116.
16.4.5 Configuring User Preferences

You can configure some personal preferences for VIM Notifications.
Note: The preferences are set for the currently logged-in user.
To configure user preferences:

1. Execute the /OPT/VIM_8AX50 transaction.

2. Configure notification preferences, using the following parameters:

Disable Notification
Select this check box if you want to receive no VIM Notifications emails
regarding the SAP inbox or Web Approval.
Clear the check box to receive VIM Notifications emails.
Single Notification (One Time Reminder)
Select this check box if you want to receive only one VIM Notifications email
for a SAP inbox or Web Approval work item.
Clear the check box to receive VIM Notifications emails more than once,
regarding the same work item.
User Language
Select your preferred language. VIM supports the following languages:
• German (DE)
• English (EN)
• Spanish (ES)
• French (FR)
• Italian (IT)
• Japanese (JA)
• Dutch (NL)
• Portuguese (PT)

• Russian (RU)
• Chinese (ZH)
3. Click to save your settings.
16.5 Maintaining a Notification Email Formatting

Function Module
You can modify VIM Notifications email messages before sending by maintaining a
custom formatting function module.
To maintain a notification email formatting function module:

1. Execute the SM30 transaction.
Enter /PTGWFI/Z_CONST in Table/View and click Maintain.
2. Access the constant corresponding to Product Code 005 and Constant
REM_MAIL_FORMAT_FM.
The default value is None.

3. Enter your custom notification email formatting function module in Constant
Value.
To get the necessary interface definition, you can copy the template function
module /OPT/VIM_NOTIF_EMAIL_FORM_TEMP.
4. Click to save your settings.

Chapter 17
Multiple Backend System
You can run VIM as a multiple backend system. This means you have one central
system with multiple satellite systems for invoice entry and procurement logistics.
See section 16 "Multiple Backend System" in OpenText Vendor Invoice Management -
Configuration Guide (VIM-CGD) for details.

Chapter 18
Administering Central Reporting
For a description of the configuration necessary for Central Reporting, see section 20
"Central Reporting Infrastructure" in OpenText Vendor Invoice Management -
Configuration Guide (VIM-CGD).
Central Reporting provides several reports that enable you to measure certain
properties of VIM documents and their work items, in order to optimize working
with VIM. In particular, the following reports are provided:
• Summary Report (see section 13 "Using the Summary Report" in OpenText
Vendor Invoice Management - User Guide (VIM-UGD))
• Central Audit Report (see section 14 "Using the Central Audit Report" in
OpenText Vendor Invoice Management - User Guide (VIM-UGD))
• Key Process Analytics Report (see section 16 "Using the Key Process Analytics
Report" in OpenText Vendor Invoice Management - User Guide (VIM-UGD))
• Productivity Report (see section 18 "Using the Productivity Report" in OpenText
Vendor Invoice Management - User Guide (VIM-UGD))
• Exception Analysis Report (see section 17 "Using the Exception Analysis Report"
in OpenText Vendor Invoice Management - User Guide (VIM-UGD))
• Aging Report (see section 19 "Using the Aging Report" in OpenText Vendor
Invoice Management - User Guide (VIM-UGD))
• License Report (see section 20 "Using the License Report" in OpenText Vendor
Invoice Management - User Guide (VIM-UGD))
Aggregation To ensure good performance for the reports in Central Reporting, the data used for
the reports must be aggregated and saved in Reporting Data Tables. To achieve this
goal, the data is prepared in several different activities:
1. The Collection Report, the User Master Report, and the Text Master Report get
master data and transaction data from their original tables and save the data in
the Source Data Tables. See “Scheduling the Collection Report” on page 132 for
details.
2. The Aggregation Report selects data from the Source Data Tables (in different
logical systems, if required), aggregates, transforms and saves the data in the
Reporting Data Tables of the current system.
3. The reports in Central Reporting are end user reports based on the content of
the Reporting Data Tables. For information about administration of Central Re-
porting, see the description in this chapter.

Chapter 18 Administering Central Reporting
Administration To administer Central Reporting, you have to perform the following steps of
steps maintenance:
1. Maintaining logical systems and System Landscape Directory (SLD), see section
20.1 "Configuring the System Landscape Directory (SLD)" in OpenText Vendor
Invoice Management - Configuration Guide (VIM-CGD)
2. Running the Aggregation Report for the CUST_PREFL group
3. Creating variants of the Aggregation Report for each group
4. Maintaining report tables
5. Activating Central Reporting Baseline
6. Scheduling reports:
• Collection Report
• User Master Report
• Text Master Report
• Aggregation Report with variants for each aggregation group
7. Scheduling batch jobs for Central Reporting
Groups Data in Source Data Tables changes during the use of VIM. Therefore, the
aggregation of data to the Reporting Data Tables must run regularly. OpenText
strongly recommends scheduling batch jobs for this purpose. For different tables,
the necessary frequency to update will differ considerably. For example, the SAP
Vendors Table will change much less frequently than the Workitem Agents Table.
For this reason, several default groups, comprising specific tables, are set up for the
aggregation:
Groups beginning with OTH* are used by the Central Audit Report only. The other
groups are used by the other central reports.
CUST_PREFL
Comprises Roles and Exception Mapping. This group is used to prefill the
customizing tables for roles and exceptions (see “Maintaining Reporting Tables”
on page 128) to ease customizing.
TRANSACT
Comprises Document Header, Workitem, Workitem Activities, and Workitem
Agents. This group will have to be executed most frequently because its content
is changed most frequently.
MASTER
Comprises Company Codes, Vendors, and Document Types.
USER
Comprises Users and the assignment of users to organizational objects within
SAP Organizational Management.

16.5 Maintaining a Notification Email Formatting Function Module
Scheduling the Aggregation Report for the following groups is only necessary in a
multiple backend system.
OTH_MASTER
Recommended to run once. Depending on how frequently Parking Reasons,
Process Type Definitions and Blocking Reasons are maintained, schedule the job
accordingly.
OTH_DCHEAD
Recommended to run twice a day. The frequency can vary depending on
business needs. Group ID OTH_DCHEAD replicates the data from table
/OPT/VT_DOC_HEAD to the Central System. This table is useful for Central Audit
Report output.
OTH_VMHEAD
Recommended to run twice a day. The frequency can vary depending on
business needs. Group ID OTH_VMHEAD replicates the data from table
/OPT/VIM_1HEAD to the Central System. This data replication is useful for system
wide duplicate check for an incoming invoice.
OTH_AGENT
Recommended to run twice a day. The frequency can vary depending on busi-
ness needs. Group ID OTH_AGENT replicates the data from table
/OPT/VT_WI_AGENT to the Central System. This data replication is useful for cur-
rent agent display in the Central Audit Report.
Baseline groups To display the groups that are delivered with Baseline, execute the /n/OPT/SPRO
transaction and follow LiveLink VIM - Configuration > Central Reporting >
Aggregation infrastructure > Aggregation report groups.
Note: OpenText strongly recommends not to change the Baseline groups.

Target data To display the Baseline target data tables that will be filled by the Aggregation
tables Report, execute the /n/OPT/SPRO transaction and follow LiveLink VIM -
Configuration > Central Reporting > Aggregation infrastructure > Aggregation
report target tables.
Target and source tables are displayed, depending on the Aggregation Group ID.
Note: OpenText strongly recommends not to change the Baseline target data
tables.
18.1 Maintaining Logical Systems for the Aggregation

Report
As a prerequisite, you must maintain the logical systems (local system and back end
systems) to be used in the Aggregation Report. You define logical systems in table
/OPT/VT_A_BKESYS, using the /OPT/VIM_ABE transaction:

18.1 Maintaining Logical Systems for the Aggregation Report
To maintain logical systems for the Aggregation Report:

1. To display the Aggregation report: Back end systems screen, execute the
/OPT/VIM_ABE transaction.
Alternatively, follow LiveLink VIM - Configuration > Central Reporting >

Aggregation infrastructure > Back end systems
2. Click New Entries to add a logical system.

Notes:
• As table /OPT/VT_A_BKESYS is also used as a check table for other data,
you must insert an entry for the local system.
• Add all logical systems you want to use in the Aggregation Report.
3. Optional Define the encoding.
Note: The wrapper function on the logical system returns the source table
content as an XML stream to the central system, because it is not possible
to hand over internal tables as generic types in RFC. If the fields Character
set and Byte order remain blank, the system default will be used. In case of
XML conversion problems during execution of the Aggregation Report,
you can specify the encoding to be used in these fields.
In this case, define the encoding, using the following fields:
Character set
Enter the character set, for example UTF-8.
Byte order
Enter the byte order, for example 1 if the character set uses big endian byte
ordering.

Note: For character sets and byte orders supported by SAP, see the SAP
documentation.
If you are not sure about the correct settings for your system, try the following:
a. In the related back end system, call the SE37 transaction and execute
function module SYSTEM_CODEPAGE.
The codepage of the system is displayed.
b. Call the SE16 transaction and enter table name TCP00.
c. Use the codepage number returned by the previous function module call
(for example 4103) as selection value for field CPCODEPAGE.
In the selected dataset, the field CPCOMMENT contains most often a
description of the character set it contains (for example ISO-8859-1 or UTF-
16BE).
d. Try this character set first in back end system settings.
18.2 Running the Aggregation Report for the

CUST_PREFL Group
You can run the Aggregation Report for all groups, using the SA38 transaction and
program /OPT/VR_A_AGGREGATION. However, OpenText recommends scheduling
batch jobs for the TRANSACT, MASTER, and USER group. In a multiple backend system,
also schedule batch jobs for the groups starting with OTH*.
If you don’t want to use the default mapping from OpenText supplied baseline
content, use the CUST_PREFL group and run the report. Running the Aggregation
Report for the CUST_PREFL group prefills the customizing for roles and exceptions.
You must manually map roles and exceptions in Central Reporting, see
“Maintaining Reporting Tables” on page 128.
To run the Aggregation Report for the CUST_PREFL group:

1. Execute the SA38 transaction.
2. Enter program /OPT/VR_A_AGGREGATION and click .

18.2 Running the Aggregation Report for the CUST_PREFL Group
3. Configure the Aggregation Report, using the following parameters:

Group ID
Enter the group ID, in this case CUST_PREFL.
Back end system
If you want to select data only from a subset of back end systems, enter the
back end systems you want to run the Aggregation Report for. If you leave
the field empty, all back end systems will be considered.
Back end related processing
Select this check box to have the Aggregation Report continue even if an
error occurs in one of the back end systems or if data of a back end system
could not be aggregated or modified. A rollback is performed only for the
affected back end system. A commit is performed when all data of the
affected back end system has been modified successfully.
If this check box is not selected, the Aggregation Report cancels if any errors
occur. For all data changes in the central system, a rollback is performed. A
commit is performed when all data is successfully updated.
Asynchronous selection
Select this check box to have a new task opened for every call of the selection
function. If there are more than 35 Reporting Data Tables, this is required to
avoid overflow of buffer when creating generic subroutines (used to define
structures of internal tables dynamically).
Note: If this check box is selected, debugging of the selection function
requires system debugging enabled.
4. To run the Aggregation Report, click .

18.3 Creating Variants of the Aggregation Report for

Each Group
In order to schedule batch jobs for the Aggregation Report, you must create variants
of the Aggregation Report for the TRANSACT, MASTER, and USER group. In a multiple
backend system, you must also create variants for the groups starting with OTH*.
The variants are included in the batch job, later.
To create variants of the Aggregation Report for each group:

1. Invoke the Aggregation Report screen, see “To run the Aggregation Report for
the CUST_PREFL group:” on page 126.
2. Enter the Group ID and configure the report for this group, according to your
needs. See step 3 on page 127.
3. Click to save as variant.
4. In the ABAP: Save as Variant screen, enter Variant name and Description and
save.
5. Repeat the procedure for the other groups.
18.4 Maintaining Reporting Tables

If the baseline mapping of roles and/or exceptions does not suit your needs or if
you want to enhance the mapping, some maintenance is required, before you can
use the reports in Central Reporting.
You have to perform the following tasks:
• Role Maintenance: Define the roles to be used in the reports. See “To maintain
roles for Central Reporting:” on page 128.
• Exception Definition Maintenance: Define the exceptions to be reported. See “To
maintain exceptions for Central Reporting:” on page 129
• Role Mapping Maintenance: Map roles from all the logical systems that have
been maintained for usage in the Aggregation Report. See “To map roles from
several back end systems:” on page 130.
• Exception Mapping Maintenance: Map exceptions from all the logical systems
that have been maintained for usage in the Aggregation Report. See “To map
exceptions for several back end systems:” on page 131.
To maintain roles for Central Reporting:

1. In the VIM Customizing IMG, select Central Reporting > Report Table
Maintenance > Role Definition and Mapping > Role Maintenance.

2. Maintain Role ID and Role text.

Click New entries to add roles.
The roles defined here are used to map roles from several back end systems
during Role Mapping Maintenance, see below.
To maintain exceptions for Central Reporting:

Maintenance > Exception Definition and Mapping > Exception Definition
Maintenance.

2. Maintain Exc. ID and Exception text.

Click New entries to add exception definitions.
The exceptions defined here are used to map exceptions from several back end
systems during Exception Mapping Maintenance, see below.
Once you have run the Aggregation Report for the CUST_PREFL group, the
customizing tables for Role Mapping Maintenance and Exception Mapping
Maintenance are prefilled. To map roles/exceptions from several back end systems,
perform the following steps:
To map roles from several back end systems:

Maintenance > Role Definition and Mapping > Role Mapping Maintenance.

The columns Product Code, and Responsible Party have been prefilled
automatically.
2. Assign the Role ID (as defined in “To maintain roles for Central Reporting:” on
page 128) to each responsible party (role) for specific product code.
To map exceptions for several back end systems:

Maintenance > Exception Definition and Mapping > Exception Mapping
Maintenance.

The columns Exc. Type, and Exc.typeID (Exception Type ID) have been
prefilled automatically.
2. Assign the Exc. ID (as defined in “To maintain exceptions for Central
Reporting:” on page 129) to each Exception Type ID for specific exception type.
18.5 Activating Specific Role and Exception Mapping

When you have performed Role Mapping Maintenance and Exception Mapping
Maintenance, activate the mapping, by running the /n/OPT/VIM_SYS_ACTIV
transaction once in each system involved. Activating the mapping fills the logical
system into the mapping tables. See also section 20.3 "Activating Central Reporting
Baseline" in OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD).
18.6 Scheduling the Collection Report

The Collection Report collects data from VIM transactional tables and SAP
workflow tables and populates the Source Data tables. The Source Data tables are
later aggregated by the Aggregation Report into Reporting Data tables.

18.6 Scheduling the Collection Report
Scheduling You can schedule the Collection Report by running the

/OPT/VR_COLLECTION_REPORT program with appropriate start date and time in all
the systems involved. OpenText recommends running this report twice a day.
However, depending on how frequently data is needed, it can be scheduled
accordingly.
Cut-off date The only mandatory selection criterion is Creation Date From. You must set this
date. It refers to the cut-off date, the work item creation date. Any invoices created
before this date are not considered in reporting. You can combine the Creation Date
From field with the Creation Time From field. If you also provide Creation Time
From, date and time together decide the cut-off time period.
Cut-off is important because Central Reporting is based on new workflow task
container elements and a new DP workflow template, created in VIM 5.2. You
cannot use data from VIM versions older than 5.2 for the reports. The cut-off time
period is used to filter out any data that belongs to older versions.
With a new installation, use the installation or go-live date for the Creation Date
From. With an upgrade, use the date of upgrading.
Do not maintain selection parameters other than Creation Date From and Creation
Time From.
Note: You can use the parameters Task and ID for testing purposes. The pa-
rameters refer to the workflow dialog task and the work item ID.
Table The last run time of the Collection Report is stored in table /OPT/VT_JOB. At the first
/OPT/VT_JOB time the Collection Report runs, table /OPT/VT_JOB is empty. Thereafter, the last run
time always gets updated in this table.
Note: If you select Test Mode, the data is not saved to source tables or any ta-
ble. Even /OPT/VT_JOB will remain unchanged.
Delta and full Once scheduled, this report always runs in delta mode. Only those work items and
mode documents are considered that have changed since the last run. Delta mode is
default and fixed. To change to full mode, you must clean table /OPT/VT_JOB.

18.7 Scheduling the User Master Report

You can schedule the User Master Report by running the
/OPT/VR_USER_MASTER_REPORT program in all the systems involved. OpenText
recommends running this report twice a day. However, depending on how
frequently data is changed and how frequently it is needed, the report can be
scheduled accordingly.
Schedule the User Master Report to run only after a previous run of the Collection
Report because the User Master Report uses the information from the tables filled in
by the Collection Report. So, if the Collection Report has never run, running the
User Master Report will not produce the desired results.
The User Master Report collects additional user information like first name, last
name, and OpenText user ID when new users appear in the system or any changes
happen to users. This information is used, for example, in the Central Audit Report:
You can click a link in the Current Role column to display details of the agents
associated with the role.
The User Master Report always runs in full update mode.
The following screenshot shows the required selection criteria:
18.8 Scheduling the Text Master Report

The Text Master Report provides texts needed for Exception Reasons that appear in
the Central Audit Report. You can schedule the Text Master Report by running the
/OPT/VR_TEXT_MASTER_REPORT program in all the systems involved. OpenText
recommends running the Text Master Report monthly. It should run after the User
Master Report. Depending on how frequently data is changed and how frequently it
is needed, you can schedule the report accordingly. The Text Master Report always
runs in full update mode.
The following screenshot shows the recommended selection criteria:

18.9 Scheduling the Aggregation Report
18.9 Scheduling the Aggregation Report

You can schedule the Aggregation Report by running the /OPT/VR_A_AGGREGATION
program with the appropriate Group IDs in the Central System only. See
“Administering Central Reporting” on page 121.
The Aggregation Report depends on the results of the Collection Report. Therefore,
schedule the Collection Report, the User Master Report, and the Text Master Report
before the Aggregation Report.
Example: The User Master Report runs every Sunday at 20:00. The Aggregation
Report with group USER should be scheduled afterwards, for example every
Sunday at 20:10. If the Aggregation Report would be scheduled before the User
Master Report, for example at 19:00, it would result in user data that is almost one
week old.
Single system In a single system scenario, the Central System is the same as the current system.
Schedule the Aggregation Report with all Group IDs, except the Group IDs that
start with OTH_*.
Multiple backend In a multiple backend system, schedule the Aggregation Report with all Group IDs,
including the Group IDs that start with OTH_*.
18.10 Scheduling Batch Jobs for Central Reporting

As data for the reports is more or less subject to changes, it is necessary to perform
the reports regularly. This applies to the following reports:
• Collection Report
• User Master Report
• Text Master Report

• Aggregation Report
Most suited for this purpose are batch jobs. This section describes how to schedule a
batch job for the Aggregation Report. Scheduling batch jobs for the other reports is
similar. Keep in mind that the sequence of the jobs is important. Schedule Collection
Report, User Master Report, and Text Master Report before Aggregation Report.
After you have created variants of the Aggregation Report for the TRANSACT,
MASTER, and USER groups (see “Creating Variants of the Aggregation Report for
Each Group” on page 128), you can schedule one batch job with several steps or a
dedicated batch job for each variant. The procedure below shows how to schedule a
batch job for a single group.
Regarding the order of the other groups for the batch job, the job for the TRANSACT
group should be scheduled after MASTER and USER jobs. In a multiple backend
system, also schedule jobs for the Group IDs that start with OTH*. You have to
consider how often it is necessary to update the respective data and schedule the job
accordingly.
To schedule a batch job for the Aggregation Report:

1. Make sure you have created a variant for each group.
3. In the Define Background Job screen, enter a job name.
4. Click Start condition.

18.10 Scheduling Batch Jobs for Central Reporting
5. Configure when the job should be executed:

• By Date/Time or
• After job
For Date/Time, click Period values and Restrictions to add date/time details.
6. Click to save.
7. Click the Step button.

8. In the ABAP program panel, enter the name /OPT/VR_A_AGGREGATION and the
variant you created before.
9. Click to save.
10. In the Define Background Job screen, click to save the job.
18.11 Cleaning Up Central Reporting Tables
Important
The Program to clean up VIM report tables is for internal use, only.
You might need to clean up the Central Reporting tables, for example to reload data
after fixing some issues. Whereas VIM Analytics bases on real time VIM tables,
Central Reports base on tables that are not real time. Collection Report, User Master

18.12 Maintaining Thresholds for the Key Process Analytics Report
Report, and Text Master Report pull information from real time VIM tables and
provide data to Source Data Tables. The Aggregation Report selects data from the
Source Data Tables and provides data to the Reporting Data Tables. As Source Data
Tables and Reporting Data Tables are not real time, these tables can be reloaded.
To run the cleanup report, execute the SA38 transaction with program
/OPT/VR_CLEAN_TABLES.
Report Tables
Select this check box to delete Reporting Data Tables.
Important
This will clean up all data in the end user Central Reports.
Source Tables
Select this check box to delete Source Data Tables.
This will not impact the end user Central Reports, except the Central Audit
Report.
18.12 Maintaining Thresholds for the Key Process

Analytics Report
The Key Process Analytics Report provides a threshold functionality for the
following report panels:
• Total Liability panel
• Processed / In Process Documents panel
• First Pass panel
You can define threshold values for an attention status and a critical status. If the
attention value is exceeded in a cell (or falls below it for the First Pass panel), the cell
is highlighted in orange. If the critical value is exceeded in a cell (or falls below it for
the First Pass panel), the cell is highlighted in red.
The following screenshot shows an example in the Total Liability panel:

To control the threshold functionality, you must maintain the following

corresponding constants:
• “Constant KPA_TS_1STPASS_NO” on page 141
• “Constant KPA_TS_1STPASS_PERC” on page 143
• “Constant KPA_TS_LIAB_AMOUNT1” on page 144
• “Constant KPA_TS_PROCDOCS_NO” on page 147
• “Constant KPA_TS_PROCDOCS_PERC” on page 149
To maintain thresholds for the Key Process Analytics Report:

1. To enter the WebFlow Constant Table where you maintain the constants,
execute the /n/OPT/VIM_KPA_CFG transaction.
Alternatively, in the VIM Customizing IMG, select Central Reporting >
Maintain Constants > Maintain Constants for Key Process Analytics.

2. To maintain a constant, double-click its line.
18.12.1 Constant KPA_TS_1STPASS_NO

Using this constant, you set the thresholds for the Total # First Pass fields in the
First Pass panel. KPA_TS_1STPASS_NO comprises 6 different values separated by a
semicolon:
<Value1>;<Value2>;<Value3>;<Value4>;<Value5>;<Value6>
where you must replace all <value> fields with a number, as follows:
• Value 1 and 2 define the lower and upper threshold for the total number of First
Pass PO Invoices.
• Value 3 and 4 define the lower and upper threshold for the total number of First
Pass NPO Invoices.
• Value 5 and 6 define the lower and upper threshold for the total number of all
First Pass Invoices.
If the total number of First Pass invoices is lower than value 1/3/5, the respective
cell is marked red.
If the total number of First Pass invoices is greater or equal than value 1/3/5 but
lower than value 2/4/6, the respective cell is marked orange.
If any of the values is not maintained, the respective check is not done and the cell
will not be colored.

Example 18-1: Constant KPA_TS_1STPASS_NO - all values
If the total number of First Pass PO Invoices is lower than 10,000, the respective cell
will be marked red.
If the total number of First Pass PO Invoices is greater or equal than 10,000 but lower
than 30,000, the respective cell will be marked orange.
If the total number of First Pass NPO Invoices is lower than 10,000, the respective
cell will be marked red.
If the total number of First Pass NPO Invoices is greater or equal than 10,000 but
lower than 30,000, the respective cell will be marked orange.
If the total number of all First Pass Invoices is lower than 20,000, the respective cell
will be marked red.
If the total number of all First Pass Invoices is greater or equal than 20,000 but lower

Example 18-2: Constant KPA_TS_1STPASS_NO - values only for 1 line
The total number of first pass invoices is checked against the thresholds for the All
Invoices line, only.
If the total number of all First Pass Invoices goes below 20,000, the respective cell
will be marked red.
If the total number of all First Pass Invoices is greater or equal than 20,000 but lower
18.12.2 Constant KPA_TS_1STPASS_PERC

Using this constant, you set the thresholds for all percentage fields in the First Pass
panel. KPA_TS_1STPASS_PERC comprises 6 different values separated by a
semicolon:
<Value1>;<Value2>;<Value3>;<Value4>;<Value5>;<Value6>
where you must replace all <value> fields with a percentage quotation, as follows:
• Value 1 and 2 define the lower and upper threshold for the percentage of First
Pass PO Invoices.
• Value 3 and 4 define the lower and upper threshold for the percentage of First
Pass NPO Invoices.
• Value 5 and 6 define the lower and upper threshold for the percentage of all First
Pass Invoices.
If the percentage of First Pass invoices is lower than value 1/3/5, the respective cell
is marked red.
If the percentage of First Pass invoices is greater or equal than value 1/3/5 but
lower than value 2/4/6, the respective cell is marked orange.

Example 18-3: Constant KPA_TS_1STPASS_PERC
If the percentage of First Pass PO Invoices/First Pass NPO Invoices/all First Pass
Invoices goes below 0.1%, the respective cell will be marked red.
If the percentage of First Pass PO Invoices/First Pass NPO Invoices/all First Pass
Invoices is greater or equal than 0.1% but lower than 1%, the respective cell will be
marked orange.
18.12.3 Constant KPA_TS_LIAB_AMOUNT1

Using this constant, you set the thresholds for the amount of blocked documents in
the Total Liability panel. KPA_TS_LIAB_AMOUNT1 comprises 3 different values
separated by a semicolon:
<Value1>;<Value2>;<Value3>
where you must replace all <value> fields with data, as follows:
• Value 1 defines the currency.
• Value 2 and 3 define the lower and upper threshold for the amount of Blocked
Documents.
If the amount of Blocked Documents is greater than the lower threshold but smaller
or equal than the upper threshold, the respective cell is marked orange.
If the amount of Blocked Documents exceeds the upper threshold, the respective cell
is marked red.

The currency value must be maintained if you want to use the threshold
functionality. If any of the other values is not maintained, the respective check is not
done and the cell will not be colored.
Example:
A Constant Value of USD;;20000 results in the following:
If the amount of Blocked Documents is greater than 20,000 USD, the respective cell
is marked red. The cell will never be marked orange because the respective value is
not maintained.
Example 18-4: Constant KPA_TS_LIAB_AMOUNT1
If the amount of Blocked Documents is greater than 10,000 USD but smaller or equal
than 20,000 USD, the respective cell is marked orange.
If the amount of Blocked Documents is greater than 20,000 USD, the respective cell
is marked red.

Using this constant, you set the thresholds for the amount of parked documents in
the Total Liability panel. KPA_TS_LIAB_AMOUNT2 comprises 3 different values
• Value 2 and 3 define the lower and upper threshold for the amount of Parked
Documents.
If the amount of Parked Documents is greater than the lower threshold but smaller
or equal than the upper threshold, the respective cell is marked orange.

If the amount of Parked Documents exceeds the upper threshold, the respective cell
is marked red.
Example:
If the amount of Parked Documents is greater than 20,000 USD, the respective cell is
marked red. The cell will never be marked orange because the respective value is
not maintained.
If the amount of Parked Documents is greater than 5,000 USD but smaller or equal
than 15,000 USD, the respective cell is marked orange.
If the amount of Parked Documents exceeds 15,000 USD, the respective cell is
marked red.

Using this constant, you set the thresholds for the amount of pre-process documents
in the Total Liability panel. KPA_TS_LIAB_AMOUNT3 comprises 3 different values
• Value 2 and 3 define the lower and upper threshold for the amount of Pre-
Process Documents.

If the amount of Pre-Process Documents is greater than the lower threshold but
smaller or equal than the upper threshold, the respective cell is marked orange.
If the amount of Pre-Process Documents exceeds the upper threshold, the respective
cell is marked red.
Example:
If the amount of Pre-Process Documents is greater than 20,000 USD, the respective
cell is marked red. The cell will never be marked orange because the respective
value is not maintained.
If the amount of Pre-Process Documents is greater than 20,000 USD but smaller or
equal than 30,000 USD, the respective cell is marked orange.
If the amount of Pre-Process Documents exceeds 30,000 USD, the respective cell is
marked red.
18.12.6 Constant KPA_TS_PROCDOCS_NO

Using this constant, you set the thresholds for Total # fields in the Processed / In
Process Documents panel. KPA_TS_PROCDOCS_NO comprises 8 different values

<Value1>;<Value2>;<Value3>;<Value4>;<Value5>;<Value6>;<Value7>;<Value
8>
where you must replace all <value> fields with a number, as follows:
• Value 1 and 2 define the lower and upper threshold for the total number of
processed PO Invoices.
• Value 3 and 4 define the lower and upper threshold for the total number of PO
Invoices in process.
• Value 5 and 6 define the lower and upper threshold for the total number of
processed NPO Invoices.
• Value 7 and 8 define the lower and upper threshold for the total number of NPO
Invoices in process.
If the number of invoices is greater than the lower threshold but smaller or equal
than the upper threshold, the respective cell is marked orange.
If the number of invoices is greater than the upper threshold, the respective cell is
marked red.
Example 18-7: Constant KPA_TS_PROCDOCS_NO
There is no check for the total number of processed PO Invoices.

If the total number of PO Invoices in Process is greater than 100,000 but smaller or
equal than 200,000, the respective cell is marked orange.
If the total number of PO Invoices in Process exceeds 200,000, the respective cell is
marked red.
There is no check for the total number of processed NPO Invoices.
If the total number of NPO Invoices in Process is greater than 150,000 but smaller or
equal than 250,000, the respective cell is marked orange.

If the total number of NPO Invoices in Process exceeds 250,000, the respective cell is
marked red.
18.12.7 Constant KPA_TS_PROCDOCS_PERC

Using this constant, you set the thresholds for all percentage fields in the Processed /
In Process Documents panel. KPA_TS_PROCDOCS_PERC comprises 8 different values
<Value1>;<Value2>;<Value3>;<Value4>;<Value5>;<Value6>;<Value7>;<Value
8>
where you must replace all <value> fields with a percentage quotation, as follows:
• Value 1 and 2 define the lower and upper threshold for the percentage of
Processed PO Invoices.
• Value 3 and 4 define the lower and upper threshold for the percentage of PO
Invoices in Process.
• Value 5 and 6 define the lower and upper threshold for the percentage of
Processed NPO Invoices.
• Value 7 and 8 define the lower and upper threshold for the percentage of NPO
Invoices in Process.
If the percentage of invoices is greater than the lower threshold but smaller or equal
than the upper threshold, the respective cell is marked orange.
If the percentage of invoices is greater than the upper threshold, the respective cell is
marked red.
Example 18-8: Constant KPA_TS_PROCDOCS_PERC

There is no check for the percentage of Processed PO Invoices.

If the percentage of PO Invoices in Process is greater than 5.5% but smaller or equal
than 80%, the respective cell is marked orange.
If the percentage of PO Invoices in Process exceeds 80%, the respective cell is
marked red.
There is no check for the percentage of processed NPO Invoices.
If the percentage of NPO Invoices in Process is greater than 50% but smaller or equal
than 80%, the respective cell is marked orange.
If the percentage of NPO Invoices in Process exceeds 80%, the respective cell is
marked red.

Chapter 19
Downloading Data from SAP for ICC Integration
The download programs are only relevant if OpenText Invoice Capture Center
(ICC) is integrated with your VIM installation. For detailed information on ICC, see
the Invoice Capture Center Administrators Guide, available in the OpenText
Knowledge Center:
https://knowledge.opentext.com/knowledge/llisapi.dll/Open/15448194.
The download programs are used to provide data for look up tables used by ICC for
better recognition results. ICC uses the vendor look up table to determine the
vendor number and in turn supplies it back to SAP. The PO delivery look up table
helps ICC to achieve better recognition and extraction.
The following download programs are available:
• Downloading the vendor database from SAP
• Downloading PO data from SAP
19.1 Downloading the Vendor Database from SAP

To integrate ICC into VIM, you must download the vendor database from SAP to
the staging table /OPT/VIM_STG_LIF.
To download the vendor database:

1. Run the /OPT/IR_DL_VENDOR_TO_STG_TABLE program.
The Download Vendor Data to Staging table selection screen is displayed.

Chapter 19 Downloading Data from SAP for ICC Integration
2. Enter the parameters for the download:
Vendors panel
Vendor number
Enter the vendor number (range).
Also Vendor w/o bank account (default setting)
Select this check box to include vendors without bank account in the
download.
Also Vendor with deletion flag
Select this check box to include vendors with deletion flag in the download.
Also Vendor with posting block
Select this check box to include vendors with posting block in the download.
Bank accounts per Vendor panel

One selected bank account (default setting)
Select this option to read the first bank account in the vendor master data.
The choice can be altered by a user exit.
All bank accounts
Select this option to generate a line for each bank account in the vendor
master data.
Importance of bank accounts
Bank account data is one of many criteria to identify a vendor. It is easier to
identify the vendor with two or more bank accounts.

19.1 Downloading the Vendor Database from SAP
Company code panel

Since VIM 5.2 SP4, this panel is added to the selection screen.
Ignore company code
Select this check box to improve the performance of the search. If you select
this check box, you must select the Ignore company code and SAP system at
vendor detection check box in ICC.
The search works only on the LFA1 table. The deletion and posting block
flags are not evaluated in relationship to the company code (that means,
from the LFA1 table). The entries in the staging table do not contain company
codes.
If you clear the Ignore company code check box, the processing and the
entries in the staging table depend on the selections you make in the
Company Code selection.
Company Code
Enter the company code (range).
Note: The program will run with higher performance if you enter
several single values instead of a range.
If you specify one or more company codes, only the vendors having an
association to the given company codes in table LFB1 are written to the
staging table. The deletion and posting block flags are evaluated in
relationship to the company code (that means, from the LFB1 table). The
entries in the staging table contain company codes. If a vendor is associated
to several company codes, several entries for this vendor are written to the
staging table.
If you do not specify a company code, the vendors that have an association
to any company code in table LFB1 are written to the staging table.
Additionally, also the vendors that do not have an association to a company
code will be drawn from table LFA1 and written to the staging table. The
entries in the staging table contain a company code, if they were taken from
table LFB1. The entries do not contain a company code, if they were taken
from table LFA1.

Output to screen
This program runs in background and collects the vendor information. If the
program is running in the central system, it collects the vendor information from all
satellite systems using function module /OPT/DOWNLOAD_LY_DATA. The program
stores the vendor information in the central system’s staging table (along with the
satellite system’s logical system).
Table /OPT/VIM_STG_LIF contains the following information:
• Vendor number
• Company code
• Bank details
• Vendor address
• VAT and tax information
• Vendor email, IBAN, SWIFT code
• Timestamp (of record creation)
19.2 Downloading PO Data from SAP

To integrate ICC into VIM, you must download the purchase order data (PO data)
and the delivery note numbers from SAP and store them to staging tables
/OPT/VIM_STG_POH and /OPT/VIM_STG_POI.
To download purchase order data:

1. Run the /OPT/IR_DL_PO_TO_STG_TABLES program.
The Download Purchase Order Data to Staging tables selection screen is
displayed.
With VIM 5.2 SP4, the selection screen has been changed to improve
performance and handling.

19.2 Downloading PO Data from SAP
2. Enter the parameters for the download:
Vendors panel
Vendor
Enter the vendor number (range).
Company code
Enter the company code (range).
Download - Delta/Normal panel

Delta Download
Select this check box to determine that the program reads the table
/opt/it_dl_ts and gets the time stamp of the last program run. The
following date fields will be replaced with the date part of the time stamp:
• Purchase Orders from
• Sched. agreements from
• Goods receipt from
Document selection panel

Purchasing Doc. Type
Enter the purchasing document type. The default value is NB (Standard PO).
But you may want to include FO (Framework order) and LP (Scheduling
agreement) also.

Purchase Orders from

Enter a date. Orders older than this date are not included in the download.
Sched. agreements from
Enter a date. Scheduling agreements older than this date are not included in
the download.
Goods receipt from
Enter a date. Goods receipts older than this date are not included in the
download.
Note: You can increase the performance of the program, if you use a
date in the future in this field. Use a future date only, if you are not
interested in the delivery notes, and if your quantities and amounts in
the goods receipt match the data from the purchase order.
Processing Options panel

Open only check
Select this check box to ignore all items for which an invoice has already
been received.
As the “open only” option takes time, check, if it has effect in your system:
Perform manual downloads with the open only option switched on and
switched off. If the number of items is not reduced considerably with “open
only” switched on, the algorithm used to detect open items is not applicable
in your system. In this case, let the “open only” option switched off.
Do vendor substitution
Select this check box to substitute the vendor that is taken from the purchase
order by the invoicing party that is to be expected on the invoice.
Check, if vendor substitution makes sense in your system: Perform one
manual download with vendor substitution switched on. To see, if it is
applicable or not, there is a counter in the output, showing the number of
substitutions. If there are few substitutions or no substitution at all, skip the
substitution.
If the program is running in the central system, it collects the purchase order
information from the satellite systems by calling the Remote function module
/OPT/DOWNLOAD_PO_DATA.
3. To perform the download, click in the application toolbar.

19.3 Common Topics of the Download Programs
Output to screen
The sections Open only check and Vendor substitution appear only, when the
respective processing options have been selected in the selection screen.
Note: The number in section Order number table gives the remaining number
of PO entries that are written to the staging table. In the example, 342 order
numbers have been found, 48 have been removed due to the “open only”
check, and 294 have been written to the staging table for download.
19.3 Common Topics of the Download Programs

The following information applies to both the vendor database download program
and the PO numbers download program.

19.3.1 Downloading in Background

You can schedule the download programs as background programs in the SAP job
definition. The job logs provide information about the status.
In the Job Overview screen, click the Spool button in the application tool bar to
display detailed results.
19.4 Function Modules and RFCs

19.4.1 Vendor Download (Remote) Function Module
ICC calls sets of RFCs to download vendor data in batches. ICC calls the download
data in a loop (depending on the batch size) until all records are fetched.
ICC calls in the following sequence:
1. ICC can call RFC1 as needed if ICC wants to initialize all records in the Vendor
staging table with SYN_FLAG = space.
2. ICC then calls RFC2 and subsequently RFC3 in loop until RFC2 tells that all
records have been pulled, by passing COMPLETE = ‘X’ as part of its export
parameter.
3. As soon as ICC gathers the information that all records have been pulled, it
passes indicator COMPLETE = ‘C’ to VIM via RFC3 and exits the loop.
ICC also stops the looping when an error occurs in RFC2, then ICC passes an
indicator COMPLETE = ‘E’ to VIM via RFC3, and then exits.
RFC1 RFC1 for Vendor download corresponds to the function module
/OPT/LY_SYNC_INIT that initializes by putting SYNC_FLAGS as space in the Vendor
staging table in SAP.
Input Parameters
None
Output Parameters
None
/OPT/DOWNLOAD_VENDOR_DATA that is used to download vendor information from
the central system.
Input parameters
LASTUPDATE
Last update timestamp
T_DL_QUERY
Internal table of logical system and company code

Output parameters
T_VENDOR
Internal table of vendor information
CURRENTUPDATE
Current timestamp
COMPLETE
Indicates whether all records have been successfully extracted and no more left
for extraction
The function module gets all the vendors which are loaded on or after the
timestamp LASTUPDATE and moves that data to the internal table T_VENDOR.
Populate the timestamp CURRENTUPDATE from current date and time.
/OPT/LY_SYNC_INIT_COMPLETE that indicates continue loop for data extraction or
exit.
Input parameters
Complete
Passes indicator C as soon as ICC gathers the information that all records
have been pulled and then exits the call.
Passes indicator E when an error occurs in RFC2 for Vendor download and
exits the call.
Output parameters
None
Note: The Z Constant VEND_REC sets the maximum batch size for Vendor
download data. You can check this value by executing the SM30 transaction,
entering table /PTGWFI/Z_CONST, and checking value corresponding to product
code 005 and Z constant VEND_REC.
19.4.2 Purchase Order Download (Remote) Function Module

ICC calls sets of RFCs to purchase order data in batches. ICC calls the download
data in a loop (depending on the batch size) until all records are fetched.
ICC calls in the following sequence:
1. ICC can call RFC1 as needed if ICC wants to initialize all records in the Purchase
Order staging table (/OPT/VIM_STG_POH) with SYN_FLAG = space.
2. ICC then calls RFC2 and subsequently RFC3 in loop until RFC2 tells that all
records have been pulled, by passing COMPLETE = ‘X’ as part of its export
parameter.
3. As soon as ICC gathers the information that all records have been pulled, it
passes indicator COMPLETE = ‘C’ to VIM via RFC3 and exits the loop.

ICC also stops the looping when an error occurs in RFC2, then ICC passes an
indicator COMPLETE = ‘E’ to VIM via RFC3, and then exits.
RFC1 RFC1 for Purchase Order download corresponds to the function module
/OPT/PO_SYNC_INIT that initializes by putting SYNC_FLAGS as space in the
Purchase Order staging table in SAP.
Input Parameters
None
Output Parameters
None
/OPT/DOWNLOAD_PURCHASE_DATA that is used to download purchase order
information from the central system.
Input parameters
LASTUPDATE
Last update timestamp
POSITIONS
Indicator whether to extract PO line items or not
T_DL_QUERY
Internal table of logical system and company code
Output parameters
T_DL_POHEAD
Internal table of purchase order header information
T_DL_POITEM
Internal table of purchase order item information
CURRENTUPDATE
Current timestamp
The function module gets all the purchase orders from tables /OPT/VIM_STG_POH
and /OPT/VIM_STG_POI, which are loaded on or after the timestamp LASTUPDATE
and moves that data to the internal tables T_DL_POHEAD and T_DL_POITEM.
Populate the timestamp CURRENTUPDATE from current date and time.
/OPT/PO_SYNC_INIT_COMPLETE that indicates continue loop for data extraction or
exit.
Input parameters
Complete
Passes indicator C as soon as ICC gathers the information that all records
have been pulled and then exits the call.

Passes indicator E when an error occurs in RFC2 for Purchase Order

download and exits the call.
Output parameters
None
Note: The Z Constant PO_REC sets the maximum batch size for Purchase Order
download data. You can check this value by executing the SM30 transaction, en-
tering table /PTGWFI/Z_CONST, and checking value corresponding to product
code 005 and Z constant PO_REC.

Chapter 20
Administering the ICC Dispatcher
The ICC Dispatcher is part of VIM. It integrates the OCR solution OpenText Invoice
Capture Center (ICC) into VIM. ICC automates the capture of paper invoices by
using OCR to extract the invoice data. ICC uses SAP as backend to store and retrieve
invoice image information through the ICC Dispatcher.
For an architecture and sequence diagram of the ICC Dispatcher and for a
description of configuration tasks, see section 15.1 "ICC Dispatcher" in OpenText
20.1 Batch Programs

20.1.1 Batch Program /OPT/VIM_STATUS_EXTR
This program runs in the background. It reads all the DP documents with status
Sent to OCR and checks the elapsed time crossed the allowed time limit. Maximum
allowed time for Extraction is maintained in table /OPT/VIM_RETRY, see OpenText
Vendor Invoice Management - Configuration Guide (VIM-CGD) for a description how to
perform the maintenance.
If a particular DP document is waiting in the Extraction queue for more than the
allowed time, the batch job sets that DP document status to Scanned.
Otherwise, it ignores the DP document.
The following screenshot shows the selection screen for the program
/OPT/VIM_STATUS_EXTR.

Chapter 20 Administering the ICC Dispatcher
20.1.2 Batch Program /OPT/VIM_STATUS_VALD

This program runs in the background. It reads all the DP documents with status
Sent to Validation and checks the elapsed time crossed the allowed time limit.
Maximum allowed time for Validation is maintained in table /OPT/VIM_RETRY, see
OpenText Vendor Invoice Management - Configuration Guide (VIM-CGD) for a
description how to perform the maintenance.
If a particular DP document is waiting in the Validation queue for more than the
allowed time, the batch job sets that DP document status to Ready for Validation.
Otherwise, it ignores the DP document.
/OPT/VIM_STATUS_VALD.
20.1.3 Batch Program /OPT/VIM_DP_TRIGGER

This program runs in the background. It sends the DP documents to the DP
workflow based on the validation conditions. For documents with status
Extraction Completed, it checks whether validation is required. If required, it
sends the document to the Validation framework. Otherwise, it triggers the DP
workflow. For documents with status Validation Completed, it triggers the DP
workflow.
/OPT/VIM_DP_TRIGGER.

20.2 Working with the ICC Admin Tool
The following steps depict the whole process of the program

/OPT/VIM_DP_TRIGGER:
1. The program retrieves all DP documents with status Extraction Completed.

For each DP document:
a. The program maps the extracted data to VIM table fields and updates the
/OPT/VIM_1HEAD and /OPT/VIM_1ITEM tables. You maintain the ICC field
mapping using the /N/OPT/VIM_MAPV transaction.
b. The program checks whether Validation is required using function module
/OPT/VIM_RUN_VALIDATION_RULES. The Validation framework is used to
configure the Validation rules. You maintain this using the
/N/OPT/VIM_ICC_VAL transaction.
c. If Validation is required, the program populates the Validation agents using

function module /OPT/W_RETRIEVE_USERS and updates the table
/OPT/VIM_VAL_AGT. You maintain validators at Archive Document type
level using Simple Mode Role Maintenance, transaction /OPT/CP_9CX4.
d. If Validation is not required, the program triggers the DP workflow using
function module /OPT/VIM_START_DOC_PROCESS_ICC. The DP workflow
will take care of all further steps.
2. The program retrieves all DP documents with status Validation Completed.
For each DP document:
a. The program maps the extracted data to VIM table fields and updates the
/OPT/VIM_1HEAD and /OPT/VIM_1ITEM tables. You maintain the ICC field
mapping using the /N/OPT/VIM_MAPV transaction.
b. The program triggers the DP workflow using function module
/OPT/VIM_START_DOC_PROCESS_ICC. The DP workflow will take care of all
further steps.

The ICC Admin Tool is a common platform to monitor and control the status of the
DP documents.
To work with the ICC Admin Tool:

1. To invoke the selection screen of the ICC Admin Tool, execute the
/N/OPT/VIM_7AX8 transaction.

2. In the Program to Monitor ICC data screen, enter the selection criteria:
• DP document number
• Archive Doctype
• Document Type
• Status
• Also include Workflow DP docs
Select this check box to include DP documents in the current workflow into
the selection.
• Also include Obsolete DP docs
Select this check box to include obsolete DP documents into the selection.
3. To execute, click the button.

In the ICC Admin Tool screen, the following action buttons are available in the
application tool bar:
Image
Select a DP document and click this button to display the archived image of
the document.
Discard Image
Select a DP document and click this button to set the document status to
Obsolete. DP documents with status Obsolete cannot be considered for
further processing.
Appln Log
Application Log. Select a DP document and click this button to display the
System log of the document.
Reset Count
Click this button to set the Extraction and Validation retries counts to zero. If
the document is in a Limit Reached status, it is set in the appropriate Ready
for status.
Change Status
Select a DP document and click this button to set the document to a required
status. The Possible statuses screen is displayed. Select the required status
from the list and confirm with .
Status Log
Select a DP document and click this button to display the Status log of the
Document.

DP Trigger
Select a DP document and click this button to invoke the DP Trigger
program, which will either set the DP document status to Ready for
Validation or trigger the workflow.
Vald Agents
Validation Agents. Select a DP document and click this button to display the
Validation Agents of the document.

Chapter 21
Administering the EDI Support
VIM is capable of handling IDocs. All invoices received through IDocs will be
processed by the EDI support process of VIM. You may receive invoices in IDocs,
then map the IDoc data to VIM fields and finally trigger the workflow to start the
Approval process.
For information regarding the configuration tasks for EDI support, see section 18
"EDI Configuration" in OpenText Vendor Invoice Management - Configuration Guide
(VIM-CGD).
21.1 Overview
The IDoc process comprises the following steps:
1. Receive IDoc and map IDoc data to Intermediate fields.
2. Map Intermediate fields to workflow (Index) fields.
3. Trigger workflow.
You can test the whole process using the WE19 transaction, where you supply the
IDoc and the processing function module.
21.2 Administering the IDoc Process

To process an IDoc:
1. To start the Test tool for IDoc processing, execute the WE19 transaction.

Chapter 21 Administering the EDI Support
You can perform the test in one of the following ways:

• Copying from an old IDoc (as described in this section)
• Creating a new IDoc with entirely new information
2. Enter an Existing IDoc and click .
3. Click the Inbound function module button in the application tool bar. The Test
inbound IDoc via a function module dialog box is displayed.

4. Enter the function module /OPT/DP_INBOUND_IDOC_PROC and click to

continue.
A new IDoc is created, by copying the existing IDoc.
5. To check the status of the created IDoc, execute the WE02 transaction.
6. Enter the IDoc number of the new IDoc into the IDoc number field and click .

Chapter 21 Administering the EDI Support
The IDoc with status information is displayed. Successfully processed IDocs

have the status 53.
To identify the DP document number from an IDoc:

1. To access the Data Browser: Initial Screen, execute the SE16 transaction.
2. Enter Table name /OPT/VIM_1HEAD and press the RETURN key.

3. Enter the IDoc number in the EDI_DOCNUM field of the selection screen and
click in the application tool bar.
The DP document ID is displayed.

You can display the full information about the document using VIM Analytics.
You can also use the WE02 transaction to check the status of the IDocs. Enter the
date and the Basic Type to check how many IDocs have been received by the
systems and to check their status. See also step 5 on page 171.

Chapter 22
Working with the Application Log
This section describes how to create and display VIM application log.
Note: Some of the functions described here are standard SAP functions; see
SAP Help for more details.
22.1 Creating the Application Log

The application log is used to store the status information of each task of the ICC
Dispatcher and the EDI scenario. All applications in ICC Dispatcher will create an
application log that you can use to check the status of each DP document.
To view the application log, execute the SLG1 transaction.
Use function module /OPT/VIM_APPLICATION_LOG to store the application log:
FUNCTION /opt/vim_application_log.
*"------------------------------------------------------------
*"*"Local interface:
*" IMPORTING
*" VALUE(OBJECTID) TYPE BALNREXT OPTIONAL
*" VALUE(LOG_POINT) TYPE /OPT/IC_LOGPOINT_DE
*" TABLES
*" MESSAGE TYPE BAL_T_MSG
*" EXCEPTIONS
*" LOG_HEADER_INCONSISTENT
*" LOG_NOT_FOUND
*" MSG_INCONSISTENT
*" LOG_IS_FULL
*" SAVE_NOT_ALLOWED
*" NUMBERING_ERROR
*"------------------------------------------------------------
Input parameters
OBJECTID
The Object ID is the currently processing document number, for example the DP
Document number, IDOC number, Work Item, or Financial Document number.
LOG_POINT
The log point is a unique identifier of the calling application or application area.
Using this value, you can identify the area that is generating the message.

Chapter 22 Working with the Application Log
MESSAGE
Actual system message that will be used to store.
22.1.1 Log Point

The log point is a unique identifier for application or application area which helps in
finding the area that is generating the message. The log point determines the
program and screen from where the error is generated. Since the system is
maintained using Object and Sub-object, the log point also determines them.
To maintain log points:

1. Execute the /n/OPT/IT_LOG_PNTV transaction.
2. To open, the Details view for a log point, double-click its line.

22.1 Creating the Application Log
In case the log level is not maintained at Log Point level, you can maintain it at
Object and Sub-object level.
3. Therefore, execute the /n/OPT/VIM_LOG_CFG transaction.
4. To open the Details view, double-click the appropriate line.
22.1.2 Object and SubObject

Every log entry is associated with an object and possibly with one of its sub-objects,
for example the object /OPT/VIM and the sub-object ICC. To maintain object and sub-
object, execute the SLG0 transaction.

Select the Object Vendor Invoice Management and double-click Sub-objects in the
navigation panel.

22.2 Displaying Log Messages
22.1.3 Log Classification

Log messages are classified in the following log levels:
Very important logs
all error messages
Important logs
all error and warning messages
Less important logs
messages of all types
22.2 Displaying Log Messages

You can view the log messages in a report or use a function module to display the
log.
To view log messages in a report:

1. Execute the SLG1 transaction.

2. Supply the following parameters:

• Object
• Sub-object
• External ID: Enter the DP document number or the IDoc number.
3. Time restriction – Specify a date and time range to display the messages
generated in a particular period.
4. Log class – Specify the log class of the messages you want to display.
5. Click to execute your query.
To get the application log using a function module:

1. Use the function module APPL_LOG_DISPLAY to display the application log.
*"----------------------------------------------------------------------
*"*"Lokale Schnittstelle:
*" IMPORTING
*" VALUE(OBJECT) LIKE BALHDR-OBJECT DEFAULT SPACE
*" VALUE(SUBOBJECT) LIKE BALHDR-SUBOBJECT DEFAULT SPACE
*" VALUE(EXTERNAL_NUMBER) LIKE BALHDR-EXTNUMBER DEFAULT SPACE
*" VALUE(OBJECT_ATTRIBUTE) DEFAULT 0
*" VALUE(SUBOBJECT_ATTRIBUTE) DEFAULT 0
*" VALUE(EXTERNAL_NUMBER_ATTRIBUTE) DEFAULT 0
*" VALUE(DATE_FROM) LIKE BALHDR-ALDATE DEFAULT SY-DATUM
*" VALUE(TIME_FROM) LIKE BALHDR-ALTIME DEFAULT '000000'
*" VALUE(DATE_TO) LIKE BALHDR-ALDATE DEFAULT SY-DATUM
*" VALUE(TIME_TO) LIKE BALHDR-ALTIME DEFAULT SY-UZEIT
*" VALUE(TITLE_SELECTION_SCREEN) DEFAULT SPACE
*" VALUE(TITLE_LIST_SCREEN) DEFAULT SPACE
*" VALUE(COLUMN_SELECTION) LIKE BALDISP STRUCTURE BALDISP DEFAULT
*" '11112221122 '
*" VALUE(SUPPRESS_SELECTION_DIALOG) DEFAULT SPACE
*" VALUE(COLUMN_SELECTION_MSG_JUMP) LIKE BALDISP2-MSG_JUMP DEFAULT
*" '1'
*" VALUE(EXTERNAL_NUMBER_DISPLAY_LENGTH) TYPE I DEFAULT 20
*" VALUE(I_S_DISPLAY_PROFILE) TYPE BAL_S_PROF OPTIONAL
*" VALUE(I_VARIANT_REPORT) TYPE SY-REPID DEFAULT SPACE
*" EXPORTING
*" VALUE(NUMBER_OF_PROTOCOLS) LIKE SY-DBCNT
*" EXCEPTIONS

22.3 Application Logging for the CRM System
*" NO_AUTHORITY
*"-----------------------------------------------------------------------
2. Enter (at least) the following parameters:

• OBJECT
• SUBOBJECT
• EXTERNAL_NUMBER
• DATE_FROM
• SUPPRESS_SELECTION_DIALOG: enter X.
22.3 Application Logging for the CRM System

To view the application log in the CRM system, execute the SLG1 transaction in the
CRM system. The object for the VIM CRM component is /OPT/VIM.
Select the Object /OPT/VIM and double-click Sub-objects in the navigation panel.
Note: In the CRM system, custom configuration for application logging is not
available as it is in the ERP system.

22.4 Configuring the Application Log for Approval on

a Mobile Device
The whole processing of the mobile integration is logged in the application log. A
new subobject MOBILE is delivered for object /OPT/VIM.
To activate the logging on your system and also to change the log level, maintain or
change the following settings:
To configure tables for logging:

1. Execute the SM30 transaction and open the maintenance view for table
/OPT/IT_LOG_CFGV.
2. Make sure the subobject MOBILE is maintained for object /OPT/VIM.
3. Configure the global Log Level according to your needs.

4. Open the maintenance view for table /OPT/IT_LOG_PNTV.
5. Open the details of log point 58 for the mobile integration.
Create the entry if it does not exist.

22.4 Configuring the Application Log for Approval on a Mobile Device
6. Configure the Log Level according to your needs.

Note: If no log level is configured, the global level of table
/OPT/IT_LOG_CFGV is used.

Chapter 23
Administering and Troubleshooting the Approval
Portal
This chapter describes the administration and troubleshooting of the OpenText
Approval Portal (Approval Portal). The Approval Portal is designed to work within
SAP Web Application Server (WAS) 7.0 or SAP NetWeaver Portal (NWP) 7.0. The
Approval Portal can be deployed as a standalone application residing on WAS only
or as an application inside NWP using the AppIntegrator iView.
Notes:
• The Approval Portal component is an optional component.
• If you are not using the Approval Portal component, you can skip this
chapter.
• See section 7.3 "System Architecture" in OpenText Vendor Invoice
Management - Installation Guide (VIM-IGD) for architecture diagrams.
As the administrator, you need to access the Administration page to perform
various administration activities for the Approval Portal.
For WAS authentication, navigate to http://$WAS$:$WASPORT$/vimportal/admin.
For Portal authentication, navigate to the Administrator iView created before.
All configurations are saved into the configuration.xml file located in <Install-
Dir>/invoiceCfg.
Administering the Approval Portal comprises the following actions:

• “Configuring the Approval Portal” on page 186
• “Configuring Search Helps with Pre-filled Values” on page 191
• “Configuring Multilingual Support” on page 193
• “Configuring Attachment Support” on page 198
• “Working with Log and Trace Files” on page 199
• “Monitoring and Measuring Performance” on page 205
• “Managing Backup and Restore” on page 212
• “Restoring the Application” on page 213
• “Performing Periodic Tasks” on page 213
• “Technical Configuration Data” on page 213

Chapter 23 Administering and Troubleshooting the Approval Portal
• “High Availability and Load Balancing Concept” on page 213

• “Restart and Monitoring of Asynchronous Interfaces Concept” on page 213
• “Starting and Stopping Approval Portal” on page 214
• “Troubleshooting” on page 214
• “Branding” on page 215
23.1 Configuring the Approval Portal

The Administration page comprises the following tabs:
• “SAP Connection” on page 186
• “Mobile Configuration” on page 188
• “Configuration” on page 190
• “Administration” on page 191
To access the Approval Admin page, log in to the Approval Portal as an
Administrator.
23.1.1 SAP Connection

The SAP Connection tab allows you to configure which SAP system the Approval
Portal connects to. VIM allows you to connect to multiple SAP backend systems.
The SAP Connection tab contains the following action buttons:
Add Connection
Add a new SAP connection. Opens the Connection Details panel. See
“Connection Details” on page 187.
Edit Connection
Edit an existing SAP connection. Opens the Connection Details panel. See
“Connection Details” on page 187.

Delete Connection
Delete a SAP connection.
Refresh All Connections
Refresh the connections after you made changes. Without the refresh, the
Approval Portal will continue to use existing connections.
Up Arrow
Move the connection priority up.
Down Arrow
Move the connection priority down.
Note: The first connection in the list is used as the default connection. The de-
fault connection determines the Invoice List’s User Preference. See section 6.2
"Working with the Personalize Screen" in OpenText Vendor Invoice Management
- User Guide (VIM-UGD) for more details.
Connection In the Connection Details panel, the following configuration parameters are
Details available. Enter the relevant information:
SAP SID
Unique identifier for this SAP Logical System. The SAP SID will appear on the
end user screen next to the Logical System to help the user identify which system
the invoice is coming from.
Note: If you want to connect to the same SAP Logical System but with a
different client, you must provide a different SAP SID. The Approval Portal
treats the SAP SID as a unique identifier.
UserName
The CPIC user’s user name that will be used to connect to SAP.
Password
The CPIC user password that will be used to connect to SAP.
Client
The client number of the SAP system that is connected to.
If you are using Application host instead of Message host, provide the following
information:
System number
The system number of the SAP system that is connected to.
Application host
The application host IP or DNS of the SAP system that is connected to.
If you are using Message host instead of Application host, provide the following
information:
MsHost
The Message host IP or DNS of the SAP system that is connected to.

R/3 name
The R/3 name of the SAP system that is connected to.
Logon Group
The logon group of the SAP system that is connected to.
System number
The system number of the SAP system that is connected to.
You can perform the following actions:
Save
Save the SAP connections. If the connection is invalid, you will not be able to
save.
Test
Test the SAP connections. If the connection fails, it will return a failure message
to you.
23.1.2 Mobile Configuration

Click the Mobile Configuration tab.
Configure the following parameters for the Approval Portal:

Note: This configuration applies to the mobile integration of the Approval
Portal. For configuration aspects of the mobile App based on OpenText
Everywhere, which is introduced with VIM 6.0, see section 10 "Approval on a
Mobile Device" in OpenText Vendor Invoice Management - Configuration Guide
(VIM-CGD).
Dynamic Buttons Display
Specify whether dynamic buttons should be displayed or not.

View Image Display

Specify whether the View Image button should be displayed or not.
Fields
Specify which fields are displayed to the user. Your settings will apply to all
users and they will overwrite the user’s preference. Click on the link, for
example PO Header Fields, to display the detail panel. Consult with the
business user or the project owner to decide which fields should be shown.
Invoice List Field
This list determines which fields to show up in the Invoice List.
PO Header Fields
This list determines which fields to show up for the PO Header, such as
Vendor, Net Amount, Tax Amount, Invoice number.
Non PO Header Fields
This list determines which fields to show up for the Non PO Header such as
Vendor, Net Amount, Tax Amount, Invoice Number.
Line Item Fields
This list determines which fields to show up for the PO Line Item such as
Line No, PO Number, Line Description.
Accounting Assignment Fields
This list determines which fields to show up for the Accounting Assignment
such as G/L Account, Cost Center, Item Amount.
The fields contain the following action buttons:
Add
Enter a field name and click Add.
Note: Only perform this action on the rare occasion that custom fields
should be added. All available fields are already present.
Left Arrow
Move the field to the display list.
Right Arrow
Move the field to the non display list.
Up
Move the field priority up.
Down
Move the field priority down.
Hide
Hide the current field panel.
Save
Save your settings.

23.1.3 Configuration
Click the Configuration tab.
Configure the following parameters for the Approval Portal:

Image Display Type
Specify how the Archive Server is configured: Select URL or JPEG(TIF). Most of
the systems are configured to use URL.
Search Help Maximum No. of Hits
Specify the maximum number of hits that are returned from SAP for the Search
Help in the line level, for example G/L Account. The default value is 100.
Attachments File Size (in kb)
VIM 5.2 SP2 introduces the feature of adding attachments to the invoice from the
Approval Portal. Enter the maximum size of files that can be attached. Example:
10240 means 10 MB.
Document Types Supported For Attachments

Enter the file extensions of the document types you want to support for
attachments, separated by comma.
Portal Host(s) List
This is a new security feature in VIM 5.2 SP1, only valid for the SAP NetWeaver
Portal scenario. This list represents the white list of the SAP NetWeaver Portal

23.2 Configuring Search Helps with Pre-filled Values
(NWP) server with an AppIntegrator iView linked to the Approval Portal J2EE
application.
If the NWP is not in this list and a user tries to access it, the user will get a
message: “Login Error- Authentication Failed”.
WhiteList Configuration
Select this check box to enable the white list feature.
Add
Enter the DNS or IP of the NWP to be in the white list and click Add.
Reinitialize the application to get the new value.
Remove
Select an entry in the Portal Host(s) List and click Remove to remove the
entry from the list. Reinitialize the application to get the new value.
Save
Click this button to save the configuration.
23.1.4 Administration
The Administration tab allows you to perform Administration tasks on the
application. It also tells you the Version and the Build Date of the application.
Click the Administration tab.
Reinitialize Application
Click this button to reinitialize the application. This is necessary after you
changed the configuration or if you change the language resource files. See
“Changing Language Resources” on page 193 for more details.
23.2 Configuring Search Helps with Pre-filled Values

Since VIM 5.2 SP4, you can enhance the configurable search helps in the Approval
Portal to have pre-filled values in the Search Help Fields. When the user clicks
Search Help in the Approval Portal, data is prepopulated in the Search Help
Fields.
To configure the prepopulation, you must implement a custom function module in
the following Z constant:

Product Code
IAP
Constant
EXIT_SEARCH_HELP_FLT
Constant Value
/ORS/SEARCH_HELP_FIELDS_PREFIL
The interface of the custom function must be the same as the interface of the baseline
function /ORS/SEARCH_HELP_FIELDS_PREFIL:
FUNCTION /ORS/SEARCH_HELP_FIELDS_PREFIL.
*"-------------------------------------------------------------------
---
*"*"Local Interface:
*" IMPORTING
*" VALUE(SHLPNAME) TYPE SHLPNAME
*" VALUE(INVOICE_HEADER) TYPE /ORS/INVOICE_HDR OPTIONAL
*" VALUE(CURRENT_APPROVER) TYPE /ORS/UMOID OPTIONAL
*" TABLES
*" RETURN STRUCTURE BAPIRET2 OPTIONAL
*" FIELDLIST STRUCTURE /ORS/SEARCHHELP_FIELD_LIST
*" ACCT_DATA STRUCTURE /ORS/INVOICE_ACCT_DATA OPTIONAL
*" EXCEPTIONS
*" NOT_FOUND
*"-------------------------------------------------------------------
---
ENDFUNCTION.
The custom function is called from the standard RFC function

/ORS/GET_SEARCH_HELP_FIELDS.
In the TABLES parameter of the sample function module, the FIELDLIST field refers
to the structure /ORS/SEARCHHELP_FIELD_LIST. The fields Value and Display only
are added to this structure.
Value
This field is used to set the default value for the search field.
Display only
This field is an indicator that the search field value cannot be changed by the
user in the Approval Portal.
The custom function should fill these fields with appropriate values according to
your requirements.

23.3 Configuring Multilingual Support
Important
Any changes made by the logic in the custom function module to the fields
other than Value and Display only will result in unexpected results or
errors.

Changing language resources and adding additional languages in the Approval
Portal requires some configuration, which is described in this section.
23.3.1 Changing Language Resources

All the texts on the end user screens are changeable for all languages. If there is a
need to change the text to suit your needs, perform the following steps:
To change language resources:

1. Navigate to the <InstallDir>/invoiceCfg and open up the properties file
that you want to edit, for example: Lang_DE.properties
2. Find the text that you want to change.
3. Change the text and save it.
When changing the text, convert non-ASCII characters to Unicode
representative format (\u<XXXX>).
Example:
Converted German (Lang_DE.properties):
nonpo.invoice.hdr.due.date=F\u00e4lligkeitsdatum for the German
word “Fälligkeitsdatum”.
Java compiler and other Java tools can only process files which contain Latin-1
and/or Unicode-encoded characters (\u<XXXX> notation).
Example command: Java native2ascii -encoding UTF-8 "ori_utf-8-
Lang_DE.properties" Lang_DE.properties
Tip: You can also use any editor that can save as “Unicode Enabled”, for
example
http://en.sourceforge.jp/projects/propedit/downloads/11441/Properties
Editor.jar/
4. Reinitialize the application, see “Administration” on page 191.
If you need additional help, contact OpenText Customer Support.

23.3.2 Configuring Additional Languages

The Approval Portal supports the following predefined languages:
• English (EN)
• German (DE)
• Spanish (ES)
• French (FR)
• Italian (IT)
• Japanese (JA)
• Dutch (NL)
• Portuguese (PT)
• Russian (RU)
• Chinese (ZH)
This section describes the configuration to add another language than the
predefined. Therefore, you have to perform the following actions:
• Modify the Lang_Support.properties file
• Add a new Lang_<XX>.properties file
• Include a new stylesheet
• Modify JavaScript for the Calendar popup
• Restart the Approval Portal application
To modify the Lang_Support.properties file:

1. Navigate to the installation directory, for example \usr\sap\<instance
name>\SYS\global\opentext\invoiceCfg.
2. Open the Lang_Support.properties file.

3. Add a key-value entry of the new language.
Example:
If you want to add Swedish language, add the entry V=SV.

Note: This entry is a SAP language key pair. Check the SAP help for a list
of language key pairs.
4. Save and close the Lang_Support.properties file.
To add a new Lang_<XX>.properties file

1. Navigate to the installation directory.
2. Copy the existing Lang_EN.properties file and rename it to
Lang_<XX>.properties, where <XX> is the two-letter language code.
Example: For Swedish, the new file is named Lang_SV.properties.

3. Store the new file in the installation directory.
4. Open the new Lang_<XX>.properties file and translate the English strings into
the other language.
Convert non-ASCII characters to Unicode representative format, see step 3 on
page 193 in “Changing Language Resources” on page 193.
5. Save and close the Lang_<XX>.properties file.
A CSS stylesheet is required for every language.
To include a new stylesheet:

1. Navigate to the application deployment directory, for example \usr\-
sap\<instance name>\<JC>\j2ee\cluster\server0\apps\com.opentext.-
vim.portal\VimPortalWeb\servlet_jsp\vimportal\root\styles, where
<JC> is the system number.
2. Copy the existing opentext_EN.css file and rename it to opentext_<XX>.css,
where <XX> is the two-letter language code.
Example: For Swedish, the new file is named opentext_SV.css.
3. Store the new file in the application deployment directory.
4. Optional If you want to change any style, change them in the
opentext_<XX>.css file and save your changes.

You must include calendar popup strings in the new language to the calendar-
en.js JavaScript file.
To modify JavaScript for the Calendar popup:

1. Navigate to the application deployment directory, for example \usr\-
sap\<instance name>\<JC>\j2ee\cluster\server0\apps\com.opentext.-
vim.portal\VimPortalWeb\servlet_jsp\vimportal\root\script\common,
where <JC> is the system number.
2. Open the calendar-en.js file.
3. Append calendar strings to the file and translate the text into the new language;
see Example 23-1 for details.
Example 23-1: Adapting the calendar-en.js file

For Swedish, translate the week day names, the month names and the strings
“Toggle first day of week”, “Prev. year (hold for menu)”, and so on.
Mind the SV for Swedish in the Calendar._<xxx> strings.
Calendar._DN_SV = new Array

("Sunday",
"Monday",
"Tuesday",
"Wednesday",
"Thursday",
"Friday",
"Saturday",
"Sunday");
Calendar._MN_SV = new Array

("January",
"February",
"March",
"April",
"May",
"June",
"July",
"August",
"September",
"October",
"November",
"December");
Calendar._TT_SV["TOGGLE"] = "Toggle first day of week";

Calendar._TT_SV["PREV_YEAR"] = "Prev. year (hold for menu)";
Calendar._TT_SV["PREV_MONTH"] = "Prev. month (hold for menu)";
Calendar._TT_SV["GO_TODAY"] = "Go Today";
Calendar._TT_SV["NEXT_MONTH"] = "Next month (hold for menu)";

Calendar._TT_SV["NEXT_YEAR"] = "Next year (hold for menu)";

Calendar._TT_SV["SEL_DATE"] = "Select date";
Calendar._TT_SV["DRAG_TO_MOVE"] = "Drag to move";
Calendar._TT_SV["PART_TODAY"] = "(today)";
Calendar._TT_SV["MON_FIRST"] = "Display Monday first";
Calendar._TT_SV["SUN_FIRST"] = "Display Sunday first";
Calendar._TT_SV["CLOSE"] = "Close";
Calendar._TT_SV["TODAY"] = "Today";
Calendar._TT_SV["WK"] = "wk";
4. Save and close the calendar-en.js file.
To restart the Approval Portal application:

To include the new language into the application, you must stop and start the
application from Visual Admin.
1. In Visual Admin, navigate to Instance > Server > Services > Deploy.
2. Expand servlet_jsp.
3. Select the Approval Portal application.

4. Click Stop Application at the right of the window.
5. When the application is stopped, select it again and click Start Application.
6. Click OK to confirm.

Important
To make the language change effective, the end user must clear the
browser cache.
23.4 Configuring Attachment Support

VIM 5.2 SP2 introduces the feature of adding attachments to the invoice from the
Approval Portal; see “Configuration” on page 190. The original configuration in
Visual Admin only allows you to attach small files. So, you need to perform some
configurations to support bigger attachments. The following example is laid out for
a maximum attachment size of 10 MB.
To configure Visual Admin properties for attachment support:

1. Log in to Visual Admin.
2. Navigate to Instance > Server > Services > HTTP Provider.
3. Click the Properties tab.
4. Set the FileBufferSize value to 10485760.

5. Set the ServletInputStreamTimeout value to 180000.
6. Set the ServletLongDataTransferTimeout value to 120000.

23.5 Working with Log and Trace Files
7. Click Update.
8. Navigate to Instance > Dispatcher > Services > HTTP Provider.
9. Click the Properties tab.
10. Set the ReadBufferSize value to 10485760.

11. Click Update.
Note: You do not need to restart your cluster.

For troubleshooting, the Approval Portal provides log files and trace files.
23.5.1 Log Files

Approval Portal provides default log for troubleshooting. You can set the log level
to suit your needs or to help identify issues you are experiencing. Mainly Info and
Error log levels are used in the application; the default level is Info.
With VIM 5.2 SP3 and higher, you can change the size and number of the Approval
Portal log files. See “To change the size and number of log files:” on page 201.

To change the log level:

2. Navigate to Instance > Server > Services > Log Configurator.
3. On the right panel, select the Runtimes > Categories tab.
4. Select the VIMIAP application under the Applications tab.
You see a Severity drop down list on the right hand side.
5. Select the Severity level you need, click Save and select one of the following
options, according to your needs:
• Apply to current node only
• Apply to all "server nodes"
For more details, also consult the SAP Web Application Server Administration
Guide.
Log level Info is used to log the initial Servlet loading information and when an
RFC is called.
Log level Error is used to log in the exception blocks.
Logs are created under \applications\com\opentext\vim\portal in the log
directory in the WAS, for example
E:\usr\sap\T38\JC01\j2ee\cluster\server0\log\applications\com\opentex
t\vim\portal.

The name of the log will be VimlapLog<Logindex>.log. These logs will contain all
application's Info log level. Up to 10 files will be created and will be reused.
To change the size and number of log files:

2. Navigate to Instance > Server > Services > Log Configurator.
3. Click the To advanced mode button.
4. In the Log Controllers area, click VIMIAP.

5. Click the right destination, and click Edit.

6. Change the following parameters:

Note: See SAP Help for more details.
Limit
for log file size
Count
for number of log files
23.5.2 Trace Files

If Debug or All is set for the severity, the additional RFC trace files will also be
created under \applications\com\opentext\vim\portal in the log directory in
the WAS, for example:
E:\usr\sap\T38\JC01\j2ee\cluster\server0\log\applications\com\opentex
t\vim\portal. The name of the trace will be VimIapTrace<Logindex>.trc. Up to
10 files will be created and will be reused.
These trace files include the import, export parameters of functions, and the RFC the
application is calling. These trace files are useful to troubleshoot any error when
connecting and retrieving data from SAP ERP. Make sure that you turn the level
back to Info or Error in the production environment.
To determine that WAS writes the trace files to the location specified above instead
of defaultTrace.trc, you must perform the following setting.

By default, ForceSingleTraceFile will be YES. Then, the trace is written only to

\logs\defaultTrace.trc.
Change this setting to NO. Then, WAS will produce multiple trc files.
23.5.3 Log Configuration for vimIapTraceLogindex.trc

This configuration allows you to configure the log severity. If you do not perform
the following steps, the severity will always be set to All.
To configure vimIapTrace<Logindex>.trc for logging:

1. Log in to SAP Visual Administrator with Administrator credentials.
2. Go to Services > Log Configurator.
3. Click the To advanced mode tab in the right frame.
4. Expand the ROOT LOCATION node under the Locations tab.

5. Expand the com node until you see LogUtil.

6. Click the LogUtil node.
In the Destinations field, the destination trace path is displayed.
7. Select the destination trace path and click Edit.
Note: Do not select any other destinations.
The Destinations tab is displayed with the default Severity All.

8. Select the required severity level from the Severity drop-down list.

23.6 Monitoring and Measuring Performance
9. Click Save and then Apply to current node only.

Approval Portal provides default monitoring capability using the Generic Request
and Message Generator (GRMG). Standard Introscope Instrumentation is
implemented for performance measuring. Application start and shutdown, Invoice
List display, and all SAP JCO communicating classes and methods are monitored.
Regarding Introscope Instrumentation and PBD file, contact the SAP Supportability
Team or OpenText Customer Support for more details.
To configure Visual Administrator for GRMG:

See also SAP Help for more details:
http://help.sap.com/saphelp_nw70/helpdata/EN/f0/49fd3f0521c842e10000000a1
550b0/frameset.htm
1. Log in to Visual Administrator with Administrator privileges and navigate to
Server > Services > Monitoring > GRMG Customizing.

2. Click on the sap.com/com.sap.engine.heartbeat component.

The default GRMG Customizing scenario with default values is displayed in the
right panel.
The default scenstarturl for the scenario should be

http://<WAS>:<WASPORT>/GRMGHeartBeat/EntryPoint.

For example
http://OPWAST38.optura.local:50100/GRMGHeartBeat/EntryPoint
3. Configure HTTP:
Property name
url
Property value
http://<WAS>:<WASHOST>/vimportal/GRMGServlet
For example: http://opwast38:50100/vimportal/GRMGServlet

4. Configure the Java Connector (JCo). You also must monitor the JCo connection
from Approval Portal to SAP.

While configuring a single JCo component, give the name as JCo1. If you need
to configure multiple SAP backend systems, increment the index suffix to JCo,
like JCo2, JCo3.
In the application, the list of components is read with the component name from
scenario. As the JCo component can be repeated multiple times, add an index
number to identify the specific component.

5. Navigate to the JCo component and click Add.
6. Enter values, see screenshot above.

Note: It is not necessary to enter a value for the Component type field.

7. Navigate to properties and click Add.

Enter the JCo component properties, like you did for the component in step 6 on
page 209. This is the same information already entered in the SAP Connection
tab of the Administration page, see “SAP Connection” on page 186.
Enter the following properties parameters for the Application Host.

propname: client
propvalue: the SAP Client
propname: username
propvalue: the CPIC user ID

propname: password
propvalue: the CPIC user password
propname: language
propvalue: the language
propname: apphost
propvalue: the application host
propname: sysnumber
propvalue: the system number
Example 23-2: Properties parameters for the Application Host

propname: client
propvalue: 800
propname: username
propvalue: otapportal
propname: password
propvalue: xxxxxx
propname: language
propvalue: EN
propname: apphost
propvalue: 10.2.192.49
propname: sysnumber
propvalue: 00
Enter the following properties parameters for the Message host:

propname: client
propvalue: the SAP Client
propname: username
propvalue: the CPIC user ID
propname: password
propvalue: the CPIC user password
propname: language
propvalue: the language
propname: mhost
propvalue: the message host
propname: r3name
propvalue: the R/3 name

propname: group
propvalue: the group
Example 23-3: Properties parameters for the Message host

propname: client
propvalue: 800
propname: username
propvalue: otapportal
propname: password
propvalue: xxxxxx
propname: language
propvalue: EN
propname: mhost
propvalue: 10.2.192.49
propname: r3name
propvalue: T38
propname: group
propvalue: 00
Monitoring with the GRMG scenario in SMD

See the appropriate guide and SAP Help for more details:
•
http://help.sap.com/saphelp_nw70/helpdata/EN/cf/504a550ae6274495e2ce3
0d176f33b/content.htm
•
http://help.sap.com/saphelp_nw70/helpdata/EN/34/60cdd0d3fdeb4cb8cbc4
eac681f961/content.htm
23.7 Managing Backup and Restore

There is no database, so only the files located in <InstallDir>, such as invoiceCfg,
need to be backed up. The configuration.xml file stores the configuration data,
and also some language resources files (.properties files). Even without backup,
these files can be redeployed from the delivery and reconfigured in a short amount
of time.
In addition to the configuration.xml and the language resources files, also
perform an online backup of the log and trace files; this is necessary if any
troubleshooting is needed. Follow your corporate standard on how often you
should back up logs and for how old.

23.8 Restoring the Application
Also backup a copy of the .sca or .sda file. If restoring is needed, do the following:
To perform a restore:
1. Replace the backup version configuration.xml and language resource files to
the <InstallDir> location.
2. Redeploy the backup or the original delivery of the .sca or the .sda file. See
OpenText Vendor Invoice Management - Installation Guide (VIM-IGD).
23.8 Restoring the Application

If an unexpected crash occurs, perform the following actions:
• Check in the Visual Admin if the application has been restarted and is running.
• Login to the Administration page of the Approval Portal to see if all the
configurations are still correct.
• Ask the end user to try to access the application to see if everything is working.
If a restore is needed, see “Managing Backup and Restore” on page 212 for
information how to restore.
23.9 Performing Periodic Tasks

There are no periodic tasks needed except doing the backup of log and trace files.
See “Managing Backup and Restore” on page 212 for details.
23.10 Technical Configuration Data

There is no technical configuration data. All the configurations are done through the
Administration page and are stored in configuration.xml.
23.11 High Availability and Load Balancing Concept

Approval Portal supports standard SAP Web Application Server high availability
and load balancing.
23.12 Restart and Monitoring of Asynchronous

Interfaces Concept
Standard SAP Web Application Server monitoring and Introscope instrumentation
is implemented.

23.13 Starting and Stopping Approval Portal

If there is a need to start or stop the Approval Portal, it can be started and stopped
from Visual Administrator. Standard starting and stopping application in Visual
Administrator applies.
23.14 Troubleshooting
The following issues can occur on the Approval Portal. See symptoms and solutions.
Issue #1: The user received an exception message

Symptom
The end user receives a message: “Exception: Please consult with your
administrator”
Solution
Review the logs and check for relevant information. Send the SAP WAS server
trace and the VIM trace to OpenText.
Issue #2: Not able to update the configuration

Symptom
You are not able to save the Configuration information to the
configuration.xml file
Solution
Make sure the <installDir>/invoiceCfg folder has write permission.
Issue #3: The invoice image is not working

Symptom
The user is not able to view the image and the SAP side is configured correctly.
Solution
Make sure the Image Display Type in the Configuration section of the
Administration page is configured correctly.
Issue #4: Some of the texts in other languages display in English only
Symptom
Some of the texts in other languages display in English only when user selects
other languages.
Solution
The language properties file for that language might not have the translation;
this might be due to the release date of the build. Change accordingly or contact
OpenText Customer Support to obtain the latest language properties files.

23.15 Branding
23.15 Branding
You might need to change the logo of the Approval Portal. This section describes
how to do this.
Notes:
• You must perform the same action when you are applying a new patch.
• OpenText recommends backing up the image or the files if you need to
apply a new patch.
Option #1: Remove the logo:

1. Navigate to the Approval Portal directory, located in sap\<instance
name>\<JC>\j2ee\cluster\server0\apps\com.opentext.vim.portal\-
VimPortalWeb\servlet_jsp\vimportal\root\jsp\invoice, where <JC> is
the system number.
Example:
E:\usr\sap\T39\JC00\j2ee\cluster\server0\apps\com.opentext.vim.po
rtal\VimPortalWeb\servlet_jsp\vimportal\root\jsp\invoice
2. Edit the PortalMain_Header.jsp: Replace <IMG alt=""

src="<%=baseURLPathToImages%>banner_large_sap_vim_b24.png"
border="0"> with
3. If you also want to remove the banner, remove

background="<%=baseURLPathToImages%>banner_background.png".
4. Save the file.

The application will restart itself.
Option #2: Change the logo:

1. Navigate to the Approval Portal directory, located in sap\<instance
name>\<JC>\j2ee\cluster\server0\apps\com.opentext.vim.portal\-
VimPortalWeb\servlet_jsp\vimportal\root\images, where <JC> is the
system number.
Example:
E:\usr\sap\T39\JC00\j2ee\cluster\server0\apps\com.opentext.vim.po
rtal\VimPortalWeb\servlet_jsp\vimportal\root\images
2. Edit the PortalMain_Header.jsp: Replace banner_large_sap_vim_b24.png

with your own logo.
3. If you want to remove the banner, remove
background="<%=baseURLPathToImages%>banner_background.png".
4. If you have removed the banner, save the file.

Chapter 24
Running Year End/month End Procedure for Parked
Documents
Note: This chapter is only relevant if you have activated the Parking
functionality of VIM.
Whenever the posting date of a parked document is changed so that the posting
date falls into a new fiscal year, there will be issues with the related workflow
because the key of the primary object associated with the workflows changes. This
chapter describes the processes you must perform so that the documents that are
carried over to the next fiscal year work seamlessly.
The processes mentioned in this chapter must be followed when the fiscal year ends.
This does not necessarily be at December 31st but it is dependent on the fiscal year
variants that are used.
The processing of the documents differs based on the type of document:
• For Non PO invoices parked using F-63, F-43, FB60, FV60, MR01, or MRHR,
transaction FBV4 must be used to change the posting manually.
• For PO invoices created using MIRO or MIR7, transaction MIR4 must be used in a
change mode to change the posting manually.
This chapter provides two sections that explain the processing steps you must
perform for each of the above two types of documents.
Notes:
• During processing of the reports/transactions included in this procedure,
normal processing of the parked documents is not possible. So, these
reports/transactions have to run when no user is trying to create or process
parked documents in the system.
• Sufficient testing of the process has to be done in the development or
testing systems to make sure the parked invoices are carried over to the
new fiscal year correctly.
24.1 Processing Non PO Based FI Documents

24.1.1 Symptoms
A document (Non PO based FI document) is parked in a particular fiscal year, but
the processing of the document is not completed in that year. It is carried over to the

Chapter 24 Running Year End/month End Procedure for Parked Documents
next year. If the posting date has to be changed, use the FBV4 transaction to post it in
the new posting period.
At this stage, the runtime workflow instances based on this parked document will
be rendered unusable as the object key of the parked document is changed now. All
the OpenText application tables will be out of sync, as well.
24.1.2 Reference SAP Note

The following is an important SAP OSS note that pertains to the issues with
standard SAP system regarding parked document changes relating to fiscal year
change:
99775
FIPP: FBV4 bulk change of posting date/fiscal year
You can also search for other relevant notes on the SAP market place in case of
issues you find during testing of this process.
24.1.3 Preconditions and Cause

The fiscal year of an accounting document is calculated from the posting date of the
parked document. So, the fiscal year is part of the object key that identifies a
particular parked document object.
When the document is originally parked, the fiscal year is calculated from the
posting date specified (for example year 2007). Now, the document is carried over to
the next year (2008), and, at the current time (2008), the posting date is changed
using the FBV4 transaction. The original parked document object (with fiscal year
2007) is changed with the new fiscal year (2008) in the standard SAP System.
At this stage, the workflows that are referencing to the original parked document
will have runtime errors because the original object with fiscal year 2007 as its object
key no longer exists.
24.1.4 Solution Details

You can prevent the entire scenario: Make sure that all parked documents created in
a particular fiscal year get posted in the same year. Possibly, keep the posting period
open a little longer.
If the business needs mandates that the parked documents have to be carried over to
the next year, implement the solution described below.
Runtime instances of parked document workflows might have been created in a
previous fiscal year. If they are present in the system and their posting date does not
need to be changed before posting them, nothing needs to be done.
You must follow the solution described below only if the posting date has to be
changed before posting them in the new fiscal year.

24.1 Processing Non PO Based FI Documents
If custom extensions were implemented that store the SAP parked document
number, you have to make appropriate code corrections to avoid inconsistencies.
24.1.5 Running the Year End and Month End Procedure

To actually implement the solution, you have to run two reports:
• Year end procedure
• Month end procedure
To run the year end procedure:

1. Execute the /n/OPT/VIM_YEND_NPO transaction.
Alternatively, execute the /n/OPT/VIM transaction and follow SAP menu >
Reports > Periodic Processing > Year End Run > Year End Report Run - Non
PO Based Invoices
2. Run the report, taking the following considerations into account:

• You can run the report either in an online mode or scheduled as a batch job.
In the batch mode, all the parked documents that match the selection criteria
will be processed automatically without user intervention.
• You must specify the new posting date so that all the documents will have
the posting dates modified to the new date. Make sure the posting period for
the new posting date is open.

• If changing the posting date leads to no fiscal year change, use the month
end report.
• You can run the /OPT/VIM_YEND_NPO transaction with certain filter if
needed. In dialog mode, you can restrict the output set by using the various
selection criteria available.
• The selection options Company Code and Fiscal Year are mandatory.
To run the month end procedure:

1. Execute the /n/OPT/VIM_MEND_NPO transaction.
Reports > Periodic Processing > Month End Run > Month End Report Run -
Non PO Based Invoices

end report.
• You can run the /OPT/VIM_MEND_NPO transaction with certain filter if
needed. In dialog mode, you can restrict the output set by using the various
selection criteria available.

24.2 Processing PO Based Documents (LIV Invoices)

24.2.1 Symptoms
A document (Logistics Invoice Verification) is parked in a particular fiscal year, but
the processing of the document is not completed in that year. It is carried over to the
next year. If the posting date has to be changed, use the MIR4 transaction to post it in
the new posting period.
At this stage, the runtime workflow instance based on this parked document will be
rendered unusable as the object key of the parked document is changed now. All the
OpenText application tables will be out of sync, as well.
24.2.2 Reference SAP Notes

The following are some of the important SAP OSS notes that pertain to the issues
with standard SAP system regarding parked document changes relating to fiscal
year change:
598018
MIR4: New Document number: Information is lost
554030
MIR4: Fiscal year / document type change
366965
MIR4: Changing posting date of parked documents
137988
FIPP: not all original documents are reassigned
You can also search for other relevant notes on the SAP market place in case of
issues you find during testing of this process.
24.2.3 Preconditions and Cause

The fiscal year of an accounting document is calculated from the posting date of the
parked document. So, the fiscal year is part of the object key that identifies a
particular parked document object.
When the document is originally parked, the fiscal year is calculated from the
posting date specified (for example year 2007). Now, the document is carried over to
the next year (2008), and, at the current time (2008), the posting date is changed
using the MIR4 transaction.
The original parked document object (with fiscal year 2007) is deleted from the
system and a new object with the new fiscal year (2008) is created by the standard
SAP System. Also, the user exit to collect the Parking reason is triggered, requesting
the user to enter a Parking reason.

At this stage, the workflows that are referencing to the original parked document
will have runtime errors because the original object is deleted by SAP.
24.2.4 Solution Details

You can prevent the entire scenario: Make sure that all parked documents created in
a particular fiscal year get posted in the same year. Possibly, keep the posting period
open a little longer.
If the business needs mandates that the parked documents have to be carried over to
the next year, implement the solution described below.
Runtime instances of parked document workflows might have been created in a
previous fiscal year. If they are present in the system and their posting date does not
need to be changed before posting them, nothing needs to be done.
You must follow the solution described below only if the posting date has to be
changed before posting them in the new fiscal year.
If custom extensions were implemented that store the SAP parked document
number, you have to make appropriate code corrections to avoid inconsistencies.
24.2.5 Running the Year End and Month End Procedure

To actually implement the solution, you have to run two reports:
• Year end procedure
• Month end procedure
To run the year end procedure:

1. Execute the /n/OPT/VIM_YEND_PO transaction.
Reports > Periodic Processing > Year End Run > Year End Report Run - PO
Based Invoices


• The selection options Company Code and Fiscal Year are mandatory.
• You must specify the new posting date so that all the documents will have
the posting dates modified to the new date. Make sure the posting period for
the new posting date is open.
end report.
To run the month end procedure:

1. Execute the /n/OPT/VIM_MEND_PO transaction.
Reports > Periodic Processing > Month End Run > Month End Report Run -
PO Based Invoices


end report.
• You can run the /OPT/VIM_MEND_PO transaction with certain filter if needed.
In dialog mode, you can restrict the output set by using the various selection
criteria available.
24.3 Testing the Year End Procedure

OpenText highly recommends that you consider the following as you conduct your
testing for the year end procedure:
• Simulate various scenarios.
• Run the programs in the order mentioned.
• Make sure the image links are transferred correctly.
• Make sure the logs and reports show the correct information.
• Make sure the comments are showing up properly.
• The programs can be run in dialog mode to investigate any errors that might be
encountered.

24.4 Using the Year End Run Log
• Keep the log for the program executions so that you will have a record of what
invoices were changed in case something goes wrong.
Depending on what is implemented at your site, you need to come up with a set of
scenarios to be tested.
The following is an example scenario you can be use for testing:
To test the year end procedure:

1. Start a Document processing workflow. (Depending on if OCR is implemented
or not, the step can differ.)
2. Create an invoice using the FV60 transaction.
3. Insert some comments during parking.
4. Choose an approval parking reason and select the appropriate requestor.
5. Check to see if the approver gets a workitem to approve in the web portal or in
the SAPGUI, depending on how it is configured.
6. Run the year end transactions as appropriate.
7. Access the approver's inbox and execute the workitem. You should notice that
the new fiscal year and possibly new document number is there in the details.
Make sure the comments are showing up properly.
8. Run VIM Analytics and give the new document key. See if the result shows the
old document number in the details.
9. Make sure the image can be displayed properly from FBV3 or any invoice
display transaction.
10. Check if the OpenText Dashboard (accessable from the Object Services menu
from invoice display transaction) shows the correct information for the new
invoice key.
24.4 Using the Year End Run Log

If certain errors happen during the processing of the year end procedure, you can
use the following transaction to reprocess the errors so that all the data is
consistently updated. You need to run this only if the invoice posting date has
changed but there was an error that occurs in updating various tables etc.
To invoke the Year End Run Log:

• Execute the /n/OPT/VIM_YEND_AUDIT transaction.
Reports > Periodic Processing > Year End Run > Year End Run Log

You can use the log to check for a list of all documents that were processed
through year end processing.

Chapter 25
ICC Configuration Data
25.1 RFCs for the ICC Configuration

The following RFCs are useful to obtain information that is relevant for the ICC
configuration.
RFC to store configuration data into SAP

/OPT/VIM_IF_STORE_CONFIG_BLOB
This function module stores the ICC configuration data into SAP. Application
name is the key for configuration data; there will be different versions for the
application. One version of the application will be active at a time.
Every time ICC comes with new configuration data for any application, it stores
with new version number; the latest version will be set as the active version.
Each application will have more than one line of data.
Configuration data stores into table /OPT/VIM_ICC_CFG and versions
information will be stored into /OPT/VIM_CFG_VER. Both tables can be
maintained through table maintenance transaction SM30.
Input parameters:
T_CONFIG_DATA
Internal table for configuration data
Contains application name, application line number and configuration data.
T_DESCRIPTION
Internal table with application description
Contains application name, version (not used), and application description.
RFC to get configuration versions data from SAP

/OPT/VIM_IF_GET_ALL_LIST
This function module returns the all active applications information. This gets
the application name, version and description from table /OPT/VIM_CFG_VER.
Output parameters:
T_CONFIG_LIST
Internal table for configuration version data
Contains application name, version (active version), and description.

Chapter 25 ICC Configuration Data
RFC to get configuration data from SAP

/OPT/VIM_IF_GET_APPL_CONFIG
This function module returns the configuration information of input
application’s active version.
Input parameters:
T_APPL_QUERY
Internal table of applications
Output parameters:
T_CONFIG_DATA
Internal table for configuration data
Contains application name, application line number, and configuration data.
T_DESCRIPTION
Internal table for configuration version data
Contains application name, version (active version), and description.
It takes application names as input, gets all active versions of those
applications from table /OPT/VIM_CFG_VER and stores this to T_DESCRIPTION
internal table.
And it gets the configuration data from table /OPT/VIM_ICC_CFG of the above
active applications and stores this into internal table T_CONFIG_DATA.
25.2 Deleting an ICC Application from SAP Tables

To delete an ICC application from SAP tables:
1. Execute the SE16N transaction and display the contents of table
/OPT/VIM_CFG_VER.

2. Look for the application version you want to delete.

Enter /OPT/VIM_ICC_CFG in Table/View.

4. Click Enter conditions and click Maintain.
5. In the Field Selection dialog box, select Application Name and Application
Version.
Click .

6. Enter Application Name and Application Version you want to maintain, see
step 2 on page 229.
Click .
All configuration line entries for the selected application and version are
displayed.
7. Scroll downwards to make sure you have only lines for the correct Application
Name and Application Version.
8. To select all lines, click the button in the application tool bar.
9. To delete all lines, click the button in the application tool bar.
10. For the final action, deleting the entry for the application version, execute the
SM30 transaction.

Enter /OPT/VIM_CFG_VER in Table/View.
11. Click No Restrictions and click Maintain.

The list of application versions is displayed.
12. Select the appropriate line and click to delete the entry.

The ICC application is now deleted from the SAP tables.

Chapter 26
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.
To archive DP invoices:
1. Execute the standard SAP transaction SARA.
2. Use the archiving object /OPT/DOC that is provided with VIM 5.2 SP1 to archive
the DP invoices.
3. Follow the SAP standard archiving processes for the archive object /OPT/DOC.
The data from the following tables is archived:
• /OPT/VIM_1HEAD
• /OPT/VIM_1ITEM
• /OPT/VIM_HD_DP
• /OPT/VIM_HD_PO
• /OPT/VIM_PO_WIH
• /OPT/VIM_PO_WID
• /OPT/VIM_HD_NPO
• /OPT/VIM_NPO_WIH

Chapter 26 Archiving VIM Information
• /OPT/VIM_NPO_WID
• /OPT/VIM_1BDCLOG
• /OPT/VIM_1LOG
• /OPT/VIM_1OCRLOG
• /OPT/VIM_8LOG
• /ORS/STACK_HDR
• /ORS/STACK_BODY
• /ORS/INV_ADD
• /ORS/INV_DATA
• /ORS/APPR_LOG
• /PTGWFI/M_PRKMTR
• /PTGWFI/F_PIRMTR
• /PTGWFI/F_BIRMTR
• /PTGWFI/F_BIRMWI
• /PTGWFI/F_DELINV
• /PTGWFI/F_LIXMWI
• /PTGWFI/F_LIXMTR
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.

3. Follow the SAP standard archiving processes for the archive object /OPT/REP.
The data from the following tables is archived:
• /OPT/VT_DOC_HEAD
• /OPT/VT_WORKITEM
• /OPT/VT_WI_ACTN
• /OPT/VT_WI_STEPS
• /OPT/VT_DOC_H
• /OPT/VT_WI
• /OPT/VT_WI_ACTV

Glossary
AAK
See: SAP Add-On Assembly Kit (AAK)
AP processor
Accounts Payable personnel
Approval chart of authority (COA)

The Approval chart of authority (COA) determines first approver and next
approver for an invoice by combinations of Company Code (specific or range),
Expense Type (marketing expense, utility), Cost Objects (G/L account, Cost
Center), and HR objects (Position, Job code).
Archive system
Computer system that enables storage, management and retrieval of archived
data and documents
ArchiveLink
Service integrated in the SAP Web Application Server for linking archived
documents and the application documents entered in the SAP system
ArchiveLink document types

Document types that need to be customized for ArchiveLink
Authorization profiles
The SAP administrator assigns authorizations to the users that determine which
actions a user can execute in the SAP system. These authorizations are stored in
Authorization profiles.
BAdI
See: Business Add-Ins (BAdI)
Baseline
Set of functionality with pre-defined configuration and the starting point to
implement VIM

Glossary
BDC ID
Business Data Communication ID. The BDC ID is used by the system to process
an SAP transaction to create an SAP Document in user context.
Block
Situation where an invoice has a price or quantity variance that prevents invoice
from posting
BTE
See: Business Transaction Event (BTE)
Business Add-Ins (BAdI)

Business Add-Ins (BAdI) is a new SAP enhancement technique based on ABAP
objects. BAdI can be inserted into the SAP System to accommodate user
requirements too specific to be included in the standard delivery.
Business rules
Rules that describe the operations, definitions and constraints that apply to an
organization
Business Transaction Event (BTE)

Event used for extending a Non PO invoice functionality to call a custom program
Buyer
Person who is in charge of the PO. This role should have authorization to create
and change the purchase order. This role is also responsible for negotiating and
communicating with vendors.
COA
See: Approval chart of authority (COA)
Coding
Coding allocates an invoice to G/L account and cost object if required.
Contract agent
Person who can create and modify SAP contracts.
Dashboard
User interface that organizes and presents information in a way that is easy to
read. Users can also perform actions from the dashboard.
DocuLink
OpenText DocuLink enables the archiving, management and retrieval of CRM or
ERP documents from within the SAP infrastructure.

Glossary
Document Processing (DP)

VIM component that captures invoice metadata including line items for PO and
performs preconfigured business rules
Document type
Type of document such as PO, Non PO, OCR, Non OCR
DP
See: Document Processing (DP)
Duplicate analyzer
Person who is responsible to identify duplicate invoices
Event Type Linkage

Error handling method. Event Type Linkage determines what the application
should do in case an error could not be handled.
Exception
Action that is not part of normal operations or standards
FI
See: Financial Accounting (FI)
Financial Accounting (FI)

SAP module for the Finance and Accounting department
IAP
See: Invoice Approval (IAP)
ICC
See: Invoice Capture Center (ICC)
IE
See: Invoice Exception (IE)
Indexer
Person responsible for entering index data
Indexing
Process of entering or storing data into the system
Information provider
Receiving role for option Refer for Information

Glossary
Invoice Approval (IAP)

VIM component that enables users to perform coding, approving and rejecting
invoices
Invoice approver
Person who approves invoices
Invoice Capture Center (ICC)

Optional VIM OCR component
Invoice coder
Person who enters the accounting info on invoices to allocate the cost
Invoice Exception (IE)

VIM component that handles the exceptions that arise after a SAP invoice is
created
Invoice requester
Person who requested goods and services for Non PO invoices
LIV
See: Logistic invoice (LIV)
Logistic invoice (LIV)

purchase order invoice
Materials Management (MM)

SAP MM is the materials management module of the SAP ERP software
package. Materials management is used for procurement and inventory
management.
MM
See: Materials Management (MM)
Namespace
Name range reserved by SAP for customer objects and SAP objects to make sure
that objects are not overwritten by SAP objects during the import of corrections
or an upgrade
Non purchase order (Non PO)

Order that is not based on a PO

Glossary
Non purchase order (Non PO) invoice (PIR)

Invoice based on a Non purchase order (Non PO)
Number range
Array of numbers that can be used for an object in the SAP system
OCR
See: Optical character recognition (OCR)
Optical character recognition (OCR)

Mechanical or electronic translation of images of handwritten, typewritten or
printed text (usually captured by a scanner) into machine-editable text
Park
Situation where an invoice is not posted and is waiting for further processing
Parked invoice document

Temporary document that the AP processor can change and post. SAP assigned
document number becomes real number when posted.
PIR
See: Non purchase order (Non PO) invoice (PIR)
PO
See: Purchase order (PO)
Posted invoice document

Invoice that has already been posted in SAP. Only free-form text fields can be
changed. Related documents such as POs or good receipts may be created or
changed to effect the invoice. If the document is not needed, it must be cancelled
( PO invoice) or reversed ( non-PO invoice).
Price variance
Situation where the price on the invoice is different from the price in the
purchase order
Process options
Processing options for the user in the dashboard, such as Referral, Authorization,
and Actions
Process type
Process type for a document. The process type determines the initial actor and
various collaboration options available to the various actors during the process
flow.

Glossary
Purchase order (PO)

SAP module. PO indicates a document sent from a buyer to a seller. The purpose
of the document is to order the delivery of goods or services.
Purchase order (PO) invoice

Invoice based on a Purchase order (PO)
Quantity variance
Situation where the quantity on the invoice is different from the quantity in the
purchase order
Receiver
Person who can create and reverse the goods receipt in SAP
Requisitioner
Person who requested goods and services
Roles
Set of predefined roles for the SAP user
SAP Add-On Assembly Kit (AAK)

Standardized delivery procedure for software
Scan operator
Person who scans the invoices into images (may not have a SAP ID)
Service approver
Person who approves a service entry
Service requisitioner
Person who enters a service entry
Swimlane
Diagram representing a specific VIM process. A swimlane comprises the process
description, roles, user interface and options of the process.
Tax expert
Person who advises on invoices that need tax audit. Normally tax department
personnel.
VAN
See: VIM Analytics (VAN)

Glossary
Vendor Invoice Management (VIM)

Packaged business solution that solves a business problem – paying correct
amount to vendors on-time and with the lowest cost. VIM delivers not
technology but best-practice business processes. VIM provides values to
customers in process efficiency, visibility and compliance.
Vendor maintenance
Person who is responsible for creating and maintaining the vendor master
records
VIM Analytics (VAN)

VIM component that gives users a clear data report on their invoices in progress.
VIM Analytics allows to track the documents routed through SAP workflows via
VIM.
Workflow
SAP business workflows can be used to define business processes that are not
yet mapped in the R/3 system.

Index
CUST_PREFL group 126
maintaining logical systems 124
Alert monitoring 73
CCMS templates 74
A registering CCMS agent 74
Activate role and exception mapping setting up central alert monitoring 74
Central Reporting 132 Application log 175
Activity monitoring 78 approval on mobile device 182
Adaptive computing 81 create 175
Additional languages CRM system 181
Approval Portal 194 log classification 179
Administration log point 176
activity monitoring 78 Object and Sub-object 177
adaptive computing 81 Application restore
alert monitoring 73 Approval Portal 213
backup 80 Approval on mobile device
CCMS templates 74 application log 182
data archiving 80 Approval Portal
DP invoices 89 additional languages 194
DP processing 89 application restore 213
logs 79 asynchronous interfaces 213
registering CCMS agent 74 attachment support 198
restart mechanism 81 backup 212
SAP workflow administration transactions branding 215
84 high availability 213
SAP workflow tables 87 language resources 193
setting up central alert monitoring 74 load balancing 213
Solution Manager Diagnostics 80 log configuration for
SWE2 transaction 84 vimIapTraceLogindex.trc 203
SWEL transaction 84 log files 199
SWI1 transaction 84 measuring performance 205
SWIA transaction 84 monitoring 205
system availability 80 multilingual support 193
system performance analysis 79 periodic tasks 213
traces 79 restore 212
VIM configuration 80 search helps with pre-filled values 191
work item analysis 86 starting and stopping 214
workflows 73 technical configuration data 213
Administration tools 21 trace files 202
VIM Customizing IMG 21 troubleshooting 214
Aggregation Report Approval Portal administration 185
Central Reporting 135 Approval Portal configuration 186
creating variants 128 Archiving VIM information 235

Index
Asynchronous interfaces D
Approval Portal 213 Data archiving 80
Attachment support Delivery model 15
Approval Portal 198 Document Processing
bulk change of posting date 89
B Download programs
Backup 80 downloading in background 158
Approval Portal 212 downloading PO data 154
Batch job downloading vendor database 151
Central Reporting 135 function modules and RFCs 158
Batch programs ICC integration 151
ICC Dispatcher 163 DP invoices
Branding administration 89
Approval Portal 215 DP processing
Bulk change of posting date administration 89
Document Processing 89
E
C EDI support 169
CCMS agent IDoc process administration 169
registering 74 Email formatting function module
CCMS templates VIM Notifications 118
monitoring 74 Email options
CD-ROM VIM Notifications 109
Product ISO image 11 Event linkage for VIM workflows 81
Central alert monitoring Excluding users
setting up 74 VIM Notifications 114
Central Reporting 121 Extensions to VIM 18
activate role and exception mapping 132
Aggregation Report 135 F
cleaning up tables 138 FAIL_SAFE user key 29
Collection Report 132
maintaining reporting tables 128 H
scheduling batch job 135 High availability 14
Text Master Report 134 Approval Portal 213
User Master Report 134
Chart of Authority 31 I
Cleaning up tables ICC Admin Tool
Central Reporting 138 ICC Dispatcher 165
Collection Report ICC application
Central Reporting 132 deleting from SAP tables 228
Configuring VIM Notifications 109 ICC configuration data 227
conventions 12 RFCs 227
Creating variants ICC Dispatcher 163
Aggregation Report 128 batch programs 163
CRM system ICC Admin Tool 165
application log 181 IDoc process administration
CUST_PREFL group EDI support 169
Aggregation Report 126
Customer Support 13

Index
Invoice N
workflow status 43 Non PO based FI documents
Invoice Approval month end procedure 217
releasing invoice lock 71 year end procedure 217
Invoice lock Notification email body
releasing 71 VIM Notifications 112
ISO image Notification email title
Product ISO image 11 VIM Notifications 113
Notification options
K VIM Notifications 109
Key Process Analytics Report
thresholds maintenance 139 O
Object and Sub-object
L application log 177
Language resources OpenText Online 13
Approval Portal 193
Load balancing P
Approval Portal 213 Parked documents
Log month end procedure 217
year end procedure 225 year end procedure 217
Log classification Periodic tasks
application log 179 Approval Portal 213
Log configuration for PO based documents
vimIapTraceLogindex.trc month end procedure 221
Approval Portal 203 year end procedure 221
Log files Process swimlanes 17
Approval Portal 199
Log point R
application log 176 Reassigning Invoice Approval items
Logs 79 to a different user 67
Reassigning work items 61
M retrieving work items of a specific user 61
Maintaining logical systems to a different user 64
Aggregation Report 124 Releasing invoice lock
Maintaining reporting tables for Invoice Approval 71
Central Reporting 128 Restart mechanism 81
Measuring performance Restore
Approval Portal 205 Approval Portal 212
Monitoring RFCs for the ICC configuration 227
Approval Portal 205 Role error in a workflow 55
workflows 49 determining 55
Month end procedure restarting after fixing 58
Non PO based FI documents 217 Role for VIM configuration display 93
parked documents 217 Roles 29
PO based documents 221 FAIL_SAFE user key 29
Multilingual support
Approval Portal 193 S
Multiple backend system 119 SAP early watch service 93

Index
SAP workflow administration transactions User Master Report

84 Central Reporting 134
SAP workflow tables 87 User preferences
Search helps with pre-filled values VIM Notifications 116
Approval Portal 191
Search results V
VIM Notifications 106 VIM
Selection screen delivery model 15
VIM Notifications 103 VIM Analytics
Solution Manager Diagnostics 80 workflow status 46
Starting and stopping VIM configuration 80
Approval Portal 214 VIM configuration display
Substitute creating role for 93
for IAP process 37 VIM Customizing IMG 21
for SAP inbox 33 VIM Notifications 103
Substitutes configuration 109
for workflow processes 33 email formatting function module 118
SWE2 transaction 84 email options 109
SWEL transaction 84 excluding users 114
SWI1 transaction 84 notification email body 112
SWIA transaction 84 notification email title 113
Swimlanes 17 notification options 109
System availability 80 search results 106
System performance analysis 79 selection screen 103
starting 103
T user preferences 116
Technical configuration data VIM Notifications List 106
Approval Portal 213 VIM workflows
Testing event linkage 81
year end procedure 224
Text Master Report W
Central Reporting 134 Work item analysis 86
Thresholds maintenance Work items of a specific user
Key Process Analytics Report 139 retrieve 61
Trace files Work items of another user
Approval Portal 202 reassigning 61
Traces 79 reassigning Invoice Approval items 67
Transaction reassigning to a different user 64
SWE2 84 Workflow batch jobs 23
SWEL 84 Workflow scheme 16
SWI1 84 Workflow status
SWIA 84 Unified Dashboard 43
Troubleshooting VIM Analytics 46
Approval Portal 214 Workflow status of an invoice 43
typography 12 Workflows
administration 73
U determining role error 55
Unified Dashboard monitoring 49
workflow status 43 restarting after fixing role error 58

Index
solving role error 55
Y
Year end procedure
log 225
Non PO based FI documents 217
parked documents 217
PO based documents 221
testing 224

VIM 6.0 Admin Guide PDF

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

VIM 6.0 Admin Guide PDF

Uploaded by

Copyright:

Available Formats

OpenText Vendor Invoice Management

This guide describes the technical and functional aspects of

Copyright © by Open Text Corporation, Open Text Inc.

Part 1 Administering VIM 19

4 VIM Workflow Batch Jobs....................................................... 23

6 Maintaining Chart of Authority ............................................... 31

8 Determining the Workflow Status of an Invoice.................... 43

VIM060000-AGD-EN-3 OpenText Vendor Invoice Management iii

9 Monitoring VIM Workflows ......................................................49

11 Reassigning Work Items Belonging to Another User............61

12 Releasing Invoice Lock for Invoice Approval ........................71

14 Administering DP Processing and DP Invoices.....................89

15 Using the SAP Early Watch Service .......................................93

16 Using VIM Notifications .........................................................103

iv OpenText Vendor Invoice Management VIM060000-AGD-EN-3

16.3.3 ALV Grid (Data View)........................................................................... 108

17 Multiple Backend System ..................................................... 119

19 Downloading Data from SAP for ICC Integration ................ 151

20 Administering the ICC Dispatcher........................................ 163

VIM060000-AGD-EN-3 Administration Guide v

20.2 Working with the ICC Admin Tool ........................................................ 165

21 Administering the EDI Support .............................................169

22 Working with the Application Log ........................................175

23 Administering and Troubleshooting the Approval Portal ...185

24 Running Year End/month End Procedure for Parked

vi OpenText Vendor Invoice Management VIM060000-AGD-EN-3

24.1.3 Preconditions and Cause ..................................................................... 218

25 ICC Configuration Data ......................................................... 227

26 Archiving VIM Information .................................................... 235

GLS Glossary 239

IDX Index 247

VIM060000-AGD-EN-3 Administration Guide vii

1.1 About Vendor Invoice Management

VIM060000-AGD-EN-3 OpenText Vendor Invoice Management 9

VIM consists of the following components:

Figure 1-1: VIM components

ICC (Invoice Capture Center)

10 OpenText Vendor Invoice Management VIM060000-AGD-EN-3

Exception Handling (Invoice Exception)

1.2 About the Document

1.2.2 Related Documents

VIM060000-AGD-EN-3 Administration Guide 11

Note: Notes provide additional information about a task.

12 OpenText Vendor Invoice Management VIM060000-AGD-EN-3

1.3 Contact Information

1.4 Customer Support

VIM060000-AGD-EN-3 Administration Guide 13

1.5 High Availability

14 OpenText Vendor Invoice Management VIM060000-AGD-EN-3

2.1 Delivery Model

VIM060000-AGD-EN-3 OpenText Vendor Invoice Management 15

2.2 Workflow Scheme

Figure 2-1: Workflow scheme

Each VIM workflow process has the same basic steps:

16 OpenText Vendor Invoice Management VIM060000-AGD-EN-3

2.3 Process Swimlanes

VIM060000-AGD-EN-3 Administration Guide 17

Figure 2-2: Swimlane example

2.4 Extensions to VIM

18 OpenText Vendor Invoice Management VIM060000-AGD-EN-3

3.1 VIM Customizing IMG

VIM060000-AGD-EN-3 OpenText Vendor Invoice Management 21

VIM060000-AGD-EN-3 OpenText Vendor Invoice Management 23