VM05 OpenText Vendor Invoice Management 6 0 0 Configuration Guide English VIM060000 CGD en 4 PDF

OpenText Vendor Invoice Management
Configuration Guide
The OpenText Vendor Invoice Management Configuration Guide

describes the technical aspects of configuring OpenText Vendor
Invoice Management 6.0.
VIM060000-CGD-EN-4
OpenText Vendor Invoice Management
Configuration Guide
VIM060000-CGD-EN-4
Rev.: 07. Feb. 2012
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
PRE Introduction 7
i About Vendor Invoice Management......................................................... 7
ii About This Document............................................................................... 9
iii Contact Information................................................................................ 11
1 Understanding Vendor Invoice Management ........................ 13

2 Preparing the Configuration ................................................... 17
Part 1 Configuration 19
3 ArchiveLink Document Type Configuration .......................... 21

3.1 Configuring ArchiveLink Document Types............................................. 21
3.2 Linking SAP Business Objects to ArchiveLink Document Types .......... 27
4 Roles ........................................................................................ 29
4.1 Defining Roles........................................................................................ 29
4.2 Defining Role Templates........................................................................ 31
4.3 Assigning Templates to Roles ............................................................... 35
4.4 Maintaining Role Determination Settings............................................... 37
5 Document Processing Process Configuration...................... 41

5.1 Configuring DP Document Types .......................................................... 44
5.2 Roles in Document Processing.............................................................. 70
5.3 Configuring DP Process Options ........................................................... 70
5.4 Invoice Processing Plug-ins................................................................... 83
5.5 Extending Document Data ..................................................................... 85
5.6 Mapping External System Data (OCR/IDoc) ......................................... 86
5.7 Configuring the Process Type................................................................ 88
5.8 Configuring Indexing Line Matching from OCR Results ........................ 94
5.9 Additional Process Configurations ....................................................... 111
5.10 Configuring Global Parameters............................................................ 115
6 PO Parking Process Configuration ...................................... 121

6.1 Defining Rollout Criteria ....................................................................... 123
VIM060000-CGD-EN-4 OpenText Vendor Invoice Management iii

Table of Contents
6.2 Configuring Process Options ............................................................... 126

6.3 Configuring Parking Reasons .............................................................. 130
7 PO Blocking Process Configuration.....................................149

7.2 Configuring Process Options ............................................................... 153
7.3 Configuring Blocking Reasons............................................................. 155
8 Non PO Parking Process Configuration...............................171

8.2 Configuring Parking Reasons .............................................................. 176
9 Invoice Approval ....................................................................195

9.1 Overview .............................................................................................. 196
9.2 Configuring the Process Type.............................................................. 198
9.3 Configuring the Parking Reason .......................................................... 198
9.4 IAP Process Basics.............................................................................. 200
9.5 Roles in the IAP Process ..................................................................... 216
9.6 Maintaining Chart of Authority.............................................................. 223
9.7 Coding Validation ................................................................................. 233
9.8 Defining Rejection Reasons................................................................. 243
9.9 Image Display Infrastructure ................................................................ 244
9.11 Configuring the Bulk Approval Validation Exit ..................................... 260
9.12 Configuring Posted Approval ............................................................... 260
10 Approval on a Mobile Device ................................................275

10.1 Activating Logical Systems .................................................................. 276
10.2 Configuring Screen Buttons ................................................................. 277
10.3 Configuring Extended Labels............................................................... 278
10.4 Configuring Extended Class ................................................................ 279
10.5 Configuring the Default Invoice List ..................................................... 279
10.6 Configuring Invoice List Fields ............................................................. 280
10.7 Configuring PO Header Fields and GL Header Fields......................... 281
10.8 Configuring Header Field Labels ......................................................... 283
10.9 Configuring PO Item Fields and GL Item Fields .................................. 283
10.10 Configuring Item Labels ....................................................................... 284
10.11 Additional Customizing ........................................................................ 285
iv OpenText Vendor Invoice Management VIM060000-CGD-EN-4

Table of Contents
11 OpenText Approval Portal .................................................... 287

12 KPI Dashboard....................................................................... 289
12.1 User Interface of the KPI Dashboard ................................................... 290
12.2 KPI Dashboard Definitions ................................................................... 291
12.3 Periodic Jobs - Collection and Aggregation ......................................... 292
12.4 Customizing Settings ........................................................................... 301
12.5 SAP Web Dynpro Settings ................................................................... 320
12.6 Secure Connection............................................................................... 325
12.7 SAP NetWeaver Portal Integration ...................................................... 326
12.8 Technical and Functional Restrictions ................................................. 330
13 VIM Reporting Module........................................................... 333

13.1 VIM Analytics ....................................................................................... 333
14 Tools ...................................................................................... 343

14.1 Notification Infrastructure ..................................................................... 343
14.2 Testing Roles ....................................................................................... 346
14.3 Changing the Work Item Text .............................................................. 350
15 Country Specific Configuration............................................ 353

15.1 Introduction .......................................................................................... 353
15.2 Invoice Categories, Category Groups, and Mapping........................... 357
15.3 Process Types ..................................................................................... 361
15.4 Z Constants.......................................................................................... 374
15.5 Configuration Specific for India ............................................................ 374
15.6 Configuration Specific for Canada ....................................................... 377
16 ICC Integration....................................................................... 385

16.1 ICC Dispatcher..................................................................................... 385
16.2 Early Archiving ..................................................................................... 387
16.3 Maximum Allowed Time for Extraction and Validation......................... 404
16.4 Validation Framework .......................................................................... 406
16.5 Document Type Determination Rules Engine...................................... 416
16.6 Periodic Jobs for ICC Dispatcher......................................................... 420
17 Multiple Backend System ..................................................... 421

17.1 Defining Logical Systems..................................................................... 422
17.2 Assigning Clients to Logical Systems .................................................. 424
17.3 Maintaining RFC Destinations ............................................................. 425
17.4 Working with the System Landscape Directory (SLD)......................... 427
17.5 Maintaining Channels........................................................................... 430
17.6 Maintaining Mapping IDs ..................................................................... 432
17.7 Maintaining the System Determination ................................................ 433
VIM060000-CGD-EN-4 Configuration Guide v

Table of Contents
18 SSF Integration ......................................................................437

18.1 SSF Integration Activities ..................................................................... 437
18.2 Maintaining the Initialization Procedure for Service Requests [ERP] .. 481
18.3 Mapping the Initialization Procedure to the Service Request Creation
Points [ERP]......................................................................................... 483
18.4 Defining Application Areas for Service Request [CRM]....................... 484
19 EDI Configuration ..................................................................487

19.1 Configuring General Settings............................................................... 487
19.2 Configuring the Mapping...................................................................... 492
19.3 Determining System by Company Code for Multiple Backend
Systems ............................................................................................... 495
20 E-Invoicing Support...............................................................499
20.1 Interface Remote Functions................................................................. 500
21 Central Reporting Infrastructure...........................................507

21.1 Configuring the System Landscape Directory (SLD) ........................... 508
21.2 Configuring Backend Systems for Report Analytics ............................ 509
21.3 Activating Central Reporting Baseline ................................................. 509
22 Individual Report Configuration ...........................................511

22.1 Configuring the Integrated Invoice Cockpit.......................................... 511
22.2 Configuring the Summary Report ........................................................ 522
23 System Log ............................................................................525

24 Archiving Configuration ........................................................527
24.1 Configuring Archiving of DP Documents ............................................. 527
24.2 Configuring Archiving of Central Reporting Information ...................... 530
25 Supplier Relationship Management (SRM) Integration .......535

25.1 Use Cases............................................................................................ 535
25.2 Determining Purchase Order Types .................................................... 538
25.3 Configuring SRM Purchase Orders ..................................................... 539
25.4 Configuring the SRM Mail Infrastructure.............................................. 546
GLS Glossary 553
IDX Index 561
vi OpenText Vendor Invoice Management VIM060000-CGD-EN-4

Preface
Introduction
i 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-CGD-EN-4 OpenText Vendor Invoice Management vii

Introduction
VIM consists of the following components:
Figure 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, an iPhone, or
an iPad.
viii OpenText Vendor Invoice Management VIM060000-CGD-EN-4

Introduction
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).
Processing From a technical and functional perspective, the overall processing comprises the
blocks following processing blocks:
Document Processing (DP)
for front-end SAP document creation
PO parking processing
for handling parked PO invoices
PO blocking processing
for handling blocked PO invoices
Non-PO parking processing
for handling parked non-PO FI invoices
Invoice Approval
for approving and coding invoices
ii About This Document

This document describes the configuration of each of the processing blocks (see
“Processing blocks” on page 9). It also describes the various implementation aspects
of configuring VIM to suit the specific business requirements for any organization.
VIM is designed to be highly configurable to accommodate varied business
scenarios.
ii.i Target Audience

This document addresses those who participate in the customization and
implementation of Vendor Invoice Management (VIM). This includes:
• SAP Basis Administrators
• SAP Workflow Administrators
• SAP Configuration and Development Support
VIM060000-CGD-EN-4 Configuration Guide ix

Introduction
ii.ii Conventions
In general, this documentation uses the following typographical 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.
x OpenText Vendor Invoice Management VIM060000-CGD-EN-4

Introduction
iii 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/.
VIM060000-CGD-EN-4 Configuration Guide xi

Chapter 1
Understanding Vendor Invoice Management
Process steps The Vendor Invoice Management (VIM) business process typically includes the
following main steps:
1. An OCR process (optional) sends metadata and invoice image to VIM. On a
system without OCR, the invoice images go through a standard SAP
ArchiveLink early archiving scenario.
2. The Document Processing (DP) component validates the metadata and
identifies exceptions.
3. Invoice Exception workflows address the exception issues.
4. After validating the data and handling data exceptions, VIM creates an SAP
invoice.
• If no business rules are violated, VIM posts the invoice.
• Otherwise, VIM parks the invoice for further processing.
5. If needed, VIM triggers the parking exception process workflow.
6. Once the parking workflow is complete and everything is correct, VIM posts the
invoice. Otherwise, VIM deletes or cancels the invoice.
Swimlanes
Business blue print sessions result in a set of finalized swimlane diagrams
representing the to-be process. Figure 1-1 on page 15 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.
VIM060000-CGD-EN-4 OpenText Vendor Invoice Management 13

Chapter 1 Understanding Vendor Invoice Management
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.
14 OpenText Vendor Invoice Management VIM060000-CGD-EN-4

Figure 1-1: Swimlane example
VIM060000-CGD-EN-4 Configuration Guide 15

Chapter 2
Preparing the Configuration
This section describes the activities that need to be done prior to implementing VIM.
For detailed installation steps, refer to OpenText Vendor Invoice Management -
Installation Guide (VIM-IGD).
• Install and configure an archiving system that supports SAP Content Server
HTTP Interface.
• Complete business process blueprint sessions: Final process design swimlane
diagrams are available.
• Create User IDs with appropriate developer and configuration authorizations.
Authorizations need to include developer as well as workflow administrator
authorizations.
• Create ArchiveLink document types or at least finalize the list of the document
types etc.
• Check for any existing BAdI implementations for definition INVOICE_UPDATE.
Check to see if there is any conflicting code that could prevent parking reasons in
PO/Non PO invoices from showing up.
• Complete appropriate FI and MM-Purchasing customizations, so FI and logistics
invoices can be created in the system.

Part 1
Configuration
Part 1 Configuration
This part describes the particular configuration steps for Vendor Invoice
Management (VIM). It covers the following chapters:
• “ArchiveLink Document Type Configuration” on page 21
• “Roles” on page 29
• “Document Processing Process Configuration” on page 41
• “PO Parking Process Configuration” on page 121
• “PO Blocking Process Configuration” on page 149
• “Non PO Parking Process Configuration” on page 171
• “Invoice Approval” on page 195
• “Approval on a Mobile Device” on page 275
• “OpenText Approval Portal” on page 287
• “KPI Dashboard” on page 289
• “VIM Reporting Module” on page 333
• “Tools” on page 343
• “Country Specific Configuration” on page 353
• “ICC Integration” on page 385
• “Multiple Backend System” on page 421
• “SSF Integration” on page 437
• “EDI Configuration” on page 487
• “E-Invoicing Support” on page 499
• “Central Reporting Infrastructure” on page 507
• “Individual Report Configuration” on page 511
• “System Log” on page 525
• “Archiving Configuration” on page 527
• “Supplier Relationship Management (SRM) Integration” on page 535

Chapter 3
ArchiveLink Document Type Configuration
This section describes the steps needed to configure SAP ArchiveLink document
types. You need to do this configuration once the context repository is installed and
the basic ArchiveLink settings are completed. Depending on the customer
requirements, the number and attributes of the ArchiveLink settings might be
different.
Note: For further details about ArchiveLink refer to the SAP documentation.
3.1 Configuring ArchiveLink Document Types

Assignment to Verify that ArchiveLink document types are assigned to the following workflow
workflow tasks tasks, using the SOA0 transaction:
Non ICC Early Archiving scenarios:

Object Type
/OPT/V1001
Task
WS00275271
Method
PREPROCESS_NON_OCR
ICC OCR based Early Archiving scenarios:

Object Type
/OPT/V1001
Task
WS00275270
Method
PREPROCESS_OCR
To configure ArchiveLink document types:

1. Execute the OAD5 transaction.
The ArchiveLink: Document Type Customizing Wizard dialog opens.

Chapter 3 ArchiveLink Document Type Configuration
2. Click the Continue button.
3. Enter the name of the new document type in the Doc.type field and PO Invoice
- Indexing 5i - OCR in the Name field. Click the Continue button.

4. Select the Workflow document type check box. Click the Continue button.

5. Enter the value FAX in the Doc. class field. Click the Continue button.
6. Enter the value /OPT/V1001 in the Obj. type field. See “Assignment to
workflow tasks” on page 21 for Task and Method to enter for the different
scenarios.
7. Click the Continue button.

8. Enter the appropriate content repository ID in the Cont.Rep.ID field.

9. Enter the value TOA01 in the Link field. Click the Continue button.

10. Select Financial Accounting. Click the Continue button.
11. Enter appropriate ID and Name. Click the Continue button.

3.2 Linking SAP Business Objects to ArchiveLink Document Types
12. Enter the relevant information and click the Continue button.
13. Click the Complete button to finish the wizard.
3.2 Linking SAP Business Objects to ArchiveLink

Document Types
This section describes the steps needed to map the SAP business objects to the
ArchiveLink document types you have created.
To link SAP business objects to ArchiveLink document types:

1. Execute the OAC3 transaction.
2. Create new entries, as shown in the following screenshots. The first one is BKPF
for Non-PO invoices and the second one is BUS2081 for PO invoices.

3. Save the new entries.

Chapter 4
Roles
Roles refer to the grouping of various business users according to their business
activity. In the swimlane diagrams, roles represent the title for each of the lanes.
Vendor Invoice Management (VIM) has a comprehensive framework for realizing
various requirements in the area of role definition. You can define roles as granular
as needed.
The VIM role framework comprises the following main concepts:
Role
In VIM terminology, role stands for a Process Agent. Role is not the same as SAP
WF technical role.
Note: The workflows are delivered by OpenText and hence cannot be
changed at client side.
Template
Any role bases on a template.
Template fields
Templates can have fields that determine the granular logic used in determining
the final set of users. For example, the grouping of roles can base on the
company code or the purchasing organization.
This section describes the steps required to create and configure roles needed for
implementing VIM business scenarios. To configure roles, the following steps are
required:
• “Defining Roles” on page 29
• “Defining Role Templates” on page 31
• “Assigning Templates to Roles” on page 35
• “Maintaining Role Determination Settings” on page 37
4.1 Defining Roles

The first step in creating a role is to define the role. Roles in VIM base on product
codes that are defined in VIM. The following product codes are available:
005
Document Processing (DP) based product codes
LIX
LIV based product codes (both for PO parking and PO blocking workflows)

Chapter 4 Roles
PIR
Product codes for Non-PO parking workflows
Every assignment bases on the product code/role combination. For example, to
create a role called BUYER in a PO parking process, create a role BUYER with product
code LIX.
OpenText delivers standard roles used in most process scenarios. You can define
your own roles if needed.
To maintain roles:
1. Execute the /OPT/CP_9CX5 transaction.
Alternatively, follow OpenText LiveLink VIM Menu > SAP menu> Roles >
Role Maintenance.
2. Maintain the role data, using the following parameters:

Product Code
Enter the product code such as 005, LIX, PIR. Refer to OpenText product
codes for applicable product code.
Responsible Party
Enter the responsible party (role).

4.2 Defining Role Templates
Description
Enter the description of the role.
Role Function Module
Enter function module for the role. Refer to enhancements in roles for
interface structure and details.
Key Determination
Select the check box, if the role is defined by object information – the context
in which the role is used.
Deactivate the check box, if the role is fixed and defined by organization
data, for example: if you want to determine the role by company code, scan
location, or plant.
Object Type
Maintain the object type, based on the workflow.

This section describes the creation and maintenance of role templates. Every VIM
role is based on a role template. Templates determine the options that control how a
role is resolved finally by the workflow runtime system.
The following types of templates are available:
Key determination (Static)
• Combination of columns
• Depends on the business object attributes.
Example: Company code, scan location and plant define the AP Processor
role.
Function Module (Dynamic)
• Set of custom functions that extend baseline functions
Example: Buyer is PO creator that FM extracts from PO.
SAP HR org structure (Semi-Dynamic)
• Always send to the structure such as a position or work center.
Example: Tax Experts are users attached to a single work center.
OpenText delivers standard role templates that are used in most process scenarios.
You can define your own role templates if needed.
4.2.1 Maintaining Role Templates

To maintain templates:
1. Execute the /opt/cp_9cx2 transaction.

Chapter 4 Roles
Alternatively, follow OpenText LiveLink VIM Menu > SAP menu > Roles >
Template Maintenance.
2. In the Product Role Templates Configuration Overview screen, double-click
Template Definition in the navigation pane.
3. Maintain templates using the following parameters:

Template Id
Enter meaningful character value that identifies the template.
Description
Enter the template description.
Type
Select the template type. The following template types are available:
Function Module Based
If you select Function Module Based, the agents for the role are
determined using a function module.
Org Unit
If you select Org Unit, the agents for the role are determined from a fixed
org unit (User, Position, Work Center, and so on)
Key Determination Based
If you select Key Determination Based, the agents for the role are
determined using runtime values of fields in the object data.
For further information on how templates resolve users, refer to
“Maintaining Role Determination Settings” on page 37.

Allow Org
For Key Determination Based templates, only: If the Allow Org flag is set,
you can set an Org Unit instead of a fixed SAP User ID while maintaining
agents for role template in the role determination transaction.
Object Type
For Org Unit based templates only: Select the default value for Agent Type
(User, Position, and Work Center etc.).
Agent Id
For Org Unit based templates only: Select the agent ID.
Function Module
For Function Module Based based templates only: Select the function
module that is used to determine agents for this template. The interface
value for the function module can be found in the OpenText delivered
function /OPT/BL_ROLE_SELF_DIRECTED.
4.2.2 Maintaining Template Fields

Role templates can have template fields that determine the granularity of how the
role is resolved at run time. This sub section describes the steps required for creating
fields for role templates.
To maintain template fields:

1. In the Template Definition Overview screen, select a template from the list and
double-click Template Fields in the navigation pane.
2. Maintain the template fields, using the following parameters:

Field Id
Enter a freely defined field Id which describes the usage of the field.
Ref. Table/Ref. Field
Select reference table and reference field. When maintaining values for the
field, the system can check the values and provide F4 help for the field using
reference table and reference field.

Chapter 4 Roles
Search Help
Select the search help. When maintaining values for the field in the role
determination transaction, the system uses this value to provide F4 help for
the field.
Allow Range
Select this check box to allow ranges. The values can have a range from
“Low Value” to “High Value”. The system checks the runtime data for the
product code in which the template is used to validate if it can resolve the
field.
Wild Card
Select this check box to allow the wild card character *. Users can define a
wild card for values in the role determination transaction for the product
code in which the template is used.
Example: If all company codes starting with 10 should be considered to
resolve a role, 10* can be maintained if wild card is selected. If the check box
is not set, the system checks to match the entry as is.
4.2.3 Maintaining Template Field Details

In this step, you define the details of source for the field Id for each product code.
This is necessary because a template can be reused in different product codes and
different roles.
Example: A field combination of Company Code and Plant could be used to resolve
BUYER in the PO parking process, BUYER in the PO blocking process and PO_BUYER in
the Document Processing process.
To maintain template field details:

1. In the Template Fields Overview screen, select a field Id and double-click
Template Field Details in the navigation pane.

4.3 Assigning Templates to Roles
2. In the Template Fields Details Overview screen, maintain the Template Field
Details, using the following parameters:
Product Code
Select the OpenText product code in which the template is used.
Object Type
Select the object type. Object types are defined for each OpenText product
code. You can however create a subtype for the OpenText Object Type to
define your own attributes. At runtime, the system instantiates the object
with the object key. The type should be compatible to the OpenText object
type for the given product code.
Attribute
Select the attribute the system uses for the given OpenText product code for
getting the runtime value for the given field Id.
4.3 Assigning Templates to Roles

Once the roles and role templates are created or changed, you need to assign the
templates to specific roles. You can maintain more than one template for a specific
role but only one of the templates will be active for that role. This section describes
how to maintain the assignment of role and role template.

Template Maintenance.

Chapter 4 Roles
2. In the Product Role Templates Configuration Overview screen, maintain the

Product Role Templates, using the following parameters:
Product Code
OpenText product code
Responsible Party
OpenText role
Key Determination Template Id
Template Id defined
Active check box
Select the Active check box to assign the template defined to the product role
combination. The template will be used in determining agents for the role in
OpenText processes. You can only have one active template for a given
product role.

4.4 Maintaining Role Determination Settings

Once all the roles, role templates and role/role template assignments are
maintained, the next step is to maintain the actual settings for the roles by specific
user IDs or other objects required by the template definition. In this step, you define
the runtime values that the system uses to resolve roles for a given product.
To maintain the role determination settings:

Simple Mode Role Maintenance.
2. Maintain the role determination settings, according to the template type.
Template type Key Determination Based
• The fields in a key determination based role depend on the template

definition.
• Maintain values for the fields displayed.

Chapter 4 Roles
Template type Function Module Based
New Func. Module

Enter the custom function module. The interface for the function module
is defined in the /OPT/BL_ROLE_SELF_DIRECTED function module.
Template type Org Unit

New Agent Type

Select the agent type (US for user Id, S for position etc).
New Agent Id
Depending on the agent type, select the agent Id (SAP user Id, position
etc.).

Chapter 5
Document Processing Process Configuration
Document Processing (DP) in Vendor Invoice Management (VIM) is primarily used
to preprocess data before creating SAP business documents. The DP process can be
used as a filter to validate, eliminate potential errors and/or duplicates in the
vendor invoice documents.
Note: For details on country specific configuration, see “Country Specific
Configuration” on page 353.
Example 5-1: A possible DP process

1. A vendor invoice is scanned, OCR processed and sent to DP.
2. The indexer validates the data passed from OCR to determine the correct
document type, invoice information etc.
3. The indexer submits the document for further processing.
4. The system validates the data using pre-defined business rules, and if all rules
have been passed, creates an SAP document.
DP comprises the following main concepts:

Document types
• Highest level attribute, effect the processing, process flow and user interface.
• Determine the SAP transaction to be called during document creation.
• Determine the metadata (index) collection screen layout and fields.
• Can be derived from OCR data using the document type determination rules
engine.
• Require no one-to-one relation to SAP ArchiveLink document types.
Process types
• Effect the process flow as required by swimlane definition.
• Each swimlane diagram refers to one process type.
• Are similar to parking or blocking reasons in VIM Invoice Exception.
• Can be used in multiple document types.
• Each document type needs at least one process type.

Chapter 5 Document Processing Process Configuration
• Determine the initial actor and various collaboration options available to the
various actors during the process flow.
Business rules
• Represent a rudimentary engine for determining
• process type
• document type (in case of OCR or external data input)
• Use configuration to apply logical conditions.
• Allow defining of multiple criteria.
• Can be specified regarding order and exclusivity.
• Can be used for validating data from external systems (OCR).
• Can be automatically applied to the metadata to effect the process flow.
• Can be configured to be called at multiple stages in the process flow.
Roles
• Use the standard OpenText role/actor infrastructure.
• Can use the standard key determination infrastructure to configure complex
actor determination logic without programming.
Options and option types
• Comprise the following main types of options:
• Actions
Actions can be based on transactions or class method or workflow tasks.
• Referrals (for collaboration)
• Can effect the processing logic.
• Can effect the user experience.
• Can trigger the workflow engine to re-run the rules on the most current
metadata to effect the process flow.
• Can be configured to change the document status.
BDC IDs
• Build a powerful infrastructure for pre-populating data into SAP transactions
without programming.
• Are optimized for both dialog processing and background processing.
• Allow to set dynamic parameter IDs.
• Can be used to configure new user collaboration actions.

• Eliminate the need to code parameterized transactions.

• Allow to configure BDC success messages.
Duplicate check infrastructure
• Builds a comprehensive infrastructure for configuring different duplicate
check logic.
• Allows specifying multi-step duplicate check logic.
Main steps Implementing process scenarios in the DP workflow component of VIM comprises
the following main steps:
1. Identify the list of DP document types that are needed.
2. Create and configure the association between DP document types and SAP
ArchiveLink process types.
3. Identify the various process types that are required for realization of the process
scenarios.
4. Identify and configure Indexing screen fields.
5. Identify the various roles and configure the roles in the appropriate process
types.
6. Identify and configure the process options according to the swimlanes.
7. Identify and configure the business rules to be executed to identify exception
processing.
8. Configure global customization setting as per customer requirements.

The starting point for any configuration is a set of process flow swimlanes.
Figure 5-1 shows an example for a process swimlane as implemented by the DP
workflow:
Figure 5-1: DP process swimlane example
5.1 Configuring DP Document Types

The document type is the key object in the DP component of VIM. The document
type holds key information about how the document is created in the system (from
external data using OCR or manual entry etc.), Invoice Type etc. OpenText provides
standard document types for most scenarios in VIM.
Configuring the DP document types comprises the following steps:
• “Creating SAP ArchiveLink Document Types” on page 45
• “Creating a New DP Document Type” on page 46
• “Defining Process Types” on page 49
• “Configuring Index Screen Options” on page 51
• “Configuring Automatic Image Display” on page 53
• “Defining the Process Type Determination Sequence” on page 53

• “Maintaining the PO Line Determination” on page 56

• “Maintaining Tax Code Determination” on page 60
• “Configuring Duplicate Check” on page 67
• “Determining PO Invoices by Vendor Table” on page 69
5.1.1 Creating SAP ArchiveLink Document Types

To create SAP ArchiveLink document types:
2. Create new SAP ArchiveLink document types, using the following parameters:
Document type
Enter the SAP ArchiveLink document type.
Description
Enter the description of the SAP ArchiveLink document type.
Document Class
Enter document class. The technical document class identifies the archive
format for documents in the content server.
Note: OpenText recommends that you maintain one SAP ArchiveLink
document type for each DP document type even if you think the process is
the same. This proceeding allows the separation of database and most of
the custom functions.

5.1.2 Creating a New DP Document Type

To create a new DP document type:
1. Execute the /OPT/VIM_1CX1 transaction.
Alternatively, follow LiveLink VIM - Configuration > Document Processing >
Document Type Configuration > Maintain Document Types.
2. In the Document Type Definition Overview screen, double-click a document
type.
3. Define the document type, using the following parameters.
Document Type Definition group

Description
Enter the document type description.
Document Index Type
Select the type of indexing to determine how the system determines the
origin of data. The following values are available:
Indexing using OCR
Use this option if the document is scanned and the OCR interface passes
the data to SAP for creating an OpenText document.

Online Indexing
Use this option if archiving a document using the SAP ArchiveLink Early
Archiving process. Indexing is manual and the person responsible
maintains the data and submits for further processing.
No Indexing
Use this option if there is no indexing required and the document is
directly processed. Use this option if there is no scanned image and the
process is triggered using an API provided by OpenText.
Indexing using Idoc
This is not supported at the moment.
Invoice Type
Decide whether the document generates a Non PO Invoice or a PO Invoice.
Number Range
Enter the number range for the number range object. If a custom number
range object is not defined in global configuration, you can maintain the
number range for object /OPT/DOCID in the Maintain Number Ranges step,
see “Configuring Global Parameters” on page 115.
SAP FI DocType
To determine the SAP document type in the background, enter a fixed
document type or a custom function module.
If you use a function module, enter FM:<Function Module Name>. As the
interface for the function module, use the template
/OPT/BL_IF_DETERMINE_SAP_DTYPE.
From VIM 5.2 SP4 onwards, you can configure separate FI document types
for invoices and credit memos at the DP document type level. Fill the SAP FI
DocType field with two separate FI document types, separated by comma.
Example: If the value in the field is AA,BB, the system will set the FI
document type AA for invoice and BB for credit memos.
You can still configure a custom function module to determine the FI
document type.
Archive Doc. Type
Select the archive doc type defined in the SAP ArchiveLink process, see
“Creating SAP ArchiveLink Document Types” on page 45. We strongly
recommend that each OpenText document type has a unique archive doc
type.
Lines item data
Select the check box if line item data is used that needs to be managed for the
document (for example PO lines).
Header Program/Header Subscreen
OpenText provides subscreens for managing index data both at header level
and item level. If the layout or information on the subscreen is inadequate to

the business process, you can define your own header program and custom
subscreen.
Note: The sections Header Fields and Item Fields in this transaction
are not supported in this VIM version.
Item Program/Item Subscreen
OpenText provides subscreens for managing index data both at header level
and item level. If the layout or information on the subscreen is inadequate to
the business process, you can define your own item program and custom
subscreen.
Note: The sections Header Fields and Item Fields in this transaction
are not supported in this VIM version.
Duplicate Check Data group

Duplicate Check Grp
Select the duplicate check group defined.
Duplicate Check Role
Select the role that gets the work item if the duplicate check fails and system
identifies the document as a potential duplicate.
Document Posting Configuration group

Default Process Type
Select the process type the system uses if the initial business rule check fails
to result in a valid process type.
Usage – This process type is used if no other process type is determined.
Example: If a document has no errors and should directly be created in SAP,
you select a default process type for creating the document.
Dialog Posting Step Options group

Posting Role
Select the role that is responsible for posting the document finally. If the
posting of the document fails in background, this role gets the work item to
post the document in dialog.
Note: A valid role must be already defined, see “Defining Roles” on
page 29.
Display Index Data
Select this check box to display the index document in a separate session
while document posting so the user is able to reference back the index data.
Note: At least one session must be available for display.
Skip Dashboard
Select this check box to skip the dashboard step. The system creates the SAP
document directly during the document posting process for the posting user.

Example: If the document is all okay, the user might want to post it directly,
without displaying the document data.
Display Image
Select this check box to display the archived image linked to the document in
a separate session when the user processes the work item.
Note: Archiving must be active in the system.
Rescan Data group

Rescan Role
Select the role that receives the work item if the document data is not legible
or if the user decides to send the document for rescanning.
Note: A valid role must be already defined, see “Defining Roles” on
page 29.
For a description of further fields in the Document Type Definition Details
screen, see “Tax calculation Group” on page 62, “Maintaining Tax Code
Determination” on page 60, and “Maintaining the PO Line Determination” on
page 56.
5.1.3 Defining Process Types

In this step, you define the valid process types for document types and the BDC Id
for each process type.

2. In the Document Type Definition Overview screen, select a document type
and double-click Document Processes.
3. In the Document Processes Overview screen, select a process type and click the
button in the application bar.

4. In the Document Processes Details screen, define the process type, using the
following parameters.
Process Type
Select the process type that is valid for the document type.
Active check box
Select this check box to achieve that the process type is considered for the
document type, for example if you want to delimit a specific process type
delivered by OpenText or defined in the system but no longer used.
BDC Transaction Id
Select the BDC Id that the system uses to process an SAP transaction to
create an SAP document in user context.
Background Tran Id
Select the BDC Id that the system uses to process an SAP transaction to
create an SAP document in the background. This is relevant if the user does
not want to see the index data (dashboard) during document posting.
Autopost Flag
The following settings are possible:
• Enter X to let the system try to create an SAP document in the
background, using the BDC Id set in the Background Tran Id field. If the
posting fails, the role defined in the Posting Role field in the document
type definition receives a work item to post the SAP document in dialog.
• Enter a custom function module that can be used to determine if the
system should automatically post the document. The interface for the
function module is defined in the /OPT/BL_IF_DETERMINE_AUTOPOST
function module.
ParkReason
Enter the parking reason the system uses to park the document.

Prerequisites
• The BDC Id defined for Document Create is used for parking the
document.
• A valid parking reason is defined in the Maintain Parking Reasons step
for Non PO or PO documents, see “Configuring Parking Reasons” on
page 130 and “Configuring Parking Reasons” on page 176.
Example: If the process type determined is to park a PO invoice for missing
or invalid information, create a parking reason and enter that parking reason
here.
5.1.4 Configuring Index Screen Options

In this step you define how the dashboard looks like for each role in the DP process.
To configure index screen options for document types:

and double-click Index Screen Options.
3. In the Index Screen Options Overview screen, click the New entries button in
the application tool bar to create a new index screen option.
4. Configure index screen options, using the following parameters:
Process Type
Select a valid process type, as defined in “Defining Process Types” on
page 49.

Description
Description of the selected process type
Current role
Role which processes the work item
Allow Changes
Select this check box for a given role to allow all users in the role defined to
change the index data.
Prerequisite – The document should not have been submitted, yet.
Example: If INDEXER and AP_PROCESSOR roles should be able to change
index data, select the Allow changes check box in the Index Screen Options
screen for INDEXER and AP_PROCESSOR roles.
Show Duplicates
Select this check box to achieve that the duplicates identified by the system
are displayed below the index data screen for the role that is processing the
work item.
Example: It might be relevant for the DUP_CHECKER role to look at the
duplicates to decide whether the document is actually a duplicate. For the
AP_PROCESSOR role, showing duplicates might not be that important as the
document might have already completed the duplicate check process and
might be ready to be posted or parked.
Initial Tab
Select the initial tab in document processing. The following values are
available:
Dashboard
The user processing the work item in the role gets to see the Dashboard
(Process Options, Log etc.) subscreen first. However, users can switch
between screens themselves.
Index Data
The user processing the work item in the role gets to see the Index Data
subscreen first. However, users can switch between screens themselves.
Simulate and Bypass
Note: These parameters are introduced with VIM 5.2 SP1, as an
enhancement to the DP Dashboard. See also section 3.2.2 "Application
Toolbar" in OpenText Vendor Invoice Management - User Guide (VIM-
UGD).
Enable Simulate
Select this check box to simulate skipping certain business rules. The
Simulate process will check the relevant business rules.
Example: If any DP document got an exception Invalid Vendor (PO),
you can simulate this by selecting the current role and selecting Enable
Simulate.

Enable Bypass
Select this check box to bypass the business rules.
Example: If any DP document got an exception Invalid Vendor (PO),
you can bypass this by selecting the current role and selecting Enable
Simulate and Enable Bypass.
Dis.Obsolete
Select this check box to hide the Obsolete button in the DP Dashboard for
the selected DP document type and the current role.
Dis.Rescan
Select this check box to hide the Rescan button in the DP Dashboard for the
selected DP document type and the current role.
5.1.5 Configuring Automatic Image Display

VIM 5.2 SP5 introduces the following new feature: You can configure that images
are automatically displayed when the DP Dashboard or the indexing screen is
opened.
To configure automatic image display:

1. Execute the SM30 transaction.
2. Enter /PTGWFI/Z_CONST in Table/view and click Maintain.
3. In the WebFlow Constant Table, under Product Code 005, double-click the
Constant DASHBOARD_IMAGE_AUTO.
4. Enter Constant Value X and save.
5.1.6 Defining the Process Type Determination Sequence

In this step, you define how the system determines a process type for a given
document type. The system validates each step defined here, and if the step fails, the
process type defined against that step is determined. These process-type
determination rules are also referred to as business rules. These steps serve the
purpose of parsing the invoice metadata and of determining any business rules that
are violated.
To define the process type determination sequence:

and double-click Proc. Type. Det. Sequence.

3. Define the process type determination sequence, using the following

parameters:
Step Id/Step description
Define a step Id and enter a step description.
Process Type
Define the process type for the step Id.
Exclusive Indicator
Select this check box if the system should stop checking for next process type
even though the current step resolves a process type.
Exclude from Simulate
Select this check box to exclude the business rule from simulation.
Bypass possible
Select this check box to enable the Bypass icon on the Bypass/Simulate
Business Rules screen for the user, see the following screenshot.

Run in Central
This column appears in satellite systems, only.
Select this check box for any business rule to have it run in the central system
by an RFC call from the satellite system. Some business rules are centralized.
Satellite systems can use such centralized rules by this option.
Example:
If a PO number is missing or invalid, the system should determine process type
101 (Invalid PO number).
In the document processes, you can configure the initial role that gets the work
item to resolve the exception (defined in the definition of the process type).
5.1.6.1 Defining Sequence Steps

In this step you define for a given step Id, the fields that need to be considered for
validating data.
To define sequence steps:

1. In the Proc. Type. Det. Sequence Overview screen, select a step and double-
click Sequence Steps.
2. Define the sequence steps, using the following parameters:

Step Seq.
Enter a numeric value identifying the step sequence.
Field name
Select the field name in document data that is considered for validation.

Check Type
Select the type of check to be performed:
• If Table Field is selected, the system validates that the value of the
document field at runtime exists in the check table mentioned in the
Table field. If the value does not exist, the step is considered to be
successful and the system will determine the process type.
You have to maintain the Table field.
• If Check Function is selected, you can define your own check against the
document field. If the function raises an exception the step is considered
to be successful and the system will determine the process type.
You have to maintain the Check Function field.
• If Constant Value is selected, you can define a constant value against
which the runtime data of the document is compared. If the runtime
value matches the configured value, the step is considered to be
You have to maintain the value of the constant in the Check Val field.
• If Required Field is selected and if there is blank data in the document
field, it is considered as meeting the criteria. The step is considered to be
You have to maintain the Required Field field.
Note: VIM 5.2 SP6 introduces a business rule check function library. This
library offers additional check function modules that are not directly
delivered as pre-customized business rules. You can use the function
modules as new business rules depending on your needs. The new library
is located in function group /OPT/VIM_PROC_TYPE_LIBRARY which has
been created to collect such function modules.
If you want to activate one of the library function modules as a new
business rule for any VIM document type, perform the following
customizing steps:
1. To create a new process type depending on your specific needs,

execute the /n/OPT/VIM_8CX1 transaction. Assign suitable process
options and an initial actor to the new process type.
2. To integrate the newly created process type within the VIM document
type maintenance, execute the /n/OPT/VIM_1CX1 transaction.
5.1.7 Maintaining the PO Line Determination

Note: VIM provides a feature to maintain the PO line determination. PO line
numbers are important for PO invoices but when data is captured from
external system like OCR systems, the PO line number often is not supplied.

The Maintain PO Line Determination Procedures help the system to

determine the PO line numbers.
To maintain the PO line determination:

1. 1. Execute the /n/OPT/SPRO transaction and follow LiveLink VIM -
Configuration > Document Processing > External System Data (OCR/IDOC) >
Maintain PO Line Determination Procedures.
2. In the PO Line Determination ID Details screen, enter the following details:

PO Line Det. ID
The ID should start with 1.
Description
Enter an appropriate description.
Check Function
Optionally, use a custom function module here to determine the PO line
number. By default, the field is blank. An OpenText standard function
module is used.
No of Fields to Match
Specify how many fields should be matched before claiming the PO line
number found. The number of fields you specify here should be less than or
equal to the number of fields you maintain for this Determination ID.
Match All Fields
Select this check box to use all fields maintained in the PO line determination
fields for the Determination ID to find a PO line match.
Exclude Invoiced Lines
Select this check box to exclude the lines in the PO that have been marked as
Final Invoice when trying to find the PO line match. This narrows down
the search for the PO line determination.
3. Double-click PO line Determination Fields in the Dialog structure panel.

4. Maintain the fields you want to use for the PO line determination.
In the example screenshot, MENGE (Quantity), NETPR (Unit Price) and WBRTR
(Amount) have been maintained for determining the PO line match in the
baseline configuration.
5. Click to save your settings.
6. Continue with DP Document Type configuration: Execute the /n/OPT/SPRO
transaction and follow LiveLink VIM - Configuration > Document Processing
> Document Type Configuration > Maintain Document Types.
7. Double-click a line to open the Document Type Definition Details screen.

8. Maintain the Determination Logic ID you have just configured.

9. Save your settings to finish the process.
Note: If the PO line determination doesn’t find the PO line item number while
running the Business Rules, you will get an exception as shown in the
following screenshot of VIM Analytics. You will also get this exception if the
PO line item number is blank or if it is invalid.

5.1.8 Maintaining Tax Code Determination

When data flows to VIM from external systems like an OCR system, the tax code
may not be supplied. However, for auto tax calculation, the tax code is important.
Therefore, VIM provides a tax code determination rule that tries to determine the
tax code corresponding to the supplied tax rate.
The tax code determination works whenever there is a supplied tax rate. See “Tax
calculation Group” on page 62 for details.
To maintain tax code determination:

1. Execute the /n/OPT/SPRO transaction and follow LiveLink VIM -
Configuration > Document Processing > Document Type Configuration >
Maintain Document Types.
2. Double-click a line to open the Document Type Definition Details screen.

In the Tax Code Determination group, the options for tax code determination
are displayed. The following options are available:
• “SAP Tax Determination Logic with OT Tax Table (Simple Maintenance)” on
page 64
• “Tax Determination using OpenText Tax Table (Simple Maintenance)” on
page 65
• “SAP Tax Determination Logic” on page 66
• “Customer Tax Determination” on page 66
Note: Select the Tax Code from Vendor Master check box to retrieve the
tax code from Vendor Master in case any of the other options fails to
retrieve the tax code.

Tax calculation Group

In the Tax calculation group of the Document Type Definition Details screen (see
screenshot above), you define the tax calculation options for the DP document type.
The following options are available:
Auto Calculate Tax
Select this check box if you want the system to calculate the tax based on the tax
code either supplied explicitly during the indexing stage or determined by the
system from the supplied tax rate.
Allow Zero Tax Rate
Select this check box if you want the system to determine the tax code for a 0.00
tax rate (zero tax rate). If blank or empty is supplied, the system cannot
determine the tax code, so the value should be 0.00 or greater.
Allow without Tax
Select this check box for scenarios without input tax, that means, nothing is
supplied from tax perspective and you still want the system to carry it forward.
Note: This option only works if Auto Calculate Tax is not selected.
Calculate Tax on Net
New feature with VIM 5.2 SP6 for Non PO DP Approval: Use this check box if
you want the system to differentiate between gross and net. The check box is
document type specific instead of user specific, because approval might be
accomplished by several different users.
As a prerequisite, you must configure the global constant CALC_TAX_ON_NET. See
“Configuring Tax Calculation on Net Amount” on page 259 for details.
If the global constant CALC_TAX_ON_NET is set to D, you can define Calculate Tax
on Net document type specific in the Document Type Definition Details screen:
• Select the Calculate Tax on Net check box to define that G/L account
amounts are to be entered net.
• Clear the Calculate Tax on Net check box to define that G/L account
amounts are to be entered gross.
SAP has two different tax flags that control the line amount and balance on the
Non PO parking screen and VIM Non PO parked approval:
• auto_calc tax flag that is document specific.
• calculate-tax-on-net-amount flag that is user specific.
In the past, VIM had only the auto-calc tax flag for Non PO DP approval. The
calculate-on-net-amount tax flag, known from Non PO processing, was not
available for DP documents. VIM interpreted the missing second flag as being
empty. If the auto-calc flag was selected, the gross amount was expected in the
Non PO DP line items.
The following combinations are possible with the two tax flags:

Test Document Flag User Flag Item

Case auto_calc calculate-tax-on-net- Amount
(BKPF-XMWST) amount
(BKPF-XSNET)
1 X Gross
2 Net
3 X X Net
4 X Net
If auto_calc is selected and calculate-tax-on-net-amount is not selected (Gross),

the line items have to be filled with gross amount.
All other combinations require net amounts in the line items in order to have a
correct balance.
Test Case 1
If auto_calc is selected, and calculate-tax-on-net-amount is not selected
(Gross Amount, tax included):
Balance = Header Gross amount - (sum of all line item amounts)
Test Cases 2 and 4
If auto_calc is not selected (Net Amount):
Balance = Header Gross amount - (tax amount in header + sum of all line
item amounts)
Test Case 3
If auto_calc is selected and calculate-tax-on-net-amount is selected (Net
Amount, no header tax available):
Balance = Header Gross amount - (calculated tax + sum of all line item
amounts)
CALCULATED TAX = sum all (line item amount * tax rate on the line)
Tax Jurisdiction Code Determination

Tax procedures that have tax jurisdiction codes need to determine tax jurisdiction
first. The system checks the following to determine the jurisdiction code:
1. If a PO line exists, the system tries to retrieve the jurisdiction code from the PO
line item.
2. If the PO line item does not contain a jurisdiction code, the system checks for a
jurisdiction code based on the plant for the PO line item.
3. If still no jurisdiction code is found or if the invoice is a Non PO invoice, the
system picks up the jurisdiction code from the vendor master.
Note: If no jurisdiction code is found for tax procedures with jurisdiction code,
the tax code determination fails.

Possible Reasons for Tax Code Determination Failures

If the tax code determination fails, consider the following possible reasons:
• The PO line item tax code does not match the tax rate supplied.
• There are multiple tax codes belonging to the same tax rate supplied.
• A tax rate may match with one tax code but the tax code contains multiple rates.
• The tax jurisdiction code has not been determined, in case a tax procedure with
jurisdiction code is used.
For example, the United States have the TAXUSJ tax procedure with jurisdiction
code.
If the tax code determination fails, an Invalid Tax Info exception is raised in the
VIM Analytics report, see screenshot below. In this case, the workflow is routed to
the Tax Expert for further actions.
5.1.8.1 SAP Tax Determination Logic with OT Tax Table (Simple

Maintenance)
This option uses the following logic:
1. The system reads the tax code from the PO line and checks if the tax rate
supplied by the external system matches uniquely. If the tax code exists in the
PO line item and no match is found, the tax code is considered to not determine
and the system stops checking further.
2. If the tax code does not exist in the PO line or the invoice is not a PO invoice, the
system proceeds as follows:
a. The system checks all tax codes of input tax type for the country and checks
if the tax rate supplied matches uniquely with only one tax code. If no
match is found, the system proceeds further.
b. The system selects the tax code from the OpenText table based on the tax
rate (Simple Maintenance). See “Tax Determination using OpenText Tax
Table (Simple Maintenance)” on page 65.
c. If the above step does not result in a tax code match, the system retrieves the
tax code from Vendor Master if the Tax Code from Vendor Master check
box is selected in the DP configuration. The system checks if the vendor tax
code contains only one tax rate and if that tax rate matches with the tax rate
supplied. If it matches, the tax code is determined.

Note: If the tax procedure with tax jurisdiction is used, the jurisdiction code is
determined first and this code is used in conjunction with tax code to retrieve
the match. For details on the jurisdiction code determination, see “Tax
Jurisdiction Code Determination” on page 63.
5.1.8.2 Tax Determination using OpenText Tax Table (Simple

Maintenance)
a. The system selects the tax code from the OpenText tax table based on the tax
rate (Simple Maintenance).
To maintain the Tax Code Determination Configuration:

1. To maintain the table /OPT/VIM_TAX_CFG, execute the
/OPT/VIM_BL_TAX_CFG transaction.
2. For a given Country key and Vendor ranges, maintain Tax Rate versus
Tax Code.
For tax procedures with jurisdiction code, additionally use the
Jurisdiction code field to maintain Tax Rate versus Tax Code entries.
b. If the above step does not result in a tax code match, the system retrieves the

5.1.8.3 SAP Tax Determination Logic

a. The system checks all tax codes of input tax type for the country and checks
if the tax rate supplied matches uniquely with only one tax code. If no
match is found, the system proceeds further.
b. If the above step does not result in a tax code match, the system retrieves the
5.1.8.4 Customer Tax Determination

You can use a Custom Function Module to determine the tax code. The function
module must be compatible with the interface of the function module
/OPT/VIM_TAX_CODE_DETERMINE:
*"--------------------------------------------------------
*"*"Local interface:
*" IMPORTING
*" REFERENCE(LOCATION) TYPE CHAR1 OPTIONAL
*" TABLES
*" INDEX_ITEM STRUCTURE /OPT/VIM_1ITEM
*" CHANGING
*" REFERENCE(INDEX_DATA) TYPE /OPT/VIM_1HEAD OPTIONAL
*"--------------------------------------------------------

5.1.9 Configuring Duplicate Check

In this step, you define the duplicate check procedure and assign it to a document
type. In the DP process the system uses this configuration to identify potential
duplicates and routes the work item to the duplicate check role defined in the
document type configuration.
Configuring duplicate check comprises the following steps:
• “To define a duplicate check group:” on page 67
• “To define duplicate check fields for a group:” on page 68
To define a duplicate check group:

Document Type Configuration > Maintain Duplicate Check Procedures.
2. To add a duplicate check group, click the New entries button in the application
toolbar.
3. Define the new duplicate check group, using the following parameters:
Duplicate Check Grp
Enter the 3 digit id identifying the duplicate check group.
Description
Enter a description for the duplicate check group.
Duplicate Check Type
Select Function Module or Index Data Fields from the drop down list.
Function Module
Select Function Module to configure duplicate check in a custom
function module. Enter the function module in the Duplicate Chk Func
field.

Index Data Fields

Select Index Data Fields to configure duplicate check based on the
fields defined in the Group Fields. See “To define duplicate check fields
for a group:” on page 68.
Ext. Dup. Check Func
Define a function module to define extended duplicate check to check SAP
documents. The interface for the function module is the following:
FUNCTION <FUNCTION>.
IMPORTING
REFERENCE(I_INDEX_DATA) TYPE /OPT/VIM_1HEAD
EXPORTING
REFERENCE(O_DUPLICATES) TYPE /OPT/VIM_1HEAD_T
TABLES
INDEX_ITEM STRUCTURE /OPT/VIM_1ITEM OPTIONAL
Run Duplicate Check in Central System

This check box appears in satellite systems, only.
In multiple systems scenario, select this check box in any satellite system to
scan for duplicates through all DP documents of all systems in the
landscape, central as well as satellite systems.
The configuration data for Run Duplicate Check in Central System does
not have to be centralized. Local configuration can work without the need of
centralizing configuration data.
Note: The Aggregation Report batch job for the OTH_VMHEAD group runs
periodically and synchronizes the data of SAP IM documents to the
central system. The frequency of the batch job can be adjusted as
needed. Run Duplicate Check in Central System yields desired results
only after the batch job synchronized data with up to date information.
See section 18.9 "Scheduling the Aggregation Report" in OpenText
Vendor Invoice Management - Administration Guide (VIM-AGD) for
details.
To define duplicate check fields for a group:

In this step, you define the fields that need to be considered to define a duplicate
check. You can define multiple groups by maintaining them in the same step id.
1. In the Group Definition Overview screen, select a group and double-click
Group Fields in the navigation pane.

2. Define duplicate check fields for the selected group, using the following
parameter:
Dup Check Step Id
Enter a value to group different fields from document data.
Example:
If a document should be considered duplicate if document date, reference
number and gross amount matches or document date, reference number and
PO number matches, you can define:
• Step Id 1, Field name BLDAT
• Step Id 1, Field name XBLNR
• Step Id 1, Field name GROSS_AMOUNT
• Step Id 2, Field name BLDAT
• Step Id 2, Field name XBLNR
• Step Id 2, Field name EBELN
5.1.10 Determining PO Invoices by Vendor Table

VIM 6.0 introduces the new table /OPT/VT_DOC_DET. You can maintain the table
using the SM30 transaction. Currently, this table is specific to invoices processed in
China but, by design, this table can be used for other countries as well.
The table /OPT/VT_DOC_DET stores the vendors that send PO based invoices. In
China it is possible to send PO based invoices without providing the PO numbers
on it. Using this table, you can configure certain vendors that do this practice,
thereby determining the DP document type correctly.

The system first checks the entries in table /OPT/VT_DOC_DET. If the vendor is found,
the DP document is considered as a PO based invoice. If no vendor entry is found,
the system checks for the existence of any PO numbers on the invoice.
You can maintain vendors per company code and also ranges of company code and
vendor combinations.
5.2 Roles in Document Processing

OpenText delivers standard roles for Document Processing (DP) in the baseline.
To display the table of roles, execute the /OPT/CP_9CX5 transaction.
Alternatively, follow OpenText LiveLink VIM Menu > SAP menu > Roles > Role
Maintenance.
To create a new role, follow the process described in “Defining Roles” on page 29,
with product code 005.
5.3 Configuring DP Process Options

In this step, you define the process options that a role gets to see on the DP
dashboard during the DP process. These options are available for use in any process
type configuration.

To configure DP process options:

Process Configuration > Maintain Process Options.
2. Configure DP process options using the following parameters:

Option Id
Enter a 5 digit number identifying the process option.
Option Button Text
Enter the text that appears on the button for this option in the users’
dashboard.
Option Text
Enter a description that describes the option in detail.
Option Type
Select the type of option:
BDC Action
A BDC ID is executed if the user chooses this option.
Note: If you select BDC Action you have to maintain the BDC
Configuration Id.
Referral
User can refer the work item to a target role for further processing.
Note: If the Override Res. Actor check box is selected, the user has
an option to send the work item to users other than the ones
determined by the system for the target role.

Class Method
At this point, this is not supported.
Call Transaction
The system calls the transaction that is defined in the Transaction Code
field.
Note: If you select Call Transaction you have to maintain the
Transaction Code field.
Workflow Task
The system calls a (sub) workflow or task before continuing the process.
Select Workflow Task to define any custom post processing steps for a
given option.
Auto Action Required
Select this check box to let the system try to post the document (create SAP
document) in background. The transaction that is called for posting depends
on the process type configuration.
Recheck Proc Type
Select this check box to let the system try to run the business rules as
defined.
Confirm Check Rules
Select this check box to let the system try to get a confirmation from the user
to rerun the business rules.
Confirm Execute
Select this check box to let the system get a confirmation from the user to
execute the option.
Confirm Completion
Select this check box to let the system get a confirmation from the user that
the option is successfully executed.
Display Index Data
New since VIM 5.2 SP6. Select this check box to let the system display
indexing data of the DP in a separate window while executing this process
option.
Note: After Display Index Data is selected for a certain Process Option,
the feature is applied to all Document Types.
Document Status
Select the status set for the document if the option is executed successfully.
5.3.1 Using the BDC ID Infrastructure

In VIM, many processes base on configuring the system to execute a sequence of
operations. This concept is implemented by configuring a BDC ID, a very flexible
infrastructure that allows to:
• execute a transaction code without any configuration

• execute a transaction code pre-populating process data without having to code

how the data is read
• configure a custom function module to be executed to achieve the process option
The substeps in the definition of a BDC ID are the following:
• “Defining a BDC ID” on page 73
• “Defining Parameters” on page 75
• “Defining Transaction Data” on page 77
• “Defining Success Messages” on page 81
5.3.1.1 Defining a BDC ID
To define a BDC ID:

Document Type Configuration > Maintain BDC Procedures.
2. In the BDC Definition Overview screen, double-click a BDC configuration Id.
3. Define the BDC ID, using the following parameters:

Note: If the Custom BDC Function at the bottom of the screen is

maintained, the system ignores all other BDC Definition settings.
Description
Enter a meaningful description for the action.
Transaction Code
Enter the related SAP transaction code.
Data Area
Enter Indexing for DP
Processing Mode
Select settings for processing:
Display all screens
Use this option to display all screens.
Display errors
BDC mode E: Stops at Error screen.
Background processing
BDC Mode N: Use this option for background processes.
Background processing; debugging possible
Not used
Update
Select the Update mode to call transaction. Possible values: Local,
Synchronous, or Asynchronous.
CATT Mode
Select the CATT mode. The following values are possible:
No CATT
’ ’ No CATT active
CATT without individual screen control

‘N’ CATT without single-screen control
CATT with individual screen control

‘A’ CATT with single-screen control (can be selected for running in
MIRO in background)
Default Size
Select this check box to use the default window size.
Continue after Commit
Select this check box to specify that the transaction does not end at COMMIT
WORK.
Not a BI Session
Select this check box to specify no batch input mode, that is, SY-BINPT =
SPACE.

End: No BI
Select this check box to specify no batch input mode after the end of BDC
data.
Custom BDC Function
Maintain the custom BDC function, and the system will ignore all settings in
the BDC Definition Details screen. Figure 5-2 on page 75 shows the
function module interface.
Figure 5-2: BDC ID function module interface
5.3.1.2 Defining Parameters

In this section, you define the parameter ids that are set before calling a BDC
transaction.
To define parameters:
1. In the BDC Definition Details screen, double-click Parameters in the
navigation pane.

2. Define the following parameters:

SPA/GPA
Parameter Id (Check definition with SAP Documentation)
Value Det. Type
Function module
Figure 5-3 on page 77 shows example and interface.

Figure 5-3: Parameter function module interface
As the data head is structure, it is not specified. Use field symbol to pass
it on to the respective structure.
You can use the function module parameter ID also as exit before calling
BDC transaction.
Create a dummy parameter ID and use the custom function module for
any processing that needs to be done before BDC call.
Application Variable
Application Variable is used to reference index field values.
System Field
System Field is used to reference system fields.
Default Value
Default Value is used to set default values as parameters.
Class Method
Currently not implemented.
5.3.1.3 Defining Transaction Data

In this section, you define the transaction data that is passed to various screens
when the transaction is called.

To define transaction data:

1. In the BDC Definition Details screen, double-click Transaction Data in the
navigation pane.
2. In the Transaction Data Overview screen, double-click an Index ID on the very
left of the table.
3. Define the transaction data, using the following parameters:

Index ID
Sequence step number for the BDC data table
Program
Enter the name of the program.
Screen number
Enter the screen number.
Start Screen
Select the check box to indicate a new screen.
Line Number for Item
Enter the line number for the table control line item. Normally blank.
BDC Field Name
Enter the BDC field name.
BDC Field Value
Enter the actual value, based on the Value type.

Value Det. Type

The Value Determination Type settings are similar to the settings in
“Defining Parameters” on page 75.

Function Module
The BDC field value can be retrieved dynamically based on a function
module.
Figure 5-4: Transaction data function module interface
Note: BDC infrastructure is used in multiple areas of VIM, so

DATA_HEAD declares the BDC field as field symbol and passes on the
correct structure. Figure 5-4 on page 79 is an example for DP usage.
The value of the table field from table /opt/vim_1head can be used in the
application variable. If you choose Application Variable, enter the
field name from table /opt/vim_1head into the BDC field value table.

System Field (SYST)

To pass any system variable like date and time, choose field value type
System Field and enter the system variable into the BDC field value.
Default Value (Constant)

To pass on constant values like BDC_OKCODE, use the Constant Value
field type. Enter the value without quotation marks.
Class Method
Currently not implemented.
BDC Extension Function Module
You can use this option to add a screen field to BDC Data structure based
on special logic, for example country specific screen fields. When you use
this option, enter the following values and leave the remaining fields
empty. See the following screenshot.
Program
EXTENSION
BDC Field Value

Function module name

The function module interface must be like the one shown in the
following screenshot. Append the BDC field information to the table
BDCDATA for each field.
5.3.1.4 Defining Success Messages

In this step, you define the success messages issued by the system to indicate the
successful completion of the process.
If success messages are maintained, the system checks for the messages at the end of
the transaction, and if they match any other messages returned from BDC, the
system treats it as transaction completed.
To define success messages:

1. In the BDC definition screen, select a BDC Configuration Id and double-click
Success Messages in the navigation pane.
2. Define success messages using the following parameters:

Index
Sequential line item number
Application Area
Select the message class.
Message ID
Select the message number.

The success message is not required for all transactions. In a few cases, like MIRO and
FV60 transactions, the transaction itself exports a Process_key-complete flag to
memory ID name as work item ID, and then the system also treats the transaction as
completed.
The following is the example code for exporting a document creation flag in case of
MIRO and FV60 transactions.
DATA l_objkey TYPE swotobjid-objkey.

CALL FUNCTION 'GET_WORKFLOW_ID'
IMPORTING
workitemid = l_objkey
EXCEPTIONS
not_found = 1
OTHERS = 2.
CHECK: sy-subrc EQ 0, l_objkey NE space.
IMPORT process_key TO l_prockey FROM MEMORY ID l_objkey.
CHECK sy-subrc EQ 0.
l_prockey-bus_objtype = 'BUS2081'.
l_prockey-bus_objkey = l_rbkp+3(14).
l_prockey-complete = 'X'.
EXPORT process_key FROM l_prockey TO MEMORY ID l_objkey.
The following screenshot shows the structure to be implemented for

/OPT/PROCESS_KEY.

5.4 Invoice Processing Plug-ins
5.4 Invoice Processing Plug-ins

Invoice processing plug-ins comprise the following:
• Business Add-Ins (BAdI)
• Business transaction events (BTEs).
5.4.1 Activating BAdI for Invoice Processing

For PO based invoices (transaction MIRO), Business Add-Ins (BAdI) determine
document completion. The corresponding VIM BAdI exports the Process_Key-
complete flag and also object type and object key.
In this step, you need to verify that the BAdI used for PO based invoice processing
is active. This is important to successfully terminate the document processing
workflow and start PO parked/blocked workflow (if required).
Usage:
• When a PO document is parked, the VIM BAdI triggers an OpenText process to
capture the reason for parking the invoice which triggers the OpenText PO
parked invoice workflow process.
• When a PO document is posted and the PO document is blocked for any reason,
the VIM BAdI triggers the PO blocked invoice workflow process.
To verify BAdI PO park invoice exit:

1. Execute the SE19 transaction and check the BAdI /OPT/VIM_ENH_SPOT_MIRO
(Classic BAdI for lower SAP version /OPT/VIM_CHECK_MIRO).
The BAdI implementation has to be available and active on the system.

You can also check the activation in the Switch Framework, which is accessible
through transactions SFW2 and SFW5.
2. In the Switch Framework: Change Business Function Status screen, make sure
that Planned Status for /OPT/VIM_SFW_MIRO is On.
5.4.2 Activating BTEs for FI Invoice Processing

In this step, you define BTEs (Business Transaction Events in FI invoice processing)
that are delivered with VIM. These BTEs are required to trigger the OpenText Non
PO Parked Invoice Process. For more information on how BTEs work, refer to the
SAP documentation on BTEs.
To verify the BTE Non PO park invoice exit:

1. Execute the FIBF transaction.
On the Settings menu, point to Products > of a partner, and click Activate.
Note: For VIM 6.0 below SP3, check Products > of a customer because
within SP3, the BTE environment has been moved from customer to
partner space.
The /OPT/VIM product must be active.

5.5 Extending Document Data
2. On the Settings menu, point to P/S Modules, and click of a partner.

Note: For VIM 6.0 below SP3, check P/S Modules > of a customer because
within SP3, the BTE environment has been moved from customer to
partner space.
The following entries must be available.
5.5 Extending Document Data

It is possible that OpenText delivered data-fields are not sufficient for business
requirements. In that case, enhance the following structures to capture additional
data.
/OPT/VIM_1RDOC_DATA
This structure is used to capture data that is document specific and not process
specific. If a field is applicable for both POs and Non POs, maintain the field
here. An example for that field is the company code which can be for POs and
also for Non POs.
/OPT/VIM_4RAPP_DATA
This structure is used to capture data that is specific for Non PO approvals. If a
field is applicable to Non PO approvals, maintain the field here.
/OPT/VIM_BL_1RIDX_DATA
This structure is used to capture index data which may or may not be used in
subsequent processes. If you want to create a field that is specific to index
documents, extend this structure.
Prerequisites for extending document data

• Developer authorization
• Knowledge of SAP database tables and structures

To extend document data:

1. Execute the SE16 transaction.
2. Display the corresponding structure, see above.
3. Click Append Structure.
4. Maintain the Append Structure definition and fields.
5. Activate your settings.
5.6 Mapping External System Data (OCR/IDoc)

In this step, you map external data to document fields in Document Processing (DP).
If you have defined any fields in “Extending Document Data” on page 85, these
fields show up during the mapping.
Note: This step is only required when external data is sent to SAP using an
OCR interface.
Prerequisites
• Document entry by OCR required
• Document data structures extended as described in “Extending Document Data”
on page 85 (optional)
To map external system data:


5.6 Mapping External System Data (OCR/IDoc)
2. Create entries to map external data fields to index document fields.

External field
The value in this field is case sensitive.
Field type
Select Header or Item.
Document Field Name
Select the field in document data that will be mapped to.
Function for Conversion
If there is any necessity to convert the format of the data coming from the
external system, enter a conversion function module. Any function module
that you enter here, whether SAP standard or a custom one, should be
compatible with the interface of function module
CONVERSION_EXIT_ALPHA_INPUT.
5.6.1 Configuring Line Item Fields for External System Data

Note: If you only use Baseline DP document types and Baseline fields for the
DP document types, you can skip this section.
You might want to add line item fields to the indexing screen for DP document
types, for example to map certain fields from external system input like OCR. In this
case, you must perform the following configuration for these fields to allow them
getting values from the external system. Fields that are not configured here will
remain blank even if data is exported from the external system.
Tip: You can also use this configuration to define how any line item field is
displayed on the indexing screen.
To configure DP line item fields:

1. Execute the /n/OPT/VIM_BL_ITEM_SCR transaction.
Country Specific Localization > Screen config for Document Type indexing
item screens

Every line represents one line item field of a DP document type, indicated by
the Field Name. The table comprises all line item fields of all DP document
types.
2. Configure the fields in the Field Stat column, using the following parameters:
Input
Users can enter values on the indexing screen.
Required
Users must enter values. The field is marked as mandatory.
Hide
The field does not appear on the indexing screen.
Note: If you want to import and store data from an external system but
you do not want to show them in the indexing screen, you can use this
setting.
Display Only
The field appears on the indexing screen, but the user cannot enter values.
5.7 Configuring the Process Type

A process type in the VIM DP process is used by the system to determine if the
process type is an exception, and to define the initial role that gets the work item.

The user process options for each role define the options on the dashboard for each
role.
5.7.1 Defining the Process Type

To define the process type:
1. Execute the /n/OPT/VIM_8CX1 transaction.
Process Configuration > Maintain Process Types.
2. Define the process types using the following parameters:

Process Type Number
5 digit unique number identifying the process type.
Process Type
Description of the process type.

Initial Actor
Select the initial role that gets the work item.
Initial Actor Function
Select a custom function module to determine the initial role. The system
first checks if there is an initial actor. If there is no initial actor, the system
tries to get the initial actor from the function module.
Is Exception
Select this check box to mark the process type as exception. If this check box
is selected, the process type is not relevant for automatic background
document posting.
Auto Start
Relevant for DP based approval workflow. If the process type corresponding
to the approval workflow is determined, the system checks whether the
Auto Start check box is enabled. If yes, the system starts the approval
workflow if it is enabled. If Auto Start is not enabled, processing continues
with the initial actor assigned to the current process type. The initial actor
will manually start the approval workflow.
Create SR
Relevant for the SSF integration. This column is only available if VIM is
integrated with CRM SSF. See “SSF Integration” on page 437.
Select this check box to configure that an automatic Service Request is
created in background when this process type is triggered.
Country Check
Relevant for country specific configuration, for the following kinds of
process types:
• Process types that are specific to a single country or multiple countries
• Process types that need to be checked for specific invoice categories in
specific countries only
• Custom process types that need to be executed only for certain invoice
categories of a country
Select this check box for these process types.
This check box tells the VIM system to check the country configurations also
before the check defined in the process types is executed on the invoice.
Baseline configuration provides the check box as selected for the baseline
process types that need additional checks to be performed for the country
configuration.
See “Process Types” on page 361
Workflow Type
Select Opentext Approval Workflow from the drop down list to start the DP
based approval workflow. With Opentext Approval Workflow selected, it is
possible to select or clear the Auto Start check box, as the case may be.

Select External Workflow from the drop down list to run any external
workflow (based on SAP technology) outside SAP IM workflows as a part of
any business rule. With External Workflow selected, the Auto Start option
is always enabled.
Select SRM System Integration from the drop down list for SRM scenarios
or any other external systems where an email will be sent and the workflow
will be in wait status. See “Supplier Relationship Management (SRM)
Integration” on page 535.
Task ID
Enter the workflow template to be triggered. The workflow template
container can be of any interface as the binding is controlled by a custom
binding function module.
Binding Function
Enter the Workflow Binding function module.
It must be implemented in the system where the SAP IM workflow is
running, to pass appropriate data to the external workflow. The function
module should have an interface as /OPT/VIM_DASHBOARD_BINDING. Inside
the custom function, in this case, implement Dataflow = E (Inward Binding).
You can access the complete container elements of the DP workflow from the
table parameter CALLING_CONTAINER. Regarding how actual to implement
the binding function, you can refer /OPT/VIM_DASHBOARD_BINDING.
As a simple implementation, element INDEXDOCUMENT can be accessed from
the container CALLING_CONTAINER. DP (Document Processing number) can
be retrieved and other indexing information can be extracted and passed to
the elements of the CALLED_CONTAINER container, which is the container of
the external workflow. The external workflow must also raise the event
/OPT/V1001.PSS_COMPLETED at the end in the system where the SAP IM
workflow runs so that the SAP IM workflow proceeds further.
Example 5-2: Sample code for the Workflow Binding function module
FUNCTION Z_SHV_BINDING.
*"-----------------------------------------------------------
*"*"Local interface:
*" IMPORTING
*" VALUE(DATAFLOW) LIKE SWABINDEF-DATAFLOW
*" TABLES
*" CALLED_CONTAINER STRUCTURE SWCONT
*" CALLING_CONTAINER STRUCTURE SWCONT
*"-----------------------------------------------------------
include <cntn01>.
DATA : lcl_indexer TYPE REF TO /opt/cl_vim_doc_processor,

l_curr_role type SWCONT-VALUE.
data : l_head type /opt/vim_1head,
lo_v1001 TYPE swc_object,

l_objkey TYPE swotobjid-objkey,

l_docid TYPE /opt/docid,
l_bus2012 TYPE swc_object.
IF DATAFLOW = 'E'. " Task Container <== Workflow

Container
" Called_Container -- Calling_container
**************************************************************
**
* The binding is as follows
* External Workflow Container <=== VIM Workflow Container
* ===================== <=== =======================
**************************************************************
**
* Convert the Calling Container to Persistent
SWC_CONTAINER_TO_RUNTIME CALLING_CONTAINER.
swc_get_element calling_container:
'IndexDocument' lo_v1001 .
swc_get_object_key lo_v1001 l_objkey.

l_docid = l_objkey.
select single * into l_head from /opt/vim_1head

where docid = l_docid.
swc_set_element called_container: 'HEAD' l_head.

swc_create_object l_bus2012 'BUS2012' l_head-ebeln.
swc_set_element called_container: 'PurchaseOrder'

l_bus2012.
SWC_CONTAINER_TO_RUNTIME called_container.
SWC_CONTAINER_TO_PERSISTENT called_container.
ELSEIF DATAFLOW = 'I'. " Task Container ==> Workflow

Container
" Called_Container -- Calling_container
**************************************************************
**
* The binding is as follows
* External Workflow Container ===> VIM Workflow Container
* ===================== =======================
**************************************************************
**
* Convert the Called Container to Persistent
SWC_CONTAINER_TO_RUNTIME CALLED_CONTAINER.

SWC_CONTAINER_TO_RUNTIME CALLING_CONTAINER.
ENDIF.
ENDFUNCTION.
Max Retry Counter

Retry Time (Minutes)
Mail Config ID
Function Module for Rcvr Email
Function Module to send email
These columns are only relevant for the SRM integration. See “Missing
Goods Receipt Scenario” on page 540.
Logical System
Enter the name of the system where the external workflow is supposed to
run. The external workflow should be based on SAP technology.
5.7.2 Defining User Process Options

In this step, you define process options for each role. Process options are associated
with the process type.
To define user process options:

1. In the Process Type Definition Overview screen, select a process type and
double-click User Process Option in the navigation pane.
2. Define process options, using the following parameters:

Option Id
Process option identifier
Description
Description of the option
From Actor
Select the source role that gets the work item.
To Actor
Select the target role that receives the work item if the action is performed.
This is only available if the option is a referral.
Check FM
Enter a check function module to restrict the option for a role. You find the
interface for the check function module using /OPT/VIM_BL_CHECK_FM_2012.
5.8 Configuring Indexing Line Matching from OCR

Results
With VIM 5.2 SP3 and higher, OCR can provide all purchase orders and all delivery
notes that are found in one invoice on header level. Previously, the business rule
Unable to Determine PO Line no was used to derive PO item numbers for the
indexing lines. As an extension for the feature of line determination for invoicing,
VIM 5.2 SP3 introduces a new business rule Manual Check Needed for indexing
lines. The former rule Unable to Determine PO Line no stays valid as it
complements the line determination.
The new business rule allows deriving all billable lines that are based on purchase
orders or delivery notes at header level. The automatic derivation runs as a
background process in the following cases:
• OCR did not supply any line items.
• OCR supplied incomplete line items.
Line items whose mandatory fields are empty are treated as incomplete.
OCR lines
• If no OCR lines are supplied, the entire proposal that is based on reference
documents is used to form indexing lines, based either on PO orders in the
documents or on Delivery Notes, but not on both.
• If OCR lines are supplied, and all lines’ mandatory fields are filled, no business
exception occurs.
• If OCR lines are supplied, but some lines have empty mandatory fields, these
lines are considered as incomplete.
Incomplete OCR lines are checked if certain fields are complete. According to the
configuration, either the lines proposed by the MIRO transaction or the OCR
supplied lines can then form the basis for indexing lines. See “To configure Z

5.8 Configuring Indexing Line Matching from OCR Results
constants for the business rule Manual Check Needed for Indexing Lines:” on
page 97.
Business exception
A business exception occurs under the following conditions:
• When a line is still considered incomplete due to missing mandatory fields.
• When the system automatically derives a line or a field value.
Completeness check for indexing lines

Indexing lines that contain Non GR-IV based PO line items have the following
mandatory fields:
• PO Number
• PO Item
• Quantity
• Amount
• UOM
Indexing lines that contain GR-IV based PO line items have the following
mandatory fields:
• PO Number
• PO Item
• Delivery Note /GR Reference Document
• Quantity
• Amount
• UOM
• Net Price
Once the system has determined that indexing lines are incomplete, the system
derives the missing mandatory fields based on the configuration described in “To
configure Z constants for the business rule Manual Check Needed for Indexing
Lines:” on page 97.
To implement the derivation of indexing lines, you need to perform the following
configurations:
• “Setting Up the Derivation Infrastructure” on page 96
• “Enhancing the DP Dashboard” on page 100
• “Enhancing MIRO for Pre-population of Data During Online Invoice Creation”
on page 101
• “Changing BAPI Configuration” on page 106

• “Implementation Considerations” on page 107

• “Example Scenarios” on page 108
5.8.1 Setting Up the Derivation Infrastructure

For deriving invoice lines based on POs and delivery notes as reference, the business
rule Manual Check Needed for Indexing Lines is used.
To configure the business rule Manual Check Needed for Indexing Lines:
See also “Defining the Process Type Determination Sequence” on page 53.
2. At DP Document Type level, configure process type 110 Manual Check Needed
for Indexing Lines anywhere after process type 109 Unable to determine PO
line no.
3. Clear the Exclusive Indicator check box for process type 109.
Since process type 110 is used to further determine missing lines, this is
necessary to avoid exceptions occurring as a result of the system not being able
to determine the PO item number.
4. Clear the Exclusive Indicator check box for process type 107.
Process type 107 is obsolete when process type 110 is used.
5. Open the Sequence Steps screen for process type 110. See also “Defining
Sequence Steps” on page 55.

6. Enter the Check Function /OPT/VIM_LINES_DERIVE_PO.

7. Execute the /n/OPT/VIM_BL_ITEM_SCR transaction.
Country Specific Localization > Screen config for Document Type indexing
item screens. See also “Configuring Line Item Fields for External System Data”
on page 87.
8. For the DP Document Type, configure the fields as highlighted in the

screenshot.
To configure Z constants for the business rule Manual Check Needed for
Indexing Lines:
Configuration > Document Processing > External System Data (OCR / IDoc) >
PO Line Determination > Maintain Constants for PO Invoice Lines >
Maintain PO Invoice Lines Related Constants.
This menu path takes you to the list of Z constants that influence the PO line
matching.
The following Z constants are relevant for the business rule Manual Check
Needed for Indexing Lines:
• PATH_INCOMPLETE_LINE
• LEVEL_PREFERENCE
• REF_DOC_PREFERENCE

2. In the list of Z constants, double-click PATH_INCOMPLETE_LINE to configure the

process when incomplete indexing lines exist.
3. Enter Constant Value MO, OK, or OD. See the following description.
MO
Use MIRO proposal as basis for incomplete OCR lines.
All lines that are based on reference documents are read from the MIRO
proposal. All MIRO lines for which matches are found in OCR line items are
overwritten with OCR Amount/Quantity.
• While matching, PO/PO item will be used as a key for Non GR IV case.
• PO/PO item or delivery note will be used as a key for GR IV case.
All lines that could not be matched against OCR lines stay unchanged.
Finally, the modified MIRO lines are updated in the indexing item table.
OK (default value)
Use OCR lines as basis for incomplete OCR lines without deleting any
unmatched OCR lines.
OCR lines are evaluated line by line. All lines based on reference documents
are read from the MIRO proposal. All OCR lines for which matches are found
in the MIRO proposal are overwritten with MIRO Amount/Quantity if the
OCR Amount/Quantity is missing.
All lines that could not be matched with MIRO lines stay as they are. Finally,
the modified OCR lines are updated in the indexing item table.

OD
Use OCR lines as basis for incomplete OCR lines and delete those lines from
OCR for which no match could be found.
OCR lines are evaluated line by line. All lines that are based on reference
documents are read from the MIRO proposal. All OCR lines for which
matches are found in the MIRO proposal are overwritten with MIRO
Amount/Quantity if the OCR Amount/Quantity is missing.
All lines that could not be matched against MIRO lines and that are
incomplete are deleted. Finally, the modified OCR lines are updated in the
indexing item table.
4. In the list of Z constants, double-click LEVEL_PREFERENCE to configure if users
choose PO/delivery note either at header level or line level.
5. Enter H for header level or L for line level.

6. In the list of Z constants, double-click REF_DOC_PREFERENCE to configure if users
choose either purchase order or delivery note as their base.

7. Enter PO for purchase order or DN for delivery note.
Important
LEVEL_PREFERENCE is used in conjunction with REF_DOC_PREFERENCE.
These two values indicate the starting point for selecting reference
documents, in order to propose lines for invoicing: either purchase
orders or delivery notes that appear either at line item level or at header
level.
Example:
If LEVEL_PREFERENCE is L and REF_DOC_PREFERENCE is PO, the system
uses purchase orders at line item level as the basis for getting proposals.
If no purchase order exists at line item level, the system uses delivery
notes at line item level.
If no documents exist at line level, the system uses the header level and
starts with purchase orders, there.
If no purchase order is supplied, the system uses delivery notes at
header level.
5.8.2 Enhancing the DP Dashboard

The existing DP Dashboard needs to be enhanced to allow the user to take lines
from SAP and populate them to the line item indexing dialog, based on delivery
notes or purchase orders as reference. This utility allows the user to take lines for
invoicing that are normally proposed by the MIRO transaction.
The enhancement adds 2 buttons to the DP Dashboard: The PO Reference and
Delivery Note Reference buttons can be used to provide a list of reference
documents for invoice proposal.

To activate reference buttons in the DP Dashboard:

2. Double-click ENABLE_MATCHING_SCR.
3. Enter Constant Value X to activate the buttons in the DP Dashboard.
5.8.3 Enhancing MIRO for Pre-population of Data During

Online Invoice Creation
This covers the aspects related to online posting via the MIRO transaction via
Enhancement Points (for ECC 6.0 version). Currently, the line items from the
indexing dialog window are lost when a user executes online postings. Due to the
complexity of MIRO, normal BDC is not possible to pass lines from the indexing
screen. The following configurations are necessary:
To ensure that BDC Configuration ID 200 exists in the system:

Document Type Configuration > Maintain BDC Procedures. See also
“Defining a BDC ID” on page 73.

2. Ensure that the BDC Configuration Id 200 PO Invoice Posting Online -

Special is listed. BDC Configuration Id 200 is used to run the MIRO
enhancement logic. BDC Configuration Id 200 refers to function
/OPT/VIM_PREPOPULATE_MIRO.
To configure the Z Constant entry for BDC Configuration Id 200:

2. Double-click BDC_POSTING_ONLINE.

BDC Configuration Id 200 is a special BDC Configuration Id which in turn calls

the standard BDC Configuration Id based on the Z constant
BDC_POSTING_ONLINE.
3. Enter the Constant Value 1.

Baseline uses 1 as the default value which is a normal BDC Configuration Id to
call the MIRO transaction for online posting.
Process option BDC Configuration Id 200 is a special BDC Configuration Id. It, therefore, needs to
be attached to a user process option, which in turn is called from the DP Dashboard.
Either create a new process option or change the existing process option for PO
invoice posting, as shown in the following procedure.
To configure the process option:

Process Configuration > Maintain Process Options. See also “Configuring DP
Process Options” on page 70.
2. Double-click the line with Option Id 2009 Post PO Invoice
3. Enter the BDC Configuration Id 200 PO Invoice Posting Online - Special.

VIM Baseline delivers a special BDC Configuration Id 200 that is configured
within Option Id 2009 as part of the BC set. Option Id 2009 already exists, so
make sure to take a note of BDC Configuration Id 200, before you activate the
BC set for the indexing line matching.

User process You need to configure the user process option 2009 Post PO Invoice for process
option type 110 Manual Check Needed for Indexing Lines.
To configure the user process option:

Process Configuration > Maintain Process Types.
2. In the Process Type Definition Overview screen, select process type 110
Manual Check Needed for Indexing Lines and double-click User Process
Option in the navigation pane. See also “Defining User Process Options” on
page 93.
3. Maintain process option 2009 Post PO Invoice for appropriate roles under
process type 110, as shown in the screenshot.
Enhancement The following functions need to be plugged in using implicit enhancements:

spots
Note: These functions are valid for SAP version ECC 6.0. For versions earlier
than ECC 6.0, use SAP Modification.
/OPT/VIM_BUILD_REFERENCE_DOCS
This function is used for passing the reference documents (include LMR1MF3S).
Call this function inside the subroutine ZUORDNUNGSKRITERIEN_AUFBAUEN.

/OPT/VIM_CHANGE_PROPOSAL_MIRO
This function is used to manipulate the lines from proposal (include LMR1MF3U).
Call this function inside the subroutine ZUORDNUNG_DURCHFUEHREN.
********BEGIN OF CODE PIECE**************************
data: vim type c.
CALL FUNCTION '/OPT/VIM_CHANGE_PROPOSAL_MIRO'

EXPORTING
RBKPV = rbkpv
IMPORTING
VIM = vim
TABLES
DRSEG_CT = ydrseg
.
***********BEGIN OF ADDITIONAL MIRO CHECKS*******************
if VIM = 'X'.
loop at ydrseg.
CHECK Ydrseg-selkz NE space .
PERFORM menge_pruefen USING rbkpv

'X'
CHANGING ydrseg.
* -------- Bestellpreismenge prüfen ------------------------*

PERFORM bpmng_pruefen TABLES t_errprot
USING 'X'
'X'
rbkpv
CHANGING ydrseg.
* -------- Wert prüfen -------------------------------------*

PERFORM wert_pruefen TABLES t_errprot

USING rbkpv
space
CHANGING ydrseg.
modify ydrseg.
endloop.
endif.
***********END OF ADDITIONAL MIRO CHECKS***********************
********END OF CODE PIECE**************************
5.8.4 Changing BAPI Configuration

If you need to change the configuration for certain BAPIs and configure a plug-in
custom function module in BAPI, perform the following steps.
To change the BAPI configuration:

Document Type Configuration > Maintain BDC Procedures. See also
“Defining a BDC ID” on page 73.
2. Double-click BDC Configuration Id 6.
3. Replace the existing BAPI with custom BAPI compatible to interface
/OPT/VIM_52_BAPI_DOCLINES_PO.
4. Return to the BDC Definition Overview screen, and double-click BDC

Configuration Id 11.
5. Replace the existing BAPI with custom BAPI compatible to interface
/OPT/VIM_52_BAPI_PO_PARK.
You might not want to entirely overwrite the BAPIs with custom BAPIs as described
above. The other way to allow some custom modifications is to use a custom plug-in
function module.
To configure a plug-in custom function module in BAPI:

2. Double-click CUSTOM_FM_PLUGIN.

This Z constant allows you to plug in your own function module, in order to
enhance the functionality lines for posting or parking via BAPI. This plug-in
custom function is called within /OPT/VIM_52_BAPI_DOCLINES_PO and
/OPT/VIM_52_BAPI_PO_PARK, just before creating the SAP documents.
3. In Constant Value, enter the name of your custom function module.

The interface of the custom function should look like the following:
FUNCTION ZXXXXXX.
*"---------------------------------------------------------------
*"*"Local Interface:
*" TABLES
*" ITEMDATA STRUCTURE BAPI_INCINV_CREATE_ITEM
*" TAXDATA STRUCTURE BAPI_INCINV_CREATE_TAX
*" WITHTAXDATA STRUCTURE BAPI_INCINV_CREATE_WITHTAX
*" RETURN STRUCTURE BAPIRET2
*" CHANGING
*" REFERENCE(HEADERDATA) TYPE BAPI_INCINV_CREATE_HEADER
*"---------------------------------------------------------------
5.8.5 Implementation Considerations

The following notes are useful for implementing the indexing line matching from
OCR results:
Notes on the automatic derivation of invoicing lines – The automatic matching
works fine if maximum keys are supplied. This means, supplying PO/PO item ask
keys at least helps the system carrying out matches versus the proposed lines. Keys
include PO number, PO item number, and Delivery Note (if applicable for the
invoice) or Good Receipt (if applicable for the invoice).
Good Receipts If multiple Good Receipts (GRs) are not allowed for a particular item, the PO/PO
item combination is a good key for matching.

If multiple GRs are allowed for a PO item, the delivery note or GR document needs
to be supplied to find a match.
Sometimes, when a delivery note has multiple GRs linked to it, the business rule 110
Manual Check Needed for Indexing Lines will result in an exception, even if the
delivery note is supplied. If this is the case, you may need to explicitly supply a GR
document.
If the delivery note and the GR document correspond at a 1:1 ratio, supplying the
delivery note along with the PO/PO item is sufficient for finding a match.
PO item You must determine a PO item number before you run the new business rule 110
numbers Manual Check Needed for Indexing Lines for better matching.
Service-based PO line items are not fully supported. If you use MO as the basis for
incomplete OCR lines or always derive lines from the SAP proposal, the service-
based PO line items can be determined. However, if a service-based PO line item is
supplied but incomplete (mandatory fields missing), it may not be possible to
determine missing fields correctly.
The older business rule 109 Unable to determine PO line no complements the new
enhanced functionality. Business rule 109 Unable to determine PO line no is used
to determine PO item numbers for a particular indexing line only. If business rule
109 Unable to determine PO line no derives PO item numbers automatically, the
exception is not raised by the Baseline configuration. The older rule for finding PO
item numbers is set up by the configuration in transaction /OPT/VIM_POL where you
set up a PO line determination ID and then associate this determination ID to the DP
document type.
Notes on the MIRO enhancement to pass indexing lines from DP Dashboard –
All the lines from indexing that could be matched are manipulated with Indexing
Amount and Quantity and are highlighted when selected.
Lines that could not be matched stay unselected.
Matching is the key to pass Indexing Amount and Quantity.
Matching works the best when all key values are available for the indexing lines.
5.8.6 Example Scenarios

Example 5-3: The OCR indexing lines are not supplied
The following input is passed as reference documents:

The exception related to the business rule 110 is triggered.
The indexing lines are derived.
Example 5-4: The OCR indexing lines are supplied, but certain lines are not
complete
Amount is missing in both line items.

The following input is passed as reference documents:

The missing amounts are derived.
Example 5-5: The OCR indexing lines are supplied, but certain lines are not
complete for GR-IV based lines
Neither a delivery note nor a GR reference document exists for line item 1 which is
GR-IV based.
It is important to have the delivery note or the actual GR document mentioned in
the indexing line if the PO line item is GR-IV based.
Missing fields (GR documents) are derived for GR-IV based lines.

5.9 Additional Process Configurations

This section describes the following configurations:
• “Maintaining Rescan Reasons” on page 111
• “Maintaining Obsolete Reasons” on page 112
• “Maintaining Scan Locations” on page 112
• “Maintaining Dynamic Columns” on page 113
5.9.1 Maintaining Rescan Reasons

In this step, you maintain rescan reason codes for the document. The reason will be
used when the user chooses to send the document to rescan.
To maintain rescan reasons:

Process Configuration > Maintain Rescan Reasons.
2. Maintain the rescan reasons using the following parameters:

Code
Rescan reason code.
Description
Description of the rescan reason.

Comm Required
If you select this check box, the user must maintain the comments to
proceed.
5.9.2 Maintaining Obsolete Reasons

In this step, you maintain reasons for setting an obsolete flag for a DP document so
that the process can complete without the creation of an SAP invoice. This reason
code will be used when a user chooses to set a document to “obsolete” status.
To maintain obsolete reasons:

Process Configuration > Maintain Obsolete Reasons.
2. Maintain the obsolete reasons using the following parameters:

Code
Obsolete reason code
Description
Description of the obsolete reason
Comm Required
If you select this check box, the user must maintain the comments to
proceed.
5.9.3 Maintaining Scan Locations

In this step, you maintain scan locations for document archiving.
To maintain scan locations:



Process Configuration > Maintain Scan Locations.
2. Maintain the scan locations using the following parameters:

Scan Location
Scan location for archiving
Description
Scan location description
5.9.4 Maintaining Dynamic Columns

In this step, you define how the system determines values for dynamic columns in
the user's inbox during work item processing.
To maintain dynamic columns:

1. Follow LiveLink VIM - Configuration > Document Processing > Workflow
Configuration > Maintain Dynamic Columns.

2. Maintain the dynamic columns using the following parameters:

Column Header
Enter text to appear as column header in user's inbox.
Dynamic Col. Type
Define how the dynamic column value is determined. The following values
are possible:

5.10 Configuring Global Parameters
Table Field
Data will be populated from the /OPT/VIM_1HEAD table.
Container Expression
Data will be populated from container data from task TS9578003.
Custom Function
Data is derived using a custom function module. A sample interface can
be found from function module /OPT/BL_IF_SET_DYNAMIC_COLUMN.

Document Processing (DP) provides enhanced functionality. For this purpose,
global configuration parameters are used.
Important
Take care when you change the global configuration parameters. Changes
can affect the functionality of the process.
To configure global parameters:

General Configuration > Global Configuration.
2. The following list defines the usage of each of these constants:

GR_CHECK_EXIT
Usage
This constant defines the function that is called to check if the Goods
Receipt (GR) for the PO is already done.
This constant is only applicable for Brazil.
Default value
/OPT/VIM_BL_CHECK_GR_EXIT
GR_MOVEMENT_TYPE
Usage
This constant defines the movement type to be used when posting the
goods receipt (GR) document in background. It can either be a fixed
value or a function module name.
Default value
For a fixed value, just mention the movement type in the constant value,
for example: 101.
For a function module, use the format FM: <function_name>.
GR_POST_BAPI_EXIT
Usage
This user exit bases on a function module. The function module defined
in this constant is called by the standard program before the SAP BAPI is
called while posting the goods receipt (GR). You can use this user exit to
change values being passed to the BAPI.
Default value
None
The interface of the custom function module must be the same as
/OPT/DPPO_GR_BAPI_POST_EXIT.
DP_NPO_POSTING_EXIT
Usage
This user exit bases on a function module. The function module is called
before calling the non PO invoice posting BAPI
BAPI_ACC_DOCUMENT_POST in function module
/OPT/DNONPO_INVOICE_BAPI. You can use this user exit to modify the
baseline data in BAPI structures.
This constant is applicable for all countries.
Default value
None

The interface of the custom function module must be the same as

/OPT/DNONPO_INVOICE_BAPI_EXIT.
APP_DOCU_URL
Usage
The custom help URL for the DP dashboard. You can provide custom
help for users to look up processing steps they need to take when they
are processing the DP dashboard.
Default value
www.opentext.com
IMG_DOCU_URL
Usage
The custom help URL for OpenText IMG. Do not change this constant.
Default value
www.opentext.com
MAIN_WF_TEMPLATE
Usage
The default workflow template that will be triggered for DP. Do not
change this value.
Default value
WS00275255
NUMBER_RANGE_OBJECT
Usage
The default number range object for DP is /OPT/DOCID. If you want to
define a custom number range object for document number ranges,
define the value of the number range object here.
Default value
None
Note: If you change this value, you will have to maintain the number
ranges for the documents separately. The OpenText delivered
/OPT/VIM_1CX6 transaction will not work in this case for maintaining
number ranges.
PREPROCESS_EXIT_FM
Usage
A custom function module can be used as a value for this constant to
change the document values (Index Data etc.) before the workflow starts.
Default value
None

Interface
CALL FUNCTION <CONSTANT>
CHANGING
INDEXER = LCL_INDEXER TYPE REF TO
/OPT/CL_VIM_DOC_PROCESSOR
REMINDER_USER_EXIT
Usage
This configuration value is used to maintain a custom function allowing
to format e-mail content when sending reminders to users holding work
items.
Default value
/OPT/VIM_NOTIF_USER_EXIT_TEMP
Interface
TABLES
OUT_DATA STRUCTURE /OPT/VIM_S1_REMINDER_DISPLAY
FIELDS_CATALOG STRUCTURE LVC_S_FCAT
SORT_FIELDS STRUCTURE LVC_S_SORT
SERVICE_ENTRY_BSART
Usage
This configuration value is relevant for service entry processing: The
service entry document type.
Default value
None
SERVICE_ENTRY_BSTYP
Usage
This configuration value is relevant for service entry processing:
Purchase document category for service entry.
Default value
None
WI_TEXT_FM
Usage
This configuration value is used to maintain a custom function allowing
to format the work item text.
Prerequisite
Knowledge about work item data
Default value
/OPT/BL_IF_DETERMINE_WI_TEXT

Interface
EXPORTING
VALUE(INDEX_DOCID) TYPE /OPT/DOCID
IMPORTING
REFERENCE(WI_TEXT) TYPE SWW_WITEXT
DP_DASHBOARD_TASKID
Usage
This configuration value is used to determine the dashboard task in DP.
The task should be compatible to task TS00275257.
Prerequisite
Knowledge about workflow tasks
Default value
TS00275257
Note: Do not change this value as a change affects the behavior of the
application.
DUP_CHECK_DELIMIT
Usage
This configuration value is used to determine which characters in the
document reference number are considered as delimiter to determine a
document as a duplicate.
Default value
/-
Example
If a document with reference number REF-1 should be considered as a
duplicate for REF, the delimiter that should be maintained is -.
LIST_WF_STATUSES
Usage
This configuration value is used to determine at which document statuses
the PO parked workflow should be triggered. The document status in
question is the SAP document status.
Default value
A
Note: Do not change this value.

WFDOCTYPE
Usage
This configuration value is used to determine for which SAP document
types the PO/Non PO workflow is triggered. This eliminates the

triggering of the workflow for unwanted document types. Separate the

values by comma.
Default value
KR,RE,KG
Example
If you want to trigger the workflow for GL documents (document type
AB) maintain value AB here.
WFTRGPLANT
Usage
This configuration value is used to determine for which plants the PO /
Non PO workflow is triggered. This eliminates the triggering of the
workflow for unwanted plants. If you want to consider all plants,
maintain the value * here.
Default value
*
Example
If you want to stop triggering the workflow for plant 0001, maintain all
plants different from 0001 here.

Chapter 6
PO Parking Process Configuration
Note: In VIM 5.2, the Baseline implementation of handling parked PO and Non
PO invoices has switched to the DP document. This change applies to the
entire exception handling (except price and quantity block on the posted
document) and to Invoice Approval.
Vendor Invoice Management (VIM) provides functionality for managing parked PO
invoices (MIRO transaction) and exceptions therein.
The main processing concept involved in managing parked PO invoices is the
concept of “parking reasons”. Parking reasons define the overall processing of the
invoice as required by the process swimlane.
Main concepts
Parking reasons
• Parking reasons effect the process flow as required by the swimlane
definition.
• Each swimlane diagram translates to one parking reason.
• Parking reasons determine the initial actor and various collaboration options
available to the various actors during the process flow.
Roles
• Roles use the standard OpenText role/actor infrastructure.
• Roles can use the standard key determination infrastructure to configure
complex actor determination logic without programming.
• For the PO parking process, the role concept uses the product code LIX.
• The following main types of options are available:
• Actions
• Actions can base on transactions or class methods or workflow tasks.
• Options and option types can effect the processing logic.
• Options and option types can effect the user experience.
• Options and option types can make the workflow engine rerun the rules on
the most current metadata to effect the process flow.

Chapter 6 PO Parking Process Configuration
• Options and option types can be configured to change the document status.
BDC IDs
• BDC IDs build a powerful infrastructure for pre-populating data into SAP
transactions without programming.
• BDC IDs are optimized for both dialog processing and background
processing.
• BDC IDs can be used to set dynamic Parameter IDs.
• BDC IDs can be used to configure new user collaboration actions.
• BDC IDs eliminate the need to code parameterized transactions.
• BDC IDs can be used to configure BDC success messages.
Main steps The following are the main steps involved in implementing process scenarios in the
PO parking process:
1. Identify the various parking reasons that are required for the realization of the
process scenarios.
2. Identify the subscreen to be called during the document parking process.
3. Identify the roll out criteria.
types.
The starting point for any configuration is a set of process flow swimlanes. The
following swimlane is an example of such a process as implemented by the PO
invoice parking workflow:

6.1 Defining Rollout Criteria
The following sections describe the main steps of the PO parking process
configuration:
• “Defining Rollout Criteria” on page 123
• “Configuring Process Options” on page 126
• “Configuring Parking Reasons” on page 130
• “Configuring Global Parameters” on page 135

In this step, you define when the VIM PO parked document process needs to be
triggered. To completely disallow the PO parked document process, deactivate the
event linkage as described in “Event Linkages” on page 125.
Note: Company codes are part of the rollout criteria, besides document types
and plants, for the PO parking process, the PO blocking process, and the Non
PO parking process.
• Plants and document types maintenance for rollout has been moved to tables
from constant table.

• Rollout company codes, plants, and document types are maintained in the
respective tables by using the OpenText Customization:
Company codes
/OPT/VIM_CCODE_A
Plants
/OPT/VIM_PLANT_A
Document types
/OPT/VIM_DTYPE_A
• You can maintain plants only for PO invoices.
To define the rollout criteria:

1. To define the rollout criteria, execute the /n/OPT/SPRO transaction and follow
LiveLink VIM - Configuration > PO Based Invoice Configuration > Parked
Invoice Processing Configuration > Rollout Criteria (Workflow Start
Conditions) > Allowed Company Codes, Plants, Document Types.
2. In the Allowed Company Codes screen, select either both PO Invoice Process
and Non PO Invoice Process or only one of the check boxes for the respective
Company Code.
3. Click New entries to add a company code.
Save your settings when finished.
4. Double-click Allowed Plants and Allowed Document Types in the navigation
panel to switch to the respective screens and define the rollout criteria for plants
and document types, as described for company codes.

The respective receiver function module triggers the workflow based on the
data in the tables. The workflow is triggered when there is no data maintained
in the table(s) or the data meets all the conditions such as company code,
document type and plant (only for PO invoices).
6.1.1 Event Linkages

In this step, you define the standard event linkage delivered by OpenText as active.
Caution
If you change the configuration in this section, the PO parking process might
not trigger at all.
To define the standard event linkage as active:

1. To access the Event Type Linkages screen, execute the /OPT/VIM_IMG241
transaction.
Alternatively, follow LiveLink VIM - Configuration > PO Based Invoice
Configuration > Parked Invoice Processing Configuration > Rollout Criteria >
Event Linkages (PO Parked Invoices).

2. Make sure the Linkage Activated check box is selected.
6.2 Configuring Process Options

Process options are the functions a user can perform during the dialog Dashboard
activities. Process options interact with workflow processes. The configuration of
these options is used in the following scenarios:
• Parking PO invoice processing
• Blocking PO invoice processing
• Parked Non PO Invoice processing
The process options configuration comprises the following steps:
• “Defining a Process Option” on page 126
• “Configuring User Process Options” on page 129
6.2.1 Defining a Process Option

To define a process option:
1. Execute the /OPT/SPRO transaction and follow LiveLink VIM - Configuration >
PO Based Invoice Configuration > Parked Invoice Processing Configuration >
Park Reason Maintenance > Process Option Definition
2. Click the New Entries button in the application toolbar.

3. Define the process option, using the following parameters:

Option Type
Select the option type:
Action
The system executes an SAP transaction code defined against this action.
Authorization
This option type is relevant only if the option selected is a PO blocked
scenario. It allows the user to complete the line level workflow and the
target role to execute the transaction code defined against the
authorization option.
Referral
The work item is forwarded to the target role defined in the user process
options configuration.
Approve/Reject
The Approve/Reject option type has more relevance in the Invoice
Approval process as these are predefined options.
BDC Action
Similar to the Action option type, but the transaction/execution has
more flexibility to be configured in the BDC ID defined here.
Workflow Task
Triggers a custom (sub) workflow when the user selects the option.
Note: Some of the following parameters are only available for certain
option types.
Option ID
Enter a 5 digit numeric ID that represents the option.
Description
Enter a description.
Option Short Text
Enter the description that is shown on the button in the user dashboard for
this option.
BDC Configuration Id
Select the BDC ID that will be called when the user selects the option for
execution. This field is applicable only if the option type is BDC Action.
Task
Enter the (sub) workflow/task to be triggered when the user selects the
option. The task must be compatible to OpenText workflow task.
Transaction Code
Define a transaction code to be called when the user executes the option.
This is only relevant if the option type is Action or Authorization.

Check Autopost
Define if the system shall try to post a parked document in background after
successful execution of the option:
• Enter X to enable automatic posting.
• Enter FM:<FUNCTION> where <FUNCTION> is a custom function module
to determine if the document will be posted. This is relevant when it is
difficult for the system to define the auto-post criteria directly.
Comments Required
Select this check box to force the user to maintain comments once this option
is executed.
Hdr Level Decision
Select this check box to achieve that the system applies the decision to the
entire document rather than to the current line item in the process. This is
applicable in the PO blocked invoice processing scenario where there may be
options that need to be applied to the entire PO invoice and not just the line
item that is being worked on.
Confirm Execution
Select this check box to achieve that the user will be prompted to confirm the
option selected.
Example: If an option deletes the SAP document, a confirmation from the
user to really perform the action makes sense.
Confirm Completion
Select this check box to achieve that the user will be prompted to confirm
successful completion of the option.
Override
Select this check box to achieve that the user will be able to select any SAP
user in the system as the user(s) that will receive the work item when it is
referred, and not just the users the system proposes after running the role
resolution process. This parameter is applicable only in the Referral option
type.
Validate Override User
Select a function module that is used to validate the users that the current
user overrides.
Example: If a work item needs to be sent for approval, which is technically a
referral, and the user is allowed to change the proposed users, this custom
validation is required to disallow users to choose anyone they want.
Run Inv. Verification
Select this check box to run invoice verification when the current process
ends.
Process Complete
Select this check box to end the current process and start the next process.

6.2.2 Configuring User Process Options

In this step, you define all the process options available for roles when a PO invoice
document is parked.
Configuring the process options comprises the following steps:
• Define user process options for all the roles in the process.
• Delimit available options for each parking reason in individual parking reason
definition.
Tip: The standard SAP authorizations for transactions are checked for the
underlying transactions in a user process option.
To configure user process options for PO parked documents:

Technical Configuration > Advanced Process Option Configuration > PSS
User Process Options - OST
2. Click New Entries in the application toolbar.
3. Configure the user process options, using the following parameters:

Block Reason
Select block reason. 9 is the system defined block reason for PO parked
invoices.
From Actor
Select the role that sent the work item.
To Actor
Select the role that receives the work item after successfully processing the
option.

Option Type
Select the type of process option (Action, Referral, BDC Action, Approve,
Reject, etc., see “Configuring Process Options” on page 126)
Option ID
Select the ID of the process option.
Condition FM
• Define a condition function module to restrict availability of an option to
a role even if the availability is defined here.
Example: If you would like to show the option “Change Purchase Info
Record” only if the Purchase Order has a Purchase Info Record (PIR), you
can define a custom function to verify the existence of the PIR and issue
an error if there is no PIR.
• If an error is issued in the function module, the option will not be
available to the user.
• For the interface of the condition function module, see function module
/OPT/BL_CONDFM_INFOPROVIDER.
6.3 Configuring Parking Reasons

Figure 6-1 shows the parking reason selection screen.
Figure 6-1: Parking reason selection screen

In this step, you define the valid parking reasons. Each parking reason represents a
process scenario as represented in a swimlane diagram.
Configuring a parking reason comprises the following actions:
• Define the parking reason.
• Define the roles that are responsible for receiving the first work item in the
process, for posting the PO invoice, and the initial approver.
• Define if the process triggering needs to be delayed.
• Delimit the available options for the parking reason.
To configure a parking reason:

Park Reason Maintenance > Parking Reason Definition Maintenance
2. Select a parking reason and click in the application bar.

3. Define the parking reason, using the following parameters:

Description
Enter a description for the parking reason.
Active Indicator
Select this check box to achieve that the user can select the parking reason
during parking of a PO invoice.
Approval Required
Select this check box to achieve that the parking reason will be considered
for the Invoice Approval process. For details on the Invoice Approval
process in VIM, see “Invoice Approval” on page 195.

Subscreen Program/Screen Number

Select a subscreen that can be configured to capture additional information
from the user when the user chooses a particular parking reason.
• You can extend the structure /PTGWFI/M_PRKMTR to capture additional
data during parking a PO invoice.
Example: If a PO invoice needs to be parked for “Service Entry Sheet
Required”, the system needs to know who is the Service Requisitioner.
This additional information can be programmed in a custom subscreen
for the parking reason “Service Entry Sheet Required”.
• Copy the OpenText delivered subscreen program and screen number to
ensure that the common part include /PTGWFI/PRK_COMMON_PART is
defined and data read/transferred properly.

Autopost
Select this check box to achieve that the system tries to post the parked
invoice after the routing is complete.
Posting Actor
Define the role responsible for posting the invoice and also responsible for
handling errors if the posting in background fails.
Initial Actor
Define the role who receives the first work item in the process when the
current parking reason is selected.

Example: If a PO invoice is parked for “Currency Mismatch”, the initial role

that needs to look at the invoice is the BUYER to correct the PO. Maintain
BUYER as initial actor.
Initial Actor FM
You can define a custom function module to determine the initial actor.
Example:
A PO is parked for a reason that is applicable to BUYER or REQUISITIONER
depending on the availability of a value REQUESTER in Purchase Info Record
or Goods Receipt. You can then define a custom function module to
determine the availability of value for REQUESTER in Purchase Info Record or
Goods Receipt and set the initial actor accordingly.
For the interface of the function module, see function module
/OPT/BL_Q_INIT_ACT_FM.
Available Options
Define the options that are available for the role on the dashboard during PO
parked invoice process for the current parking reason. Separate the options
by semicolon. The option format is AXXXX where A is the option type and
XXXX is the 4 digit value representing the option ID.
The system uses these values in conjunction with the user process options
defined in “Configuring User Process Options” on page 129 to determine
which options show up for the role’s dashboard.
Initial Approver
Define the role of the initial approver if the invoice document is sent for
approval.
Delay Function
• Define the custom function module that can be used to restrict the
immediate triggering of the PO parking process even if the user selected
the current parking reason when the invoice is parked.
Example: The PO is parked for “Credit Memo Required” and you know
that Credit Memo is on its way and will not show up for the next two
days. You might then want to send the work item to the AP's inbox not
before two days. For this purpose, you can define a custom function to
restrict the triggering of the work item for the user for the next two days.
• For the interface of the delay function module, see function module
/OPT/BL_P_DELAYFM_SRM.

This section describes the various global customization parameters that are
available. Global parameters control various aspects of the processing logic for PO
invoice parking process flows.

Important
Configuring global parameters comprises the following actions:

• “Configuring Transactions to Create Parked Invoices” on page 136
• “Configuring Screen Exits” on page 137
• “Configuring the Option Order” on page 139
• “Defining a Preprocess (Sub)workflow” on page 140
• “Configuring Binding Function Exits” on page 141
• “Configuring the Pre-dashboard Method Exit” on page 142
• “Configuring the Post-dashboard Method Exit” on page 143
• “Configuring a Post Process (Sub)workflow” on page 143
• “Configuring an Autopost Exit” on page 144
• “Configuring a Parked Document Posting Exit” on page 145
• “Configuring the Image Display Function” on page 146
• “Configuring the Parking Functionality” on page 147
• “Configuring Populating Screens for Re-enter Options” on page 147
6.4.1 Configuring Transactions to Create Parked Invoices

In this step, you configure the transactions that create parked PO invoices.
To configure transactions to create parked invoices:

3. In the WebFlow Constant Table, under Product Code PIR, double-click the
Constant PO_BASED_INV_TCODE.

4. Enter the Constant Value: MR01;MIR7;/PTGWFI/LIV_CHG_PKRS;
6.4.2 Configuring Screen Exits

In this step, you configure the custom program/subscreen that displays the header
data on the user dashboard.
Example:
After you have selected a particular parking reason, you want a particular subscreen
to appear as shown in the screenshot below.

To configure screen exits:

1. Copy the OpenText delivered header program and subscreen.
Note: We strongly recommend that you copy the program and subscreen
because the common part /PTGWFI/WLIX_COMMON_PART is required to
communicate to the main program.
2. To access the configuration for PRKPROG and PRKSCREEN, execute the

/OPT/VIM_IMG207 transaction.

Configuration > Parked Invoice Processing Configuration > Technical
Configuration > Dashboard Screen Customization > Screen Exits.

3. Configure PRKPROG and PRKSCREEN, using the following parameters:

Constant: PRKPROG
Usage
Subscreen program for parked invoice dashboard header subscreen. To
provide additional data on the invoice dashboard, you can define your
custom screen here.
Default Value
/PTGWFI/PRK_SUBSCREEN01
Constant: PRKSCREEN
Usage
Subscreen number for parked invoice dashboard header subscreen. To
custom screen here.
Default Value
9901
6.4.3 Configuring the Option Order

In this step, you configure the order in which the options appear in the user’s
dashboard in the parked invoice process. For details on options, see “Configuring
To configure the option order:

1. Execute the /OPT/VIM_IMG208 transaction.
Configuration > Dashboard Screen Customization > Option Order
Configuration.

2. Configure the order in which the options will appear in the user’s dashboard,
using the following parameters:
Description
Enter a description of the option order.
Constant Value
Value for the option order. Default value: 10ATR
Example: If you want all actions to show up first, maintain A10TR. The
options will be shown in order actions, approvals, rejections, authorizations
and referrals.
6.4.4 Defining a Preprocess (Sub)workflow

In this step, you define a custom (sub)workflow that needs to be triggered before the
PO parking workflow process is triggered.
To define a preprocess (sub)workflow:

Configuration > Advanced Process Customization > Pre Process
(sub)Workflow – Parked Invoices.

2. Configure the Constant Value that is used to trigger a custom (sub)workflow

before triggering the PO parked invoice workflow process.
Default Value – None
6.4.5 Configuring Binding Function Exits

In this step, you define custom function modules that can transfer data to the
OpenText delivered workflow processes for the PO parked invoice process.
To configure binding function module exits:

Configuration > Advanced Process Customization > Binding Function
Module Exit > Dashboard Step.
2. Configure the function module exits, using the following parameters:

Constant PRK_PSS_BIND_FM1
Usage
This function module is used to manipulate the workflow container
during inward binding (task container to workflow container). This
manipulation facilitates many features such as populating Analytics with
custom data etc.

Default value
/PTGWFI/PRK_TMP_BIND_EXT_FM
Constant PRK_PSS_BIND_FM2
Usage
during outward binding (workflow container to task container). This
manipulation facilitates the user to capture process information and
populate with additional information.
Default value
/ORS/000007_LIX_PSS_BIND_O
Note: Do not change this value. If you need additional information to be

captured for analytics or other purposes, first call the standard function
/ORS/000007_LIX_PSS_BIND_O within your function. Otherwise,
unexpected failures in the VIM PO Parked Invoice Management process or
subsequent processes may occur.
6.4.6 Configuring the Pre-dashboard Method Exit

In this step, you define custom function modules that will manage custom data
before calling the dashboard.
To configure the pre-dashboard method exit:

Configuration > Advanced Process Customization > Pre Dashboard Method
Exit - Parking.
2. Configure the pre-dashboard method exit, using the following parameters:

Constant Value
This value is used to manage document data before calling the dashboard.

Default value – None
6.4.7 Configuring the Post-dashboard Method Exit

In this step, you define custom function modules that will manage custom data after
calling the dashboard.
To configure the post-dashboard method exit:

Configuration > Advanced Process Customization > Post Dashboard Method
Exit (Parked Invoices).
2. Configure the post-dashboard method exit, using the following parameters:

Constant Value
This value is used to manage document data after calling the dashboard.
6.4.8 Configuring a Post Process (Sub)workflow

In this step, you define custom subworkflows that will execute after completing the
PO Parked Invoice document process.
To configure a post process (sub)workflow:

Configuration > Advanced Process Customization > Post process
(sub)Workflow- Parked Invoices.

2. Configure a post process (sub)workflow, using the following parameters:

Constant Value
If you want to call a custom subworkflow after completing the PO Parked
Invoice Document process, you can define a workflow template/task here.
6.4.9 Configuring an Autopost Exit

In this step, you define custom function modules that will post a document
automatically.
To configure an autopost exit:

Configuration > Autopost Global Configuration > Autopost Exit Function.
2. Configure an autopost exit, using the following parameters:

Constant Value
• Enter a function module. This function module can be used to post a
document automatically using a custom function. If the function module
configured here throws an exception, the system will however post the
document using the standard posting logic for PO invoice documents.
• Default value: None
• For the interface of the function module, see function module
/PTGWFI/PRK_M_TMP_PRE_AUTOPOST.
6.4.10 Configuring a Parked Document Posting Exit

In this step, you define custom function modules that will perform any post process
transaction after the document is posted.
To configure a parked document posting exit:

Configuration > Autopost Global Configuration > Parked Document Posting
Exit.
2. Configure a parked document posting exit, using the following parameters:

Constant Value
• Enter a function module. This function module can be used to perform
any post process transactions after the document is posted.
• Default value: None
/PTGWFI/PIR_F_TMP_POST_EXIT_FM.

6.4.11 Configuring the Image Display Function

In this step, you define custom function modules that will display an SAP
ArchiveLink image associated to the PO invoice document.
To configure the image display function:

Configuration > Image Display > Image Display Function.
2. Configure the image display function, using the following parameters:

Constant Value
• Enter a function module. This function module can be used to display an
SAP ArchiveLink image associated to the PO invoice document.
• Default value: /PTGWFI/LIX_F_TMP_DISP_IMG
/PTGWFI/LIX_F_TMP_DISP_IMG.

are automatically displayed when the PO Parked Invoice Dashboard is opened.

3. In the WebFlow Constant Table, under Product Code LIX, double-click the

6.4.13 Configuring the Parking Functionality

In this step, you define custom function modules that activate the parking
functionality. The previous version of VIM has enabled this by default.
To configure parking functionality:

3. Look for Product Code LIX and Constant USR_EXIT_GET_DATA_FM and double-
click the line.
4. Configure the parking functionality, using the following parameter:

Constant Value
Enter a function module to be used to activate the parking of PO invoice
documents.
Default value:
Blank.
Baseline does not offer parking.
Optional value:
/PTGWFI/PRK_M_GET_PARK_DATA_N
This is the standard parking implementation function module.
6.4.14 Configuring Populating Screens for Re-enter Options

In exceptions workflows (parking or blocking), the following options are available
to processors: Delete and re-enter as PO/NPO invoice or Cancel and re-enter as
PO/NPO invoice. Currently, these options delete the existing invoice, then open a
window with the invoice image and open another window with a SAP transaction,
so that users are supposed to enter all information manually.

VIM 5.2 SP6 introduces new function modules for this scenario. They populate the
new invoice with a subset of the header data of the deleted document:
• Company code
• Document date
• Vendor reference number
• Currency
• Vendor number
You can insert these function modules in the corresponding Z constants or you can
create an own logic on basis of these function modules.
For the creation of a PO invoice, maintain the new function module
/PTGWFI/VIM_CRE_PO_INV_PREF in table /PTGWFI/Z_CONST, using the SM30
transaction.
Note: The existing function module /PTGWFI/VIM_CRE_PO_INV calls transac-

tion MIRO without populating data.

Chapter 7
PO Blocking Process Configuration
Vendor Invoice Management (VIM) provides functionality for managing blocked
PO invoices (based on MIRO transaction) and exceptions therein. Invoices are
blocked if they show discrepancies, for example a price discrepancy, that prevent
the invoice from posting.
The main processing concept involved in managing blocked PO invoices is the
concept of “blocking reasons”. Blocking reasons define the overall processing of the
invoice as required by the process swimlane. Unlike parking reasons, blocking
reasons are fixed by SAP. The most important reasons are price block and quantity
block reasons.
Main concepts
Blocking reasons
• Blocking reasons effect the process flow as required by the swimlane
definition.
• Each swimlane diagram translates to one blocking reason.
• Blocking reasons determine the initial actor and various collaboration options
Roles
• The role concept uses the product code LIX, same as for PO invoice parking
scenarios described in “PO Parking Process Configuration” on page 121.
• Actions
• Options and option types can also effect the user experience.

Chapter 7 PO Blocking Process Configuration
BDC IDs
processing.
• BDC IDs can be used to set dynamic Parameter IDs.
blocked PO invoice process configuration:
1. Identify the various blocking reasons that are required for the realization of the
process scenarios.
types.
following swimlane is an example of such a process swimlane, as implemented by
the blocked PO invoice processing workflow:

The following sections describe the main steps of the PO blocking process
configuration:
• “Configuring Process Options” on page 153
• “Configuring Blocking Reasons” on page 155

In this section you define when the VIM PO blocking process needs to be triggered.
To completely disallow the PO blocking process, deactivate the event linkage as
described in “Event Linkages” on page 152.

PO parking process. For details, see “Defining Rollout Criteria” on page 123.

LiveLink VIM - Configuration > PO Based Invoice Configuration > Blocked
Process Configuration > Rollout Criteria (Workflow Start Conditions) >
Allowed Company Codes, Plants, Document Types.
Company Code.
4. Double-click Allowed Plants and Allowed Document Types in the navigation
panel to switch to the respective screens and define the rollout criteria for plants
and document types, as described for company codes.
in the table(s) or the data meets all the conditions such as company code,
document type and plant (only for PO invoices).


Caution
If you change the configuration in this section, the PO blocking process
might not trigger at all.

transaction.
Configuration > Blocked Process Configuration > Rollout Criteria (Workflow
Start Conditions) > Event Linkages for PO Process (PO Blocked Invoices).

Process options are the functions a user can perform on VIM PO parking, PO
blocking, Non PO parking and Non PO approval processes. For a detailed
description of how to configure process options, see “Configuring Process Options”
on page 126.


In this step, you define all the process options available for roles when a PO invoice
document is blocked.
• Delimit available options for each blocking reason in individual blocking reason
definition.
To configure user process options for PO blocked documents:

PO Based Invoice Configuration > Blocked Process Configuration > Technical
Configuration > Advanced Process Option Configuration > PSS User Process
Options - OST

BlockReason
Select the blocking reason. If the invoice is blocked, the SAP invoice sets this
blocking reason.
From Actor
To Actor
Select the role who receives the work item after successfully processing the
option.

7.3 Configuring Blocking Reasons
Option Type
Option ID
Condition FM
•
Example: If you would like to show the option “Change Purchase Info
Record” only if the Purchase Order has a Purchase Info Record (PIR), you
can define a custom function to verify the existence of the PIR and raise
an error if there is no PIR.
• If an error is raised in the function module, the option will not be
7.3 Configuring Blocking Reasons

In this step, you configure the valid blocking reasons in the VIM PO blocking
process. The main steps are the following:
• Define the blocking reason.
process.
To configure a blocking reason:

PO Based Invoice Configuration > Blocked Process Configuration > Block
Reason Maintenance > Block Reason Definition
2. Select a blocking reason and click in the application toolbar.

3. Configure the blocking reason, using the following parameters:

Block Reason
Blocking reason defined by SAP when a PO Invoice is blocked for payment
after posting
Description
Enter a description defining the blocking reason.
Delay FM
immediate triggering of the PO blocking process even if the user selected
the current blocking reason when the invoice is blocked.
Example: The PO is blocked for “Quantity Discrepancy” and you know
that additional quantities required to remove the blocking reason
automatically are on their way and will not show up for the next two
days. You might then want to send the work item to the AP's inbox not
before two days. For this purpose, you can define a custom function to
restrict the triggering of the work item for the user for the next two days.

Initial Actor
Define the role who receives the first work item in the process when the
current blocking reason is selected.
Example: If a PO invoice is blocked for “Price discrepancies”, the initial role
that needs to look at the invoice is the BUYER to correct the PO. Maintain
BUYER as initial actor.
Initial Actor FM
• You can define a custom function module to determine the initial actor.
Example: A PO is blocked for a reason that is applicable to BUYER or
REQUISITIONER depending on the fact that there is at least one Goods
Receipt posted. You can then define a custom function to determine the
availability of a Goods Receipt for the invoice and to set the initial actor
accordingly.
• For the interface of the initial actor function module, see function module
Object Type
This parameter is obsolete.
Event
Reference table
Reference field

available. Global parameters control various aspects of the processing logic for PO
blocking process flows.
Important

• “Configuring Dashboard Screen Exits” on page 158
• “Configuring the Option Order” on page 164
• “Configuring Binding Function Exits (Dashboard)” on page 165
• “Configuring the Post Dashboard Method Exit” on page 166

• “Configuring Header Level Dashboard Binding Exits” on page 166

• “Configuring the Send Back Functionality Exit” on page 167
7.4.1 Configuring Dashboard Screen Exits

This section describes how to configure the custom program/subscreen that
displays data on the user dashboard. This configuration applies to the following
levels:
• “Line Level” on page 158
• “Header Level” on page 161
7.4.1.1 Line Level

In this step, you configure the custom program/sub screen that displays the header
data on the user dashboard for line item workflow processes in the PO blocking
process. The following screenshot shows the line level dashboard, the header data
section can be customized to display other information if needed.

To configure line level exits:

1. Copy the OpenText delivered header program and sub screen.
Note: We strongly recommend that you copy the program and sub screen

2. To access the configuration for LIXPROG and LIXSCREEN, execute the


Configuration > Blocked Process Configuration > Technical Configuration >
Dashboard Screen Customization > Line Level Dashboard Screen > Screen
Exit.

3. Configure LIXPROG and LIXSCREEN, using the following parameters:

Constant: LIXPROG
Usage
Subscreen program for blocked invoice dashboard header subscreen. To
custom screen here.
Default Value
/PTGWFI/M_LIX_SUBSCREEN02
Constant: LIXSCREEN
Usage
Subscreen number for blocked invoice dashboard header subscreen. To
custom screen here.
Default Value
9902
7.4.1.2 Header Level

data on the user dashboard for header level workflow processes in the PO blocking
process. The following is a screenshot of the header level dashboard, the header data
section can be customized to display other information if needed.

To configure header level exits:

1. Copy the OpenText delivered header program and sub screen.
Note: We strongly recommend that you copy the program and sub screen
because the common part /PTGWFI/WLIXDB_COMMON_PART is required to

2. To access the configuration for LIXDBPROG and LIXDBSCREEN, execute the


Dashboard Screen Customization > Header Level Dashboard Screen > Screen
Exit – Header.

3. Configure LIXDBPROG and LIXDBSCREEN, using the following parameters:

Constant: LIXDBPROG
Usage
Sub screen program for blocked invoice dashboard header sub screen. To
custom screen here.
Default Value
/PTGWFI/M_LIXDB_SUBSCREEN02
Constant: LIXDBSCREEN
Usage
Sub screen number for blocked invoice dashboard header sub screen. To
custom screen here.
Default Value
9902
7.4.2 Configuring the Option Order

In this step, you configure the order in which the options appear in the user’s
dashboard in the blocked invoice process. For details on options, see “Configuring
To configure the option order:

Dashboard Screen Customization > Line Level Dashboard Screen > Option
Order Configuration.
2. Configure the order in which the options will appear in the user’s dashboard,
using the following parameters:

Description
Enter a description of the option order.
Constant Value
Value for the option order. Default value: 10ATR
Example: If you want all actions to show up first, maintain A10TR. The
options will be shown in order actions, approvals, rejections, authorizations
and referrals.
7.4.3 Configuring Binding Function Exits (Dashboard)

In this step, you define custom functions that can transfer data to the OpenText
delivered workflow processes for the PO blocking process.
To configure binding function exits:

Advanced Process Customization > Line Level Process Customization >
Binding Function Module Exits > Dashboard Step.

Constant PSS_BIND_EXIT_FM1
Usage
manipulation facilitates many features such as populating analytics with
custom data etc.
Default value
None
Usage


Default value
None
7.4.4 Configuring the Post Dashboard Method Exit

In this step, you define custom function modules that will execute to manage
custom data after calling the dashboard.
To configure the post dashboard method exit:

Advanced Process Customization > Line Level Process Customization > Post
Dashboard Method Exit (Blocked Invoices).
2. Configure the post dashboard method exit, using the following parameters:
Constant Value
Default value
/PTGWFI/LIX_BK_TMP_PST_EXT
7.4.5 Configuring Header Level Dashboard Binding Exits

In this step, you define custom functions that can transfer data to OpenText
delivered processes for header level workflow.
To configure header level dashboard binding exits:



Advanced Process Customization > Header Level Process Customization >
Binding Function Module Exits > Header Level Db – Task.
2. Configure header level dashboard binding exits, using the following

parameters:
Constant DB_BIND_EXIT_FM1
Usage
custom data etc.
Default value
None
Constant DB_BIND_EXIT_FM2
Usage
Default value
None
7.4.6 Configuring the Send Back Functionality Exit

In this step, you can define a function to capture additional information after a work
item is sent back from the header level dashboard.
To configure the send back functionality exit:


Advanced Process Customization > Header Level Process Customization >

Send back Functionality Exit.
2. Configure the send back functionality exit, using the following parameters:
Constant DB_SNDBACK_EXIT
Usage
This function module is used to capture option information from the
dashboard step when the work item is sent back successfully in the
header level dashboard.
Default value
None
Interface
The interface of the function module is found in function module
/PTGWFI/LIX_TMP_DB_SBK_EXIT.

In this step, you define custom function modules that will execute to display an SAP
ArchiveLink image associated to the PO invoice document.

Image Display > Image Display Function.


Constant IMAGE_DISP_FM
Constant Value
Enter a function module. This function module can be used to display an
SAP ArchiveLink image associated to the PO invoice document.
Default value
/PTGWFI/LIX_F_TMP_DISP_IMG
Interface
For the interface of the image display function module, see function
module /PTGWFI/LIX_F_TMP_DISP_IMG.

are automatically displayed when the PO Blocked Dashboard is opened.

3. In the WebFlow Constant Table, under Product Code LIX, double-click the


VIM 5.2 SP6 introduces new function modules for this scenario. See “Configuring
Populating Screens for Re-enter Options” on page 147 for details.

Chapter 8
Non PO Parking Process Configuration
Note: In VIM 5.2, the Baseline implementation of handling parked PO and Non
PO invoices has switched to the DP document. This change applies to the
entire exception handling (except price and quantity block on the posted
document) and to Invoice Approval.
Vendor Invoice Management (VIM) provides functionality for managing parked Non
PO FI invoices (FV60 transaction) and exceptions therein.
The main processing concept involved in managing parked Non PO invoices is the
concept of “parking reasons”. Parking reasons define the overall processing of the
invoice as required by the process swimlane.
Main concepts
Parking reasons
• Parking reasons effect the process flow as required by the swimlane
definition.
• Each swimlane diagram translates to one parking reason.
• Parking reasons determine the initial actor and various collaboration options
Roles
• For the Non PO parking process, the role concept uses the product code PIR.
• Actions
• Options and option types can also effect the user experience.

Chapter 8 Non PO Parking Process Configuration
BDC IDs
processing.
• BDC IDs can be used to set dynamic parameter IDs.
Non PO parking process:
1. Identify the various parking reasons that are required for the realization of the
process scenarios.
2. Identify the sub screen to be called during the document parking process.
types.
following swimlane is an example of such a process as implemented by the Non PO
invoice parking workflow:

The following sections describe the main steps of the Non PO parking process
configuration:
• “Configuring Parking Reasons” on page 176

In this step, you define when the VIM Non PO parking process needs to be
triggered. To completely disallow the Non PO parking process, deactivate the event
linkage as described in “Event Linkages” on page 174.
PO parking process. For details, see “Defining Rollout Criteria” on page 123.

LiveLink VIM - Configuration > Non PO Processing > Non PO Parking
Process Configuration > Rollout Criteria (Workflow Start Conditions) >
Allowed Company Codes, Plants, Document Types.
Note: You cannot maintain plants for Non PO invoices.

Company Code.
4. Double-click Allowed Document Types in the navigation panel to switch to the
Allowed Document Types screen and define the rollout criteria for document
types, as described for company codes.
in the table(s) or the data meets all the conditions such as company code and
document type.

Caution
If you change the configuration in this section, the Non PO parking process
might not trigger at all.

transaction.

Alternatively, follow LiveLink VIM - Configuration > Non PO Processing >

Non PO Parking Process Configuration > Rollout Criteria > Event Linkage for
Processes (Non PO).


Figure 8-1 shows the parking reason selection screen. You can configure the
dropdown selections based on the instruction in this section.
Figure 8-1: Non PO Parking reason selection screen
In this step, you define the valid parking reasons in the VIM Non PO parking
process.
Configuring a parking reason comprises the following actions:
• Define the parking reason.
process, for posting the Non PO invoice, and the initial approver.
• Delimit the available options for the parking reason.
To configure a parking reason:

Non PO Processing > Non PO Parking Process Configuration > Park Reason
Maintenance > Parking Reason Maintenance
2. Select a parking reason and click in the application bar.

3. Define the parking reason, using the following parameters:

Description
Enter a description for the parking reason.
Active Indicator
Select this check box to achieve that the user can select the parking reason
during parking of a Non PO invoice.
Subscreen Program/Screen Number
Select a sub screen that can be configured to capture additional information
from the user when the user chooses a particular parking reason.
• You can extend the structure /PTGWFI/F_PIRMTR to capture additional
data during parking a Non PO invoice.
Example: If a Non PO invoice needs to be parked for “Approval
Required”, the system needs to know who is the Requisitioner. This
additional information can be programmed in a custom sub screen for
the parking reason “Approval Required”.
• Copy the OpenText delivered subscreen program and screen number to
ensure that the common part include /PTGWFI/PIR_COMMON_PART is
defined and data is exchanged properly.

Approval Required
Select this check box to achieve that the parking reason is flagged for
approval and that the Invoice Approval process is triggered.
Autopost
Select this check box to achieve that the system automatically posts the
invoice after Invoice Approval is completed.
Initial Actor
Define the role who receives the first work item once this document is
parked for the current parking reason.
Example: If a Non PO invoice is parked for “Approval Required”, the initial
role that needs to look at the invoice is the APPROVER. If the Approval
Required check box is selected, the initial role will be CODER.
Initial Actor FM
You can define a custom function module to determine the initial actor.
Delay Function
immediate triggering of the Non PO parking process even if the user
selected the current parking reason when the invoice is parked.
•
Example: The Non PO invoice is parked for “Approval Required” and

you want to delay the approval for 2 days. You might then want to send
the work item to the AP's inbox not before two days. For this purpose,
you can define a custom function to restrict the triggering of the work
item for the user for the next two days.

Initial Approver
Define the role of the initial approver if the invoice document is sent for
approval.
Posting Actor
Define the role responsible for posting the invoice and also responsible for
handling errors if the posting in background fails.
Available Options
Define the options that are available for the role on the dashboard during
Non PO parking process for the current parking reason. Separate the options
by semicolon. The option format is AXXXX where A is the option type and
XXXX is the 4 digit value representing the option ID.
The system uses these values in conjunction with the user process options
defined in “Configuring User Process Options” on page 179 to determine
which options show up for the role’s dashboard.

In this step, you define all the process options available for roles when a Non PO
invoice document is parked.
• Delimit available options for each parking reason in individual parking reason
definition.
To configure user process options for Non PO parked documents:

Non PO Processing > Non PO Parking Process Configuration > Technical
Configuration > Advanced Process Option Configuration > PSS User Process
Options - OST


BlockReason
Select block reason. V is the system defined block reason for Non PO parked
invoices.
From Actor
To Actor
Select the role who receives the work item after successfully processing the
option.
Option Type
Option ID
Condition FM
•
Example: If you want to show the option “Change Tax Information” only
if the Non PO invoice has taxable line items, you can define a custom
function to verify the existence of taxable line items and raise an error if
there are no taxable line items.
• If an error is raised in the function module, the option will not be
• For the interface of the condition function module, see function module


available. Global parameters control various aspects of the processing logic for Non
PO parking process flows.
Important

• “Configuring Transactions to Create Parked Invoices” on page 181
• “Configuring Dashboard Screen Exits” on page 182
• “Defining a Preprocess (Sub)workflow” on page 184
• “Configuring Binding Function Module Exits” on page 185
• “Configuring the Pre PSS Method Exit” on page 186
• “Configuring the Post PSS Method Exit” on page 187
• “Configuring a Post Process (Sub)workflow” on page 187
• “Configuring an Autopost Exit” on page 188
• “Configuring a Parked Document Posting Exit” on page 189
• “Configuring a Parallel Workflow Exit” on page 191
• “Configuring the Parking Functionality” on page 191
8.3.1 Configuring Transactions to Create Parked Invoices

In this step, you configure the transactions that create parked Non PO invoices.
To configure transactions to create parked invoices:

Constant NONPO_INV_TCODE.

4. Enter the Constant Value:

FV60;FB60;/PTGWFI/LIV_CHG_PKRS;/PTGWFI/PIR_CHG_PKRS;
8.3.2 Configuring Dashboard Screen Exits

data on the user dashboard.
Example:
After you have selected a particular parking reason, you want a particular sub
screen to appear as shown in the screenshot below.

To configure dashboard screen exits:

1. Copy the OpenText delivered header program and subscreen.
Note: We strongly recommend that you copy the program and subscreen
2. To access the configuration for PIRPROG and PIRSCREEN, execute the


Non PO Parking Process Configuration > Technical Configuration >
Dashboard Screen Customization > Dashboard Screen Exits.

3. Configure PIRPROG and PIRSCREEN, using the following parameters:

Constant: PIRPROG
Usage
Subscreen program for Non PO parked invoice dashboard header
subscreen. To provide additional data on the invoice dashboard, you can
define your custom screen here.
Default Value
/PTGWFI/PIR_SUBSCREEN01
Constant: PIRSCREEN
Usage
Subscreen number for Non PO parked invoice dashboard header
subscreen. To provide additional data on the invoice dashboard, you can
define your custom screen here.
Default Value
9901
8.3.3 Defining a Preprocess (Sub)workflow

In this step, you define a custom (sub)workflow that needs to be triggered before the
Non PO parking workflow process is triggered.
To define a preprocess (sub)workflow:

Advanced Process Customization > Pre-Process (sub)Workflow.

2. Configure the Constant Value that is used to trigger a custom (sub)workflow

before triggering the Non PO parking workflow process.
Default Value: None
8.3.4 Configuring Binding Function Module Exits

In this step, you define custom function modules that can transfer data to the
OpenText delivered workflow processes for the Non PO parking process.
To configure binding function module exits:

Advanced Process Customization > Binding Function Module Exit >
Dashboard Step (Binding Exits).

Usage
custom data etc.

Default value
None
Usage
Default value
/ORS/000007_PIR_PSS_BIND_O
Note: Do not change this value. If you need some additional

information to be captured for analytics or other purposes, first call
the standard function /ORS/000007_LIX_PSS_BIND_O within your
function. Otherwise, unexpected failures in the Non PO parking
process or subsequent processes may occur.
8.3.5 Configuring the Pre PSS Method Exit

In this step, you define custom function modules that will manage custom data
before calling the dashboard.
To configure the pre PSS method exit:

Advanced Process Customization > Pre PSS Method Exit (Non PO).
2. Configure the pre PSS method exit, using the following parameters:
Constant Value
This value is used to manage document data before calling the dashboard.

Default value
None
8.3.6 Configuring the Post PSS Method Exit

In this step, you define custom function modules that will manage custom data after
calling the dashboard.
To configure the post PSS method exit:

Advanced Process Customization > Post PSS Method Exit (Non PO).
2. Configure the post PSS method exit, using the following parameters:
Constant Value
Default value
None
8.3.7 Configuring a Post Process (Sub)workflow

In this step, you define custom subworkflows that will execute after completing the
Non PO Parked Invoice document process.
To configure a post process (sub)workflow:

Advanced Process Customization > Post Process (sub)Workflow.

2. Configure a post process (sub)workflow, using the following parameters:

Constant Value
If you want to call a custom sub workflow after completing the Non PO
parking process, you can define a workflow template / task here.
Default value
None
8.3.8 Configuring an Autopost Exit

In this step, you define custom function modules that will post a document
automatically.
To configure an autopost exit:

Non PO Parking Process Configuration > Technical Configuration > Autopost
Global Configuration > Autopost Exit Function.
2. Configure an autopost exit, using the following parameters:

Constant Value
Enter a function module. This function module can be used to post a
document automatically using a custom function. If the function module
configured here raises an exception, the system will however post the
document using the standard posting logic for Non PO invoice documents.
Default value
None
Interface
/PTGWFI/PIR_F_TMP_PRE_AUTOPOST.
8.3.9 Configuring a Parked Document Posting Exit

In this step, you define custom function modules that will perform any post process
transaction after the document is posted.
To configure a parked document posting exit:

Non PO Parking Process Configuration > Technical Configuration > Autopost
Global Configuration > Parked Document Posting Exit (Non PO).
2. Configure a parked document posting exit, using the following parameters:

Constant Value
Enter a function module. This function module can be used to post process
data after an invoice document is posted.
Default value
None
Interface
/PTGWFI/PIR_F_TMP_POST_EXIT_FM.


In this step, you define custom function modules that will display an SAP
ArchiveLink image associated to the Non PO invoice document.

Non PO Parking Process Configuration > Technical Configuration > Image
Display > Image Display Function Non PO.

Constant Value
Enter a function module. This function module can be used to display an
SAP ArchiveLink image associated to the Non PO invoice document.
Default value
/PTGWFI/BIR_F_TMP_DISP_IMG
Interface
/PTGWFI/BIR_F_TMP_DISP_IMG.

are automatically displayed when the Non PO Invoice Dashboard is opened.


8.3.12 Configuring a Parallel Workflow Exit

In this step, you define custom function modules that will call any workflow parallel
to the Non PO parking workflow.
To configure a parallel workflow exit:

Non PO Parking Process Configuration > Technical Configuration > Others >
Parallel Workflow Exit.
2. Configure a parallel workflow exit, using the following parameters:

Constant Value
You can use this value to call any workflow parallel to the Non PO parking
workflow.
Default value
None
8.3.13 Configuring the Parking Functionality

In this step, you define custom function modules that activate the parking
functionality. The previous version of VIM has enabled this by default.
To configure parking functionality:

3. Look for Product Code PIR and Constant USR_EXIT_GET_DATA_FM and double-
click the line.

4. Configure the parking functionality, using the following parameter:

Constant Value
Enter a function module to be used to activate the parking of PO invoice
documents.
Default value:
Blank.
Baseline does not offer parking.
Optional value:
/PTGWFI/PIR_F_GET_PARK_DATA_N
This is the standard parking implementation function module.

VIM 5.2 SP6 introduces new function modules for this scenario. They populate the
new invoice with a subset of the header data of the deleted document:
• Company code
• Document date
• Vendor reference number
• Currency
• Vendor number
You can insert these function modules in the corresponding Z constants or you can
create an own logic on basis of these function modules.

For the creation of a Non PO invoice, maintain the new function module
/PTGWFI/VIM_CRE_NPO_INV_PREF in table /PTGWFI/Z_CONST, using the SM30
transaction.
Note: The existing function module /PTGWFI/VIM_CRE_NPO_INV calls transac-

tion FB60 without populating data.

Chapter 9
Invoice Approval
Invoice Approval (IAP) is the component of VIM that handles the approval
processes for both Non-PO based and PO based invoices.
Approvals can be handled at the DP processing stage or after the DP invoice is
converted in to a SAP parked document. For DP document based approvals, the
process type for DP approval needs to be configured in the system.
In case of parked document approvals, the invoice has to be parked with an
appropriate parking reason before an approval process can start.
Depending on the parking reason configuration, an approval workflow starts.
The following are the main features of IAP:
• The approval workflow is a new sub workflow; approval steps are a technically
different dialog task, separate from the parking or DP dashboard tasks for the
other VIM workflows.
• The approval workflow supports multi level approval. For Non PO invoices, you
can achieve this by configuration. For PO invoices, a custom extension is
required. From baseline, PO invoices go through only one approval step (by the
requester of the PO).
• The approval workflow supports approvals inside SAP GUI, and, if Web IAP is
implemented, outside of SAP (OpenText Approval Portal). Web IAP is an
optional component.
• For parked invoice documents, the approval sub workflow is available only for
Approval required parking reasons. You can trigger the sub workflow either by
configuring the parking reason to be Auto submit for approval or clicking the
Submit for approval option.
• For DP invoice documents, the approval sub workflow can be triggered by
configuring the Process Type to be Auto submit for approval or clicking the
Submit for approval option.
• The approval sub workflow is completed when either the Approved completely
or the Rejected completely flag is set on the monitor table.
• You can restart the approval sub workflow by clicking Change parking reason
(parked invoice approval) or Submit for Approval (DP invoice approval).

Chapter 9 Invoice Approval
9.1 Overview
People involved There are several people (roles) that are involved in the IAP process. The actual
in the IAP names might be different; but the activities are the same.
process
Coder
The person who is responsible for entering accounting data. The coder can be
both a SAP user and/or a web user if Web IAP is implemented.
Goods or Service Requester (Requisitioner)
The person who requested the goods or the service.
Approver
The person who is responsible for approving the invoices. The approver can be a
SAP user or a web user if Web IAP is implemented.
AP Processor
A member of the Accounts Payable (AP) department who deals with invoices.
The roles that are part of this process are different from the standard roles described
in “Roles” on page 29. Since the functional requirements are different for IAP roles
compared to other exception processes, a separate role infrastructure is required.
Trigger for the When an invoice is parked with a parking reason that requires invoice approval, the
IAP process IAP workflow gets initiated. It is possible to delay the start of the IAP process by
first sending the invoice to the AP processor who can subsequently submit the
invoice for approval.
End of the IAP There are several activities that mark the end of the IAP process:
process
• The invoice is finally approved and posted.

• The invoice is deleted.
• The invoice is complete rejected.
Swimlane of the The business process for parked invoice approval in the IAP process can be depicted
IAP process as shown in the following swimlane.

9.1 Overview
Configuration This section outlines all the aspects of implementation and configuration of the IAP
outline of the IAP component of VIM.
process
Note: You can perform most of the configurations using the VIM Customizing
IMG with the /OPT/SPRO transaction code.
To configure the IAP process, the following steps are necessary:
• Identify the approval parking reasons or process types.
• Identify any parking reason info that needs to be collected during the parking
step.
• Determine the user framework to be used. This deals with configuring or
extending the /ORS/USERMAPPING class.
• Identify the approval steps:
• Identify who is responsible for account assignment (Coder role).
• Identify approval logic:
• Who is the first approver?
• How to go up the approval chain (if needed)?
• What marks the end of approval?
• What needs to happen in case of rejections?
• Identify the account assignment screen layout and logic:
• Identify fields to be displayed.
• Identify validation requirements.

• Identify how to display the image during the approval process.

• Identify and configure any global customizing parameters.

In case of DP invoice approval, the starting point of the IAP process is the start of
the DP workflow. The DP workflow goes through the process types configured for
the particular DP Document Type. One of the process types needs to be configured
for approval workflow. See “Defining the Process Type” on page 89 for details.
The following screenshot shows the standard process type configuration delivered
for the DP IAP process.
9.3 Configuring the Parking Reason

For parked invoice approvals, the starting point of the IAP process is the parking of
an invoice. The parking reason chosen determines whether an IAP process is
triggered or not. Also the requestor or requisitioner information needs to be entered
so that the IAP process can start correctly.
The following screenshot shows the standard parking reason configuration
delivered for the Non-PO IAP process.

9.3 Configuring the Parking Reason
For the Non PO IAP process, the following screen serves to capture the requester
information:

If you need to capture custom logic or customer data during the parking process to
initiate the approval workflow, you have to replace the above screen with a custom
screen. For details, refer to “Configuring Parking Reasons” on page 176.
9.3.1 Configuring Trigger Points for the Parked Invoice

Approval Workflow
In this step, you configure which parking reasons should trigger the IAP process.
To configure trigger points for the approval workflow:

Configuration > Non PO Processing > Invoice Approval Process > Approval
Workflow > Additional Configuration - Web Approval.
2. Configure the trigger points for the approval workflow, using the following
parameters:
BLOCKRSN
• Block Reason 9 is for PO based invoices.
• Block Reason V is for Non PO based invoices.
Start Approval Immediately
Select this check box to start the approval workflow immediately
disregarding the delay function module.
9.4 IAP Process Basics

This section describes the basics of the overall IAP process as far as process logic is
concerned.
• “Defining Multi Level Approval” on page 201
• “Driving the Approval Flow for DP Invoices” on page 201
• “Driving the Approval Flow for Parked Invoices” on page 201
• “Defining Approval Hierarchy and Approval Level” on page 203

• “Defining the Expense Type” on page 203

• “Defining Approval Access Rights” on page 204
• “Configuring the Email Notification” on page 204
• “Configuring the Certify Message” on page 208
• “Configuring General Ledger Fields” on page 209
• “Configuring Search Help for Web Screen Fields” on page 215
9.4.1 Defining Multi Level Approval

Note: For PO invoices, a custom extension is required for multi level approval.
From baseline, PO invoices go through only one approval step (by the
requester of the PO).
To define a multi level approval process, you have to consider the following aspects:
• How to identify the first approver?
• Who should approve the invoice after the current approver approves the
invoice?
• When is an invoice considered finally approved?
9.4.2 Driving the Approval Flow for DP Invoices

The IAP process starts when a DP PO invoice or a DP Non PO invoice gets the
process type for approval or a user from the Accounts Payable (AP) department
specifically clicks the option Submit for Approval from the DP dashboard. In case
of a DP Non PO invoice, the initial approver is usually entered in the indexing
screen in the field Email Id. For DP PO invoices, the initial approver is picked up
from the requisitioner of the PO. The user from the AP department has the option to
choose the initial approval if the IAP process is started from the DP dashboard.
The subsequent approvers (only for Non PO invoices) are determined when the
current approver approves the invoice. The system proposes the next approver by
the predefined organizational hierarchy.
If the current approver rejects the invoice, the invoice is sent to the previous
approver. However, if the previous approver is a delegated coder, the invoice is sent
to the original approver who delegated the task. All approvers who approve the
invoice are stored in the approval stack. So, in case the current approver rejects the
invoice, the system knows the last approver. If the first approver rejects the invoice,
the invoice is sent back to the AP department.
9.4.3 Driving the Approval Flow for Parked Invoices

The IAP process starts when a PO or Non PO invoice is parked, or someone from
the Accounts Payable (AP) department specifically chooses the action Submit for
Approval from the Process Selection Screen. The initial approver is usually entered

when parking the document. Sometimes, the initial approver may be entered as part
of the invoice indexing before parking the SAP document.
Notes:
• Implementation note
When you enter the first approver at the parking reason screen or indexing
screen, we recommend using the combination of last name, first name and
email address. If the combination fails to identify one user, the system may
suggest a list of matching users.
• Technical note
The initial approver is usually stored in the parking monitor table
(/PTGWFI/F_PIRMTR) and retrieved by the /ORS/APPROVER-> NEW method.
The subsequent approvers (only for Non PO invoices) are determined when the
current approver approves the invoice. The system proposes the next approver by
the predefined organizational hierarchy.
Technical note
The initial approver is usually stored in the parking monitor table
(/PTGWFI/F_PIRMTR) and retrieved by the /ORS/APPROVER-> NEXT method.
If the current approver rejects the invoice, the invoice is sent to the previous
approver. However, if the previous approver is a delegated coder, the invoice is sent
to the original approver who delegated the task. All approvers who approved the
invoice are stored in the approval stack so that in case the current approver rejects
the invoice, the system knows who the last approver was. If the first approver
rejects the invoice, the invoice is sent back to the AP department.
Technical Notes
• You can configure who receives the work item after the first approver
rejects the invoice. You perform this configuration in the parking reason
table /PTGWFI/F_PRKRSN for a non-PO invoice or /PTGWFI/M_PRKRSN for a
PO invoice.
• The approval is considered completed if one or more of the following
conditions apply:
• The current approver has sufficient authorization for the invoice
amount.
• There is no more person that is defined as the superior of the current
approver in the current approval structure.
• Other predetermined termination conditions apply, such as a
predetermined number of approvers is reached.

9.4.4 Defining Approval Hierarchy and Approval Level

There are several ways to implement hierarchy and approval level (authorized
amount that an approver may approve):
OpenText delivered approval hierarchy table
Every approver participating in the IAP process must have an entry. The table
defines each approver's superior, a designated coder and the authorized
approval amount and the currency code for that amount. It is also possible to
define the company code and the plant that this user is authorized to approve
invoices for.
Totally customized solution
VIM is structured in such a way that the approval hierarchy logic can be totally
customized to suite the customer’s business needs.
Technical note
Approval hierarchy and level logic can be customized by extending methods in
the class /ORS/APPROVER.
9.4.5 Defining the Expense Type

The expense type is used to categorize invoices that might need a different approval
path. Examples of expense type are Marketing Expense, Office Supply,
Communication, Utility, etc. For the same approver, you can define different
approval limits for different expense types.
To define expense types:

Non PO Processing > Invoice Approval Process > Setup Approval Chain >
Expense Types > Maintain Expense Types.
2. Configure the expense type using the following parameters:

ExpType
Select a unique identifier (two characters).

Description
Enter a description of the expense type.
Approval Req
Activate by typing X if the expense type requires an Invoice Approval
process.
Technical notes
• Table /ORS/APPRLEVEL has included expense type as a key field.
• Table /ORS/EXPENSE_DEC stores the description and the language and table
/ORS/EXPENSE_TYP stores Approval Req and ExpType.
9.4.6 Defining Approval Access Rights

The approver has the following access rights:
Approve
Approve or reject an invoice; enter comments.
Coding
Enter accounting information.
Coding_Display
View accounting information.
Coding_Delegation
Specify a Coder which means a specialist to enter the accounting information.
Override
Override the system-proposed next approver.
Look_ahead
View the entire approval chain or pre-determine all the approvers.
Configuration
Determine next approver’s access options (available in future releases).
The access rights are controlled by various flags that can be set for stack entries
during approval logic execution.
9.4.7 Configuring the Email Notification

Approvers will receive emails saying that new invoices are waiting in their SAP
inbox. If the optional Web IAP is implemented, the emails contain a URL link to
either the portal with invoice iView or the invoice list page.
You can configure the notification email to include some invoice information, such
as vendor name, invoice reference number, invoice amount, etc. The following is an
example of a notification email:

9.4.7.1 Implementing the Email Notification in VIM

Sending the email is initiated in method Get_Approver_List of business object type
/ORS/INVAP.
Business object method Get_Approver_List calls the ABAP class method

sendemail of the ABAP class that implements the user mapping class. The name of
this ABAP class is configured in table /PTGWFI/Z_CONST under the entry IAP, 0,
USERMAP_CLASS. Baseline VIM 5.2 uses class /OPT/CL_IAP_USERMAP_BL.
The actual function to create the send request is /PTGWFI/CP_SENDMAIL.
Call Sequence:
/ORS/INVAP-> Get_Approver_List
/OPT/CL_IAP_USERMAP_BL-> sendemail
/PTGWFI/CP_SENDMAIL
To overwrite email sending with a customer specific email function:

1. Create a new ABAP class which inherits from /OPT/CL_IAP_USERMAP_BL.
2. Overwrite the sendemail method.
3. Change the configuration in table /PTGWFI/Z_CONST: Insert the new ABAP class
instead of /OPT/CL_IAP_USERMAP_BL.
To debug email sending (with ERP 6.0):

1. To invoke User Maintenance, execute the SU01 transaction.
2. Change user WF-BATCH to a dialog user.
3. To open the Object Navigator, execute the SE80 transaction.
4. Click Utilities > Settings. Click the ABAP Editor tab.
5. In the Debugging tab, insert WF-BATCH in the Users field.
6. Set an external breakpoint, for example in function module
/PTGWFI/CP_SENDMAIL.
7. Make sure that at least one additional SAP GUI session is available.

8. Start the test case.

When the background task for retrieving approvers is called, a debug session
will open.
9.4.7.2 Configuring Email Text Including Dynamic Information

You can configure the email notification as a standard text in SAP, including
dynamic information of the invoice fields, for example the invoice amount.
To configure email text including dynamic information:

1. Execute the SO10 transaction.
2. Enter the Text name INVOICE_APPROVAL_NOTIFICATION, select Text ID ST
(Standard text) and click Create.
3. To include contents of invoice fields use the following notation:

<(>&<)>/ORS/INVAP. InvoiceAmount<(>&<)>
These variables will be replaced at runtime by evaluating the current instance of

business object /ORS/INVAP.
The following variables are available:
• ApprovalStatus
• InvoiceDate
• VendorInvoiceNumber
• Currency
• GrossInvoiceAmount
• Vendor
• VendorName
• DocumentNumber
• FiscalYear
• CompanyCode
• InvoiceAmount
To provide additional variables:

1. Execute the SWO1 transaction.
2. Create a new object type, inherited from /ORS/INVAP.
3. Add an additional database or virtual attributes.

Other option
Overwrite the sendemail method. See “To overwrite email sending with a
customer specific email function:” on page 205.
9.4.7.3 Additional Information About the Email Notification

Email subject line
The first line of the text stored in SO10 is used as the subject line of the email.
User specific notification setting
In the User Preference screen of the Approval Portal, users can choose if they
want to receive a notification email for any invoice requiring their attention.
Therefore, users must select the Receive email notification check box.
This setting is retrieved from table /ors/user_prefer, field e_notify_active.
Language limitation
When the email is built, the text stored in the SO10 transaction is retrieved with
language taken from sy-langu.
The workflow language is determined, when the approval workflow is started.
This can be the logon language of the user who scanned the invoice or the logon
language of the last user who processed the invoice in the DP workflow.
Important
If no text can be found for the current value of sy-langu, then no email
is sent.
Therefore the text should be maintained in all languages that are typically used
for logon.
Function /PTGWFI/CP_SENDMAIL:
CALL FUNCTION 'READ_TEXT'

EXPORTING
CLIENT = SY-MANDT
ID = TEXT_ID
LANGUAGE = SY-LANGU
NAME = TEXT_NAME
OBJECT = 'TEXT'
IMPORTING
HEADER = HEADER
TABLES
LINES = TEXT_LINES
EXCEPTIONS

9.4.8 Configuring the Certify Message

During the web approval process, when the aprrover approves the invoice, a text
will be displayed on the screen. You need to configure this text message to adjust it
to your needs.
To configure the Certify message:

1. Execute the SO10 transaction.
2. Enter the Text name, select Text ID ST (Standard text) and click Create.
3. Enter the text of the Certify message and click to save.
Configuration > Non PO Processing > Invoice Approval Process > Technical
General > Invoice Approval Configuration.
5. To maintain the Z constant CERTIFY_MESSAGE, double-click the respective line.

6. Maintain the Z constant, as shown in the screenshot above.

If no text is maintained, a standard message will be displayed.
9.4.9 Configuring General Ledger Fields

The approval screen in the OpenText Approval Portal contains a number of General
Ledger (GL) fields that you must configure. This includes the following kinds of
fields:
• GL coding field titles for all entry fields in the approval screen
• Accounting information fields for Non PO invoices
• Line item and accounting assignment fields for PO invoices
This section describes the configuration you need to perform for these fields.
The following screenshot shows the accounting fields of a Non PO invoice in the
OpenText Approval Portal, after the More button has been clicked for a line.

The coding field titles, like G/L Account and Cost Center, are configured using table
/ORS/GL_TITLE. See “To configure GL coding field titles:” on page 210.
You can use table /ORS/APPR_GL_CFG to determine if a field is displayed in the line
section and/or in the detail section of the coding window. Moreover, you can
determine the sequence of the fields in the coding window. See “To configure
accounting information fields for Non PO invoices:” on page 211.
To configure GL coding field titles:

1. Execute the SM30 transaction with table /ORS/GL_TITLE.
Invoice Approval Process > Financial Processing > Online Coding > GL
Titles.
2. Configure the GL Coding field titles, using the following parameters:

Field name
Name of the field. You cannot change the field name.
Lang.
Language of the field name
Medium
Enter the field name in the respective language.

3. Save your settings.
To configure accounting information fields for Non PO invoices:

1. Execute the SM30 transaction with table /ORS/APPR_GL_CFG.
Invoice Approval Process > Financial Processing > Online Coding > GL
Configuration.
This configuration table defines the coding fields. The table determines which
fields are shown and in which sequence they are shown in the coding window.
It also determines which SAP field is mapped to each coding field.
2. Double-click a line to open the Screen Config table for /ORS/000005
Development: Details screen.

3. Configure the field, using the following parameters:

Active
Select this check box to have the field displayed in the detail section of the
coding window (when the user clicks the More link at the end of a line).
BAPI Table
Select this check box to have the field displayed in the line section of the
coding window.
Sequence no.
Enter the field sequence number for the line section.
Note: The sequence must not have a gap and must not duplicate.
Table no.
Currently not used. The field sequence number determines the sequence in
the drop-down list.
Search Help Name
SearchHelpParam
These fields are used for Search Help, only. For details, see “Configuring
Search Help for Web Screen Fields” on page 215.
The following screenshot shows the accounting fields of a PO invoice in the

OpenText Approval Portal, after the More button has been clicked for a line.

To configure line item and accounting assignment fields for PO invoices:

1. Execute the SM30 transaction with table /ORS/APPR_PO_CFG.
This configuration table defines the coding fields for PO invoices. The table
determines which fields are shown and in which sequence they are shown in the
coding window. It also determines which SAP field is mapped to each coding
field. It is very similar to the configuration for Non PO invoices; see “To
configure accounting information fields for Non PO invoices:” on page 211.
2. Double-click a line to open the details screen for a field.

3. Configure the field, using the following parameters:

Active
Select this check box to have the field displayed in the detail section of the
coding window (when the user clicks the More link at the end of a line).
BAPI Table
Select this check box to have the field displayed in the line section of the
coding window.
Sequence
Enter the field sequence number for the line section.
Pop Up
Select this check box to have the field displayed in the multi-line coding
popup window.
Code Sequence
Enter the field sequence number for the multi-line coding popup window.
Display Only
This check box is not used.
The 3 check boxes Active, Pop Up, and BAPI Table control the display of fields
in the coding window in the following way:

Only Active selected

Field is displayed in the invoice line item detail popup window.
Only Pop Up selected
Field is displayed in the multi-line coding popup window.
Only BAPI Table selected
No valid entry
Active and BAPI Table selected
Field is displayed both in the invoice line table and in the invoice line item
detail popup window.
Note: All other combinations of the 3 check boxes are not supported.
9.4.10 Configuring Search Help for Web Screen Fields

For web approval, you can configure search help for web screen fields to give users
input help for these fields.
To configure search help for web screen fields:

Non PO Processing > Invoice Approval Process > Financial Processing >
Online Coding > GL Configuration.
2. Double-click the line of the field that needs a search help.

3. Configure the search help, using the following parameters (at the bottom of the
screen):
Search help name
Enter the name of the search help to be called by the web approval screen
when the user requires input help.
SearchHelpParam
Enter the name of the search help field which will actually hold the value for
the web approval screen field.
9.5 Roles in the IAP Process

The roles used in the IAP process are technically different from the ones used in all
other processes. This section describes the main roles that are required for the IAP
process.
9.5.1 Configuring the Coder Role

Coding refers to entering accounting data. The purpose is to assign the invoice to a
certain G/L account and cost collecting objects, such as cost center, internal order,
etc. The person who enters the coding info is normally called “coder”. However,
technically speaking, the coder is just an approver with the Coding flag turned on,
which means the coding section is opened for the coder to enter the accounting data.
The coder still has to click the Approve button to save the accounting data and
move the item to the next approver.
When the invoice is parked for approval, it is sent to the coder first. Typical
combinations are the following:
By requester
Each requester has an associated coder.

By company
Each company code has an associated coder.
Both
The coder is determined by both requester and company code.
Use requester
The coder is the requester.
The configuration is done in the CODER_DETERMING constant.
If the coder is determined by requester and/or company code, the association is

maintained in table /OPT/BL_AP_CODER and the /opt/vim_7cx1 transaction.
For a detailed description, see “Coder Details View” on page 229.
9.5.2 Configuring the Approver Role

User mapping and chart of authority are two important concepts in IAP. User
identities are maintained in the table /ors/usermap and this is accomplished using

the ABAP class /ORS/USERMAPPING. You can extend this class if you need custom
logic to be incorporated.
The following sections describe user map maintenance and chart of authority
maintenance. For a detailed description, see “Maintaining Chart of Authority” on
page 223.
9.5.2.1 User Map Maintenance

User mapping is critical to work with users from separate systems, such as SAP,
Enterprise Portal, etc. All user IDs have to be mapped to an internal OPT_USERID.
The mapping is maintained in table /ors/usermap and in the /OPT/VIM_7CX1
transaction. For a detailed description, see “Maintaining Chart of Authority” on
page 223.
9.5.2.2 Automatic Maintenance

A download program can populate the user map table automatically. The data can
be downloaded from external systems such as Active Directory or LDAP. The
download program is currently not included in the delivery package. An OpenText
Global Services team can create the download program on site at customer location.
9.5.2.3 Manual Maintenance

Manual maintenance of the user map table is done with the /OPT/VIM_7CX1
transaction.
9.5.2.4 User Map Object

The user map table is encapsulated by the ABAP class /ors/usermapping. This
class is extendable to include custom logic. OpenText recommends using the class
methods to manipulate data in the user map table.

9.5.2.5 Configuring Approver Persona Attributes

The approver persona is a set of check boxes that define what an approver can do
when approving the invoice.
The definition table for approver persona attributes is /OPT/BL_AP_CONF, which can
be maintained by the SM30 transaction.
Alternatively follow OpenText LiveLink VIM Menu > SAP menu > Roles >
Invoice Approvals -> Coder/Approver Options Configuration.
The following check boxes for the approver persona are available:
Approval Flag
Select this check box always.
Coding Flag
Select this check box to achieve that the approver is able to enter accounting
data.
You might want to remove the following buttons from the Approve Invoice
screen, both in the SAP GUI and in the Approval Portal:
• I will enter accounting information
• I want someone else to enter accounting information
The Approve Invoice screen will display the accounting information
immediately.

To perform this configuration, select the Approval Flag and the Coding Flag,
and clear the Coding Delegate check box.
Coding Display
Select this check box to achieve that the coding block is displayed.
If Coding Flag is selected, the coding block is always displayed in change mode.
If Coding Flag is cleared, you can use the Coding Display check box to display
or hide the complete coding block.
Coding Delegate
Select this check box to achieve that the approver is able to delegate the coding to
others.
If Coding Delegate is selected and, additionally, Coding Flag or Coding
Display is selected, the buttons I will enter accounting information and I want
someone else to enter accounting information are displayed.
If only Coding Delegate is selected (and no Coding Flag or Coding Display
check box), the buttons are not displayed. In the approval screen, you can
delegate the coding. The Please Specify the Coder field is displayed directly.
Configuration
Select this check box to achieve that the approver can set the persona for the next
approver.
Override
Select this check box to achieve that the approver can override the system
generated next approver.
Look Ahead
Select this check box to achieve that the approver is able to retrieve all the
approvers.
Custom Flag 1
Select this check box to indicate the expense type as read only.
Custom Flag 2
Select this check box to indicate the approver as a delegated coder.
Custom Flag 3
Not used
9.5.2.6 Override/Delegation/Substitution
Because of the compliance implication of the IAP process, Invoice Approval needs
to guarantee that only the designated approver approves the invoice. However,
there are situations that require others to take over the responsibility temporarily,
for example, unexpected termination, illness, vacation, etc. VIM Invoice Approval
provides the following mechanisms and utilities to address these situations:

Override next approver

The current approver should be able to override the system-generated next
approver. To do so, the approver persona setting needs to have the OVERRIDE
check box selected.
VIM 5.2 SP5 introduces the feature to show the approver override in the logging.
A new log event N is introduced as value for /ORS/APPR_ACTION.
The log event is written to the approval log file /ORS/APPL_LOG, whenever the
invoice is approved and an override approver has been entered.
The event is shown in the approval log:
The entry does not show directly who executed the override action. To find this
out, look at the corresponding action entry, which has the same time stamp.
Coding delegation
If the current coder/approver does not have all the knowledge to provide the
correct coding, the current coder/approver may delegate to another coder. To do
so, the approver persona needs to have the CODING_DELEGATE check box
selected.

Substitution
The approver or coder can set up personal substitutes to temporarily take over
their responsibility. The substitute can be defined by one of the following ways:
• If the optional Web IAP is implemented: From the approval web page, open
the User Preference page and open the Substitution section.
• From the SAP inbox, add substitute from the SAP menu.
Note: This is only available when both substituted and substituting
users are SAP users.
• From User Substitute Management Utility (/ORS/MAIN_SUBS transaction).
This transaction can maintain all the substitute relations in the system.
Note: Only an administrator can execute the substitution.
Notes:
• When a substitute is set up, the substitute will assume all the authority
of the original approver regarding the invoices belonging to the original
approver. The authority of the substitute is not considered.
• The invoices belonging to the original approver will be added to the
substitute's invoice list.
• When the substitute approves an invoice that is not originally sent to the
substitute, the action will be logged as XXX approves the invoice on
behalf of YYY.
• The original approver can place limitations when setting up the

substitute. Normally, the names are searched by the Name Search
method /ORS/000007_NAME_SEARCH of the usermap class. The method
can be customized to include a logic that restricts the list of legible
substitutes to those with equal or higher authority of the original
approver.
Reassign
When an employee is terminated, the administrator can use the Reassign utility
to reassign the work item to others.
• Once reassigned, the work item is permanently moved to the new approver’s
inbox. The invoice has to be approved based on the new approver’s
authority.
• The reassign action is logged in the approval log for future audit.
• It is possible to reassign one invoice or the entire inbox of an approver.
The Reassign utility may “recall” the invoice back to the AP department. Once
recalled, the approval workflow is terminated. The AP department may
resubmit the invoice for approval. For more details, see section 11 "Reassigning
Work Items Belonging to Another User" in OpenText Vendor Invoice Management
- Administration Guide (VIM-AGD).

9.6 Maintaining Chart of Authority

This section provides details on how to configure the Chart of Authority (COA) for
Invoice Approval.
Purpose COA is required in the Invoice Approval process to allow users to approve Non PO
invoices.
Note: The PO Invoice Approval process does not consider the COA when
determining the next approver. For PO invoices, Baseline implementation
determines the requester of the PO as the first (and only) approver.
Approvers can be different with different limits of approvals for different
combinations or different org data, which can be very complex. COA provides a one
stop interface for maintaining all the combinations of approvers, approval limits and
coders for the Invoice Approval process.
COA maintenance is performed by functional users who are aware of organizational
objects involved in the Invoice Approval process.
Prerequisites
• The Org Units allowed in the Invoice Approval process are maintained. You can
maintain the Org Units in the SM30 transaction for table/view /OPT/BL_T401V.
• The fields required for approval user data are maintained. You can maintain the
fields in the SM30 transaction for table/view /OPT/BL_T402V.
Access You can access COA maintenance using transaction code /OPT/VIM_7CX1.
Alternatively follow OpenText LiveLink VIM Menu > SAP menu > Roles >
Invoice Approvals -> Chart of Authority Maintenance.

The default access to COA is in display mode. Use the Display/Change button to
switch to maintenance mode.
The following views are available:
• “User Details View” on page 224
• “COA Details View” on page 228
• “Coder Details View” on page 229
• “Logging with Change Documents” on page 231
9.6.1 User Details View

The User Details view lists the COA users' general details.
Enter the following details for each user:
OpenText User Id
User Id (generated automatically)
Deleted
Check box indicating if the user is deleted from COA.
Manager Id
OpenText User Id of the user's manager. This must be an existing user in COA.
VIM 5.2 SP5 introduces the following feature: You might want each single
approval flow to go to the approver first and to the manager afterwards. In this
case, you can enter a manager for user X in the User Details view, without
manually maintaining user X in the COA Details view. The data of user X is
automatically entered in the COA Details view.
You can use this functionality only after entering a new IAP constant
APPR_USR_COA_COPY with value X to table /PTGWFI/Z_CONST (using transaction
SM30).
Bulk Approval Category

Permission to perform bulk approval, that means, the user can approve or reject
more than one work item at the same time, for example in the Integrated Invoice
Cockpit.
The following settings are possible:
• A-Approval
• R-Reject
• B-Approval and Reject
• N-None
Last Name
User’s last name

First Name
User’s first name
Middle Name
User’s middle name (optional)
Department
User's department (optional)
Windows Domain
If implementing optional Approval Portal with WAS authentication scenario:
Windows domain. Required if COA uses Approval Portal with WAS
authentication scenario and users are authenticated using Windows domain.
Windows_ID
If implementing optional Approval Portal with WAS authentication scenario:
Windows ID or the login ID. Required if COA uses Approval Portal with WAS
authentication scenario and users are authenticated using Windows domain.
Personnel number
Personnel number of the user
SAP User ID
SAP User ID of the user
SAP Portal User ID
If implementing optional Approval Portal with Portal authentication scenario,
this will be the login ID for the user in the portal.
Email Address
User's email address. Identifying field for all COA users (approvers). This field
cannot be duplicated with existing users.
Name and address
Name, other form of user's address (optional)
Telephone number
User's telephone number
In the User Details View screen, you can perform the following actions:
To create a new user:

1. Click the icon.
A new empty row is created.
2. Maintain the required entries.
3. To save, click the icon.
To create multiple users:

1. Click the icon.

Five new users are inserted.

2. Maintain the required entries for each user.
To activate or deactivate a user:

1. Select an existing user.
2. Click the icon.
3. Select User Activate or User Deactivate from the context menu.
The selected user is marked for activation or deactivation.
To maintain user preferences:

The settings here are the same as in the User Preferences screen in the Approval
Portal. See section 6.2 "Working with the Personalize Screen" in OpenText Vendor
Invoice Management - User Guide (VIM-UGD). Some parameters apply to the Mobile
Integration, as well.
1. Select an existing user.
2. Click the User Preferences icon.
3. In the User Preferences dialog box, maintain the following parameters.

Show Details
Select this check box to automatically open the Invoice Detail section in the
Approve Invoice screen.
Clear this check box to display only the Details link in the Approve Invoice
screen.

Show History
Select this check box to automatically open the History section in the
Approve Invoice screen.
Clear this check box to display only the History link in the Approve Invoice
screen.
Default Coder
Enter the default coder that you want to do the coding.
Invoice List Field
Enter the sequence of list fields.
Mobile List Field
Only relevant for Mobile Integration: Enter columns that should be
displayed in the inbox of the mobile App.
Max. Recent List
Enter how many names should be displayed in the drop-down list for
previously selected persons.
E Notify Active
Select this check box to receive an email notification regarding any invoice
that requires your attention.
Invoice per Page
Enter the number of invoices to be displayed in the Invoice List and the
Processed Invoice List.
Language
Also relevant for Mobile Integration: Enter the default language.
Date format
Also relevant for Mobile Integration: Enter the date format. Click for a list
of possible formats.
Dec.pt.format
Also relevant for Mobile Integration: Enter the format of the decimal
notation. Click for a list of possible formats.
Currency
Enter the default currency.
Show Attachment
This check box is not relevant. Users can always use the attachment function,
regardless of the Show Attachment check box.
Display Type
Determine where the invoice image should be displayed when opening the
detail page. Click for a selection.
Logical system
Enter the SAP system that you want to use as the user preference for your
Invoice List page.

Time Zone
Also relevant for Mobile Integration (as the time zone in Approval log):
Enter the default time zone for the user. Click for a selection.
4. Click Save and Continue.
9.6.2 COA Details View

The COA Details view lists the allowed approval limits for users per org data
combination.

UserObjID
OpenText User Id
Currency
The currency that the user is authorized to approve.
Amount
Approving amount that the user is authorized to approve.
Expense Type
The expense type that the user is authorized to approve.
Company Code
The company code that the user is authorized to approve.
Cost Center
The cost center that the user is authorized to approve.

WBS Element
The WBS element that the user is authorized to approve.
Note: One user cannot have different approval limits for the same combination
of org units in the same currency. However the user can have different
approval limits in different currencies for the same combination of org units.
Example 9-1: COA details

If User1 is authorized for approving invoices up to $1000 for any Company
Code/Cost Center/WBS Element combination, entries are:
Amount
1000
Currency
USD
Company Code
*
Cost Center
*
WBS Element
*
In the COA Details View, you can perform the following action:
To create new entries:

1. Click the icon to create new approval limits for users.
2. Maintain the required entries.

9.6.3 Coder Details View

This view lists the coders determined by the system for a combination of org data.


Coder
User ID of the coder for this combination
Counter
Counter, cannot be modified.
Default
Select the check box to determine that the user is always a coder.
Requestor
Person who the invoice belongs to.
Company Code
The company code the coder is authorized to perform coding accounting
information for.
Example: For Company Code 1000 if the system needs to determine User1
always as a coder, select the Default check box for User1.
In the Coder Details View, you can perform the following action:
To create new entries:

1. Click the icon to create new coder entries.

2. Maintain the required entries for the new coders.

Note: The Coder Details View is visible based on the configuration

maintained in the OpenText constant table /OPT/VIM_ZCONST.
Prod Code
IAP
Constant
CODER_DETERMING
Description
Constant Coder Details View
Value
S Use Requestor. The Coder Details View is not visible. The system
will return a message.
R By requestor ID. The Requestor field is available along with Coder,
Counter, and Default fields for displaying/editing.
C By company code. The Company Code field is available along with
Coder, Counter, and Default fields for displaying/editing.
B By both requestor ID and company code. Both Company Code and
Requestor fields are available along with Coder, Counter, and De-
fault fields for displaying/editing.
9.6.4 Logging with Change Documents

With VIM 5.2 SP5 and higher, the COA supports a logging with change documents.
Changes regarding tables /ORS/USERMAP and /OPT/BL_APPCOA are logged for the
corresponding data elements.

For customer specific mass uploads of tables /ORS/USERMAP and /OPT/BL_APPCOA,

the following function modules can be integrated to enable change documents:
/OPT/VIM_BL_CHNG_APCOA
Write changes for /OPT/BL_APPCOA
/OPT/VIM_BL_CHNG_USRMAP
Write changes for /ORS/USERMAP
You can retrieve the change document in the following ways:
Display changes button
Select a user and click the Display changes button in the ALV grid control.
The change document is displayed only for the selected user.
Menu option Go To > Display changes
Follow the menu option Go To > Display changes. The following selection
screen is displayed:
from/to
Enter a dedicated period.
Name
Select the user.
User Mapping Object ID
Enter the change object.
Table Name
Enter /ORS/USERMAP or /OPT/BL_APPCOA.
Click to open the change document.
The change document displays all relevant information about the last changes in a
list view with the changed values and the user who changed the data.

9.7 Coding Validation
The following fields are not logged:
Table /ORS/USERMAP:
• MIDDLENAME
• DEPARTMENT
• WINDOWS_DOMAIN
• SAP_USER_ID
• OTHER_ID
• PHONE
Table /OPT/BL_APPCOA:
• COUNTER

If the customer has special requirements for validating the account assignment data
on the invoice coding screens, you can use the following BAdI infrastructure to
implement custom validations.
9.7.1 BAdI Validation for Parked Non PO Invoices

The following is the logic for BAdI validation:
1. Pre-convert check (BAdI method Check_field)
2. Convert to BSEG format (BAdI method convert_field)
3. Post-convert check (BAdI method valid_field)
4. Field status group check (BAdI method validate_fld_status_grp)
5. Final check (Cleanup messages)
The following is an example to validate Non PO invoice accounting data such as
Company Code by BAdI:
• Use OpenText implemented BAdI with name space /ors/.
• Create own BAdI with z name space and implement it.
• Extend validation of accounting data.
To validate Company Code for Non PO invoices by BAdI:

1. Enter constant NPO_INV_CLASS in table /PTGWFI/Z_CONST with
/ORS/NON_PO_INVOICE_NEW.

2. Execute the SM30 transaction with table /ORS/APPR_GL_CFV.
3. Select Company_Code ( Field ID BUKRS).

4. Click the button.

5. Notice that BADI Field Name has the value Company_Code.

6. Click the BADI Implement button to display an implemented BAdI that
OpenText has delivered. If there is no OpenText delivered object, the user can
create a new BAdI object and activate it (see step 1 through step 8).
7. Test /ORS/COMPANY_CODE.

To modify the validation code for Company_Code:

1. If you want to modify the validation code for Company_Code, create your object
and implement it:
Execute the SM30 transaction and change the BAdI name from Company_Code to
ZCompany_Code (for example).

To save, click the icon.

2. Click the BADI Implement button and create a new BAdI, called
Z_COMPANY_CODE (for example).
3. Click the Create button.
4. Choose the BAdI interface /ors/validation.

5. In Defined filters, select ZCOMPANY_CODE from the drop down list and save.
6. In the Interface tab, select Check_Field (for example).

7. Copy code from the OpenText delivered /ORS/COMPANY_CODE, method

CHECK_FIELD, if necessary, and modify the code or create new code. Save and
activate Z_COMPANY_CODE.
8. Test Z_COMPANY_CODE.

Coding is validated in the VALIDATEACCTDATA method of the Non PO invoice object.

The original delivered object is /ORS/NON_PO_INVOICE. The most recently delivered
version of this object is /ORS/NON_PO_INVOICE_4, which includes the latest BAdI
infrastructure.
9.7.2 Standard Delivered Validations

The standard delivery includes the following fields:
Field
BAdI
G/L Account
/ORS/CL_IM_GL_ACCOUNT
Internal Order
/ORS/CL_IM_INTERNAL_ORDER

Item Text
/ORS/CL_IM_ITEM_TEXT
Material
/ORS/CL_IM_MATERIAL
PAOBJNR (profitability segment)

/ORS/CL_IM_PAOBJNR
Plant
/ORS/CL_IM_PLANT
Profit center
/ORS/CL_IM_PROFIT_CENTER
Tax Jurisdiction Code

/ORS/CL_IM_TAXJURCODE
Tax Code
/ORS/CL_IM_TAX_CODE
Trading Partner
/ORS/CL_IM_TRADING_PARTNER
Unit
/ORS/CL_IM_UNIT
Valuation Type
/ORS/CL_IM_VALUATION_TYPE
WBS Element
/ORS/CL_IM_WBS_ELEMENT
9.7.3 Optional Coding

Entering coding information is not always mandatory. It depends on the following
configurations:
• If Coding_delegate is selected in the approver persona, and a delegated coder is
specified, coding is not required to approve the invoice.
• If no delegated coding is specified, the coding requirement is controlled by the
constant EMPTY_CODING_MSG. The following configuration values for this
constant are available:
CHECK_SP:ERROR
If special handling is empty, the system issues an error message.
CHECK_SP:WARNING
If special handling is empty, the system issues a warning message.
ERROR
The system issues an error message.

WARNING
The system issues a warning message.
This setting allows in some cases that the coding is not completed, but the
information is entered in the special handling instruction section.
Note: The validation happens in the VALIDATEACCTDATA method of the Non
PO invoice class.
9.7.4 Cross Company Coding

To turn on the cross company coding, activate BUKRS or COMPANY_CODE (see
“Configuring Cross Company Coding” on page 242). The OpenText delivered code
includes a popup to suggest the correct company code for the line. This is relevant if
the cost center or internal order entered does not match the company code. The
suggested company code comes from message type /ORS/000007_RFC number 071.
The validation method creates the message to communicate the possible company
code to the web and SAP screens. If the coding is done in the SAP screen, the popup
window is generated by a function module defined in the constant
POPUP_COMPANY_CODE. The default delivered function module for this constant is
/ORS/000007_POPUP_COMPANY_CODE.
9.7.4.1 Configuring Cross Company Coding

Configuring cross company coding adds a company code field on each line item.
You can code this line to a company code different from that on the header. The
header company code will be the initial default. This enables a validation of the cost
center and other coding elements against the new company code on the line item.
To configure cross company coding:

2. Enter table /ORS/APPR_GL_CFG. Locate the field BUKRS and double-click. If the
field BUKRS is not displayed, add a new field.
3. Enter the parameters as shown in the following screenshot:

9.8 Defining Rejection Reasons
4. Save the entries.
9.8 Defining Rejection Reasons

You can define various rejection reasons that the approvers can use when rejecting
PO based invoices. This step involves adding and configuring rejection reasons.
To define rejection reasons:

Invoice Approval Process > User Experience > Rejection Reason.
2. Define the rejection reason, using the following parameters:

Value
This value determines how the rejection reason reacts when taking action in
the coding/approval process. Possible values:
1;0
Rejection reason is mandatory.

0;1
Rejection comments are mandatory.
1;1
Both rejection reason and rejection comments are mandatory.
The default value is 0;1.
9.9 Image Display Infrastructure

For displaying images using SAP GUI, the system uses standard SAP ArchiveLink
image display APIs to retrieve and display the image. So, there is no configuration
necessary for displaying images using SAP GUI.
If implementing the optional Web IAP, the OpenText web approval application
(OpenText Approval Portal) uses the following infrastructure for displaying the
images from the web browser during the IAP process.
1. Clicking the View Invoice Image link in the web approval application will call
SAP R/3 with the following function module:
FUNCTION /ORS/000007_IMAGE_DISP_URL or /ORS/000007_IMAGE_DISP_JPEG
2. This function module will in turn call a configurable function module that is
defined in OpenText /PTGWFI/Z_CONST table. The data that is passed to this
pluggable module is:
• Invoice object type
• Invoice object key
3. The output of the function module is a table of URLs if using URL (in most cases
there will be only one URL that is returned) or the binary data if using JPEG.
The web application will open a browser window.
4. The OpenText delivered base function module for opening the browser window
is the following:
FUNCTION /ORS/000007_TMP_IMAGE_DISP_URL and /ORS/-
000007_TMP_IMAGE_DISP_JPEG
5. In the OpenText delivered base function module, the standard SAP function
module ARCHIVELINK_URL_GENERATE is called with the appropriate information
(Archive ID and Archive_Document_ID).
6. If the archiving system is setup as an http Content Server, the standard SAP
function module will generate the appropriate URL which can be used to
display the image in a browser window.
7. It is possible to replace the function module ARCHIVELINK_URL_GENERATE with a
Z-function module and incorporate any logic as deemed fit based on customer
requirements.


available. Global parameters control various aspects of the processing logic for IAP
process flows.
Important
Take care when you change the global customization parameters. Changes

• “Defining Resubmit for Approval Action Codes” on page 245
• “Defining the Custom Approver Class” on page 248
• “Defining the Custom Invoice Class” on page 248
• “Defining Supported Currency and Language” on page 249
• “Defining a Custom Usermap Class” on page 250
• “Defining the Usermap Data Source” on page 251
• “Defining Usermap Modification” on page 252
• “Defining the Usermap Web ID” on page 252
• “Defining Custom Buttons for the Approval Screen” on page 253
• “Configuring Custom Fields for the Approval Screen” on page 256
• “Configuring the Referral Wait Time” on page 258
• “Configuring Tax Calculation on Net Amount” on page 259
9.10.1 Defining Resubmit for Approval Action Codes

In this step, you define the process options for resubmitting the parked invoice for
approval.
To define resubmit for approval action codes:

Invoice Approval Process > Approval Workflow > Resubmit for Approval
Action Code.

2. Define the resubmit for approval action codes, using the following parameter:
Constant Value
Maintain action codes, separated by comma.
If you want to enable the functionality to submit for approval again after a DP based
approval has been rejected, perform the following steps:
To define resubmit for approval for DP based approval:

Process Configuration > Maintain Process Options.
2. In the Process Option Definition Maintenance View, double-click the line
Submit For Approval.
3. Configure the DP process option, as shown in the screenshot above. For further
information, see “Configuring DP Process Options” on page 70.

4. Make sure the same DP process option (as above) is maintained also in the Z
constant Entries table, see screenshot below.

Mark the Approval related Process Type and click User Process Option in the
navigation panel.
The DP process option should be configured as user option for the Approval
related Process Type.

9.10.2 Defining the Custom Approver Class

In this step, you define the custom approver class. You can use this class for
extending standard functions.
To define the custom approver class:

Invoice Approval Process > Setup Approval Chain > Chart of Authority
Configuration > Custom Approver Class (Exit).
2. Define the custom approver class, using the following parameter:

Constant Value
Maintain the custom approval class. This class should conform to the
/ORS/APPROVER class (sub type).
9.10.3 Defining the Custom Invoice Class

In this step, you define a custom invoice class to extend the functionality of the
OpenText delivered invoice class.
To define a custom invoice class:

Invoice Approval Process > Financial Processing > Online Coding > Custom
Invoice Class (Exit).

2. Define the custom invoice class (exit), using the following parameter:
Constant Value
Define the custom invoice class. This class must be a subtype of
/ORS/NON_PO_INVOICE.
You can use this class to extend the following methods:

VALIDATEACCTDATA
Validates the accounting data of invoices.
PROCESS_RETURN_MSG
Formats the return message from SAP to something meaningful that can
be displayed on the web.
GET_NO_CODING_MSG
Returns a message if there is no coding information on the invoice.
CHECK_COBL
Is used to validate the coding block data on the invoice.
CONVERT_STD_FIELD
Converts the value of a field from input format to output format.
GET_FIELD_STATUS_GRP
Sets the display parameters (Optional, Required, Hidden) for invoice
fields while coding.
9.10.4 Defining Supported Currency and Language

In this step, you define the supported currency and language during invoice
processing.
To define supported currency and language:



Invoice Approval Process > User Experience > Multilingual > Supported
Currency / Language.
2. Define the supported currency and language, using the following parameters:
Constant LANGUAGE
Determines which languages are supported in invoice processing. You can
maintain multiple languages by using a comma as separator.
Default Value: E,D
Constant SUPPORTED_CURRENCY
Determines which currencies are supported in invoice processing. You can
maintain multiple currencies by using a comma as separator.
Default Value: USD,DEM
9.10.5 Defining a Custom Usermap Class

In this step, you define a custom usermap class that can be configured to extend the
standard delivered functionality in managing users in IAP.
To define a custom usermap class:

Invoice Approval Process > Administration > Usermap Utility > Custom
Usermap Class (Exit).

2. Define the custom usermap class, using the following parameters:

Constant Value
You can use this custom class to extend the standard usermap functionality.
The /OPT/CL_IAP_USERMAP_BL methods can be extended.
9.10.6 Defining the Usermap Data Source

In this step, you define the source for usermap data in the IAP process.
To define the usermap data source:

Invoice Approval Process > Administration > Usermap Utility > Usermap
Data Source (Exit).
2. Define the usermap data source, using the following parameter:

Constant Value
The configuration in this field defines how the usermap data is determined
by the system. Possible values:

1 (default)
/ORS/7_2_APB
2
SAP HR
9.10.7 Defining Usermap Modification

In this step, you define how the usermap data is maintained.
To define the usermap modification:

Modify (Exit).
2. Define the usermap modification, using the following parameter:

Constant Value
Determine how the usermap data is maintained. Possible values:
1
Manual only
2
Data source
3 (default)
Combined manual and data source
9.10.8 Defining the Usermap Web ID

In this step, you define how the web user ID maintains the usermap data.
To define the usermap web ID:



Web Id (Exit).
2. Define the usermap web ID, using the following parameter:

Constant Value
Determine what values are maintainable when the user wants to maintain
the user map table. Possible values:
1
SAP ID only
2
SAP ID and OpenText Approval Portal
3 (default)
SAP ID and Invoice Approval .NET component
4
OpenText Approval Portal only
5
Invoice Approval .NET component only
6
SAP ID and other ID
7
Other ID only
Note: Invoice Approval .NET component and OpenText Approval
Portal are optional components.
9.10.9 Defining Custom Buttons for the Approval Screen

With VIM 5.2 and higher, you can add custom buttons to the invoice detail page of
the approval screen. You can configure these buttons to be visible dynamically,
based on the type of the invoice and the approver role.

With VIM 5.2 SP3 and higher, you also can add custom buttons to the invoice list
page of the Approval Portal. For these buttons, you must select Button Type List.
To define custom buttons:

1. Execute the /n/ORS/APPR_BUTTON transaction.
2. In the Dynamic buttons on the Approval screen screen, click New Entries.
3. Configure a custom button, using the following parameters:

Function code
Code used by the program internally to identify each user action.
Note: Enter the function code in capital letters.
Text
Text on the button (caption) in the user language.
Tool tip
Information text of the button in the user language. Applicable to the web
based Invoice Approval screen, only.
Invoice Type
Select the invoice type applicable for this button.
Note: This field is not relevant for buttons on the invoice list page of the
Approval Portal (Button Type List).
All Invoices
Includes all invoices.
PO based Invoices
Includes DP PO invoices and parked PO invoices.

Non PO based Invoices

Includes DP Non PO invoices and parked Non PO invoices.
Button Type
Select the button type to differentiate between header level buttons and item
level buttons on the invoice approval screen.
Header
The button is available for the invoice header or the complete invoice.
Item
The button is available only for one line item of the invoice. In this case,
the system will check if the user has selected any line item.
List
The button is displayed on the invoice list page.
User Type
Select the type of user who should be able to see the button.
Note: This field is not relevant for buttons on the invoice list page of the
Approval Portal (Button Type List).
Approver
The button is available only to those users whose user attributes contain
APPROVAL = X.
Coder
The button is available only to those users whose user attributes contain
CODING = X or CODING_DELEGATE = X.
Everyone
The button is available to all users.
Handling Function
The Handling Function determines the RFC function that is called when the
user clicks the button in the approval screen or the Approval Portal.
Enter the function module to handle the button. Create a custom function
module by copying the sample function module /OPT/BUTTON_FM.
For buttons on the invoice list page of the Approval Portal (Button Type
List), use the sample function module /OPT/BUTTON_FM_LIST. You can use
the handling function module to call a dynamic URL.
URL
Enter the static URL to be displayed after the button is clicked.
URL Function
Enter the function module to get the URL dynamically. Create a custom
function module by copying the sample function module
/OPT/BUTTON_URL_FM.
Note: This field is not relevant for buttons on the invoice list page
(Button Type List).

9.10.10 Configuring Custom Fields for the Approval Screen

The approval screen, in SAP as well as in the OpenText Approval Portal, provides
the infrastructure to handle additional custom fields. These fields will be available
on the Additional Details tab of the approval screen. The data for these custom
fields will be stored in the following tables:
• /OPT/VIM_1HEAD in case of DP invoice approvals
• /ORS/INV_DATA in case of parked invoice approvals
The custom fields available for configuration are highlighted in the following
screenshot. You can access this screen by executing the SE11 transaction and
displaying the Database table /ORS/INV_DATA.

You can configure these fields separately for PO and Non PO invoices, applicable to
both DP as well as parked invoices.
To configure custom fields:

2. Enter the table name /ORS/PO_HDR_CFG for configuring custom fields for PO
invoices.
Enter the table name /ORS/GL_HDR_CFG for configuring custom fields for Non
PO invoices.
3. Click the Maintain button.
4. In the Configuration for the PO invoice header screen in approval screen,
double-click a field to configure it.
5. Configure the custom field, using the following parameters:

Field name
Name of the custom field. This field is fixed. Do not change it.
Field Status
Select one of the following values:
• Input
• Required
• Hide
• Display only
Table no.
Enter a numeral to indicate the sequence of the custom field in the web
approval screen.
Search help name
Enter the name of the search help for the custom field.

Note: This is not supported on the Approval Portal.

SearchHelpParam
Enter the field name in the search help that will carry the value of the custom
field.
Note: This is not supported on the Approval Portal.
To maintain the field labels of the custom fields:

2. Enter the table name /ORS/GL_TITLE.
3. Click the Maintain button.
4. Change the field label of the custom fields in the Medium column in the
required languages.
9.10.11 Configuring the Referral Wait Time

With VIM 5.2 SP1, approvers/coders have the option to refer the invoice from the
approval screen to other users for information. You can configure the time to wait
for the referee to provide the information.

The “referrer” is the user who has sent the approval invoice to another user (referee)
for more information on the invoice.
The “referee” is the user who provides additional information on the approval
invoice.
To configure the referral wait time:

1. Execute the SM30 transaction to maintain table /PTGWFI/Z_CONST.
2. Locate the record with Product Code IAP and Constant REFERRAL_WAIT_TIME.
3. Enter the Constant Value. It indicates the number of days to wait for the referee
to provide information.
After that period, the referral work item is rerouted to the referrer's inbox from
the Resubmission folder of the referrer's SAP Business Workplace.
9.10.12 Configuring Tax Calculation on Net Amount

VIM 5.2 SP6 introduces the CALC_TAX_ON_NET constant, an option to calculate tax on
net amount for Non PO DP Approval: This option enables the system to
differentiate between gross and net. You can configure the option individually for
each document type or centrally for all document types on the system.
The CALC_TAX_ON_NET constant is needed as a prerequisite for the Calculate Tax on
Net check box in the Document Type Definition Details screen, see Calculate Tax
on Net on page 62 for details.
To configure tax calculation on net amount:

1. To add a new global CALC_TAX_ON_NET constant for product IAP, execute the
/n/OPT/VIM_IMG424 transaction.
Alternatively, execute the /n/OPT/SPRO transaction, and follow LiveLink VIM -

Configuration > Non PO Processing > Invoice Approval Process > Technical
General > Invoice Approval Configuration.
2. Assign one of the following values to the CALC_TAX_ON_NET constant:
Value Description
X Central setting (for all document types)
G/L account amounts are to be entered net.

Central setting (for all document types)
G/L account amounts are to be entered gross.

D Individual setting for document types
Each document type can be set individually.

9.11 Configuring the Bulk Approval Validation Exit

Since VIM 6.0, the bulk approval/rejection validation function module
/ORS/AINV_BULK_VALIDATE_INV provides a customer exit. The baseline validation
functionality might not meet your requirements. You can create a new function
module with the same interface as /ORS/AINV_BULK_VALIDATE_INV.
To configure the bulk approval validation exit:

2. Locate the record with Product Code IAP and Constant BULK_VALIDATE_EXIT.
3. Enter the name of your function module in Constant Value.
The baseline function module calls your function module if it is configured and
ignores the validations provided in baseline.
9.12 Configuring Posted Approval

As an enhancement to Invoice Approval, VIM 6.0 SP3 (and also VIM 5.2 SP8)
supports the approval of posted documents, besides the approval of parked or DP
based documents.
Benefit Besides the PO blocking scenarios, the VIM process ends with the creation of a
posted document. The posted approval processing enables you to post a Non PO or
PO invoice as fast as possible with an individual blocking reason. Then you can
approve the document with the approval workflow after the document creation.
Invoices do not need to go into a long approval process and then are posted finally.
With posted approval, they are posted before any approval process is started.
Prerequisite As a prerequisite for the posted approval, a document must be initially processed
within the DP workflow. Stand-alone parked or posted documents are not
supported.
The posted approval sub workflow is available for blocked posted documents that
are processed within the DP process. You can trigger the sub workflow in one of the
following ways:
• Configure the posted approval settings to be Auto submit for approval after
posting with a special payment block.
• Manually post the document with one of the individual configured payment
blocks.
For the posted PO approval scenario, either the existing blocking workflows are
triggered or the approval process is started depending on the posted approval
configuration.
With the final approval of the posted document, the individual payment block is
removed.

Automated VIM 6.0 SP3 (and also VIM 5.2 SP8) also introduce automated coding. In
coding combination with the automatic processing of the posted approval, the coding step
can be completely skipped.
Configuration The whole configuration for the posted approval is integrated in the VIM
aspects Customizing IMG tree: Follow LiveLink VIM - Configuration > Non PO
Processing > Invoice Approval Process > Approval Workflow.
To configure the posted approval process, the following steps are necessary:
1. Configure posted approval settings (mandatory)
2. Configure event linkage for posted approval trigger (mandatory)
3. Define dynamic determination for the auto processing:
Note: This step is optional: If you configure to use the determination for
the automatic posted approval activation type, then you have to process
this step. If you activate it always or by custom function module, you do
not need to process this customizing.
• Define determination fields
• Define determination data
9.12.1 Configuring Posted Approval Settings

You must configure the posted approval settings for each document type. This
section describes the possible configuration for a PO document. You must configure
it individually; it is not delivered within baseline configuration.
To configure posted approval settings:

1. In the VIM Customizing IMG tree, follow LiveLink VIM - Configuration >
Non PO Processing > Invoice Approval Process > Approval Workflow >
Posted Approval Settings.
2. Double-click the DP Document Type that you want to configure.

3. Configure the Posted Approval Settings (PAS), using the following parameters:
Process Type
Baseline delivers the process type 149 for PO documents and the process
type 249 for Non PO documents. A posted document that is rejected in the
approval process will be processed within the DP workflow with this
process type. For this process type, baseline delivers the following process
options:
2020
Re-Submit for Approval
2021
Submit for one step Approval
2022
Remove payment block and complete DP
2023
Keep payment block and complete DP

Automatic processing
For Non PO documents
In the DP process, a document can be submitted for approval (manually
or automatically with exception “Approval required”). In this case, the
automatic processing defines that the DP or parked approval process
terminates after the requester step. The document will be posted with the
configured payment block.
When the coding happens in background with auto coding (see
“Configuring Auto Coding” on page 269), also the coding step can be
skipped and the document will be posted directly.
For PO documents
The automatic processing defines that the document is posted
automatically with the configured payment block.
Activation type
• Inactive: Automatic processing is deactivated.
• Active: Automatic processing is activated globally for document type
• Activate by determination: Automatic processing is activated

dynamically; see “Configuring Posted Approval Determination” on
page 267.
• Activate by custom function: Automatic processing is activated
dynamically with custom logic. Maintain the Posted Appr. Finder
field. The field is only shown when you select this activation type.
Pmnt Block
Enter the payment block that is used to post the document in the
automatic processing.
Posted Appr. Finder
Enter the exit function to activate the automatic processing (interface
check function /OPT/AAFS_DETERMINE_PAS).
Manual processing
For Non PO and PO documents, the configuration of the manual processing
defines that the posted approval process is triggered for manually posted
documents with the configured payment blocks.
Activation type
• Inactive: Manual processing is deactivated.
• Active based on payment block: Manual processing is activated.
Constant Value
Enter Constant Values for payment blocks: Possible payment blocks for
which the posted approval is relevant to be triggered. Maintain the
standard Payment blocks of table T008. Separate them by comma.

PO blocking reason processing

Only relevant for PO based documents: You can maintain an additional start
condition to trigger either the blocking workflow or the approval workflow,
based on the logistic blocks of the invoice.
Approval start cond
Select an approval start condition from the list:
• Start always: The approval workflow is triggered always. The
blocking workflow(s) are not triggered.
• Start only when no logistic block exists: The approval workflow
is only triggered if no logistic block exists. If any logistic block exists,
the blocking workflow(s) are triggered.
• Start only when no logistic block exists besides price: The
approval workflow is only triggered if no block or a price block exists.
For all other logistic blocks, the blocking workflow(s) are triggered.
Reject processing
Approval restart options
Rejected invoices are processed within DP processing with the
configured process type. This refers to the baseline process options
Submit for one step Approval and Resubmit for Approval for the
baseline Posted Approval process types. The document is submitted
again for approval processing. For these options, you can configure the
following individual settings.
Comments Required
Select this check box to determine that a comment is required within
the Resubmit for Approval screen. This comment is used in the
approval process. It is not logged for the process option, which can
also be activated in the process option configuration.
Appr. Search Option
For one step approval, define the search and check functionality for
the selected approver. Possible entries:
Search all User COA
You can select all users from the COA that are configured for
approval.
Search only legitimate Approver COA
You can select users from the COA that are configured for
approval and where also the configured COA fields correspond to
the invoice data (Company Code / Cost Center, ...).
Note: The amount of the invoice is not checked!
Reject by Requester
An automatic processed DP document for posted approval is directly
sent to the assigned approver of the COA during the approval process. In
this scenario, the coding and requester step is already executed. When

the approver rejects the document, it is sent to the previous approver.

With posted approval, the requester is not always the first approver. It
may happen that the requester does not receive the rejected document.
Select this check box to determine that the document is finally sent to the
requester when the approver rejects the document before the approval
workflow ends.
Processing Exits
You might want to individually trigger the posted approval process and to
keep the DP workflow alive for the posted document. Therefore, you can
maintain custom functions. The payment block, which will be removed in
the final approval step, can be processed individually, as well.
Exit remove block
Enter an exit function to be executed after the final approver approves
the document. With standard configuration, the header payment block
on the posted document is removed. The document will be paid no
matter if there are any blocks on the PO document like price or quantity.
The interface of the exit function has to be compatible with the function
/OPT/AAFS_CHANGE_BLOCKING_NPO for Non PO documents and
/OPT/AAFS_CHANGE_BLOCKING_PO for PO documents.
Exit trigger approval

Integrate an own logic for the posted approval to trigger the processing
according to your end conditions.
All other configurations to trigger the process manually or automatically
are not taken into account (maintained within /OPT/AT_PAS). Only the
own logic within the exit function is used. The interface of the exit
function has to be compatible with the function
/OPT/AAFS_SAMPLE_EXIT_TRIGGER.
Exit confirmation
Integrate an own logic for the posted approval to keep the DP process
alive according to your start conditions. All other configurations to keep
the process alive according to the manual or automatic blocking are not
taken into account (maintained within /OPT/AT_PAS). Only the own logic
within the exit function is used. The interface of the exit function has to
be compatible with the function /OPT/AAFS_SAMPLE_EXIT_CONFIRM.
9.12.2 Configuring Event Linkage for Posted Approval

To trigger the posted approval after the document is posted, the following
configuration is necessary for Non PO and PO documents.
Execute the SWETYPV transaction and activate the event linkage for the posted
approval.
The following screenshot shows the relevant settings.

Object Type
/ORS/INVAP
Event
POSTED
Receiver Function Module

/OPT/AAFS_POST_RECEIVER
Linkage Activated
Selected
Enable Event Queue
Selected.
You must maintain the event queuing and configure a job (transaction SWEQADM).
Non PO For Non PO documents, the event is raised in the BTE exit 1050 and exit 1030
within exit function /OPT/BTE_IF_00001050 and /OPT/BTE_IF_00001030. The
corresponding BTE has to be activated. Check transaction FIBF > Settings > P/S
Modules -> …of a partner.

PO For PO documents, the event is raised in the event receiver of function

/OPT/BL_PO_BLK_RECEIVER, which is triggered in the event linkage for object
BUS2081 and event POSTED. Check transaction SWETYPV and see “Event Linkages” on
page 152.
9.12.3 Configuring Posted Approval Determination

You can dynamically determine the automatic posted approval processing. The
activation is done within the posted approval settings; see “Configuration aspects”
on page 261.
Note: This step is optional: If you configure to use the determination for the
automatic posted approval activation type, then you have to process this step.
If you activate it always or by custom function module, you do not need to
process this customizing.
9.12.3.1 Defining Determination Fields

You can individually configure the fields for the dynamic determination of the
posted approval processing.
To define determination fields:

Posted Approval Determination - Fields
The following screenshot shows the configuration of two fields that will be used
for the determination.
2. Define determination fields using the following parameters:

Determination Type
Enter PAS (Posted Approval Settings)
The determination type is defined in table /OPT/AT_DETTYPE. The type PAS
is delivered within the posted approval baseline configuration.
Field Type
Available values are Header or Item. For the determination, only header
fields are relevant.

Field Name
Select the corresponding field of the /OPT/VIM_1HEAD or /OPT/VIM_1ITEM
table.
Sequence
Define the processing sequence of the determination.
Search Help Name
Configure the search help that will be used in the data determination
configuration.
Allow Ranges
Select this check box to allow ranges in the data determination configuration.
9.12.3.2 Defining Determination Data

You can individually configure the data for the dynamic determination of the
posted approval processing, based on the defined fields.
To define determination data:

Posted Approval Determination - Data
The following screenshot shows the configuration for the fields configured in
“Defining Determination Fields” on page 267.
2. To activate the automatic posted approval configuration, configure the

corresponding ranges and data. You can add or remove lines.

A transport is created for the corresponding settings.
9.12.4 Configuring Auto Coding

The auto coding component enables you to configure dynamically that DP Non PO
documents are automatically coded with the configured cost elements.
Configuration The whole configuration for auto coding is integrated in the VIM Customizing
aspects IMG tree: Follow LiveLink VIM - Configuration > Non PO Processing > Invoice
Approval Process > Financial Processing > Auto Coding.
To configure auto coding, the following steps are necessary:
1. Define dynamic determination for auto coding.
• Define determination fields
• Define determination data
2. Integrate a process type for the document type to execute auto coding in the DP
processing.
9.12.4.1 Defining Determination Fields

You can individually configure the fields for the dynamic determination of the auto
coding processing.
To define determination fields:

Non PO Processing > Invoice Approval Process > Financial Processing > Auto
Coding > Auto Coding Determination - Fields
The following screenshot shows the configuration that is used for the
determination and the coding fields.
2. Define determination fields using the following parameters:

Determination Type
Enter ACO (Auto Coding Configuration)

The determination type is defined in table /OPT/AT_DETTYPE. The type ACO

is delivered within the posted approval baseline configuration.
Field Type
Available values are Header or Item. For the determination, only header
fields are relevant.
Field Name
Select the corresponding field of the /OPT/VIM_1HEAD or /OPT/VIM_1ITEM
table.
Sequence
Define the processing sequence of the determination.
Search Help Name
Configure the search help that will be used in the data determination
configuration.
Allow Ranges
Select this check box to allow ranges in the data determination configuration.
For item fields, ranges are not allowed.
9.12.4.2 Defining Determination Data

You can individually configure the data for the dynamic determination of the auto
coding processing, based on the defined fields.
To define determination data:

Non PO Processing > Invoice Approval Process > Financial Processing > Auto
Coding > Auto Coding Determination - Data
The following screenshot shows the configuration for the fields configured in
“Defining Determination Fields” on page 269.

2. To activate the auto coding configuration, configure the corresponding ranges

and data. You can add or remove lines.
You can use the Skip Stack indicator to automatically skip the coding or
requester step when the approval is triggered. The following values are
possible:
C
Skip the coding step (most common setting).
R
Skip the coding step and the requester step.
S
Skip the requester step. However, in case of rejection, the document is still
sent to the requester in the approval process.
3. To open the Detail Configuration, double-click a determination line or click the
Details button .
Configure the corresponding coding.
The coding is used to insert an initial line item with the net amount of the
invoice in the processing. Existing lines are overwritten with the configured
coding.

A transport is created for the corresponding settings.
9.12.4.3 Defining a Process Type for Auto Coding

To execute the auto coding, you must integrate a process type in the document
processing for the following reasons:
• to update the /OPT/VIM_1ITEM table
• to determine if the document has to be coded automatically.
Therefore, you can use the “exception” function
/OPT/VIM_DETERMINE_PROC_LIB003 for custom processing.
To integrate a process type, follow the customizing steps in “Defining the Process
Type” on page 89.
The process type needs the following settings:
• No exception
• No user process options
• Autopost flag activated
• Bypass and simulate deactivated
• Process type determination sequence before Approval Required process option
• Sequence step function module /OPT/VIM_DETERMINE_PROC_LIB003
The following screenshots show example settings of the process type:
Process Type Definition (no other settings relevant); see also “Defining the Process
Type” on page 89:
Document Processes; see also “Defining Process Types” on page 49:

Index Screen Options (no other settings relevant): see also “Configuring Index
Screen Options” on page 51:
Process Type Determination Sequence (no other settings relevant); see also
“Defining the Process Type Determination Sequence” on page 53
Sequence Steps: see also “Defining Sequence Steps” on page 55

Chapter 10
Approval on a Mobile Device
VIM 6.0 introduces an enhancement to the Invoice Approval: Users can approve
their invoices, using a mobile device, for example a Blackberry. Mobile support
bases on the OpenText Everywhere (OTE) infrastructure. For further information on
OTE, see OpenText Everywhere - Installation and Administration Guide (MOD-IGD).
Note: OpenText strongly recommends that you implement the Mobile
Approval Portal (introduced with VIM 6.0 SP3) instead of the Blackberry and
OTE based mobile App. For details on the Mobile Approval Portal, see section
24 "Configuring the Mobile Approval Portal" in OpenText Vendor Invoice
Management - Administration Guide (VIM-AGD).
A mobile application (mobile App) is available as a new SAP mobile solution for
VIM. Using the mobile App, users can execute their approval tasks in a simple GUI,
directly on their mobile device:
• Display work items in an inbox-like Invoice List view
• Display details of an invoice
• Approve and reject invoice (from list and detail view)
• Display attachments and archived invoices
The mobile App does not allow any input or changes to the invoice data. Users can
only perform approval or rejection. Coding is not supported in the mobile App. The
invoice list only shows invoices for approval.
To configure approval on a mobile device, the following customizing is necessary:
• “Activating Logical Systems” on page 276
• “Configuring Screen Buttons” on page 277
• “Configuring Extended Labels” on page 278
• “Configuring Extended Class” on page 279
• “Configuring the Default Invoice List” on page 279
• “Configuring Invoice List Fields” on page 280
• “Configuring PO Header Fields and GL Header Fields” on page 281
• “Configuring Header Field Labels” on page 283
• “Configuring PO Item Fields and GL Item Fields” on page 283
• “Configuring Item Labels” on page 284
• “Additional Customizing” on page 285

Chapter 10 Approval on a Mobile Device
The whole configuration (except “Additional Customizing”) is available in the VIM

Customizing IMG: Execute the /N/OPT/SPRO transaction and follow the menu path
LiveLink VIM - Configuration > Non PO Processing -> Invoice Approval Process
-> Mobile Integration.
10.1 Activating Logical Systems

In this step, you maintain and activate all logical systems that shall be considered for
mobile approval. The OTE middleware server can only handle one connection to
one SAP backend system. You must maintain and activate the own system
connection and additional SAP systems to be called using RFC.
In a single system landscape, you must maintain and activate the own system.
To open the System Activation screen, execute the /N/OPT/SPRO transaction and
follow the menu path LiveLink VIM - Configuration > Non PO Processing ->
Invoice Approval Process -> Mobile Integration > Mobile Global Settings >
System Activation

10.2 Configuring Screen Buttons
In this example, all data is collected from the own system D94CLNT800 and from
system T90CLNT810, using an RFC call.
10.2 Configuring Screen Buttons

In this step, you maintain actions and buttons that are displayed on the mobile
screens. The Baseline implementation delivers the default buttons.
In addition, you translate the button labels in this step. You must log on in the
corresponding language to maintain the button labels. Enter the translated button
labels in the Text column.
To configure screen buttons:

1. Execute the /N/OPT/SPRO transaction and follow the menu path LiveLink VIM -
Configuration > Non PO Processing -> Invoice Approval Process -> Mobile
Integration > Mobile Global Settings > Screen Buttons
2. Double-click a line.

3. Configure the button, using the given parameters.

To change the order of the buttons on the mobile screen, maintain the field
Table no. The buttons are displayed in the order maintained here, from left to
right.
If a comment should be mandatory for the processing action, select Comment
Mandatory.
If a search help for the user should be called for the action, select User Search
Help Mandatory.
10.3 Configuring Extended Labels

In this step, you translate fix screen labels for each sub screen of the mobile App into
the corresponding language of the user. You can also translate additional labels and
header segments of fix screen fields, and the field labels for the approval log.
To configure extended labels:

Integration > Mobile Global Settings > Extended Labels.
2. Enter the translation in the Medium Field Label column.

In the Sequence column, you can change the sequence of the table columns.
If a field should not be displayed in the mobile App, remove it from this table.

10.4 Configuring Extended Class
10.4 Configuring Extended Class

You can inherit the class for the mobile integration that is delivered with Baseline
and implement own logic by redefining the corresponding methods. You must enter
the new created class in the corresponding Z constant MOB_GLOBAL_CLASS.
Execute the /N/OPT/SPRO transaction and follow the menu path LiveLink VIM -
Integration > Mobile Global Settings > Extended Class.
Enter the new class in Constant Value.
10.5 Configuring the Default Invoice List

In this step, you configure the default list of fields that show up on the mobile
approval screen. The fields are used for each user created in the Chart of Authority.
Integration > Mobile Inbox Fields > Maintain Default Invoice List.

In Constant Value, enter the fields that should be displayed in the mobile App. You
find the possible fields in structure /ORS/INV_LIST_FIELDS. The sorting of the
fields corresponds to the display in the mobile App’s invoice list.
To display the fields in the mobile App, you must translate them into the
corresponding languages; see “Configuring Invoice List Fields” on page 280.
In the Chart of Authority, in the user preferences (see “User Details View” on
page 224) you can perform some configuration that is relevant for the mobile App:
Mobile List Field

Change the fields for each user individually.
Language
Enter the user language for field labels on the mobile device.
Date format
Enter the date format used to convert the layout according to date fields for the
user on the mobile device.
Dec.pt. format
Enter the decimal point format used to convert the layout according to amount
fields for the user on the mobile device.
Time zone
Enter the time zone used to convert time fields according to the user settings.
10.6 Configuring Invoice List Fields

In this step, you translate the labels for the inbox list fields into the corresponding
languages. All fields must be translated into the languages that are used on your
system.

10.7 Configuring PO Header Fields and GL Header Fields
Integration > Mobile Inbox Fields > Maintain Invoice List Fields.
In the Medium column, enter translations for the fields in the language specified in
the Language column.
10.7 Configuring PO Header Fields and GL Header

Fields
In this step, you can customize all header fields, for invoice type PO and Non PO
(that is GL) that will be displayed on the detail page of the mobile App. You can also
change the sequence of the fields on the detail page.
To display the fields in the mobile App, you must translate the fields into the
corresponding languages, see “Configuring Header Field Labels” on page 283.
To configure PO header fields and GL header fields:

1. Access the customizing screen:

PO header fields
Execute the /N/OPT/SPRO transaction and follow the menu path LiveLink
VIM - Configuration > Non PO Processing -> Invoice Approval Process ->
Mobile Integration > Mobile Header Fields > Maintain PO Header Fields.
GL header fields
Mobile Integration > Mobile Header Fields > Maintain GL Header Fields.
The screenshot shows the customizing screen for PO header fields. For GL
header fields, only the heading of the screen differs.
For the mobile integration, only the Mobile area is relevant. In the SAP / Portal
area, only set the Field Status to Hide. Thus, you prevent the field from being
additionally displayed inside SAP or the Approval Portal.
The field names have to match the fields of structure /ORS/INVOICE_HDR.
3. Configure the field.
To activate the field for the mobile App, select Active MobileApp.
To change the sequence of fields in the mobile App, enter a digit in Sequence
MobileApp. The fields are displayed on the detail screen in the header field
section following this order, from top to bottom.

10.8 Configuring Header Field Labels
10.8 Configuring Header Field Labels

In this step, you translate the labels for the header fields into the corresponding
system.
Integration > Mobile Header Fields > Maintain Header Labels.
The customizing is the same as in “Configuring Invoice List Fields” on page 280.
10.9 Configuring PO Item Fields and GL Item Fields

In this step, you can customize all item fields for invoice type PO and Non PO (that
is GL) that will be displayed on the detail page of the mobile App. You can also
change the sequence of the fields on the detail page.
To display the fields in the mobile App, you must translate the fields into the
corresponding languages, see “Configuring Item Labels” on page 284.
To configure PO item fields and GL item fields:

1. Access the customizing screen:
PO item fields
Mobile Integration > Mobile Item Fields > Maintain PO Item Fields.
GL item fields
Mobile Integration > Mobile Item Fields > Maintain GL Item Fields.

The screenshot shows the customizing screen for GL item fields. For PO item
fields, the screen differs only slightly.
For the mobile integration, only the Mobile area is relevant. In the SAP / Portal
area, only the BAPI Field name is used. It matches for the label translation.
The BAPI field names must match the field names of structure
/ORS/PO_LINE_ITEM (for PO items fields) and /ors/invoice_acct_data (for
GL item fields).
3. Configure the field.
To activate the field for the mobile App, select Active MobileApp.
To change the sequence of fields in the mobile App, enter a digit in Sequence
MobileApp. The columns for the line item information on the detail screen are
displayed following this order, from top to bottom.
10.10 Configuring Item Labels

In this step, you translate the labels for the item fields into the corresponding
system.

10.11 Additional Customizing
Integration > Mobile Item Fields > Maintain Item Labels.
The customizing is the same as in “Configuring Invoice List Fields” on page 280,
except that you translate item fields, here.
10.11 Additional Customizing

The following additional customizing steps are necessary.
10.11.1 Configuring the Application Log

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.

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 11
OpenText Approval Portal
To enable users to approve invoices without having access to SAP, VIM provides
the OpenText Approval Portal (Approval Portal), see section 6 "Approving Invoices
Using OpenText Approval Portal" in OpenText Vendor Invoice Management - User
Guide (VIM-UGD). For more information on how to configure and administrate the
Approval Portal, see section 23 "Administering and Troubleshooting the Approval
Portal" in OpenText Vendor Invoice Management - Administration Guide (VIM-AGD).

Chapter 12
KPI Dashboard
The “Key Performance Indicator” Dashboard (KPI Dashboard) is a tool for
managers showing VIM related process data at a glance in graphical charts. The KPI
Dashboard is introduced with VIM 6.0 SP3.
KPI KPIs are used for performance management. Organizations use KPIs to measure
their overall success or the success of a particular activity. For the KPI Dashboard,
the following KPIs have been implemented with several filters:
• Number of processed invoices
• Amount of processed invoices
• Number of occurrences of exception classes
• Exception free rate
• Number of invoices processed with delay
• Number of invoices approved with delay
Important
KPI Dashboard data is based on the VIM logging infrastructure, which is a
completely new but just internally used technical VIM component. The first
KPI Dashboard version introduced with VIM 6.0 SP3 has no functionality to
show VIM related data that has been created before the KPI Dashboard BC
Set has been activated.
The KPI Dashboard section provides the following configuration aspects:

• “User Interface of the KPI Dashboard” on page 290
• “KPI Dashboard Definitions” on page 291
• “Periodic Jobs - Collection and Aggregation” on page 292
• “Customizing Settings” on page 301
• “SAP Web Dynpro Settings” on page 320
• “Secure Connection” on page 325
• “SAP NetWeaver Portal Integration” on page 326
• “Technical and Functional Restrictions” on page 330

Chapter 12 KPI Dashboard
12.1 User Interface of the KPI Dashboard

The KPI Dashboard user interface bases on modern web application technology. To
provide a better overview, the interface groups data thematically and displays data
on 3 different graphic screens. Each screen shows 4 straightforward graphics.
Control panel
The control panel is located on the very left of the screen and stays the same for
all 3 graphic screens. The control panel covers filter related selection criteria like
time range, company code group, and input channel.
Display Category
For the second half of the actual screens, the Display Category list is available.
You can select the following categories to be displayed in the second half of the
respective screen:
• PO/Non-PO Invoices
• Amount Classes
• Vendor Groups
The categories Amount Classes and Vendor Groups are customer specific. You
must customize them before using the KPI Dashboard.
Screen - KPI Group Volume and Amounts
The first half of the screen shows the number and amount of invoices processed
and aggregated by the input channels like ICC, EDI, or other.

12.2 KPI Dashboard Definitions
The second half of the screen shows the category, which by default is “purchase
order based”, “non purchase order based”, or “unclassified”. It can be either
switched to amount class category or to vendor group category.
Screen - KPI Group Exceptions
The Exceptions screen bases on a customer specific mapping of VIM exceptions
to KPI exception classes.
The first half of the screen shows the following:
• number of occurrences of exception classes
• percentage of invoices that belong to an exception class that contains
customer specific “allowed exceptions” and that are therefore considered to
be exception free
The second half of the screen shows the categorized data for the most important
exception class (Exception Class 1).
Screen - KPI Group Processing and Approval Time
The first half of the screen shows the number of invoices processed or approved
in a certain customer specific time frame (“on time”, “almost on time”, or
“delayed”).
The second half of the screen shows the categorized data for delayed invoices.
Export to Excel
You can export the KPI Dashboard data to an Excel sheet by clicking this link.
Help
You can use the content of the current section to provide a customized help for
your end users. See “KPI Dashboard Help URL” on page 314.
Info
You can view additional information by clicking this link.
12.2 KPI Dashboard Definitions

The KPI Dashboard shows monthly VIM data grouped by Channel ID and
Company Code Group.
Definitions for KPI1: Number of Processed Invoices
Processed invoices
Invoices where the VIM end timestamp is in the current period (month)
Number
How many invoices with end timestamp in the current period (month) have
been processed
Definitions for KPI2: Amount of Processed Invoices
Processed invoices
Invoices where the VIM end timestamp is in the current period (month)

Amount
What is the total amount of invoices with end timestamp in the current
period (month) that have been processed
Definitions for KPI3: Number of Occurrences of Exception Classes
Exception
VIM invoice exception in the sense of “process step that requires manual
interference”
All exceptions of an invoice in the VIM process are collected and classified.
The corresponding exception classes are displayed in the period (month) in
which the invoice has the VIM end timestamp.
Exception Class
Group of invoice exceptions defined in the KPI customizing
Definitions for KPI4: Exceptions Free Rate
Exception Free
Some process steps requiring manual interference are considered to be “no
real exception”; therefore they are “exception free”. The exception free rate
reflects the rate of “no real exceptions” and the completely exception free rate
in comparison with the rate of “real exceptions”.
All exceptions of an invoice in the VIM process are collected, classified, and
taken into account for the exception free rate in the period (month) in which
the invoice has the VIM end timestamp.
Definitions for KPI5: Number of Invoices Processed with Delay
Invoices processed with delay
Invoices where the VIM end timestamp is in the current period (month) and
the processing number of days between start and end process timestamp is
greater than a certain threshold value for delay (see “Time Groups” on
page 305)
Definitions for KPI6: Number of Invoices Approved with Delay
Invoices approved with delay
Invoices where the VIM end timestamp is in the current period (month) and
the approval duration is greater than a certain threshold value for delay (see
“Time Groups” on page 305)
12.3 Periodic Jobs - Collection and Aggregation

To make data available in the KPI target tables, you must set up periodic jobs for
collection and aggregation.
Note: Before running periodic jobs, you must complete all customizing steps
for the KPI Dashboard. See “Customizing Settings” on page 301.
The KPI Dashboard architecture overview shows that different levels of data
preparation are necessary to provide correct KPI data.

Figure 12-1: KPI Dashboard architecture overview
Level 1a
The VIM logging continuously writes data to special Log Tables and Index Data
Tables in the Central System and the Satellite Systems (if involved). The
activation of the KPI Dashboard BC set starts the logging mechanism.
Level 1b
The KPI Data Collection assembles document and exception data from the
logging and saves them in the KPI Source Tables. A periodic collection job is
required on each involved system to fill the KPI Source Tables.
Level 2
The KPI Aggregation selects data from the KPI Source Tables (in different logical
systems if required), aggregates the data, transforms it and saves the data in the
KPI Target Tables. A periodic aggregation job is required only in the Central
System (or Single System) to fill the KPI Target Tables.
Level 3
The Web Dynpro uses the KPI Target Tables for visualization in the Web
Frontend.
KPI Source Tables and KPI Target Tables can always be refilled from the logging
tables.

12.3.1 Collection Job

Prerequisite for the Collection Job
On each VIM system (central and satellite), the VIM exception IDs have been
customized in the VIM Customizing IMG: LiveLink VIM - Configuration >
Central Reporting > Report Table Maintenance > Exception Definition and
Mapping > Exception Definition Maintenance and Exception Mapping
Maintenance. See section 18.4 "Maintaining Reporting Tables" in OpenText Vendor
Invoice Management - Administration Guide (VIM-AGD).
Collection Job - Report /OPT/VR_KPI_COLLECTION

Run the /OPT/VR_KPI_COLLECTION program.
Manual Run
Run frequency
Ad hoc / on demand
Business background
Ad hoc reporting / short term KPI analysis for a certain period of time
Execution
Manually in dialog or background
Parameter settings
• Process start date from (required)
• Process start date to (optional)
• Delta mode check box cleared
If you want to load just a special period of time for the KPI Dashboard, you can use
the KPI collection report on demand manually. All processes which have been
started and also finished within the chosen process start interval are included in the
resulting collection output and stored to the KPI source data tables. From there, the

KPI aggregation report picks up the data and writes it to the KPI target data tables
as data basis for the Web Frontend.
To run the KPI collection report in test mode, select Test mode. This setting will
display the collected data in an ALV grid before saving the result to the database.
Important
When using this ad hoc type of KPI data supply, you must completely clear
the KPI source and target data tables before. Otherwise, reloading just a
special period of time could probably result in inconsistent overall results
and interrupt the regular delta collection runs in a significant way.
Therefore, the following steps are required to fulfill short term ad hoc KPI
reporting requirements whenever needed:
1. Delete KPI target data tables using the report

/OPT/VR_KPI_DELETE_TARGET.
2. Delete KPI source data tables using the report

/OPT/VR_KPI_DELETE_SOURCE.
3. Collect KPI source data for the required special time period using the
KPI collection report /OPT/VR_KPI_COLLECTION
4. Aggregate the collected KPI source data and write it to the KPI target
data tables using the report /OPT/VR_A_AGGREGATION using aggregation
group KPI.
Regular Delta Run

Recommended run frequency
Daily
Business background
Ongoing KPI reporting
Execution
Planned background job
Parameter settings
• No Process start date selection allowed
• Delta mode check box selected
The “Start From” date is the timestamp of the last run. The “Start To” date is
the current timestamp.
Test mode
Same processing, but the data is not written to the database, but shown in an
ALV Grid.

Configure the collection program as a job with a variant for the processing option
Delta mode.
When running the KPI collection in the regular delta mode, the report picks up all
processes which have been started and also finished after the last delta run. The
report stores the result to the KPI source data tables. From there, the KPI
aggregation report picks up the data that has been collected after the last
aggregation run and writes it to the KPI target data tables as data basis for the Web
Frontend.
The following steps are required to fulfill ongoing KPI reporting requirements:
1. Run the report /OPT/VR_KPI_COLLECTION in delta mode first.

2. Afterwards run the report /OPT/VR_A_AGGREGATION using aggregation group
KPI.
12.3.2 Aggregation Job
12.3.2.1 Prerequisites for the Aggregation Job

The Aggregation Infrastructure settings in the VIM Customizing IMG must be
customized, see the following screenshot.
The aggregation job prerequisites Aggregation report groups on page 297,

Aggregation report target tables on page 297, and Maintain KPI Settings on page 300
are only required if the corresponding BC Set has not been activated. OpenText

strongly recommends activating the delivered BC Set instead of doing the single
activities manually.
Back end systems
Maintain the character set for logical systems. See section 18.1 "Maintaining
Logical Systems for the Aggregation Report" in OpenText Vendor Invoice
Aggregation report groups
Enter KPI as an aggregation report group (ID and description).
See section 18 "Administering Central Reporting" in OpenText Vendor Invoice

Aggregation report target tables
Add KPI entries to the aggregation report target table. See also section 18
"Administering Central Reporting" in OpenText Vendor Invoice Management -
Administration Guide (VIM-AGD).
The following entries are necessary; all with aggregation group KPI but with
different settings and an ascending sequence number:


Init source table

Select this check box to delete all source table entries after the aggregation
run. After the next collection run, only new data (delta to last run) is
available.
Init target table
OpenText advises against using this check box. It deletes all target table
entries before it fills them again (with all available data).

Note: For best performance, OpenText recommends that you select only the
Init source table check box for all KPI entries.
The check boxes may not be combined!
Maintain KPI Settings
Make the KPI related sub function modules available in Maintain KPI Settings.
Execute the /n/OPT/SPRO transaction and follow LiveLink VIM - Configuration
> Central Reporting > KPI Dashboard > Maintain KPI Settings.
Enter or check the entries for KPI 1 to 6.
12.3.2.2 Aggregation Job - Report /OPT/VR_A_AGGREGATION

Configure the aggregation program as a monthly running job with a variant for
aggregation group KPI. See also section 18.2 "Running the Aggregation Report for
the CUST_PREFL Group" in OpenText Vendor Invoice Management - Administration
Guide (VIM-AGD)

12.4 Customizing Settings
To prevent overlapping jobs, the aggregation job should run daily well after the
collection report.

12.4.1 Involving Manager for Business Related KPI
Customizing
The KPI customizing does not only cover technical settings but, what is even more
important: it covers business aspects like the grouping of vendors, amounts or
exceptions. Once defined, the business aspects are used for the monthly data
aggregation and should not be changed afterwards. If you cannot avoid a change,
the aggregation for all previous months must be repeated. Otherwise, the dashboard
screen compares apples and oranges.
Therefore, OpenText highly recommends involving a manager in the definition of
the following customizing that is related to business aspects:
Company Code Grouping
Should company codes be grouped together? If yes: how?
Time Groups
Which number of days should be defined for processing/approval for “on time”
/ “almost on time” / “delayed”?
Vendor Groups
Should SAP standard vendor grouping be used or KPI specific? Which vendors
in A/B/C?

Dashboard Currency
Which currency should be used to show invoice amounts on the Web Frontend?
Amount Classes
What is considered to be the range for small / medium / big?
Exception Class Mapping
Which Dashboard exception classes should be used? How should the VIM
exceptions be mapped to the classes?
Company Code Authority Check
Should the display of Dashboard data be limited to the SAP user access rights for
company codes (standard delivery)? Or should every Dashboard user see all
data? If the authority check is active, different users see different data.
Currency Conversion Date
Which conversion date should be used to convert foreign currency invoices: the
system date of the monthly aggregation run? Or the posting date of the
document? Or a fix date in the current year? If a fix date, which one (1st of
January)?
Filter Start Period
Which month-year is the earliest that can be selected in the Dashboard Filter
Time Range From? Be aware that only data is available for display for which the
VIM process has started after introducing the KPI Dashboard on the SAP system.
12.4.2 Customizing Menu

You configure the KPI Dashboard using the node Central Reporting > KPI
Dashboard in the VIM Customizing IMG (/OPT/SPRO).

Grouping A lot of customizing has to do with the grouping of data. The KPI Dashboard is not
the right tool to display a large range of values; for example, to show 20 different
company codes. The KPI Dashboard rather shows grouped data like company code
groups or vendor groups.

12.4.3 Company Code Groups

The KPI dashboard does not show data based on company code but on company
code groups. Therefore, you must create company code groups and map them to
company codes.
12.4.3.1 Creating Company Code Groups

If you have many different company codes, you should group them. The groups
should represent a certain grouping logic, for example geography or hierarchy.
To create company code groups:

1. In the VIM Customizing IMG (see “Customizing Menu” on page 302), open
Company Codes Groups Definition.
2. Create groups with a 4 character grouping ID and two descriptive fields (long,
short). Fill both description fields.
Note: Do not use special characters for the Short Description.
If you have between 1 and 20 different company codes that are relevant for the
KPI dashboard, enter each company code as a company code group and fill the
description fields.
It is also possible to mix new company code groups with company code groups
that are identical with existing company codes.
The Flg: Disp. check box is for future use. It is not relevant now.
12.4.3.2 Mapping Company Code Group to Company Code

After creating the company code groups (either new or identical to existing
company codes), you must map the company code groups to company codes.
To map company code groups to company codes:

1. In the VIM Customizing IMG (see “Customizing Menu” on page 302), open
Company Codes Groups Mapping.

2. Map company code groups to company codes.

One company code can be mapped to more than one company code group.
Important
If one company code is mapped to different company code groups, the
data displayed on the dashboard is not disjoint.
12.4.4 Time Groups

The time grouping refers to processing time and to approval time.
12.4.4.1 Checking Time Groups

OpenText delivers the following customizing with 2 time groups.
Important
Do not change the time groups.
Time group 1 is reserved for processing time.

Time group 2 is reserved for approval time.
In the VIM Customizing IMG (see “Customizing Menu” on page 302), open Time
Group Definition.

You can customize the descriptive text to a certain extent:

• Special characters are not allowed in the Short Description.
• Maximum length of the Short Description text is 30 characters.
The descriptive text is used on the Web Dynpro.
12.4.4.2 Maintaining Time Group Ranges

OpenText delivers the following customizing for time group ranges.
In the VIM Customizing IMG (see “Customizing Menu” on page 302), open
Maintain Time Group Ranges.
The time types for processing / approval are the following:

• On time
• Acceptable (Almost on time)
• Delayed
Note: The text symbols &1 and &2 in the Short Description will be replaced
during runtime with the Days from and Days to values.
Time Group 1 represents processing time:
Enter the maximum number of days for time group 1 and time type On time
(representing the invoices processed on time). In the example, all invoices with a
processing time less or equal 5 days are considered to be on time.
Enter the maximum number of days for time group 1 and time type Acceptable
(representing the invoices processed almost on time). In the example, all invoices
with a processing time more than 6 and less or equal 15 days are considered to be
almost on time.
Enter the minimum number of days for time group 1 and time type Delayed
(representing the invoices with delayed processing). In the example, all invoices
with a processing time more than or equal 16 days are considered to be delayed.
Time Group 2 represents approval time:

Enter the maximum number of days for time group 2 and time type On time
(representing the invoices approved on time). In the example, all invoices with an
approval time less or equal 2 days are considered to be on time.
Enter the maximum number of days for time group 2 and time type Acceptable
(representing the invoices approved almost on time). In the example, all invoices
with an approval time more than 2 and less or equal 4 days are considered to be
almost on time.
Enter the minimum number of days for time group 2 and time type Delayed
(representing the invoices with delayed approval). In the example, all invoices with
an approval time more than or equal 5 days are considered to be delayed.
12.4.5 Vendor Groups

The KPI Dashboard covers three vendor groups and one unclassified group.
Vendors are usually grouped by invoice volume.
12.4.5.1 Checking Vendor Groups

OpenText delivers the following vendor group customizing with 3 + 1 vendor
groups.
Note: Do not change the vendor groups.
Vendor Group Definition.
You can customize the descriptive text to a certain extent:

• Special characters are not allowed in the Short Description.
• Maximum length of the Short Description text is 30 characters.
The descriptive text is used on the Web Dynpro.
12.4.5.2 Mapping Vendor Groups

If the SAP standard vendor grouping has been applied (table LFM1 has attribute
LFABC filled for most of the vendors), there is no need to do a KPI specific mapping.

Maintain KPI Constants, constant KPI_VENDOR_CLASS.
<Empty>
Use SAP standard LFM1 mapping (continue with next section)
X
Use KPI Dashboard specific mapping
If you want to use a KPI specific vendor grouping, set the constant value to X,
and fill the vendor mapping table, as shown in the following.
Vendor Mapping.
Map vendors to vendor groups.

Vendors that are not mapped to vendor group A, B or C are automatically
considered to be unclassified. The Web Dynpro shows all 4 vendor groups if they
are filled.

12.4.6 Amount Classes

Invoices are grouped into 3 disjunctive invoice amount classes.
12.4.6.1 Checking Amount Classes

OpenText delivers an amount class customizing with 3 amount classes.
Note: Do not change the amount classes.
Amount Class Definition.
The text symbols &1 and &2 will be replaced during runtime with the From amount
and To amount values for the amount classes.
12.4.6.2 Maintaining Amount Classes

Maintain Amount Classes.
OpenText delivers amount class maintenance customizing with the following
amount ranges:
Maintain the amounts for the respective amount classes.

The currency must be identical with the favorite currency in the KPI constants.
Maintain KPI Constants, constant FAVORITE_CURRENCY.

12.4.7 Exception Classes

Invoice exceptions are grouped in 5 different classes.
12.4.7.1 Checking Exception Classes

OpenText delivers an exception class customizing with 5 + 1 classes.
Exception Class Definition.
Exception Class 1 is considered to be the critical exception that is shown on the

exception related KPI screen.
Note: If you change the texts, do not use special characters for the Short
Description.

12.4.7.2 Mapping Exception Classes

Prerequisite The VIM exception IDs have been customized in the VIM Customizing IMG:
LiveLink VIM - Configuration > Central Reporting > Report Table Maintenance >
Exception Definition and Mapping > Exception Definition Maintenance and
Exception Mapping Maintenance. See section 18.4 "Maintaining Reporting Tables"
in OpenText Vendor Invoice Management - Administration Guide (VIM-AGD).
Exception Class Mapping.
Map all existing exception IDs to the 5 +1 exception classes.

Note: The values shown are only examples.
12.4.8 KPI Naming

OpenText delivers 6 KPI IDs with names.
Note: Do not change KPI IDs and names.

Maintain KPIs.
12.4.9 KPI Settings

The KPI related sub function modules must be available in the KPI settings.
Maintain KPI Settings.
Check whether the following entries with Aggregation Group ID KPI and KPI
Group 1 are available:
• /OPT/KAGR_SUB_KPI1
• /OPT/KAGR_SUB_KPI2
• /OPT/KAGR_SUB_KPI3_TO_4
• /OPT/KAGR_SUB_KPI5_TO_6
If they are not available, add them.

12.4.10 KPI Constants

The following constants have to be maintained:
12.4.10.1 Currency Conversion Date
The constant CURR_CONVERSION_DATE represents the way the currency conversion

date is used:
T
Use the current system date.
P
Use the posting date of the document.
F
Use a fix date for the current year.

If you enter F, it is necessary to enter a value for the constant

CURR_CONVERSION_DAY.
12.4.10.2 Currency Conversion Day
The constant CURR_CONVERSION_DAY is only used if the constant

CURR_CONVERSION_DATE has been set to F. It has to be filled with month and day
(MMDD, for example 0631 for June, 31st) for the currency conversion of all data
aggregated in the current year.
12.4.10.3 KPI Dashboard Help URL
The constant DASHBOARD_HELP_URL contains the link to the KPI Dashboard Help
page. Store the help file in the SAP mime repository and use the whole directory
structure in the URL link.
If the field is empty, the help link is not shown on the web page.

12.4.10.4 KPI Dashboard Help URL with Multi-language Support
The constant MULTI_LANGU_HELP_URL is delivered without value.

<Empty>
The default help link stored in constant DASHBOARD_HELP_URL is used.
X
The help link URL is changed to language specific setting:
<default help link without file extension> + "_" + sy-langu + <file extension>
Example: /SAP/PUBLIC/BC/UR/DOC/Help_E.html
Keep in mind to store all the language specific help files to the same repository
with restriction of the above naming convention.
12.4.10.5 KPI Dashboard Start URL
For the constant DASHBOARD_START_URL, enter a value according to your specific

environment with the following system parameters:

<Protocol>://<SAP system address>:<port>/sap/bc/webdynpro/opt/-

vim_kpi_main
Example:
http://op60vimd89.optura.local:8000/sap/bc/webdynpro/opt/vim_kpi_main
If the application uses secure http (https) for communication, apply changes as
described in “Secure Connection” on page 325.
12.4.10.6 Company Code Authority Check
The constant DO_NOT_CHECK_BUKRS is delivered without value. For each KPI

dashboard user, the company code authorization is checked. Some data might not
be displayed to users.
<Empty>
Check for company code authorization.
X
Do not check for company code authorization. Show all data for all users.
12.4.10.7 Favorite Currency

Enter the currency in which the amount of all invoices should be displayed. This is a
central constant also used during aggregation.
12.4.10.8 Filter Start Period
The constant FILTER_START_PERIOD represents the first month available in the

Dashboard Filter Time Range when the user clicks the From drop down list.
Important
It is absolutely necessary to enter the value with the YYYYMM notation.
Example: If the year is 2011, and the month is October; enter 201110
12.4.10.9 Vendor Class
The constant KPI_VENDOR_CLASS represents the way vendors are classified in

vendor groups.

<Empty>
The standard SAP vendor grouping of table LFM1 is used.
X
You have to fill the KPI specific customizing vendor mapping. See “Mapping
Vendor Groups” on page 307.
12.4.11 KPI URL Parameters

The Web Dynpro requires the definition of several URL parameters.
Maintain URL Parameter.
SAP-CLIENT
Enter the client number of the SAP system where the KPI Dashboard has been
installed and activated.
SAP-EP-THEMEROOT
Enter the path from where the theme of the Web Dynpro application is taken (to
use MIME objects, such as pictures and style sheets for visualization). You can
change the parameter for using custom CI-style guides. Default value: OpenText
SAP-LANGUAGE
Only EN, DE, and FR are allowed at the moment.
SAP-SYSTEM-LOGIN-BASIC_AUTH
If you have sap-system-login-basic_auth=X in the URL, a session cookie is
created. That is the reason why you can still load the application without re-
authentication. If you have the IE Developer Toolbar, you can clear session
cookies and try again. It will ask for credentials then.
SHOW_BANNER
Enter Y to show banner images (default setting). To deactivate banners, set the
value to N.

12.4.12 KPI Header Text for Web Dynpro Download

The KPI field names are delivered with English titles and header texts. The header
short text is used for the KPI Dashboard download to Excel.
Maintain Header Text for KPI Download.
12.4.13 KPI User Parameter

Every time the KPI Dashboard is opened, the filter has the following setting:
Time Range FROM
Current month/year minus a user specific number of months (user parameter
/OPT/VIM_KPI_MONTHS)
Time Range TO
Current month/year
Company Code Group
All
Channel
All
With the user parameter /OPT/VIM_KPI_MONTHS, you can set the KPI Dashboard
Time Range filter From. The value entered represents the number of months that
the KPI Dashboard goes into the past to collect data. The value must be a number
between 1 and 12. Other values are not allowed.
For users without this user parameter, the default value of 8 months is used.

Note: The KPI constant FILTER_START_PERIOD can be set to date that is higher
than the time range calculated as current month/year minus user specific
number of months. In this case, the value FILTER_START_PERIOD is used for
the initial display.
Example: FILTER_START_PERIOD is 201106 and the calculated Time Range FROM
value would be 201103. In this case, the initial display uses 201106.
12.4.14 Checking Channel IDs

Channels indicate where the invoices come from. The Channel IDs should have been
customized already in the General Configuration. See “Maintaining Channels” on
page 430.
In the VIM Customizing IMG, follow the menu path LiveLink VIM -
Configuration > Document Processing > General Configuration > Maintain
Channels.
Make sure that all relevant VIM import channels that you want to see in the KPI
Dashboard are included in the table.
12.5 SAP Web Dynpro Settings

The settings in this section are necessary for SAP Web Dynpro.
Prerequisites
There are specific OpenText name spaces that have to be modifiable in order to
change the service settings. So first check with transaction SE03
Follow Transport Organizer Tool > Administration > Set System Change Option

Make sure, the Open Text Name space / Prefix /OPT and /ORS are set to
Modifiable. After you have finished the customizing of services, change back the
settings.
To activate the service:

1. To activate the Web Dynpro service on the SAP system, execute the SICF
transaction.

2. In Virtual Host, enter default_host and click Execute.
3. In the tree, select sap > bc > webdynpro.

4. Highlight vim_kpi_MAIN and, on the menu, click Service/Host > Activate.

5. Highlight vim_kpi_MAIN and double-click to change the service settings.
Continue with “To configure time out settings:” on page 324.

To configure time out settings:
1. Configure the Session Timeout to a reasonable time limit, for example 5

minutes..
If a user has an open KPI Dashboard, does nothing for a couple of minutes and
then tries to change a filter or category, a timeout error occurs. As long as the
time without activity is shorter than the session timeout parameter, no error will
occur.
2. Save the changes and leave the service maintenance.
Error Handling
You can customize a few default pages for error handling in the Web Dynpro
service.
Error pages are shown for defined reasons; for example, if the timeout is reached for
the web session. The default setting is to show SAP standard error pages.
You can change these settings for the following use cases:
• Logon Errors

12.6 Secure Connection
• Application Errors
• Logoff Page
• Not Accessible
12.6 Secure Connection

You activate the SSL connection for Web Dynpro by configuring the SAP Web AS,
as described in the SAP help:
http://help.sap.com/saphelp_nw04s/helpdata/en/65/6a563cef658a06e10000000a1
1405a/frameset.htm

Do not change the service settings described in “SAP Web Dynpro Settings” on
page 320. Make sure that the SSL settings are not activated in the Logon Data tab.
Change the KPI constant DASHBOARD_START_URL to https://xxxxx:8443/xxxx. See

“KPI Dashboard Start URL” on page 315.
12.7 SAP NetWeaver Portal Integration

Use Internet Explorer 8 for setting up the SAP NetWeaver Portal integration for the
KPI Dashboard on NetWeaver 7.0 and login to the SAP NetWeaver Portal as
Administrator.
A System Object is needed to integrate the KPI Dashboard in the SAP NetWeaver
Portal. The System Object is a set of connection properties to represent an external or

SAP system (SAP R3, CRM, BW) used to retrieve data into portal iViews. If not
existing, you must create a System Object in the NetWeaver Portal.
12.7.1 Prerequisites
This example shows the customizing for the connection to a specific ABAP system.
To customize the connection to an ABAP system:

1. In the SAP NetWeaver Portal, navigate to System Administration > System
Configuration > System Landscape > Browse > Portal Content > System
landscape.
2. System Alias settings
In the Display drop down list, select System Aliases. The System Alias Editor
is displayed.
Enter the Alias name: Generally it reads <SID>CLNT<CLIENTNO>; for example:
BI7CLNT100.
Click the Add button and save.

3. Connector settings
In the Display drop down list, select Object, and then, in the Property
Category drop down list, select Connector.
Provide minimum connector properties for example. See the following
screenshot for example values.

4. ITS settings
ITS settings are maintained for displaying SAP transactions in the portal as an
iView.
In the Display drop down list, select Object, and then, in the Property
Category drop down list, select Internet Transaction Server (ITS).
Provide ITS properties as shown in the following screenshot.

The property values to enter can be read from the ABAP system using
transactions SICF and SMICM.
For a detailed description how to set up the System Object in the Portal, see
http://wiki.sdn.sap.com/wiki/display/EP/How+to+Create+System+Object+i
n+the+Portal+for+Connecting+to+SAP+backend+System.
12.7.2 Adding the Portal Component

To add the Portal component:
1. In the SAP NetWeaver Portal, navigate to Content Administration > Portal
Content > Browse > Portal-Content.
2. Choose a folder or generate a new folder. To select the iView object, right-click
the folder and select new > iView.
3. In the Display drop down list, select Object, and then, in the Property
Category drop down list, select Content - Web Dynpro.
Provide properties as shown in the following screenshot.

Check also other properties for design or layout, and customize them if needed.
4. To test the newly generated iView object, click the Preview button. If everything
is customized correctly, a separate window opens and shows the KPI
Dashboard content in the iView.
12.8 Technical and Functional Restrictions

12.8.1 Supported SAP Versions
The Web Dynpro web application technology of the KPI Dashboard requires that
SAP NetWeaver 7.0 is installed. This applies to ECC 6.0.
If distributed SAP systems are available, data collection and aggregation can be
installed on lower SAP systems like 4.7 or ECC 5.0. But the central system must be
ECC 6.0.
12.8.2 Supported Web Browser

The KPI Dashboard user interface technology requires Internet Explorer 7.0 (or
higher) for display.

12.8 Technical and Functional Restrictions
If a user has problems downloading the KPI data from the Dashboard to Excel,
change the browser’s internet security settings in the Downloads sub tree as shown
in the following screenshot:
12.8.3 Supported UI Languages

Supported languages in this first version are English, French, and German. Other
languages will follow.
If it does not interfere with other SAP products, OpenText recommends that you set
the SAP system parameter of the Secondary Language to English. This parameter
triggers the fallback language of the Web UI that must be English.
12.8.4 Authorizations
The access to the KPI Dashboard is limited to users that have a SAP user on the
central SAP system.

Additionally, the authorization object S_DEVELOP with the following settings is

required:
The OpenText standard delivery restricts the user to see only the company code
data that he is authorized to access. The filter Company Code Group displays only
groups that contain at least one authorized company code. So, the ALL filter in
Company Code Group contains only the company code groups that the user is
authorized to access.
You can abolish this restriction and change the setting to: All users can see all
company code data. Therefore, change the value for constant DO_NOT_CHECK_BUKRS
to X. For details, see “Company Code Authority Check” on page 316.
Important
If the company code check for authorization is running, and different users
have different company code authorizations, they will see different KPI
Dashboard filters and data.
12.8.5 Company Code Groups Prerequisite

You must define at least one Company Code Group. Otherwise, the Web Frontend
of the KPI Dashboard cannot be viewed.

Chapter 13
VIM Reporting Module
13.1 VIM Analytics

VIM Analytics (VAN) gives users a clear data report on their documents with
exceptions as well as the invoice exception workflows. VAN also includes the report
on the Document Processing documents and workflow. You can start VAN by the
/OPT/VIM_ANALYTICS transaction, or following OpenText LiveLink VIM Menu >
SAP menu > Reports > /OPT/VIM_ANALYTICS - VIM Analytics.
One of the significant features in VAN is the plug-in infrastructure that allows you
to extend the report without copying the report into a new report. VAN contains an
infrastructure to plug in various customer specific logics into the following areas:
Selection screen
It is possible to add a sub screen with additional selection fields.
Process logic: new report fields
It is possible to plug in custom logic to manipulate the output before the data is
sent to the SAP List Viewer (ALV grid). This feature is available for output such
as adding additional columns.
Custom controls (push buttons on the ALV grid control)
It is possible to provide links for various process codes.
13.1.1 Adding User Items in the Selection Screen

This section describes how to add additional panels with additional selection criteria
just below the Report Options panel. The following screenshot shows the place
where the new panel with the new selection criteria will appear.
Restriction
The added fields cannot be used in layout variants.

Chapter 13 VIM Reporting Module
Adding a user item to the selection screen comprises the following steps:
• “Creating a User Program with Selection Screen” on page 335
• “Adding Selection Screen Items” on page 335
• “Updating Table /PTGWFI/Z_CONST” on page 335
• “Getting User Selection Screen Values” on page 335

13.1 VIM Analytics
13.1.1.1 Creating a User Program with Selection Screen
To create a user program with selection screen:

1. Copy the OpenText template program /OPT/VIM_RPT_SEL_SCR_TEMPLATE to a
Z* or Y* program (for example Z_SEL_SCREEN_PROG).
2. Save the created program and put it into a transport as usual.
13.1.1.2 Adding Selection Screen Items
To add selection screen items:

1. Edit the new program (Z_SEL_SCREEN_PROG in our example).
2. Add user selection screen items between statement selection-screen begin
of block 900 with frame title text-001 and selection-screen end of
block 900.
These items can be any valid selection screen items. Any number of item lines
can be added but if the line number is larger than 4, a scroll bar will be
displayed.
3. Delete statements select-options: po_num for /opt/vim_hd_po-po_doc_num
and select-options: ref_num for /opt/vim_hd_po-REF_DOC_NUM.
13.1.1.3 Updating Table /PTGWFI/Z_CONST
To update table /PTGWFI/Z_CONST:

2. Locate record with product code = VAN and ZCONST = USER_SEL_SCR_PROG.
3. Enter the name of the user program created in “Creating a User Program with
Selection Screen” on page 335 (Z_SEL_SCREEN_PROG in our example) and the
subscreen number into ZVALUE in format Z_SEL_SCREEN_PROG;8900.
13.1.1.4 Getting User Selection Screen Values
To get user selection screen values:

1. Create subclass for /OPT/VIM_RPT_CALL_USER_EXTEN (see “Creating a Subclass
for /OPT/VIM_RPT_CALL_USER_EXTEN” on page 338).
2. Redefine method USER_PROCESS (see “Redefining Method USER_PROCESS in
the Created Subclass” on page 338)
3. Put the following logic at the beginning of the new method:
**************************************************
* Template of customer EXTENSION PROCESSING

**************************************************
**************************************************
* DATA
**************************************************
data: Ti_seltab TYPE RSTI_T_PAR.
**************************************************
* PROCESS
**************************************************
* GET SELECTION SCREEN FROM USER EXTENSION
CALL FUNCTION '/OPT/VIM_RPT_FG_002_GET_SEL'

EXPORTING
ACTION_FLAG = 'G'
TABLES
SELECTION_SCREEN = Ti_seltab.
*
* ADD PROCESSING LOGIC CODES HERE
4. Execute the function module /OPT/VIM_RPT_FG_002_GET_SEL.

TI_SELTAB will include all the values you put into the defined selection fields.
13.1.2 Adding or Changing Document View and Workflow View

Fields
This section describes the steps required to change document and workflow view to
have more fields in the SAP List Viewer (ALV grid).
The following screen shows where the fields (columns) can be added.

13.1 VIM Analytics
Adding or changing document view and workflow view fields comprises the
following steps:
• “Adding Fields to /OPT/VIM_DISPLAY_STRUCTURE” on page 337
• “Creating a Subclass for /OPT/VIM_RPT_CALL_USER_EXTEN” on page 338
• “Redefining Method USER_PROCESS in the Created Subclass” on page 338
• “Updating Table /PTGWFI/Z_CONST” on page 339
13.1.2.1 Adding Fields to /OPT/VIM_DISPLAY_STRUCTURE
To add fields to /OPT/VIM_DISPLAY_STRUCTURE:

1. Execute the SE11 transaction to display structure
/OPT/VIM_DISPLAY_STRUCTURE.
2. Find appending structure name using Goto > Append Structure (OpenText
default: ZAVIM_DISPLAY_STRUCTURE).
3. Click the Continue button, the appending structure will be displayed on the
screen. If this structure has not been created, add all information to activate it.

4. Add the customer fields you want to add into the structure fields and give
related data elements. The data element will give the field label, for example the
column heading. You have to create data elements for the fields with labels you
want to show in the views.
5. Save the appending structure and put it into a transport request.
13.1.2.2 Creating a Subclass for /OPT/VIM_RPT_CALL_USER_EXTEN
To create a subclass for /OPT/VIM_RPT_CALL_USER_EXTEN:

1. Execute the SE24 transaction and enter /OPT/VIM_RPT_CALL_USER_EXTEN into
the Object Type field.
Click the Change button.
2. In the Class Builder screen, click the Properties tab to go to the property sub
screen.
3. Use path Edit > Create subclass, in the first popup screen, enter your subclass
name (Z* or Y*) into the Class field.
Click the Save button.
The Class Builder screen for your subclass is displayed. You can redefine
method USER_PROCESS here.
4. Click the Save button.
5. Specify the development class and transport number.
6. Create Object Dictionary Entry popup screens as usual.
13.1.2.3 Redefining Method USER_PROCESS in the Created Subclass
To redefine method USER_PROCESS in the created subclass:

1. Execute the SE24 transaction to edit the subclass created in “Creating a Subclass
for /OPT/VIM_RPT_CALL_USER_EXTEN” on page 338.
2. Click the Methods tab to access the method subscreen.
3. Select method USER_PROCESS.
4. Click the Redefine button (next to the Find Next button) in the table control
toolbar.
5. In the Method editor screen for USER_PROCESS, add value to the new field
created in “Adding Fields to /OPT/VIM_DISPLAY_STRUCTURE” on page 337
or change value in standard fields. You can refer to the following example:
method USER_PROCESS.
Types begin of t_field,

13.1 VIM Analytics
Burks type burks,

New_field type new_field,
End of t_field.
_
Data s field type t_field.
data s_view type /OPT/VIM_DISPLAY_STRUCTURE.
Data i_field type table of t_field.
select burks new_field into table i_field

from table xxx
for all entries in VIM_PROCESS_OBJECT-
_ _
>IA OUT DOC
where bukrs = VIM_PROCESS_OBJECT-
>IA_OUT_DOC-company_code.
Sort i_field
* add value to new field or update value in standard field in DOC
view
loop at VIM_PROCESS_OBJECT->IA_OUT_DOC into s_view.
* add value to new field NEW_FIELD
* example logic to get value for field new_field:
Read table i_field into s_field with key burks = s_view-
company_code
Binary search.
* NEW_FIELD has been added into appending structure for
* /OPT/VIM_DISPLAY_STRUCTURE in step 1.1
* update value in standard field
s_view-DOC_DATE = s_view-DOC_DATE - 33.
MODIFY TABLE VIM_PROCESS_OBJECT->IA_OUT_DOC
FROM s_view
TRANSPORTING NEW_FIELD
DOC_DATE.
endloop.
* add value to new field or update value in standard field in wf

view
loop at VIM_PROCESS_OBJECT->IA_OUT_WF into s_view.
* refer above logic for DOC view
endloop.
endmethod.
13.1.2.4 Updating Table /PTGWFI/Z_CONST
To update table /PTGWFI/Z_CONST:

2. Locate record with product code = VAN and ZCONST = OBJ_LOGIC_EXTENSION.

3. Enter the name of the subclass created in “Creating a Subclass for

/OPT/VIM_RPT_CALL_USER_EXTEN” on page 338 into the ZVALUE field of
this record.
13.1.3 Adding a Function Button to the ALV Toolbar

This section describes how to add an additional function button to the ALV tool bar.
The following screenshot shows the place where the new button will appear.
Adding a function button to the ALV toolbar comprises the following steps:
• “Adding a Function to Table /OPT/VIM_FCODE” on page 340
• “Creating the Processing Function Module” on page 341
13.1.3.1 Adding a Function to Table /OPT/VIM_FCODE
To add a function to table /OPT/VIM_FCODE:

1. Execute the SM30 transaction to maintain table /OPT/VIM_FCODE.
2. Add a function, using the following parameters:
Name
Enter the name of the function code.

13.1 VIM Analytics
Quickinfo
Enter quick reference text.
Icon name
Enter icon name.
FM name
Enter processing function module.
13.1.3.2 Creating the Processing Function Module
To create the processing function module:

1. Copy the function module /OPT/VIM_RPT_DASHBOARD to a Z* or Y* function
module (for example Z_VIM_PROCESS_FUNCTION).
Important
Keep all interface unchanged. Any change will cause a system dump.
2. Delete all logic source codes.

3. Add your own logic codes in the new function module. The available data from
user selected line is:
• COMPANY_CODE
• DOC_NUM
• FISCAL_YEAR
• PROCESS_TYPE (LIV for PO invoice and CIV for Non PO invoice)

Chapter 14
Tools
VIM provides some tools that help to use the application. The following tools are
available:
• “Notification Infrastructure” on page 343
• “Testing Roles” on page 346
• “Changing the Work Item Text” on page 350
14.1 Notification Infrastructure

The notification infrastructure provides users with an easy way to configure sending
notification to end users based on the process defined and a set of configuration.
14.1.1 Configuring the Notification

In this step, you maintain the configuration for notifications in the VIM process. The
configuration comprises the following sub steps:
• “To configure the notification:” on page 343
• “To define the mail configuration:” on page 344
To configure the notification:

2. Select a Process Configuration and click the button in the application bar.

Chapter 14 Tools
3. Configure the notification, using the following parameters:

Notification Scenario
Select the process scenario where the data is picked.
Sub Scenario
Select the sub scenario. The sub scenario identifies the individual reason
within the scenario.
Role
Enter the role that gets the notification for the work item.
Notify Substitutes
Select this check box to achieve that a notification is sent to the invoice
approver's substitutes.
Additional Role
Enter an additional role that gets the notification for the work item.
Inbox Days
Enter the number of days the notification stays in the receiver's inbox.
Days Before Pmt Due
Enter the number of days before the payment due date.
Email Type
Select the type of address to be considered when sending notification e-
mails.
Notification Text
Enter the standard text that is used to park the invoice.
Email Add. Det. FM
Select a function module. The document can be determined using the
selected custom function.
In the following sub step, you configure the information that will show up in the
notification for the user.
To define the mail configuration:

1. In the Process Configuration Overview screen, double-click Mail
Configuration in the navigation pane.

14.1 Notification Infrastructure
2. Define the mail configuration, using the following parameters:

Field Name
This field represents the field name in the invoice document workflow.
Position
Enter the position at which the field name appears in the invoice list.
Text
Enter a description of the field.
14.1.2 Excluding Notification Receivers

In this step, you define the users that are excluded from receiving notification.
To exclude notification receivers:


Chapter 14 Tools
2. Define the users that are excluded from receiving notification, using the
following parameter:
User Type
Select the user type: OpenText User ID or manually maintained user ID.
User Id
Enter the user ID.
14.1.3 Changing the Notification Status for the Current User

In this step, you switch notifications on or off.
To change the notification status:

• Execute the /OPT/VIM_8AX50 transaction.
14.2 Testing Roles

You might want to test a particular role to see if it is working correctly, based on the
process type, invoice information, and responsible party. For this purpose you can
use the VIM Role Test Utility.
To test roles with the VIM Role Test Utility:

1. Execute the /OPT/VIM_ROLETEST transaction.
/OPT/VIM_ROLETEST – Role Test Utility.
2. Enter the relevant information for the role you want to test. For example:
Company Code, Document Number, and Responsible Party.

14.2 Testing Roles
3. Click to execute the test.

Chapter 14 Tools
The result for that role shows the message “No users resolved for this role”.
4. Click the Role-User Administration button to open the Role - User
Administration screen.

14.2 Testing Roles
5. Click the icon to open the change popup screen.
6. In the New Values panel, enter Agent Type and Agent Id. Click to submit
changes.
The newly assigned users are displayed in the Role - User Administration
screen.

Chapter 14 Tools
7. Click to save your changes.
14.3 Changing the Work Item Text

You might want to change the text for a work item to match to your business
process. This section describes the steps to change the text.
To change the work item text:

1. Execute the /OPT/VIM transaction and follow OpenText LiveLink VIM Menu >
SAP menu > WF Administration > /PTGWFI/M_LANG – WI text update
Utility

14.3 Changing the Work Item Text
2. Enter the task ID (TS00275257 in the example) and press the ENTER key.

Chapter 14 Tools
3. Click on the language that you want to view or modify.

4. Change the text in the Task Text field and click the Update button.

Chapter 15
Country Specific Configuration
15.1 Introduction
Globalization, mergers and acquisitions, increased competition, emerging markets,
new compliance laws, and new technologies all present enormous challenges to
business as they strive for market leadership and increased shareholder value. A
constant cycle of changes demands prompt innovations and requires management
to continuously reallocate their resources and reorganize the way they drive
business.
A global company must adapt to the local conditions in the countries where it does
business. The ability to comply with laws and regulations and respond to business
requirements can have a direct impact on its globalization success.
With respect to invoice processing, there are various business and regulatory rules
that need to be complied that differ from region to region. VIM provides a flexible
infrastructure for implementing these rules that empowers the customers to fine
tune these rules to be in line with their interpretation of legal rules and for
optimizing their business processes.
There are two main types of rules that need to be implemented:
Completeness check rules
These rules are based on the regulatory requirements that stipulate the need to
have specific pieces of information on the invoice before the invoice can be paid.
Tax related
Specific pieces of information relating to Value Added Tax (VAT) and other
taxation rules that need to be followed. SAP ERP implements the various tax
rules in the standard software and has a flexible infrastructure to link with tax
software like Vortex and Taxware. VIM by itself does not duplicate any of these
pieces of functionality. VIM provides a way to implement certain metadata
based business rules that can be implemented before the invoice data is entered
in to the SAP ERP transactions.
VIM realizes these requirements with the following:
Core infrastructure
Infrastructure that supports the ability to model and realize different business
process flows depending on the country specific rules.
Baseline content
Out-of-box content that includes common implementation of business rules
specific to the various regions.

Chapter 15 Country Specific Configuration
15.1.1 Core Infrastructure

The architecture of VIM includes various mechanisms to realize complex business
rules. The following concepts of VIM are critical for the implementation of country
specific business rules.
15.1.1.1 Document Types

Document types provide a mechanism for configuring the system for implementing
different user interfaces, rules checking and processes specific to different business
need. One key attribute of document types is a “country code” which provides a
mechanism for an implementer to configure country specific processes. You can
assign different user interface screens to document types so that document type
specific data fields are visible to the users while processing the invoices.
15.1.1.2 Process Types

Process types are a mechanism for realizing implementing exception processing
procedure. Various roles can be attached to these process types and process specific
user options can be implemented to handle various exception scenarios. Exceptions
that occur because of the failure of the country specific rules during invoice
processing are handled.
15.1.1.3 Invoice Types

VIM supports two invoice types: PO invoices and Non PO invoices.
15.1.1.4 Simple Invoices

Some invoices are simplified invoices, based on certain country specific rules. You
can ignore some of the business rules for Simple Invoices. You configure the
business rules to be ignored for Simple Invoices at the country level. See “Country
Specific Process Types” on page 371.
15.1.1.5 Invoice Categories

Certain business rules are applicable to only some invoices processed in a country.
Other business rules need to be skipped for only some invoices in a country. The
concept of invoice categories is used to identify these special groups of invoices.
Invoice categories help to execute the business rules for specific invoices.
VIM supports the following invoice categories:
Domestic
Invoices raised by vendors in the same country
Intra-Community
Invoices raised by vendors in the European Union (EU) to companies in the EU.
Applicable to EU countries, only.

15.1 Introduction
Triangulation
Invoices raised by vendors in the EU to companies in the EU for a delivery of
goods or services originating in another EU country. In this case, both the vendor
and the company are in different EU countries. Applicable to EU countries, only.
Import
Invoice raised by vendors outside the company’s country
Domestic Material
New category with VIM 6.0 SP3. Invoices raised by vendors in India where the
Purchase Order is a Material PO. Applicable to India only.
Domestic Service
New category with VIM 6.0 SP3. Invoices raised by vendors in India where the
Purchase Order is a Service PO. Applicable to India only.
Import Material
New category with VIM 6.0 SP3. Invoices raised by vendors outside India where
the Purchase Order is a Standard PO. Applicable to India only.
Import Service
New category with VIM 6.0 SP3. Invoices raised by vendors outside India where
the Purchase Order is a Service PO. Applicable to India only.
Non VAT
New category with VIM 6.0. Invoices without VAT amount. Applicable to China
only.
VAT Common
New category with VIM 6.0. Invoices with VAT provided but the VAT amount is
not deductible. Applicable to China only.
VAT Special
New category with VIM 6.0. Invoices with VAT provided and the VAT amount
is deductible. Applicable to China only.
For information on maintaining invoice categories, see “Invoice Categories,
Category Groups, and Mapping” on page 357.
15.1.2 Baseline Content

Baseline content is the implementation of the business rules as interpreted by
OpenText. This implementation content is available for you to tweak and fine tune
to meet your requirements. This includes:
• Document types specific to each country
• User interface specific to each country implementation
• Screen field configuration specific to the document types
• Business rules implementation specific to each country

The following table lists the document types that are delivered as a part of VIM
baseline version:
S.No Country PO Non PO

1 US PO_INV_US NPO_INV_US
2 Austria PO_INV_AT NPO_INV_AT
3 UK PO_INV_UK NPO_INV_UK
4 Germany PO_INV_DE NPO_INV_DE
5 France PO_INV_FR NPO_INV_FR
6 Switzerland PO_INV_CH NPO_INV_CH
7 Belgium PO_INV_BE NPO_INV_BE
8 Finland PO_INV_FI NPO_INV_FI
9 Italy PO_INV_IT NPO_INV_IT
10 Netherlands PO_INV_NL NPO_INV_NL
11 Norway PO_INV_NO NPO_INV_NO
12 Sweden PO_INV_SE NPO_INV_SE
13 Spain PO_INV_ES NPO_INV_ES
14 Japan PO_INV_JP NPO_INV_JP
15 Denmark PO_INV_DK NPO_INV_DK
16 Canada PO_INV_CA NPO_INV_CA
17 China PO_INV_CN NPO_INV_CN
18 Australia PO_INV_AU NPO_INV_AU
19 Brazil PO_INV_BR NPO_INV_BR
20 India PO_INV_IN NPO_INV_IN
Each document type has a set of business rules defined against it. These business
rules determine the DP Exception to be raised in case of missing or invalid data on
the DP indexing screen.
Each business rule is driven either through configuration or a function module
which will in turn trigger the business logic for validating the invoice information.
The DP indexing screen is different for each document type. Based on the document
type, the respective Indexing screen is displayed. The screen configuration for each
document type is a part of the document type configuration.

15.2 Invoice Categories, Category Groups, and Mapping
15.1.3 Document Type Determination for Non-baseline

Countries
If you want to use VIM for countries that are not included in the baseline, you must
create a function module for each country, copied from a baseline function module,
for example /OPT/VIM_DET_DOC_TPE_PO_INV_DE, the function module for German
PO invoices. You must change the function module according to the non-baseline
country requirements for the document type determination.
For a PO document type, you must copy a PO document type determination
function module. For a new Non PO document type, you must copy a Non PO
document type determination function module.
In the document type determination procedure, make sure that the PO document
types are listed first and the Non PO document types are listed afterwards. For
details about the document type configuration, see “Country Specific Document
Type Configuration” on page 373.
15.2 Invoice Categories, Category Groups, and

Mapping
OpenText provides a baseline implementation for customizing aspects of invoice
categories, category groups, and mapping. Invoice categories are maintainable, so
you can enhance them if required.
Note: You must change the settings in this section only, if you want to enhance
the baseline implementation.
To restrict the number of invoice categories per country, VIM adds the concept of
category groups with VIM 6.0. Category groups are basically a bundle of different
categories.
When defining the business rules for a particular country, you can configure them
by category group. So, you can define a business rule for all the categories in that
group in just one line of configuration.
For a list of invoice categories that are supported for VIM, see “Invoice Categories”
on page 354.
15.2.1 Maintaining Invoice Categories

In this step, you maintain custom invoice categories.
To maintain invoice categories:

1. Execute the n/OPT/SPRO transaction and follow LiveLink VIM - Configuration
> Document Processing > Country Specific Localization > Maintain Invoice
Categories.

For the invoice categories provided by VIM Baseline, see the following
screenshot.
2. Maintain the invoice categories that you want to use.
15.2.2 Maintaining Invoice Category Groups

In this step, you maintain custom invoice category groups. These groups can contain
any number of invoice categories.
To maintain invoice category groups:

Category Group.

15.2 Invoice Categories, Category Groups, and Mapping
2. Maintain the groups that you want to use.
15.2.3 Mapping of Invoice Categories to Groups

In this step, you map invoice categories to specific invoice category groups.
Prerequisites
• Invoice categories must be maintained. See “Maintaining Invoice Categories” on
page 357.
• Invoice category groups must be maintained. See “Maintaining Invoice Category
Groups” on page 358.

To map invoice categories to groups:

Category Mapping.
2. Maintain the invoice categories for each invoice category group. One invoice
category can be assigned to multiple category groups.
15.2.4 Assigning Invoice Category Groups to Specific

Countries
In this step, you map invoice category groups to the countries that are supported in
your system.
Prerequisites
• Invoice category groups must be maintained. See “Mapping of Invoice
Categories to Groups” on page 359.

15.3 Process Types
To assign invoice category groups to countries:

Category Group Mapping.
2. Map your invoice category groups to the countries that are supported in your
system.
15.3 Process Types

The process types affect the process flow as required. Each process type corresponds
to a business rule and is used in multiple document types.
The process type is also linked to an initial actor. In case of an exception, the
corresponding process type is triggered. Based on the initial actor the DP workflow
assigns the task to the respective user. Along with the initial actor the process type
also holds the collaboration options available for the initial actor.

Each business rule has a corresponding process type attached with it. In case of an
exception, the corresponding process type is triggered.
The process types are reused for multiple document types. Based on all the business
rules that are valid for a document type, the corresponding process types are
defined during document type configuration.
The screenshots below display process types defined in the baseline version of VIM
for PO and Non PO invoices.
To configure or to see what is configured for the baseline version, execute the
/N/OPT/SPRO transaction to access VIM Customizing IMG and navigate to
Document Processing > Process Configuration > Maintain Process Types.
For further details on configuring process types, see “Defining the Process Type” on
page 89.
The following screenshot shows the PO Invoice Process Type Definition.
As shown in the screenshot, each process type is assigned with an initial actor.
Based on the exception triggered, the workflow will assign the document to the
respective user.
Process types for Non PO invoices are defined similarly. The following screenshot
shows the process type definitions for Non PO invoices.

15.3 Process Types
15.3.1 Screen Fields

The DP Indexing screen can differ from one document to another. Therefore, you
can control the display of the fields on the Indexing Screen.
As a part of the baseline version, each document type has a different screen attached
with it. Screen configuration is a part of the document type configuration. Based on
the business requirements for each country, respective header and item screens are
attached to the document type.
The indexing screen displayed is generated at runtime, based on the document type
being processed.
To configure country specific screen fields:

1. To configure or to see what is configured for the baseline version for the screen
fields, execute the /N/OPT/SPRO transaction to access VIM Customizing IMG
and navigate to LiveLink VIM - Configuration > Document Processing >
Country Specific Localization > Screen config for Document type indexing
screens.
The following screenshots display the attributes for the screen fields that can be
modified, thereby allowing to change the screen for a specific document type to
be customized as per the client requirement.

2. Select the document type for which the screen needs to be customized and click
the Submit button.

15.3 Process Types
The screenshot above displays the various attributes that can be modified for a
screen field.
Required
Select this radio button to make the field mandatory at runtime.
Display Only
Select this radio button to only display the field.
Hide
Select this radio button to hide the field on the screen.
Field Text on Screen
Edit the label for the fields on the screen.
State Central VIM 5.2 SP4 introduces the State Central Bank Indicator (SCB Indicator). The SCB
Bank Indicator Indicator defines the possible reasons for payment. The SCB Indicator is configured
for documents in the following countries:
• Austria
• Belgium
• Germany
• Japan
• Netherlands

A field SCB Ind for the SCB Indicator is available in the DP document at header
level. You can configure this field for each DP document type. See “To configure
country specific screen fields:” on page 363.
Supplying VIM 5.2 SP5 introduces the Supplying Country field. This field is configured for
Country documents for Germany. Together with the German SCB Indicator, the Supplying
Country field is needed for creating reports in line with German foreign trade
regulations.
A new field Supplying Cntry is now available in the DP document at header level.
You can configure this field for each DP document type. See “To configure country
specific screen fields:” on page 363.
15.3.2 Copying the Screen and Item Configuration

VIM provides a feature to copy a DP document type, and with it a lot of dependent
entries. But the screen and item configuration is not kept in dependent tables, so
they have to be copied separately. With VIM 5.2 SP5 and higher, the new button
Copy as provides a simple user interface to perform this copy.
To copy the screen and item configuration:

1. Execute the /N/OPT/SPRO transaction to access VIM Customizing IMG and
navigate to LiveLink VIM - Configuration > Document Processing > Country
Specific Localization > Screen config for Document type indexing screens.
2. Enter the DP Document Type that you want to copy from and click Copy as.
3. In the Enter target document type dialog box, enter the target DP document
type that you want to copy to.
The target document type must be valid and exist in the system.
4. Click to continue.
The program checks if a configuration already exists for this DP document type.
If a configuration is found, you get a warning in a dialog box.
5. Click Yes to overwrite the screen configuration.
Another dialog box is displayed, asking if you want to copy the item
configuration as well.

15.3 Process Types
6. Click Yes.
The copy is finished, you return to the first screen. A status message is shown.
The new DP document type is set as default entry. You can look at the results
using the Submit button.
15.3.3 Document Creation: Configuring Document Processing

VIM creates SAP documents either using a batch or using a function module like a
BAPI.
Documents can be created either in foreground or in background, based on the
configuration. The process type drives the creation of SAP documents. Each process
type is assigned with a BDC ID which will define the process used for the creation of
the SAP document.
To configure country specific document types:

1. To configure or to see what is configured for the baseline version of the
document types, execute the /N/OPT/SPRO transaction to access VIM
Customizing IMG and navigate to LiveLink VIM - Configuration > Document
Processing > Document Type Configuration > Maintain Document Types.

2. Select a Document Type Definition and click on Document Processes in the

navigation panel.
Each process type for a particular document type is assigned with a BDC Id that
will trigger the document creation based on the definition of the BDC Id. The
BDC Id in the BDC Transaction Id column will process the document in
foreground and the BDC Id in the Background Tran Id column will process the
document in background.
3. Select the Autopost Flag to create the document always in the background.
4. In the Parking Reason column, specify the parking reason for this Process Type
if any. For details, see “Configuring Parking Reasons” on page 130 for PO
invoices and “Configuring Parking Reasons” on page 176 for Non PO invoices.
5. In the Active column, select the check box to set the Process Type active.
Note: It is mandatory to have a BDC ID in the Background Tran ID column if

the Autopost flag is set for the process type. See “Defining a BDC ID” on
page 73.
15.3.4 Country Specific Settings for Document Types

The Document Type Configuration utility lists all the document types for a country
and provides you the options to configure the country specific attributes and
document specific settings.

15.3 Process Types
To configure country specific settings for document types:

1. To configure or to see what is configured for the baseline version for the country
specific settings for document types, execute the /N/OPT/SPRO transaction to
access VIM Customizing IMG and navigate to LiveLink VIM - Configuration
> Document Processing > Country Specific Localization > Country specific
Document type configuration.
2. Click the Activate/Deactivate toggle button on the right of each of the

document types to deactivate or activate the document type respectively.
Click the icon for each document type to display the Document type
Configuration screen, allowing you to modify the document type settings.
3. Click on a country name to display a screen that allows you to modify the
country specific attributes like posting date, currency conversion date, etc.

4. Double-click a line to open the Country Specific Attributes Details screen.
5. Maintain the country specific attributes, using the following parameters:

Posting date
This attribute determines the date to be used as Posting date when
creating a SAP Invoice Document from a DP document. This configuration
will be applicable to all the invoices posted to SAP for the country.
• Current System Date
• Date on the Vendor Invoice
• Date of the supply of the Goods or Services

15.3 Process Types
Conversion Date
This attribute determines the date to be used while converting the invoice
amount from foreign currency to company code or local currency.
• Current System Date
• Date on the Vendor Invoice
• Posting Date
• Date of the supply of the Goods or Services
Amt Limit Simple Inv

Enter a number. If the invoice amount is less than this number, the invoice
will be considered as a Simple Invoice. Some process types can be skipped
for such invoices. See “Country Specific Process Types” on page 371.
Simplified Inv FM
You can write your own function module to determine if an invoice can be
termed as Simple Invoice. Add the name of the function module in this field.
Copy the interface of standard function module
/OPT/VIM_CHECK_SIMPLE_INVOICE to create a custom function module.
The following check boxes are indicators for credit memo check:
CM Ref No. Req.
Select this check box to determine that the credit memo must have a valid
reference invoice number.
CM Ref Date Req.
Select this check box to determine that the credit memo must have a valid
reference invoice date.
CM Data Validate
Select this check box to determine that the credit memo reference number
and the credit memo reference date must match with the existing invoice in
the SAP system.
15.3.5 Country Specific Process Types

You must maintain the process type in the country configuration; otherwise, the
process type will not result in an exception during the DP processing. You configure
country specific process types starting from the Country Specific Attributes
Overview screen, see “To configure country specific settings for document types:”
on page 369.
To configure country specific process types:

1. On the Country Specific Attributes Overview screen, select a country and
double-click the County Specific Process Types link in the navigation panel to
the left.

2. Configure the process types for the country, using the following parameters:
Process Type
Process type number. You cannot change this setting here.
Description
Description of the process type. You cannot change this setting here.
InvoiceTyp
Select the invoice type that is applicable to the process type in this country.
The following values are available:
• All invoices
• PO based invoices
• Non PO based invoices
• Not applicable
Ignore Sim
Ignore for simplified invoice. Select this check box to determine that the
process type will be ignored for Simple Invoices.

15.3 Process Types
Inv. Cat.
Invoice category: Select the categories of the invoice to which the process
type is applicable. You can select single categories or combinations of
categories. For information about the categories, see “Invoice Categories” on
page 354.
15.3.6 Country Specific Document Type Configuration

To configure country specific document types:
1. To configure or to see what is configured for the baseline version for the
document types, execute the /N/OPT/SPRO transaction to access VIM
Customizing IMG and navigate to LiveLink VIM - Configuration > Document
Processing > Document Type Configuration > Maintain Document Types.
2. Double-click on one of the baseline document types.
3. Modify the configuration to suit your needs.

See the detailed description in “Creating a New DP Document Type” on
page 46.

15.4 Z Constants
For some country specific configuration, you need to maintain Z constants. To
access Z constants, execute the SM30 transaction with table /PTGWFI/Z_CONST.
AFTCS_PROCESS_TYPES
Only relevant to invoices processed under Chinese DP document types
Usage
• This Z constant defines the process types that are relevant for the AFTCS
(Anti Forge Tax Control System) file upload/download program. The
program /OPT/VR_AFTCS_FILE downloads the data of only those invoices
that are in process types defined in this Z constant.
You can maintain multiple process types (as in baseline) with each process
type separated by comma.
Product code
005
Baseline
141, 241
DETERMINE_INV_CAT
Usage
In VIM 6.0, baseline provides 7 invoice categories. You can also create your own
invoice categories. But the system will not determine the custom invoice
category. You must write your own function module to determine the custom
invoice category. You must define this custom function module in this Z
constant.
Product code
005
Baseline implementation
/OPT/VIM_TEMPLATE_DET_INV_CAT
Template function module

/OPT/VIM_TEMPLATE_DET_INV_CAT
15.5 Configuration Specific for India

Since version 6.0 SP3, VIM provides a configuration specific for India. To enable the
India configuration, activate the BC Set /OTEXVIM/VIM60_SP3_INDIA.
Document Types The following new document types are introduced for India:
PO Document Type
PO_INV_IN

15.5 Configuration Specific for India
NPO Document Type

NPO_INV_IN
For further information, see “Country Specific Document Type Configuration” on

page 373.
The following new business rules are introduced for India:
Business Rules for PO invoices

• GR Not Done - Simple Check
• Invalid Tax Description (PO)
• Missing Vendor ECC Number (PO)
• Mismatch Vendor ECC Number (PO)
• Missing Vendor CST Number (PO)
• Mismatch Vendor CST Number (PO)
• Missing Vendor TIN/TOT Number (PO)
• Mismatch Vendor TIN/TOT Number (PO)
• Missing Vendor LST Number (PO)
• Mismatch Vendor LST Number (PO)
• Missing Vendor PAN Number (PO)
• Mismatch Vendor PAN Number (PO)
• Missing Vendor STC Number (PO)
• Mismatch Vendor STC Number (PO)
Business Rules for NPO invoices

• Invalid Tax Description (NPO)
• Missing Vendor PAN Number (NPO)
• Mismatch Vendor PAN Number (NPO)
• Missing Vendor STC Number (NPO)
• Mismatch Vendor STC Number (NPO)
• Missing Vendor CST Number (NPO)
• Mismatch Vendor CST Number (NPO)
• Missing Vendor TIN/TOT Number (NPO)
• Mismatch Vendor TIN/TOT Number (NPO)
• Missing Vendor LST Number (NPO)

• Mismatch Vendor LST Number (NPO)

Categories The following invoice categories are introduced for PO invoices for India:
• Domestic Material
• Domestic Service
• Import Material
• Import Service
For NPO invoices, no invoice categories are introduced.
For information how to configure categories, see “Invoice Categories” on page 354
and “Invoice Categories, Category Groups, and Mapping” on page 357.
15.5.1 Screen Fields

In the India specific document types, there are some screen fields that are
exclusively used for the India localization. For general information about the screen
field configuration, see “Screen Fields” on page 363.The following screenshot shows
the fields in document type PO_INV_IN that are exclusive for the India localization:
For document type NPO_INV_IN, the exclusive screen fields are the same. The only
difference is that the field ECC NO is marked as Hide, not as Normal because the
ECC Number is not relevant for Non PO invoices.
15.5.2 Downloading Vendor Data to Staging Table

To integrate ICC into VIM, you must download the vendor database from SAP to
the staging table /OPT/VIM_STG_LIF. This used to be done with the
/OPT/IR_DL_VENDOR_TO_STG_TABLE program. See section 19.1 "Downloading the
Vendor Database from SAP" in OpenText Vendor Invoice Management - Administration
Guide (VIM-AGD).

15.6 Configuration Specific for Canada
For the India localization, use the /OPT/VENDOR_TO_STG_TABLE_INDIA program for

this purpose. This program has exactly the same user interface as
/OPT/IR_DL_VENDOR_TO_STG_TABLE but stores data in a different way.

Since version 5.2 SP3, VIM provides a configuration specific for Canada. For
Canada, all business rules as in the standard rules for the US have been kept intact.
One new business rule Invalid Sales Tax for the Region has been introduced. In
Canada, multiple tax rates (GST, PST, HST, QST) are applicable, based on the
province. Hence, the tax code derivation feature has been enhanced to derive tax
codes that are based on multiple tax rates.
Before tax code derivation, the system validates whether the supplied tax rate fields
are applicable for the region. Therefore, it uses the business rule Invalid Sales Tax
for the Region. However, to move past the Invalid Sales Tax for the Region
business rule check, the system must know the ship-to-region for the incoming
vendor invoice. The external system (for example OCR or IDOC) might not supply a
ship-to-region. The region can be derived automatically, based on certain settings.
See “Determining the Ship-To-Region” on page 377.
Once the ship–to-region is known and the business exception Invalid Sales Tax
for The Region does not occur, the system proceeds further to determine the tax
code, based on the multiple tax rate fields supplied. See “Determining the Tax
Code” on page 380.
You can carry out all Canada-specific customizing by executing the /n/OPT/SPRO
transaction and following LiveLink VIM - Configuration > Document Processing
> External System Data (OCR / IDoc) > Maintain Customizing Tables for Canada
15.6.1 Determining the Ship-To-Region

To determine the Ship-To-Region:
Maintain Customizing Tables for Canada > Maintain Ship-To-Region
Determination.

2. Enter CA for Canada in the Cty field.

In the fields CoCd From and CoCd To, define a range of company codes.
In the fields Vendor From and Vendor To, define a range of vendors.
3. In the Options column, select one of the following options:
Company Code
The system will determine the region from the address maintained in the
company code address for the range of vendors and company codes.
You do not have to maintain any entry in the Region and Custom FM fields.
Company Code -> Purchase Order
The system will determine the region from the company code address. If no
region is retrieved from the company code, this option automatically
switches to the purchase order to get the region. The purchase order can be
selected either from the header data or the item data. The system determines
the region from the plant address that is stored at item level.
Purchase Order -> Company Code
Same action as in Company Code -> Purchase Order. However, the system
will give the preference to the purchase order to get the region. If this fails,
the company code is used to get the region.
Fixed Value
You must maintain the region explicitly in the Region field.
Custom Function
You can define an own logic to find the region by defining the Z function
module explicitly in the Custom FM field.
The interface of the custom function should be like the following:
FUNCTION ZXXXXXXXXXXX
*"------------------------------------------------------------
-
*" EXPORTING
*" REFERENCE(REGION) TYPE REGIO
*" TABLES
*" INDEX_ITEM STRUCTURE /OPT/VIM_1ITEM OPTIONAL
*" CHANGING
*"------------------------------------------------------------
-

ICC If ICC is used as OCR, ICC does not explicitly supply the ship-to-region. In this case,
VIM uses Company Code/PO (based on the selected configuration option) to derive
the ship-to-region. There might be cases where you cannot use Company Code/PO
to derive the ship-to-region. In these cases, you must use custom functions or
manual entries, for example, if one of the following cases applies:
• The Company Code address cannot be treated as the ship-to-address. In this
case, do not use the Company Code option to derive the ship-to-region. Use the
custom function option.
• A PO or a combination of multiple POs has any line items with varying ship-to-
regions for various PO line items (based on different receiving plants at PO line
item level). In this case, do not use the PO as an option to derive the ship-to-
region. Use the custom function option.
• Without the ship-to-region determined automatically or supplied, new business
rules for validation of tax rate fields/tax code determination fail on VIM side.
Manual user input is needed.
• ICC does not supply taxes at line item level. ICC should supply taxes only at
header level. The same tax rate at the header is applicable for each line item if no
lines are supplied with a tax rate. Different line items in the vendor invoice
might have different tax rates; for example, if a combination of free goods line
(tax-free) and lines with a tax rate exists in the vendor invoice. Use the custom
function option.
15.6.2 Maintaining Tax Fields for the Region

An incoming vendor invoice is validated against the tax province relationship table.
This section describes the maintenance of this table.
To maintain tax fields for the region:

Maintain Customizing Tables for Canada > Maintain Tax-Province
Relationship.

2. Maintain the province specific taxes against the regions.

Ideally, you can use the default values. If there is any change in the tax codes for
provinces, the default values may no longer make sense. In this case, you can
perform the necessary changes here.
The Invalid Sales Tax for the Region exception is triggered in the following
cases:
• The tax rate fields supplied in the incoming invoice do not match with the
allowed fields maintained.
• The ship-to-region is empty. The ship–to-region must be determined to
proceed.
15.6.3 Determining the Tax Code

You control the tax code determination at the DP document type level (transaction
/n/OPT/VIM_1CX1) See also “Maintaining Tax Code Determination” on page 60.


• SAP Tax Determination Logic with OT Tax Table
• Tax Determination using Open Text Tax Table
• SAP Tax Determination Logic
• Customer Tax Determination
• Tax Code from Vendor Master
SAP Tax Determination Logic with OT Tax Table
The tax code is searched in the standard SAP transaction FTXP by comparing the
tax lines (GST, PST, and so on) for the particular region (province). If the tax code
is still not determined, the Canada-specific OpenText tax table Tax Code
Determination Configuration for Canada is used to determine the tax code.
To open the table Tax Code Determination Configuration for Canada, execute
the /n/OPT/SPRO transaction and follow LiveLink VIM - Configuration >
Document Processing > External System Data (OCR / IDoc) > Maintain
Customizing Tables for Canada > Maintain Tax Code Determination using OT
table.
In this table, you can maintain tax rates for a region.

Note: Enter * in the Vendor From field if it is applicable for all vendors.
Avoid an overlap of key fields. Except the Tax Code field, all fields in the
screenshot are key fields. If key fields overlap, the system will pick the tax
code corresponding to the first match.

Tax Determination using Open Text Tax Table

Only the table Tax Code Determination Configuration for Canada is used to
determine the tax code. See SAP Tax Determination Logic with OT Tax Table on
page 381.
SAP Tax Determination Logic
The tax code is searched in the standard SAP transaction FTXP by comparing the
tax lines (GST, PST, and so on) for the particular region (province).
The system searches a tax code for multiple tax lines by comparing the keywords
for the tax lines (like GST, PST, and so on). These keywords are maintained in
the customizing transaction: Execute the /n/OPT/SPRO transaction and follow
LiveLink VIM - Configuration > Document Processing > External System Data
(OCR / IDoc) > Maintain Customizing Tables for Canada > Maintain Search
Keyword for Tax Rate Fields/Text for Line Item Tax Fields.
Note: The Find Text for Field at Header and Line Item Level table with its
entries is delivered out of the box. Therefore, you do not have to maintain
or change anything, unless some exceptional cases occur.
Keywords – Assigning a keyword to a particular field specifies the kind of the
field. For example, if GST is the keyword for the TAXRATE_1 field, this means that
the TAXRATE_1 field is the GST tax rate field for Canada.
Entries in the KeyWord column are language dependent.
The following fields at header level should be maintained for the tax line
keyword:
• TAXRATE_1: Maintain GST, if this field is supposed to store the GST tax rate.
• TAXRATE_2

• TAXRATE_3
• TAXRATE_4
The following fields at line level should be maintained for the tax line keyword:
• TAXRATE1_1
• TAXRATE2_2
• TAXRATE3_3
• TAXRATE4_4
Labels – Besides maintaining keywords, the Find Text for Field at Header and
Line Item Level table is used for maintaining labels for tax rate fields and tax
amount fields at line item level.
Note: For header level fields, you maintain texts by transaction
/OPT/VIM_NW_SCRN_CFG.
For the line item level, the following fields should be maintained for texts:
• TAXAMT_1
• TAXAMT_2
• TAXAMT_3
• TAXAMT_4
• TAXRATE1_1
• TAXRATE2_2
• TAXRATE3_3
• TAXRATE4_4
Customer Tax Determination
You can create an own logic to find the missing tax code. Embed the logic in the
Z function module. The interface of the custom function should be like the
following:
*FUNCTION ZXXXXXXXXX
*" TABLES
*" INDEX_ITEM STRUCTURE /OPT/VIM_1ITEM
*" CHANGING
Tax Code from Vendor Master

You can select this check box together with any of the other options. If the logic
fails to determine the missing tax code from the selected option, the tax code is
found through the vendor master.

Chapter 16
ICC Integration
16.1 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.
Figure 16-1: Architecture diagram of the ICC integration into VIM
Note: You can use any scan client and content repository that are certified by
SAP; for example OpenText Imaging Enterprise Scan and OpenText Archive
and Storage Services.
Steps from the paper invoice to the VIM workflow:

1. SAP calls the scan client through the Early Archiving scenario, using the OAWD
transaction.

Chapter 16 ICC Integration
2. The scan client deposits the image of the paper invoice to the content repository.
The OAWD transaction creates a DP document in SAP using function module
/OPT/VIM_IF_NEW_DOC_INSERT.
This function module inserts an entry to tables /OPT/VIM_1HEAD and

/OPT/VIM_HD_DP with the new DP document number, archive date and time,
document ID, archive document type, and content repository ID.
3. The ICC Extraction engine calls the API (B) via a scheduled batch job
/OPT/VIM_IF_GET_NEW_DOC_LIST on ICC side and gets new documents for
processing:
• Gets all the documents in Scanned status along with Secure URL for image
and XML document which will be created by the ICC Extraction engine.
• Updates the DP document status to Sent to OCR.
4. The ICC Extraction engine picks the documents from step 3 and imports the
corresponding images from the content repository.
5. The Export module of the ICC Extraction engine calls the API (D)
/OPT/VIM_IF_OCR_DATA_UPDATE with call point EX:
• Updates the status and OCR data appropriately. This API exports the data to
SAP after completion of the extraction phase. Table /OPT/VIM_1EXT_H will
be updated with extracted data.
• Updates the DP Document status with Extraction Completed.
6. The ICC Extraction engine sends the detailed results XML file of the exported
data to the content repository using the URL retrieved from SAP in step 3. The
XML file is used by the ICC Validation engine.
Results for each data exported to SAP are stored in an XML file and archived
back to the content repository.
7. A periodic job (program /OPT/VIM_STATUS_EXTR) runs on SAP side, picks up
the DP items with status Sent to OCR and checks the time elapsed. If it exceeds
the configured time, the status is set back to Scanned.
The maximum allowed time for extraction can be maintained in table
/OPT/VIM_RETRY using the SM30 transaction. Table /OPT/VIM_RETRY contains an
entry with call point EX for extraction.
8. A periodic job (program /OPT/VIM_DP_TRIGGER) runs on SAP side, picks up the
DP items with status Extraction Completed. The job runs business rules to
check if validation is required or not. If validation is required, the status is set to
Ready for Validation. If validation is not required, the DP workflow is started.
If validation is required, the system evaluates the agents for the VALIDATOR role
and updates the SAP tables.

16.2 Early Archiving
9. The ICC Validation engine calls the API (G) /OPT/VIM_IF _GET_VAL_DOC_LIST
and gets a list of documents for validation:
• Gets all the documents in status Ready for Validation.
• For each DP document, it gets the secure URL for image and XML
documents which will be used by the ICC Validation Client.
• The function module SCMS_DOC_URL_READ will return the URL by taking
Archiving ID and Archiving Doc ID as input.
10. The ICC Validation engine picks documents (both image and XML) from the
content repository for each validation document, using the URL retrieved from
SAP at step 9.
After validation, the ICC Validation engine sends the results XML file
(including changes done during validation) back to the content repository using
the same URL.
11. The ICC Validation engine calls the API (I) /OPT/VIM_IF_OCR_DATA_UPDATE
with call point VA:
• Updates the status and OCR data appropriately. This API exports the data to
SAP after completion of the validation phase. Table /OPT/VIM_1EXT_H is
updated with validation data.
• Updates the DP Document status with Validation Completed.
12. A periodic job (program /OPT/VIM_STATUS_VALD) runs on SAP side, picks up
DP items with status Sent for validation, and after elapsed time sets the
status to Ready for Validation.
The maximum allowed time for Validation can be maintained in table
/OPT/VIM_RETRY using the SM30 transaction. Table /OPT/VIM_RETRY contains an
entry with call point VA for validation.
13. A periodic job (program /OPT/VIM_DP_TRIGGER) runs on SAP side, picks up DP
items with status Validation Completed, and starts the DP workflow.

Incoming paper invoices are scanned and archived, using the Early Archiving
scenario. As a prerequisite, you need to perform the following actions:
• “Creating a Content Repository ID” on page 388
• “Maintaining Parameters for the Content Repository” on page 389
• “Creating the Presetting Folder for VIM” on page 390
• “Creating an Archive Document Type for XML Documents (Optional,
Deprecated)” on page 393
• “Linking Archive Document Type and Business Object” on page 398
• “Creating an ICC Archive Document Type” on page 399

16.2.1 Creating a Content Repository ID

To create a Content Repository ID:
2. Click the Create button in the application tool bar.
3. Enter the following parameters:

Note: For more details on the parameters, see section 13.2.1.2 "HTTP
archive" in OpenText Archiving and Document Access for SAP Solutions -
Scenario Guide (ER-CCS)
• Content rep.: Content Repository ID

• Description
• DocArea (Document Area)
• Storage type
• Protocol: This setting defines the file source for archiving and image
displaying media.
• Version no.
• HTTP srvr:port (HTTP server and port)
• HTTP script
• Transfer drctry (Transfer directory)
16.2.2 Maintaining Parameters for the Content Repository

This configuration step is optional. It is only needed if the Component ID in the
Content Repository ID has a value different from the default value data. Check with
the Archive Administrator which Component ID is used. If it is data, you can skip
this section. If it differs, check if it can be changed to data. If that is not possible,
perform the following configuration.
To maintain parameters for the Content Repository:

1. Execute the /n/OPT/IT_ARC_SET transaction.
Alternatively, execute the /N/OPT/SPRO transaction and follow the menu path
LiveLink VIM - Configuration > Document Processing > ICC Configuration >
Maintain Parameters for Archive Doctype (OCR).
2. In the Table to maintain the Archive Settings, click New Entries in the
application tool bar.

3. Maintain the following parameters for the Content Repository ID:

Image Component
Enter the Image Component ID, if it differs from data.
The Image Component ID is used while archiving the invoice image.
Doc Comp ID
Enter the Doc Component ID, if it differs from data.
The Doc Component ID is used while storing the XML results of ICC
extraction/validation.
Image Timeout L
Doc Timeout Lim
Ignore these parameters. They are not used.
Image Timeout Limit and Doc Timeout Limit would determine the
expiration duration for HTTP URLs that ICC could use for archiving.
16.2.3 Creating the Presetting Folder for VIM

A presetting folder represents a preset group of document types. The group
contains document types that are related by workplace or by application. Grouping
document types together in a preset group provides a more effective overview of
document types on the initial screen of the storage process Store Documents
(transaction OAWD).
For each document type, you can determine the agents responsible for the work
item, and choose which storage scenario is used.
To create the presetting folder for VIM:

1. Execute the OAWS transaction.

2. In the Default setting: Overview screen, click New Entries in the application
tool bar.
3. Create the new presetting folder, using the following parameters:

Pr
Enter the presetting folder name, for example Z001.
Long text
Enter a description of the new folder.
4. Click to save the new presetting folder.
To add a document type to the presetting folder:

Note: If you store the Archive Document Type in the presetting folder during
its creation (see “Creating an ICC Archive Document Type” on page 399), you
do not have to perform this action. Nevertheless, if you need to reassign any
Archive Document Type to another folder or you need to assign Archive
Document Types to the presetting folder, you can perform this action.

Assigning all relevant Archive Document Types to the presetting folder is

useful for identifying the Archive Document Types easily.
1. Execute the OAWS transaction.
2. Select the presetting folder and double-click Entries.
3. Click New Entries in the application tool bar.

4. Add the Doc. type, for example /OPT/ICC, and select the appropriate storage
scenario check box, for example Storing for subsequent entry.
Note: Optionally, you can select an Object Type in the OT column and an
Agent ID for the document type.
5. Click to save your changes.
16.2.4 Creating an Archive Document Type for XML

Documents (Optional, Deprecated)
Note: This possibility to configure an archive for the XML document, which is
different from the archive for the images, is deprecated. Use constant
XML_AR_CONTREP instead, see “Defining Frequently Used Default Values” on
page 409. If you use the method described in this section, it will override the
setting of the constant.
The archive document type for XML documents can be used to store OCR
recognition results in an archive, which is different from the archive for the images.
If you want to use a separate archive for OCR recognition results, enter the name of
the archive into the link table entry using transaction OAC3 (see step 7 on page 397).
The link table entry is used only to find out the name of the archive to be used, there
will be no links to the business object.
Use an archive document type from your own namespace, for example ZOPT_XML.
Be sure to specify this name as value for variable XML_AR_OBJECT. See “Defining
Frequently Used Default Values” on page 409.
To create an Archive Document Type for XML documents:

1. To start the ArchiveLink: Document Type Customizing Wizard, execute the
OAD5 transaction.
2. Click Continue.

3. Document type
Doc.type
Enter an archive document type for ICC exported XML results, for example
ZOPT_XML.
Name
Click Continue.

4. Document type template

Leave the field empty and click Continue.

5. Workflow document type

Leave the Workflow document type check box cleared and click Continue.
6. Document class
In the Doc. class field, enter XML, and click Continue.

7. Object, method and tasks

In the Obj. type field, enter /OPT/V1001, and click Continue.

8. Storage system and link table

Enter the following parameters:
Cont.Rep.ID
Enter the Content Repository ID; see “Creating a Content Repository ID” on
page 388.
Link
Enter TOA01.
Click Continue.
9. End
To save the Archive Document Type, for example ZOPT_XML, click Complete.
16.2.5 Linking Archive Document Type and Business Object

To link the Archive Document Type and the Business Object:
2. Click the New Entries button in the application tool bar.


Object Type
Enter /OPT/V1001
Document type
Enter /OPT/ICC
Link Status
Enter X
Storage system
Enter the Content Repository ID; see “Creating a Content Repository ID” on
page 388.
Link
Enter TOA01
16.2.6 Creating an ICC Archive Document Type

In this step, you create an ICC Archive Document Type, for example ZOPT_ICC,
store it in the presetting folder created before (see “Creating the Presetting Folder
for VIM” on page 390), and assign it to Early Archiving (Storing for subsequent
entry).
To create an ICC Archive Document Type:

1. Execute the OAD5 transaction.
On the Start screen, click Continue.

2. Document type
Doc.type
Enter the document type. Use an archive document type from your own
namespace, for example ZOPT_ICC.
Name
Click Continue in the upcoming screens until you reach the following screen.

3. Workflow document type

Select the Workflow document type check box and click Continue.

4. Document class
Enter Doc. class FAX and click Continue.
5. Object, method and tasks

Enter the following information:
Obj. type
/OPT/V1001
Entry
Method
PREPROCESS_OCR
Task
WS00275270
Assignment
Task
WS00275270
Click Continue.
6. In the Workflow Parameter screen, click Continue.

7. Storage system and link table

Click Continue.

8. Selection from available presettings

Select the ID 0001 and click Continue.
9. In the Create new presettings screen, click Continue.
10. Details of presettings

Select the Storing for subsequent entry check box and click Continue.
11. End
To save the Archive Document Type ZOPT_ICC, click Complete and confirm the
changes.
16.3 Maximum Allowed Time for Extraction and

Validation
The ICC Dispatcher changes the DP document status back to Scanned or Ready for
Validation if a particular DP document is in Extraction or Validation longer than
the allowed time.
You can maintain the maximum allowed time limits for Extraction and Validation,
using table /OPT/VIM_RETRY.

16.3 Maximum Allowed Time for Extraction and Validation
To maintain the maximum allowed time for Extraction and Validation:

1. Execute the SM30 transaction, enter the table name /OPT/VIM_RETRY and click
the Maintain button.
Maintain Retry count and Time Limit for OCR Extraction & Validation.
Call Point EX represents Extraction.

Call Point VA represents Validation.
2. Maintain the Time limit (in seconds) and the maximum allowed number of
retries until the document status is set to Maximum number of retries reached.
OpenText recommends the following parameter values:
Extraction
Number of Retry
3
Time limit
7200
Validation
Number of Retry
3
Time limit
3600
The extraction time limit of 2 hours is based on the fact, that the URLs to access
the archive are only valid for 2 hours, if a signed archive is used. If you have an
archive that is not signed, you can even use a longer value. The validation time
limit of 1 hour has no special reason. It is just to give the user enough time to
complete the validation.
The number of retries should not be too low, because sporadic errors may occur,
but it should not be too high, so that it does not take too much time, until a real
problem with a document is detected.

Note: If the retry limit is reached, and you want to reset the document to
be processed again, you must reset the retry counters manually.
16.4 Validation Framework

The Validation framework determines whether a DP document (created by ICC)
needs validation or not and also assigns the validation agents to validate the DP
document.
You must perform the following actions:
• “Creating and Linking the Validation Determination ID” on page 406
• “Defining Frequently Used Default Values” on page 409
• “Maintaining Channel IDs” on page 410
• “Validating DP Documents with Mapping Error” on page 411
• “Assigning Validation Agents” on page 413
• “Maintaining the Default Workflow Template” on page 414
• “Maintaining the Preprocess Exit” on page 415
16.4.1 Creating and Linking the Validation Determination ID

To determine whether a DP document needs validation or not, you need to create a
Validation Determination ID and link it to the Archive Document Type.
To create a Validation Determination ID:

1. Execute the /n/OPT/VIM_ICC_VAL transaction.
Validation Determination Procedure (OCR) > Set Up Validation
Determination Condition.
2. To add a Validation Determination ID, click New Entries.

3. Define the Validation Determination ID, using the following parameters:

Validate Grp
Validation Group, short form of Validation Determination ID
Check Type
Enter the validation check type. Select one of the following values:
• Index Data Fields
• Function Module.
If you select Function Module, you must maintain the field Validate Chk
Func.
Validate Chk Func
Maintain this field if you selected Check Type Function Module. The
Validate Check function module will determine whether validation is
required or not.
Click one of the following radio buttons:
Validate For Selected Fields
If you select this option, you must maintain the Validation Determination
Fields that are required, see step 4 on page 407.
The system will check whether all the listed fields are maintained for the DP
document. If one of the fields is not maintained, it will send those DP
documents for validation to the Validation Client.
Validate Never
Select this option to determine that the DP document will not be sent for
validation and continues with the workflow.
Validate Always
Select this option to determine that all DP documents that are assigned to
this Validation group will be sent to the Validation client for validation.
4. To maintain the Validation Determination Fields, double-click the Validation
Determination Fields link in the navigation panel.

To link the Validation Determination ID to the Archive Document type:

Enter the table name /OPT/VIM_VAL_DET.
Click the Maintain button.
Validation Determination Procedure (OCR) > Link Archive Document Type
to Validation Group.
2. Link the Document type to the Validation Determination ID, represented by the
Validate Grp.

16.4.2 Defining Frequently Used Default Values

VIM Customizing IMG provides an option to define default values that are used
frequently in ICC integration. For example, DP_DOC_TYPE determines the default DP
document type value.
To define default values:

Configuration > Document Processing > ICC Configuration > Advanced
Configuration.
Product Code 005 determines Document Processing.

Value is the default value or expected value in process.
2. Define the default values, according to the following table:
Constant Meaning
DP_DOC_TYPE Default DP document type
DP_EX_VA_CANCEL OCR Extraction/Validation is Cancel
DP_EX_VA_ERROR OCR Extraction/Validation is Error

Constant Meaning
DP_EX_VA_REJECT OCR Extraction/Validation is Reject
DP_EX_VA_SUCCESS OCR Extraction/Validation is Success
DP_SYNC_PROC Process Code to control parallel DP Trigger Process
DP_SYNC_REFRESH_TAB Refresh DP Sync Table
URL_READ_FM Function module to read the Image/Document URL
PO_REC No of Records - Purchase Order Search
VEND_REC No of Records - Vendor Search
XML_AR_ASSIGN_LATE If set to X, the archive document ID for XML will be
assigned via RFC from ICC.
Set the parameter value to X, if ICC V6.0 SP3 or
higher is used. Leave the parameter empty, if a lower
ICC version is used.
XML_AR_CONTREP Content Repository for XML Document (if not de-
fined in OAC3)
XML_AR_OBJECT AR Object of XML Document (Deprecated)
16.4.3 Maintaining Channel IDs

A channel uniquely identifies the source of an incoming invoice to the VIM system
across the landscape. In this step, you maintain the default ICC channel ID.
To maintain the channel ID:

Configuration > Document Processing > ICC Configuration > Maintain
Channel ID constants.

2. For Constant ICC_CHANNEL_ID, enter Constant ValueICC.

16.4.4 Validating DP Documents with Mapping Error

If any mapping errors occur while mapping extracted data, you may need to
validate such DP documents. You use the /n/OPT/VIM_CHNL transaction to maintain
whether mapping errors should be ignored or not. See also “Maintaining Channels”
on page 430.
In VIM, each communication type has a channel; there is one record for each
channel in the /n/OPT/VIM_CHNL transaction.
To maintain validation of DP documents with mapping error:

1. Execute the /n/OPT/VIM_CHNL transaction.
Channel ICC represents the ICC integration. To view details, double-click the
line.

Channel ICC is configured to ignore mapping errors.

2. To maintain whether the DP document with mapping errors will be validated or
not, execute the /N/OPT/SPRO transaction and follow the menu path LiveLink
VIM - Configuration > Document Processing > ICC Configuration > Maintain
Constants for Validate on Mapping errors.
3. To get DP documents with mapping errors validated, set ConstantValue for

VALIDATE_ON_MAP_ERR to YES.

16.4.5 Assigning Validation Agents

If the active template for the VALIDATOR role is set to ARDOCTYPE, you can assign
Validation agents using the Simple Mode Role Maintenance. See also “Maintaining
Role Determination Settings” on page 37.
To assign Validation agents:

1. Execute the /n/OPT/CP_9CX4 transaction.
2. In the navigation panel, click VALIDATOR.
The VALIDATOR node represents the assigned Validation agents for Product code
005. You can assign Validation agents to Archive Document types and to the
following Agent Types:
A
Work center
AC
Role
C
Job
O
Organizational unit

S
Position
US
User
To maintain the default validator role using VIM Customizing IMG:

Validator Role.
2. For Constant VALIDATOR_ROLE, enter Constant ValueVALIDATOR.

16.4.6 Maintaining the Default Workflow Template

VIM Customizing IMG provides an option to maintain the default workflow
template for Document Processing.
To maintain the default workflow template:

Workflow Template Constants.

2. For Constant MAIN_WF_TEMPLATE, enter Constant ValueWS00275269.

16.4.7 Maintaining the Preprocess Exit

VIM Customizing IMG provides an option to maintain the default preprocess exit
function module if needed.
To maintain the preprocess exit:

Preprocess Exit constants.
2. In Constant Value, enter the preprocess exit function module.


16.5 Document Type Determination Rules Engine

VIM provides a document type determination rules engine to determine the DP
document type from OCR results.
Up to VIM 6.0 SP2 (and VIM 5.2 SP7), the engine was executed independently of the
document type definition.
New for VIM 6.0 The engine works if the DP document type assigned to the archive document type is
SP3 (VIM 5.2 DEFAULT, or if no DP document type is assigned to the archive document type. If a
SP8)
different DP document type is assigned to the archive document type, the engine is
skipped. In this case, the assigned DP document type is used for the DP workflow.
Example 16-1: Document type determination rules engine - skipped or

triggered
With the configuration shown in the screenshot, the document type is determined in
the following way:
• A document scanned with archive document type ZICC_HF gets the DP
document type NPO_INV_AT. Therefore the document type determination rules
engine is skipped.
• A document scanned with archive document type /OPT/ICC gets the DP
document type DEFAULT initially. Then the rules engine is triggered to determine
the DP document type.
• A document scanned with any other archive document type gets the DP
document type DEFAULT initially. Then the rules engine is triggered to determine
the DP document type.
16.5.1 Methods
The rules engine consists of a sequence of procedures. Each procedure is responsible
for one DP document type. If one procedure says NEXT, the next procedure is
performed. If a procedure says TRUE, the document type of this procedure is applied
to the document. The last procedure should be responsible for the DP document
type DEFAULT. This last procedure should always return TRUE.

16.5.2 Configuration
You configure the rules engine in the VIM Customizing IMG (/OPT/SPRO):
LiveLink VIM - Configuration > Document Processing > Document Type
Configuration > Maintain Document Type Determination Procedure (Only for
OCR)
16.5.3 Baselines Procedures

To configure procedures for the rules engine:
1. Configure the baseline procedures for VIM 5.2 and VIM 6.0, as shown in the
screenshot.
The baseline configuration uses the existence of an invoice order number in the
OCR results for an invoice to tell if the invoice is a Non PO or a PO invoice. In

case of a Non PO invoice, the company code of the OCR results decides on the
DP document type. In case of a PO invoice, the company code of the PO decides
on the DP document type.
You can use the Exclusive check box to deactivate a procedure. If the check box
is not selected, the procedure will never return TRUE but always return NEXT.
2. For VIM 6.0, configure the following additional procedures:
3. Configure the DEFAULT procedure as last procedure:
You can change the sequence of the procedures, and you can introduce
additional procedures. As the procedures are executed in alphabetical order
according to their procedure name, OpenText recommends that you insert new
procedures in their correct position.
16.5.4 Steps
The procedures consist of steps, which can be modified. There are four check types
that you can use:
A
Missing value of an OCR field
B
Constant value of an OCR field
C
Custom function

D
Invalid value of an OCR field (value cannot be found in a check table)
The baseline configuration uses steps with custom functions only:
16.5.5 Using the Rules Engine with the OCR Simulation Tool
You can use the rules engine with the OCR simulation tool (/OPT/VIM_7AX2).
New for VIM 6.0 The engine can be skipped only if the copy option in the OCR simulation tool is
SP3 (VIM 5.2 used, and if an additional mapping entry is created in the table that controls the
SP8)
mapping of the OCR simulation tool.
To create this entry, execute transaction SE16N for table /OPT/VIM_T109, and add
the line for field ORIG_AR_OBJECT as shown in the following screenshot:

16.6 Periodic Jobs for ICC Dispatcher

As mentioned in “Steps from the paper invoice to the VIM workflow:” on page 385,
periodic jobs are necessary to set up the ICC infrastructure completely. Schedule the
jobs as described in section 19 "Downloading Data from SAP for ICC Integration"
in OpenText Vendor Invoice Management - Administration Guide (VIM-AGD) and
section 20 "Administering the ICC Dispatcher" in OpenText Vendor Invoice
Note: In a multiple backend environment, the download jobs (section 19
"Downloading Data from SAP for ICC Integration" in OpenText Vendor Invoice
Management - Administration Guide (VIM-AGD)) are needed in both the central
system and the satellite systems whereas the jobs for the ICC dispatcher (sec-
tion 20 "Administering the ICC Dispatcher" in OpenText Vendor Invoice Man-
agement - Administration Guide (VIM-AGD)) are needed only in the central sys-
tem.

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.
Figure 17-1 shows an example for a multiple backend system.
Figure 17-1: VIM as a multiple backend system

Chapter 17 Multiple Backend System
Important considerations for multiple backend systems

• There can be only one central system connected to one or more satellite
systems.
• OpenText recommends connecting a single Content Repository to all
systems in the landscape to ensure that image links get propagated to all
systems.
• The number ranges for the Document Processing number are centralized
and hence should be maintained in the central system.
All satellite systems and the central system can make use of the central
number range.
• The SAP IM workflow can run in central or satellite systems, as needed.
OpenText recommends running the SAP IM workflow in the system
where the final SAP invoice gets posted.
To maintain multiple backend systems, the following configuration is necessary:

• “Defining Logical Systems” on page 422
• “Assigning Clients to Logical Systems” on page 424
• “Maintaining RFC Destinations” on page 425
• “Working with the System Landscape Directory (SLD)” on page 427
• “Maintaining Channels” on page 430
• “Maintaining Mapping IDs” on page 432
• “Maintaining the System Determination” on page 433
17.1 Defining Logical Systems

In this step, you define the logical systems in your multiple backend system.
Systems in the landscape are referred using logical system IDs. In SAP terminology,
a logical system is a client. Therefore, you must first set up logical system names. In
a second step, you assign them to the clients in the SAP systems, see “Assigning
Clients to Logical Systems” on page 424.
Note: It is possible that the logical system name already exists. In this case, you
can ignore this procedure and the procedure “Assigning Clients to Logical
Systems” on page 424.
To define logical systems:

1. Execute the /n/OPT/VIM_LOG_SYS transaction.
LiveLink VIM - Configuration > Document Processing > General
Configuration > Multi-Backend Scenarios > Define Logical Systems.

17.1 Defining Logical Systems
2. Click New Entries in the application tool bar.

3. Define the logical system, using the following parameters:
Log.System
Enter a name for the logical system you want to create.
Name
Enter a description of the logical system.
4. In case you want to change an entry:
a. Select the appropriate line.
b. Select Change Field Contents from the Edit menu.
c. Enter the new text.

d. Click Replace.

17.2 Assigning Clients to Logical Systems

In this step, you assign a client to each logical system. The name of the logical
system is used as a unique ID. It has a unique assignment to a client in an SAP
system. Logical systems in the landscape are assigned to their respective clients in
their respective systems.
To assign clients to logical systems:

1. Execute the /n/OPT/VIM_ASGN_CLNT transaction.
Configuration > Multi-Backend Scenarios > Assign Client to Logical System.
2. Select the line of the client you want to assign to a logical system.
3. To display details, click the button in the application tool bar.

17.3 Maintaining RFC Destinations
4. In the Logical system field, enter the name of the logical system to which you
want to assign the selected client.
17.3 Maintaining RFC Destinations

In this step, you maintain RFC destinations for each logical system to communicate
to.
Recommendations
• OpenText recommends using RFC destinations for System Communication
that have the same name as the logical system.
• For Dialog Communication, OpenText recommends to use trusted RFC
connections.
For more details on setting up RFC destinations, see the SAP Help.
To maintain RFC destinations:

Configuration > Multi-Backend Scenarios > Maintain RFC Destinations.

2. From RFC Connections, open ABAP Connections (Type 3).

3. Double-click the connection you want to maintain.
4. Enter the connection parameters.

17.4 Working with the System Landscape Directory (SLD)
17.4 Working with the System Landscape Directory

(SLD)
In the System Landscape Directory (SLD), you must maintain all systems with
which interaction can happen. This includes the own system.
Terminology note
“Own system” means the system where the activity is being done or where the
SLD is being maintained.
All systems must be defined as logical systems before they can be used in the SLD.
See “Defining Logical Systems” on page 422 and “Assigning Clients to Logical
Systems” on page 424 for details.
Logical systems are client dependent, hence in a given system T01, client 800 and
client 900 could be set up as different systems with different logical system defined.
17.4.1 Maintaining the SLD

You must maintain the SLD manually in all SAP systems involved.
To maintain the SLD:

1. Execute the /N/OPT/VIM_SLD transaction.
Configuration > Multi-Backend Scenarios > System Landscape Directory >
System Landscape Directory.
2. Double-click a line to display details for a logical system.

3. Maintain logical systems, using the following parameters:

Description
Enter a description for the system.
System Type
Select the proper SAP System Type.
RFC for System Comm.
Enter the RFC destination for communicating to the system. OpenText
recommends using this RFC destination with system or communication
users, not with dialog users.
On the own system, insert NONE.
RFC for Dialog Comm
Enter the RFC destination for communicating by active dialog screen.
OpenText recommends using a trusted RFC destination in this case. See the
SAP documentation on how to set up trusted connections between SAP
systems.
Classification
Select the classification of the system. The following values are available:
• Central System
• Satellite System
The values above are relevant for multiple backend systems.

• External System
External System refers to any system which is not an SAP ERP system.
For example, a non SAP system is treated as an External System. An SRM
system could also be part of the landscape. SRM is an SAP system but not
of ERP type. Therefore, an SRM system must also be classified as an
External System.

17.4 Working with the System Landscape Directory (SLD)
• Single System Landscape
Select this value if your system landscape comprises only one system.
Central System
Enter the Central System if the own system is classified as Satellite
System.
Status
Select the status of the system. Available values: Active or Inactive.
17.4.2 Setting Up the SLD in a Multiple Backend System

Note: This configuration is only necessary for multiple backend systems. See
“Setting Up the SLD in a Single System Landscape” on page 430 for single
system landscapes.
In multiple backend systems, one SAP system is the central system; the other SAP
systems are satellite systems.
To set up the SLD in a multiple backend system:

1. In the central system, define all logical systems (see )for all systems involved
(SAP or non SAP). Make sure that the logical system name is unique in the
entire landscape.
2. Assign the client to the logical system, see “Assigning Clients to Logical
Systems” on page 424. This action is only relevant for the own system.
Normally, it is always assigned so crosscheck if the own system is already
assigned to the client.
3. Maintain the SLD in the central system, as described in “Maintaining the SLD”
on page 427, for each of the systems involved.
Once you finished setting up the SLD in the central system, login to the satellite
systems and do the following:
4. Define the logical system (see “Defining Logical Systems” on page 422) for the
central system. The name must be the same as in the central system.
5. Assign the client to the logical system (see “Assigning Clients to Logical
Systems” on page 424) for the own system if it is not yet assigned.
6. Maintain the SLD in the satellite systems, as described in “Maintaining the SLD”
on page 427, for the central system and the own system.
For the own system, set RFC for System Comm. to NONE, and leave RFC for
Dialog Comm blank.
For the central system, assign proper RFC for System Comm. You may skip
RFC for Dialog Comm.

17.4.3 Setting Up the SLD in a Single System Landscape

Note: This configuration is only necessary for single system landscapes. See
“Setting Up the SLD in a Multiple Backend System” on page 429 for multiple
backend systems.
In a single system landscape, OpenText recommends maintaining the SLD with the
following basic information:
To set up the SLD in a single system landscape:

1. Define the logical system (see “Defining Logical Systems” on page 422) for the
own system if it is not already defined.
2. Assign the client to the logical system (see “Assigning Clients to Logical
Systems” on page 424) for the own system. Normally, it is always assigned so
crosscheck if the own system is already assigned to the client.
3. Maintain the SLD, as described in “Maintaining the SLD” on page 427. The
following parameters are relevant:
• System Type
• RFC for System Comm.: set to NONE.
• RFC for Dialog Comm: leave blank.
• Classification: Single System Landscape
17.5 Maintaining Channels

A channel uniquely identifies the source of an incoming invoice to the VIM system
across the landscape. Channels drive the System Determination Procedure in a
multiple backend system and drive the set of mapping to be executed.
To maintain channels:
Configuration > Maintain Channels.
2. Double-click a line to open the Opentext Channel Set Up Details screen.

17.5 Maintaining Channels
3. Maintain the channel, using the following parameters:

Channel Type
Select the channel type from the list. Supported channel types are OCR
Channel, FAX Channel, and so on.
Description
Enter the channel description. It is language dependent.
Mapping ID
If you want to link a Mapping ID to the channel, enter the Mapping ID. See
“Maintaining Mapping IDs” on page 432.
Sys Det. ID
If you want to link a System Determination ID to the channel, enter the
System Determination ID. If no System Determination ID is linked here, the
Default Company Code Look up system determination can be used in a
multiple system scenario.
Ignore Mapping Error
Errors might occur during the mapping stage (when data from a particular
channel flows into the SAP system).
Select this check box to determine that these errors are ignored for the
channel and the SAP IM workflow is started.
Clear the check box to determine that, in case of a mapping error, processing
stops at this point and the SAP IM workflow is not started.

17.6 Maintaining Mapping IDs

A Mapping ID can be created to logically group a mapping set for a particular
channel. A Mapping ID is tied to a channel so that proper mapping is executed for
an incoming invoice for that channel.
To maintain Mapping IDs:

1. Execute the /n/OPT/VIM_MAPV transaction.
Configuration > Maintain Mapping ID.
2. Double-click a line to open the Mapping ID Details screen.
3. Configure the Mapping ID, using the following parameter:

Ext Field Mapping FM
If simple one to one mapping does not suffice, enter a custom function
module to perform the mapping. The function module should be compatible
with the interface /OPT/DO_MAPPING.
4. To open the Field Mapping Overview screen, double-click Field Mapping in
the navigation panel.

17.7 Maintaining the System Determination
5. Configure the field mapping, using the following parameters:

External Field Name
Name of the field (case sensitive), as supplied by the external system, for
example OCR
Field Type
Type of the field: The following levels of information can be supplied, as far
as indexing data is concerned:
Header
Header level indexing data
Item
Line level indexing data
Document Field Name
Enter the name of the indexing field name on SAP IM side. The header level
SAP fields come from the structure /OPT/VIM_1RHEAD. The item level SAP
fields come from the structure /OPT/VIM_1RITEM_DATA.
Function Name for Conversion
If there is any necessity to convert the format of the data coming from the
external system, enter a conversion function module for a particular field.
Any function module that you enter here, whether SAP standard or a
custom one, should be compatible with the interface of function module
CONVERSION_EXIT_ALPHA_INPUT.
Ignore Chars
Enter characters that are deleted in an extra step before mapping continues.
This is useful, for example, if there are apostrophes in the Reference
Number. Enter the apostrophe in the Ignore Chars field in the XBLNR line, to
avoid a short dump in duplicate check.
The field can contain up to 6 characters.

In multiple backend systems, you can specify the system determination procedure
to determine in which system the SAP IM workflow should start. The system
determination is attached to the Channel ID. Thus, system determination works
only if the channel is maintained. See “Maintaining Channels” on page 430. By
default, if no system determination ID is specified, the OpenText standard look up
table of Company Code and Logical System is used to determine the system.
To maintain the system determination:

1. Execute the /n/OPT/VIM_SYS_DET transaction.

Configuration > Multi-Backend Scenarios > System Determination Procedure

> Maintain System Determination Procedure.
2. Click New Entries.
3. Maintain the System Determination ID, using the following parameter:

Sys Determination FM
If you want to determine the system where the SAP IM workflow should
start in a multiple backend system, enter a custom function module. The
interface of the function module should be compatible with
/OPT/VIM_SYSTEM_DETERMINE.
To maintain system determination based on the Company Code:

1. Execute the /n/OPT/CC_LOGSYS transaction.
Configuration > Multi-Backend Scenarios > System Determination Procedure
> System Determination via Company Code.
2. Specify a mapping of company code and logical system in a multiple backend

system.


Chapter 18
SSF Integration
As part of Business Suite 2010 (ERP 6.0 EhP5 and CRM 7.0 EhP1), SAP delivers the
Shared Service Framework (SSF). SSF contains a rich set of tools to improve and
automate Shared Service Center operations.
Technically, SSF is based on SAP Customer Relationship Management (CRM),
specifically on the Interaction Center. In case of the VIM integration, this is the
Accounting Interaction Center (AIC). The Interaction Center is part of SSF. CRM
provides software for ticket systems, for example in the Accounts Payable
department.
SSF integrates the leading CRM system with the backend ERP systems, for example
VIM. Shared Service Center agents work entirely in their AIC, with access to the
backend ERP systems that they are responsible for. The AIC provides the means to
support communication with employees, suppliers and clients.
VIM 6.0 introduces the integration with SSF. VIM leverages the SSF and provides
integration scenarios with the AIC. See the following examples:
Example:
• The integration allows searching and finding invoices in VIM from AIC.
• VIM users in the ERP backend system can open service request from VIM work
items and exceptions.
• Specific exceptions can be configured to automatically create a service request in
CRM/AIC.
Among others, the benefits of the SSF integration are the following:
• automation in the Shared Services environment
• cost reduction
• enhanced efficiency
• reduction of operational risk
VIM provides a feature to automatically create Service Requests for specific
exceptions in background. You can configure this feature during the configuration
of the process type, see “Defining the Process Type” on page 89.
18.1 SSF Integration Activities

To put the SSF integration into operation, you must perform the following
configuration tasks:

Chapter 18 SSF Integration
Note: You must perform the tasks either in the SAP ERP (VIM) system or in
the CRM system. The system is indicated in square brackets, for example
[ERP], in the title of each section.
• “Maintaining a Logical System for the CRM System in VIM [ERP]” on page 438
• “Creating an ITS Service in the Backend ERP System [ERP]” on page 438
• “Defining Transaction Launcher Logical Systems and URL [CRM]” on page 446
• “Creating a Transaction Launcher for VIM Work Centers to Call VIM Analytics
(Service Request) [CRM]” on page 448
• “Creating a Transaction Launcher for VIM Work Centers to Call VIM Analytics
(Account ID Confirmation) [CRM]” on page 455
• “Configuring Work Centers for VIM Analytics [CRM]” on page 456
• “Configuring Business Context Links for OpenText Linked Objects in Service
Request [CRM]” on page 461
• “Configuring the OpenText Vendor Factsheet BSP Component [CRM]” on
page 467
• “Maintaining the Logical System in OpenText Configuration Tables [CRM]” on
page 479
• “Defining Prefill Business Role Settings for RFC (Service Request Display)
[CRM]” on page 480
18.1.1 Maintaining a Logical System for the CRM System in

VIM [ERP]
To integrate the CRM SSF system into VIM, you must maintain a logical system for
the CRM system in the backend ERP system (VIM system). Support for CRM SSF
will only be activated if the logical system of the CRM is maintained. This setting
generates the Service Requests button in the dashboards and the Create SR check
box in the process type definition.
The procedure to maintain a logical system is described in section 16.2 "Maintaining
a Logical System for the CRM System in VIM" in OpenText Vendor Invoice
Management - Installation Guide (VIM-IGD).
18.1.2 Creating an ITS Service in the Backend ERP System

[ERP]
In this section, you maintain a new ITS service in the backend ERP system (VIM
system). This ITS Service is used by the CRM transaction launcher to launch the
OpenText transaction for VIM Analytics in the VIM system.
You can create own service names in the nodes in the SICF transaction. The Service
Name creation in this section is an example to create own services under the ITS
node.

To create an ITS service:

1. Execute the SICF transaction.
2. Enter the Service Name, for example ITS, and execute.
3. Expand default_host > sap > bc > gui > sap > its and right-click the ITS Service
name.

4. Click New Sub-Element.

Note: If you get a popup with information about the SAP namespace,
confirm it by clicking .

5. Enter the Name of Service Element to Be Created, for example OPT_LTX.

Click Independent Service.
Click .

6. Configure the settings as shown in the screenshot above.

In the Service Data tab, click GUI Configuration.

7. Maintain the following service parameters:

Note: You can create own service names in the nodes in the SICF
transaction. However, for GUI Configuration in the Service Data tab, you
must set the following Parameter Name and Value. The ERP transaction
that OpenText SSF Transaction Launcher ITS Services depend on is
/OPT/VIM_SSF_LAUNCH. This transaction is called when the dependent
Transaction Launch is called.
Parameter Name Value

~AUTOSCROLL 0
~COOKIES 0
~GENERATEDYNPRO 1
~LISTSCROLLING 0
~POPUPS 1
~STYLE DHTML
~WEBGUI 1
~TRANSACTION /OPT/VIM_SSF_LAUNCH
~FLICKERFREE 1
~DISCONNECTONCLOSE 1
~THEME 99

~WEBGUI_SIMPLE_TOOLBA 114
R
Click to continue.
8. In the Handler List tab, set the Handler class name CL_HTTP_EXT_ITS.
9. Save the Service.
When prompted, enter the name of a development package and click .
Note: If you do not have a development package for your own
developments, create a new development package.
When prompted, enter a workbench request and click .
Exit the screen to create a Service.
10. To activate the service, select the service and right-click.

11. Click Activate Service.

Confirm the popup asking if you want to activate the service with Yes.
12. To activate the parent node where you have created the new service name,
select the node default_host > sap and right-click.
13. Click Activate Service.

Click .
18.1.3 Defining Transaction Launcher Logical Systems and

URL [CRM]
In this section, you maintain the mapping name, the logical system name, the ITS
client, and the URL for ITS.
To define transaction launcher logical systems and URL:

1. In the CRM system, follow SAP menu > Interaction Center > Interaction
Center WebClient > Administration > System Parameters > Define
Transaction Launcher Logical Systems and URLs. Alternatively, execute the
CRMS_IC_CROSS_SYS transaction.

2. Maintain the Mapping name and the corresponding backend ERP Logical
System name with the ITS Client and the URL of ERP ITS, specifically for
OpenText components.
Determine the URL of ITS, for example: <http>://<Host
Name>:<Port>/<sap><created service name path>?sap-client=<CLIENT>.
Example: <http>://<host name>:<port>/sap/bc/gui/sap/its/-

OPT_LTX?sap-client=800
Notes:
• Mapping logical systems and setting the URLs for standard SAP objects
like Vendor Links in business context must follow SAP conventions to
determine the URLs.
• You must maintain 2 URLs for each backend ERP system, one URL for
standard SAP objects and another URL for OpenText objects.
• Mapping names for OpenText objects follow a convention: The first 5
characters in the mapping name are ZZZZZ, followed by free text that
identifies the backend ERP system, for example ZZZZZD94.
3. Save and exit.
Example 18-1: URLs

There is a backend ERP system called D94. The following two URLs are
maintained:
URL for standard SAP objects
Mapping: D94CLNT800
Logical system: D94CLNT800
Local ITS:
ITS Client: 800
URL of ITS:
http://op60vimd94.optura.local:8000/sap/bc/gui/sap/its/CRM_CIC
_RABOX?sap-client=800~transaction=IC_LTXE&~okcode=ICEXECUTE
Mapped Logical System:

URL for OpenText objects (--> see “Maintaining the Logical System in
OpenText Configuration Tables [CRM]” on page 479)
Mapping: ZZZZZD94
Logical system: D94CLNT800
Local ITS:
ITS Client: 800

URL of ITS:
http://op60vimd94.optura.local:8000/sap/bc/gui/sap/its/opt_ltx
?sap-client=800
Mapped Logical System: D94CLNT800
18.1.4 Creating a Transaction Launcher for VIM Work Centers

to Call VIM Analytics (Service Request) [CRM]
In this section, you configure a new transaction launcher to call VIM Analytics with
regards to a Service Request. VIM Analytics is launched with Vendor as prefilled
parameter in the selection screen. The Service Request that is currently open in CRM
can be attached to other DP documents that VIM Analytics displays for the prefilled
Vendor.
To create a transaction launcher for VIM work centers to call VIM Analytics
(Service Request):
1. In the CRM system, follow SAP Customizing Implementation Guide >
Customer Relationship Management > Interaction Center WebClient > Basic
Functions > Transaction Launcher > Configure Transaction Launcher
(Wizard)
2. Click Continue.

3. Enter the Launch Transaction ID, for example ZVIM_TL_CONFIG_SRQ, and the
Component Set ALL.
Click Continue.

4. Enter a meaningful Description.

Enter Handler Class, for example ZVIM_TL_CONFIG_SRQ.
Click Continue.

5. In the Transaction Type list, select A BOR Transaction and fill in the following
details:
Logical System
Example: D94CLNT800 (belonging to mapping ZZZZZD94)
See “Defining Transaction Launcher Logical Systems and URL [CRM]” on
page 446.
BOR Object Type
/OPT/V1001
Method Name
DISPLAY
6. Click Continue.

7. In Parameter, enter ICWEBCLIENTBORKEYPARAMETER Object Key.

Click Continue.

8. In Parameter, enter ICWCPROCESSEDOBJECT /OPT/V1001

Click Continue.

9. Click Complete.
10. Change the Handler Class of the newly created Transaction Launcher ID.
Perform the following steps:
a. Follow SAP Customizing Implementation Guide > Customer
Relationship Management > Interaction Center WebClient > Basic
Functions > Transaction Launcher > Copy/Delete Launch Transactions
b. Select the newly created Launch Transaction ID and click .
c. Change the Handler Class entry for the selected Launch Transaction ID to
/OPT/CL_VIM_TL_CONFIG_SRQ.
d. Check that the Definition fields are populated as follows:

Definition 1: /OPT/V1001

Definition 2: DISPLAY
Definition 3: <Mapping name for logical system of ERP system>, for example
ZZZZZD94.
If the Definition fields are not populated correctly, delete the newly created
Launch Transaction and repeat the above steps beginning from step 1. Check
the fields in step 5 carefully.
18.1.5 Creating a Transaction Launcher for VIM Work Centers

to Call VIM Analytics (Account ID Confirmation) [CRM]
In this section, you configure a new transaction launcher to call VIM Analytics with
regards to account ID confirmation. The transaction launcher with regards to
account ID confirmation launches the backend ERP VIM Analytics report with
prefilling the Vendor number in the VIM Analytics selection screen. The Vendor
number is mapped to the CRM confirmed Account ID.
To create a transaction launcher for VIM work centers to call VIM Analytics
(account ID confirmation):
1. Create a new Launch Transaction ID with name ZVIM_TL_CONFIG and
description OpenText Transaction Launcher.
Therefore, follow step 1 to step 9 in “Creating a Transaction Launcher for VIM
Work Centers to Call VIM Analytics (Service Request) [CRM]” on page 448.
Note: When entering the same handler class in step 4, the fields in the
Details section are prefilled automatically in step 5.
2. Change the Handler Class of the newly created Transaction Launcher ID.
Perform the following steps:
a. Follow SAP Customizing Implementation Guide > Customer
Relationship Management > Interaction Center WebClient > Basic
Functions > Transaction Launcher > Copy/Delete Launch Transactions

b. Select the newly created Launch Transaction ID and click .
c. Change the Handler Class entry for the selected Launch Transaction ID to
/OPT/CL_VIM_TL_CONFIG.
18.1.6 Configuring Work Centers for VIM Analytics [CRM]

In this section, you configure appropriate work centers for VIM Analytics, one
regarding Service Requests and another one regarding Account identification. The
work centers are used to launch the created Transaction Launchers, see “Creating a
Transaction Launcher for VIM Work Centers to Call VIM Analytics (Service
Request) [CRM]” on page 448 and “Creating a Transaction Launcher for VIM Work
Centers to Call VIM Analytics (Account ID Confirmation) [CRM]” on page 455.
In the CRM Interaction Center, the work centers are displayed as buttons in the
navigation bar.

To configure work centers for VIM Analytics:

1. Follow SAP Customizing Implementation Guide > Customer Relationship
Management > UI Framework > Technical Role Definition > Define
Navigation Bar Profile.
Double-click Define Logical Links in the Dialog Structure panel.

2. In the Define Logical Links screen, click New Entries and create a new Logical
Link ID using the following parameters:
Logical Link ID
<Name of the Logical Link ID>, for example ZAIC_LINK1
Type
Launch Transaction
Target ID
EXECLTX
Parameter
<Your Launch Transaction ID>, for example ZVIM_TL_CONFIG_SRQ; see
“Creating a Transaction Launcher for VIM Work Centers to Call VIM
Analytics (Service Request) [CRM]” on page 448
Parameter Class
CL_CRM_UI_LTX_NAVBAR_PARAM
Title
VIM Analytics SRQ
Description
VIM Analytics SRQ
Save the new Logical Link ID and exit.

3. Click New Entries again and create another new Logical Link ID using the
following parameters:

Logical Link ID
<Name of the Logical Link ID>, for example ZAIC_LINK2
Type
Launch Transaction
Target ID
EXECLTX
Parameter
<Your Launch Transaction ID>, for example ZVIM_TL_CONFIG; see “Creating a
Transaction Launcher for VIM Work Centers to Call VIM Analytics (Account
ID Confirmation) [CRM]” on page 455
Parameter Class
CL_CRM_UI_LTX_NAVBAR_PARAM
Title
VIM Analytics Account ID
Description
VIM Analytics Account ID
Save the new Logical Link ID and exit.

4. Double-click Define Work Centers in Dialog Structure.
In the Define Work Centers screen, click New Entries.

5. Create one work center for VIM Analytics with regards to Account ID and
another work center for VIM Analytics with regards to Service Request. Enter
the Logical Link ID, created in step 2 and step 3.
6. In Dialog Structure, double-click Define Navigation Bar Profiles. Select the
Navigation Bar Profile you want to enhance.
Note: SAP's default navigation bar profile for the Accounting Interaction
Center Agent is AIC_AGENT. SAP strongly recommends that you never alter
the SAP Standard Navigation Bar Profiles. Always create a new one or use
an existing copy of the Navigation Bar Profiles. See the SAP documentation
for more information about copying the Navigation Bar Profiles, assigning
them to business roles, and so on.
7. In Dialog Structure, double-click Assign Work Centers to Navigation Bar
Profile. In the Assign Work Centers to Navigation Bar Profile view, click New
Entries.

8. Assign the 2 work centers you have created and enter the position at which the
work centers should be located within the navigation bar.
Save your changes.
18.1.7 Configuring Business Context Links for OpenText

Linked Objects in Service Request [CRM]
The purpose of this section is to launch the Transaction Launcher to call VIM
Analytics appropriately when the user clicks OpenText linked objects, for example a
DP document link attached to a Service Request in the Business Context. When a
user clicks a DP document link in the Business Context, VIM Analytics is launched
and directly displays the DP document detail output without the VIM Analytics
selection screen
To configure Business Context links:

Management > Transactions > Settings for Service Requests > Define Settings
for Business Context.
2. In the Define Object Link Types screen, click New Entries.

3. Define a Link Type with the same name as business object name: /OPT/V1001
with Description of Object Link Type: OpenText DP document and save the
Link Type.
Note: Ignore a warning to choose the key from the allowed namespace.
4. Select the Link Type /OPT/V1001 and double-click Define Object Link Type
Details in Dialog Structure.
5. In the Define Object Link Type Details screen, click New Entries.
6. Enter Object Link Class /OPT/CL_FSSC_BC_LINK_DP for the Object Link Type
/OPT/V1001 and save the configuration.
7. Double-click Define Object Link Profile in Dialog Structure and select the
Link Prof. SSF_AIC.
.
8. Double-click Assign Object Link Types in Dialog Structure.

9. Click New Entries and assign the new entry /OPT/V1001 to the Link Types of
Object Link Profile SSF_AIC and save the configuration.
10. In Dialog Structure, double-click Define Business Context Profile and select
the SSF_AIC Business Context Profile.
11. In Dialog Structure, double-click Assign Object Link Types.

12. Click New Entries, define the new entry /OPT/V1001.

Save the configuration.
13. In Dialog Structure, double-click Define Business Context Profile and select
the Business Context Profile SSF_ALL.
14. In Dialog Structure, double-click Assign Object Link Types.
15. Click New Entries, define the new entry /OPT/V1001.

Management > UI Framework > Technical Role Definition > Define
Navigation Bar Profile.
In Dialog Structure, double-click Define Logical Links.

17. In the Define Logical Links screen, click New Entries and create a new Logical
Link ID for Service Request Business Context DP links, using the following
parameters:
Type
Enter Link.
Parameter
Enter the already created Launch Transaction ID (see “Creating a
Transaction Launcher for VIM Work Centers to Call VIM Analytics (Service
Request) [CRM]” on page 448) with regards to the Service Request work
center.
18. In Dialog Structure, double-click Define Navigation Bar Profiles and select the
custom Navigation Bar Profile.
19. In Dialog Structure, double-click Define Generic Outbound Plug Mapping.

20. In the Define Generic Outbound Plug Mappings screen, click New Entries,
create a new entry with name WRAPPED_/OPT/V1001, and assign the Logical
Link ID created for Business context links, for example ZOPTBC.
Note: The Object Type should be concatenated with text WRAPPED_.
21. Repeat step 18 to step 20 for all custom Navigation Bar Profiles that are affected;
that means, also for the navigation bar profile belonging to the SSF Occasional
User (for example, navigation bar profile ZVIM_SSF_OCC_USER).
Note: SAP's default navigation bar profile for the SSF Occasional User is
SSF_OCC_USER. SAP strongly recommends that you never alter the SAP
Standard Navigation Bar Profiles. Always create a new one or use an
existing copy of the Navigation Bar Profiles. Please see the SAP
documentation for more information about copying the Navigation Bar
Profiles, assigning them to business roles, and so on.
22. To create an OpenText Business Context object type in Table/View
BSPDLCV_OBJ_TYPE, execute the SM30 transaction to maintain
BSPDLCV_OBJ_TYPE.
Click New Entries.


Object Type
WRAPPED_/OPT/V1001
Description
OpenText Document
GenIL Component Name

SO2
BOL Object Name

ICBORWrapper
BOR Object Type

/OPT/V1001
24. Save and exit.
18.1.8 Configuring the OpenText Vendor Factsheet BSP

Component [CRM]
The OpenText Vendor Factsheet is a consolidated report for a selected Vendor in
VIM that is displayed in the CRM UI.
To configure the OpenText Vendor Factsheet BSP component:

Management > CRM Cross-Application Components > Generic Interaction
Layer/Object Layer > Basic Settings.

Note: All OpenText CRM BC SETs must be activated before the following
step.
2. Define a new entry in Component Definition with a new custom Component
Name, for example ZOPTVS. To create a new Component Definition, click New
Entries in the Component Set Definition screen. Use the following parameters:
Implementation Class
/OPT/CL_FACTSHEET
Object Table
/OPT/FS_OBJECT
Model Table
/OPT/FS_MODEL

3. Double-click Component Set Definition in Dialog Structure.
To create a new custom Component Set entry, click New Entries.
Enter a Component Set name, for example ZOPTCOMPSET, and a meaningful

Description. Save the configuration.
4. Select the newly created Component Set and double-click Component
Assignment in Dialog Structure.

In the Component Assignment screen, click New Entries, assign the newly
created Component Name to the newly created Component Set, and save the
configuration.
5. To assign models to the Business Component, execute the BSP_WD_CMPWB
transaction (UI Component Workbench), enter the Component
/OPT/VENDOR_FS, and click Display.
6. Click Runtime Repository Editor, expand the Models node and click to
switch to edit mode.

7. Select the existing Model /OPT/VENDOR_FS, right-click, and click Remove.

Save and exit from the transaction.
8. Execute the BSP_WD_CMPWB transaction (UI Component Workbench), enter the
Component /OPT/VENDOR_FS, and click Display.
Click Runtime Repository Editor and click to switch to edit mode.
9. Open the Models node. Right-click Models and click Add Model.

10. Enter the Component Set name created in step 3 on page 468, for example
ZOPTCOMPSET.
Save and exit from the transaction.

11. To configure the view in the BSP component, execute the BSP_WD_CMPWB
transaction (UI Component Workbench), enter the Component
/OPT/VENDOR_FS, and click Display.
Click Component Structure Browser.
12. Expand the Views node and double-click

/OPT/VENDOR_FS/vendorfactsheetview
Click the Configuration tab and click New Configuration.

13. Keep the default prefilled values:

Parameter Name Value
Role Config. Key <DEFAULT>
Note: If you use a customer specific Role Config.

Key, do not enter <DEFAULT> but your customer
specific Role Config. Key.
Component Usage <DEFAULT>

Object Type <DEFAULT>
Object Subtype <DEFAULT>
Click .
Press the ENTER key and assign to a Transport Request.

14. Select the fields in Available Fields and move them to Displayed Fields.
Note: You must move the fields one by one.
15. When you have moved all fields to Displayed Fields, save and exit from the
transaction.
16. To maintain the Factsheet, follow SAP Customizing Implementation Guide >
Customer Relationship Management > UI Framework > UI Framework
Definition > Fact Sheet > Maintain Fact Sheet.

17. Choose the Fact Sheet ID to plug the OpenText Vendor Factsheet. You can add
the BSP Component /OPT/VENDOR_FS to any of the Fact Sheet IDs. In the
example, the BSP Component /OPT/VENDOR_FS is added to Fact Sheet ID
FSSC_VEND_FS.
Select the Fact Sheet ID FSSC_VEND_FS and double-click View Assignments in

Dialog Structure.
18. Create a new entry with the following details:

Component Name
/OPT/VENDOR_FS
Interface View
Select /OPT/VENDOR_FS/MainWindow from the drop-down list (F4 help).
Inbound Plug
DEFAULT
Title
OpenText Vendor Factsheet ID
Save and exit from the customizing.

19. To link the configured Factsheet ID to the BSP Vendor Factsheet ID, execute the
BSP_WD_CMPWB transaction (UI Component Workbench), enter the Component
BSP_DLC_FS, and click Display.
20. Click Component Structure Browser.

Expand the Views node and double-click BSP_DLC_FS/factsheet.
Click the Configuration tab and then click Edit.
21. From the drop-down list, select the Factsheet where you added the OpenText
business component. In the example, the BSP Component /OPT/VENDOR_FS was
added to Factsheet ID FSSC_CUST_FS
Select the Factsheet FSSC_CUST_FS and click New.

22. From the drop-down lists, select the Fact Sheet ID FSSC_CUST_FS and the Role
Key Accounting IC Default Key and click Next.
Note: If you use a customer specific role configuration key, select your role
configuration key for the field Role Key instead of selecting the default
role configuration key Accounting IC Default Key.
23. From the drop-down lists, select the Page Type, for example Tiles, and the Tile
Layout, for example 2_X_3 (2 columns and 3 rows), then click Next.

Each cell (tile) in Tiles represents a View. Tiles are grouped under a Tiles group
which is displayed in the CRM UI page.
24. To move the OpenText Vendor Factsheet to any of the tiles, select a tile, then
select the OpenText Vendor Factsheet ID, and click the down arrow which will
place the OpenText Vendor Factsheet into the selected tile.
Use the Up and Down arrows to move the OpenText Vendor Factsheet to the
target position within the tile.
Click the Configuration link to the right of the assigned OpenText Vendor
Factsheet.
25. Click New.

26. Click Continue.
A new Configuration is added as a new line.

Scroll down to the Available Fields area.
27. Select the Available Fields and move them to the Displayed Fields. To do so,
select each field and click the arrow button.

Align the Displayed Fields by using the Up and Down buttons.

28. Click Back.
29. Click Save and then click Finish. The new configuration is saved.
Exit from the transaction.
18.1.9 Maintaining the Logical System in OpenText

Configuration Tables [CRM]
In this section, you maintain all backend ERP logical systems. This applies to the
tables/views /OPT/LOGSYS_MAP. Maintain the mapping names for each logical
system in /OPT/LOGSYS_MAP.
Note: Mapping names for OpenText objects follow a convention: The first 5
characters in the mapping name are ZZZZZ, followed by free text that identifies
the backend ERP system, for example ZZZZZD94.

To map the logical system of the backend ERP:

1. In the CRM system, execute the SM30 transaction.
2. In Table/View, enter /OPT/LOGSYS_MAP and click Maintain.
3. In the Mapping column, enter an appropriate mapping name for the Logical
system of the VIM system. See also “Defining Transaction Launcher Logical
Systems and URL [CRM]” on page 446.
18.1.10 Defining Prefill Business Role Settings for RFC (Service

Request Display) [CRM]
This setting restricts the user not to display all other work centers when opening a
Service Request from VIM Analytics.
To define prefill business role settings for RFC:

Management > Transactions > Settings for Service Request > Settings for UI
Launch > Define Prefill Business Role Settings for RFC.
2. In the Define Prefill Business Role Settings for RFC screen, add a new entry
with the following values:

18.2 Maintaining the Initialization Procedure for Service Requests [ERP]
RFC Name
CRM_PREFILL_SRVQ_RFC_DISPLAY
Business Role
<Name of your business role for the SSF Occasional User>, for example
ZVIM_SSF_OCC
Object Type
CRM_SRQM_INCIDENT
Object Action
Display

4. Repeat step 2 and step 3 to create a second entry with the following values:
RFC Name
CRM_PREFILL_SRVQ_RFC_CREATION
Business Role
ZVIM_SSF_OCC
Object Type
CRM_SRQM_INCIDENT
Object Action
Create
5. Repeat step 2 and step 3 to create a third entry with the following values:
RFC Name
CRM_PREFILL_SRVQ_RFC_SEARCH
Business Role
ZVIM_SSF_OCC
Object Type
CRM_SRQM_INCIDENT
Object Action
Search
18.2 Maintaining the Initialization Procedure for

Service Requests [ERP]
The initialization procedure defines the fields in the CRM service request that will
be initialized. Moreover, the initialization procedure provides the configuration
options to set initial values to these fields.

To maintain the initialization procedure for service requests:

Configuration > CRM Integration > Maintain Initialization procedure for
service requests.
2. Select the Initializing Procedure Default and double-click Field config for
Initializing Procedure.
3. Configure the fields, using the following parameters:

Field Type
Select Table or Field from the drop-down list.
Value Determination Type
Select one of the following types from the drop-down list:
• Default value (Constant)
• Function Module
• System field (SYST)
• Application variable
Field value
Enter the field value, depending on the setting in Value Determination
Type.

18.3 Mapping the Initialization Procedure to the Service Request Creation Points [ERP]
Default value (Constant)

Provide the exact value that needs to be passed to the field.
Function Module
Provide the name of the function module that will provide the value of
the field. The interface of this function module must be exactly the same
as /OPT/SR_DETERMINE_FIELD_VALUE.
System Field (SYST)
Provide any field from the standard structure SYST.
Provide any field from the table /OPT/VIM_1HEAD.
18.3 Mapping the Initialization Procedure to the

Service Request Creation Points [ERP]
You must assign the initialization procedure to the Service Request creation points,
which are VIM dashboards or screens. With baseline implementation, all VIM
dashboards are assigned to a single initialization procedure.
Prerequisites The initialization procedure is maintained. See “Maintaining the Initialization
Procedure for Service Requests [ERP]” on page 481.
To map the initialization procedure to the Service Request creation points:

Configuration > CRM Integration > Mapping of Initialization procedures to
SR creation points.

2. In Init Proc, enter the initialization procedure that you maintained in

“Maintaining the Initialization Procedure for Service Requests [ERP]” on
page 481.
18.4 Defining Application Areas for Service Request

[CRM]
VIM supports to create CRM Service Requests from different VIM screens in the
ERP backend. To enable this functionality, you must define an application area for
VIM.
To define application areas for VIM:

1. Execute the SPRO transaction and follow the menu path Cross-Application
Components > Processes and Tools for Enterprise Applications > Shared
Service Framework > Integration with SAP CRM > Integration with Service
Request > Define Customer Application > Define Application Areas.

Application
FINANCIALS
Note: This name corresponds to the value of field SCENARIO in the

initialization procedure (see “Maintaining the Initialization Procedure
for Service Requests [ERP]” on page 481).
Application Area
VIM
Application Area Name

Vendor Invoice Management
Request > Define Customer Application > Define Activities.

18.4 Defining Application Areas for Service Request [CRM]

Application
FINANCIALS
Note: This name corresponds to the value of field SCENARIO in the

Activity
SAIC
Note: This name corresponds to the value of field ELEMENT in the

Application Area
VIM
Request > Processing > Activate Manual Service Request Creation for
Activities.

Application
FINANCIALS
Activity
SAIC
Application Area
VIM

Man. Creat
Select the check box.
Request > Processing > Determine Service Request Attributes from
Application Context.

Application
FINANCIALS
Application Area
VIM
Trans. Type
SAIC
9. Based on the application area, you can perform some further settings, for
example determine service request attributes from the application context. For
example, you may want to populate the subject category fields. For more
information, see the SAP documentation of the IMG activities mentioned in this
section.

Chapter 19
EDI Configuration
The Electronic Data Interchange scenario in VIM bases on the standard SAP
document format Intermediate Document (IDoc). IDocs allow different application
systems to be linked via a message-based interface. The use of IDocs mainly aims at
the following:
• Structured exchange of business documents in order to process them
automatically.
• The various degrees of structural complexity as displayed by different
application systems can be reduced to a structure which is as simple as possible.
Example: The structure of an SAP application document and the structure of the
corresponding EDI message under the UN/EDIFACT standard.
• IDocs allow extensive exception handling before the data is posted to the
application.
19.1 Configuring General Settings

The inbound function module /OPT/DP_INBOUND_IDOC_PROC creates DP documents
from incoming IDocs and sends them to the DP process. To enable this, the
following configuration steps are necessary:
• “Defining Settings for the Inbound Function Module” on page 487
• “Assigning IDoc Type and Message Type” on page 488
• “Creating a New Process Code” on page 489
• “Configuring the Partner Profile” on page 491
19.1.1 Defining Settings for the Inbound Function Module

In this step, you choose the input type for the IDocs.
To define settings for the inbound function module:

1. Execute the BD51 transaction.
2. In the Characteristics of Inbound Function Modules view, click New Entries.

Chapter 19 EDI Configuration
3. Define the inbound function module, using the following parameters:

Function module (inbound)
Enter /OPT/DP_INBOUND_IDOC_PROC.
Input type
Enter 0 (for Mass processing).
Dialog allowed
If you want to process IDocs in dialog mode, select this check box. With
baseline implementation, the check box is cleared.
19.1.2 Assigning IDoc Type and Message Type

In this step, you establish the link between the inbound function module, the basic
IDoc type and the message type.
To assign the inbound function module to IDoc type and message type:
1. Execute the WE57 transaction.
2. In the IDoc: Assignment of FM to Log. Message and IDoc Type view, click
to enable changes.
4. Configure the assignment, as shown in the following screenshot.

19.1.3 Creating a New Process Code

In this step, you create a new process code and assign the inbound function module
to this process code.
To create a new process code:

2. In the Inbound process code view, click to enable changes.
4. Define the new process code, as shown in the following screenshot.

Note: You can choose a name for the process code that suits your needs.
6. Double-click Logical message in the Dialog Structure.
7. Assign the new process code to the logical message, as shown in the following
screenshot.

19.1.4 Configuring the Partner Profile

In this step, you assign the new process code to the IDoc partner profile. You can
use an existing partner profile. The partner type must be Logical system (LS).
If you want to create a new partner profile, you first must create a new logical
system. See the SAP documentation for details.
To configure the partner profile:

2. Select the partner profile under Partner Profiles > Partner Type LS.
3. Below the Inbound parmtrs. panel, click the button to add an inbound
parameter.
4. Configure the inbound parameter, as shown in the following screenshot.
Note: Use the process code you created in “Creating a New Process Code”
on page 489.

19.2 Configuring the Mapping

In the EDI scenario, there are the following levels of mapping:
• The first level of mapping maps the IDoc data to Intermediate fields.
• The second level of mapping maps Intermediate fields to VIM fields (index
fields). The second level of mapping is maintained at Channel level. The Channel
for the EDI scenario is IDOC. The Channel IDOC is assigned to the mapping ID
IDOC; it is used in mapping.
The target system is determined based on the company code. Each system in the
multiple backend system is identified by a logical system name.
The following configuration steps are necessary:
• “Configuring the External Field Mapping” on page 492
• “Configuring the VIM Field Mapping” on page 493
• “Creating a Channel ID” on page 494
19.2.1 Configuring the External Field Mapping

In this step, you map IDoc segment fields to Intermediate fields. Therefore, you
maintain table /OPT/VIM_T123.
To configure the external field mapping:

External System Data Mapping (Idoc).
2. In the Document Process - Mapping Fields for Automatic Indexing screen,
double-click a line to open a single field.

19.2 Configuring the Mapping
Obj. name
Development Object name: the IDoc type INVOIC02
Segm.type
Segment type in IDoc type
Field name
Segment field
IDOC Qualf(Fld/VAl)
Qualifier of the Segment
Qualifier Value
Value of Segment Qualifier
Field Type
Select either Header or Item type from the drop-down list.
Document Field Name
Enter the Intermediate field name.
Field Mapping Type
Select one of the following mapping types from the drop-down list:
• From IDOC Segment Field
• Constant (fixed value)
• System variable
• Function Module
Value
In case you selected Constant (fixed value), System variable, or
Function Module as the field mapping type, enter the corresponding value.
19.2.2 Configuring the VIM Field Mapping

In this step, you map Intermediate fields to VIM fields.
To configure the VIM field mapping:

1. Execute the /n/OPT/VIM_MAPV transaction.
Alternatively, execute the /n/OPT/SPRO transaction and follow the menu path
Configuration > Maintain Mapping ID.
2. In the Mapping ID Overview screen, select the Mapping ID IDOC and double-
click Field Mapping in the navigation panel.


External Field Name
Intermediate field name
Field Type
Field level Header or Item
Document Field Name
Enter the Index field name (VIM field).
Function Name for Conversion
Enter the function module to convert the value into VIM format
19.2.3 Creating a Channel ID

You maintain mapping IDs for each channel, for example IDOC. The mapping ID is
used to determine, whether mapping is done through a custom function module or
field to field.
To create a Channel ID:

Alternatively, execute the /n/OPT/SPRO transaction and follow the menu path
Configuration > Maintain Channels.

19.3 Determining System by Company Code for Multiple Backend Systems
2. In the Opentext: Channel Set Up Overview screen, click New entries to create a
new channel.
3. Configure the new channel, using the following parameters:

Channel Type
Select the channel type from the list.
Description
Enter the channel description. It is language dependent.
Mapping ID
Enter the Mapping ID.
19.3 Determining System by Company Code for

Multiple Backend Systems
If you do not maintain the system determination procedure in the channel
configuration, the system uses the baseline (OpenText) configuration which is:
System is determined based on the company code. Based on the company code,
DP documents are created in the satellite systems.
For the EDI scenario, you have to configure the system determination via Company
Code only in the central system.
See “To maintain system determination based on the Company Code:” on page 434
for a description of the configuration.

In the screenshot above, Company code 2000 is mapped to the Logical system
T90CLNT090.

available. Global parameters control various aspects of the inbound EDI processing.
Important
affect the functionality of the process.
19.4.1 EDI Image Exit Function Module

During the inbound EDI processing, it is possible to archive delivered IDOC
visualizations or to create and archive IDOC visualizations directly if required.
Therefore, maintain a suitable custom exit function module.
To maintain a custom exit function module:

1. Execute transaction SM30 and enter table /PTGWFI/Z_CONST.
3. In the WebFlow Constant Table, under Product Code 005, double-click the
Constant EDI_IMAGES_FM.

The default value is <None>.

To get the necessary interface definition, you can copy the template function
module /OPT/EDI_IMAGES_EXIT_TEMP.

Chapter 20
E-Invoicing Support
E-Invoicing is one channel to import an invoice to VIM. E-Invoicing vendors
provide the routing of invoices from the vendor to the customer. “Middlemen”
handle the responsibility of sending the invoice from vendor to customer. These
middlemen may also communicate back to the vendor regarding the progress of the
invoice processing on customer side. E-Invoicing vendors can use any middleware
technology like EDI, and so on.
Figure 20-1 depicts the suggested data and process flow for an E-Invoicing service
provider scenario.
Figure 20-1: E-Invoicing service provider scenario - overview
Process flow
1. The E-Invoicing provider module receives digitally signed invoices from
vendors.

Chapter 20 E-Invoicing Support
2. The E-Invoicing provider module verifies the authenticity of the digital

signature using Digital Signature Application.
3. The E-Invoicing provider module calls SAP IM APIs.
4. An OpenText provided API (FM1) returns the archiving URL.
5. The E-Invoicing provider module archives the invoice image to the Archive
Server via HTTP Post action.
6. The E-Invoicing provider module calls the second API (FM2) to trigger the
invoice processing in SAP.
7. While invoice processing continues in SAP, the E-Invoicing provider module
can query the status of the document by calling the third API (FM3).
E-Invoicing service provider responsibility

The E-Invoicing service provider must provide the following:
• Ensure that the original invoice sent by the vendor is transmitted unaltered to
the customer.
• Ensure that a Digital Signature infrastructure is agreed on and implemented
according to the customer and partner needs.
• Ensure that the SAP IM APIs are implemented so that correct data is passed to
SAP IM.
20.1 Interface Remote Functions

The E-Invoicing service provider scenario includes 3 Interface Remote Functions.
20.1.1 Interface Remote Function 1

This function module allows archiving a document. This facilitates the generation of
the URL that the E-Invoicing provider module uses to archive the invoice image to
the content repository. The following is the interface of the function module:
FUNCTION /OPT/ARCHIV_DOC_URL_CREATE.
*"-----------------------------------------------------------------
*" IMPORTING
*" VALUE(ARCHIV_ID) TYPE /OPT/VIM_1RHEAD-ARCHIV_ID OPTIONAL
*" VALUE(SIGNATURE) TYPE CHAR1 OPTIONAL
*" VALUE(AR_OBJECT) TYPE SAEOBJART OPTIONAL
*" EXPORTING
*" VALUE(ARCHIV_DOC_ID) TYPE /OPT/VIM_1RHEAD-ARC_DOC_ID
*" VALUE(MIMETYPE) TYPE CHAR128
*" VALUE(RC) TYPE SUBRC
*" TABLES
*" URL_ROWS STRUCTURE /OPT/VIM_URL


*"-----------------------------------------------------------------
Import parameters
The E-Invoicing provider must enter the correct parameters to match the SAP
ArchiveLink configuration.
Parameter Name Data Type Size Comments

ARCHIV_ID 2 Content Repository Identification (con-
stant)
SIGNATURE 1 Signature authentication is used in SAP
ArchiveLink configuration (X = yes;
Space = no)
AR_OBJECT 10 SAP Archive Document Type (constant:

/OPT/ICC, /OPT/POI6)
Export parameters

ARCHIV_DOC_ID Char 40 SAP ArchiveLink Document ID ( gener-
ated for the image)
MIMETYPE Char 128 Mime Type
RC Numeric 2 Value 0 means successful. Value 8 means
error.
URL_ROWS Table Type Table of URL rows to archive image
/OPT/VIM_URL
RETURN Table Type Table of messages BAPIRET2
Error handling
If the RFC raises an exception, the call has failed. The call can be resubmitted if
possible. If the RC returns value 8, a data error has occurred. This record should be
placed into a separate queue for error handling. Resubmitting without investigation
will not make much sense.

This function module facilitates receiving invoice metadata and starts the processing
in SAP Invoice Management. The following is the interface of the function module:
FUNCTION /OPT/VIM_START_DOC_PROCESS_EXT.
*"------------------------------------------------------------------
*" IMPORTING

*" VALUE(DOCTYPE) TYPE /OPT/DOCTYPE OPTIONAL

*" VALUE(ARCHIV_ID) TYPE /OPT/VIM_1RHEAD-ARCHIV_ID OPTIONAL
*" VALUE(ARC_DOC_ID) TYPE /OPT/VIM_1RHEAD-ARC_DOC_ID OPTIONAL
*" VALUE(AR_OBJECT) TYPE SAEOBJART OPTIONAL
*" VALUE(CHANNEL_ID) TYPE /OPT/CHANNEL_ID OPTIONAL
*" VALUE(SYSTEM) TYPE LOGSYS OPTIONAL
*" VALUE(I_DOC_HEADER) TYPE /OPT/VIM_1HEAD OPTIONAL
*" EXPORTING
*" VALUE(RC) TYPE SY-SUBRC
*" VALUE(E_WF_ID) TYPE SWWWIHEAD-WI_ID
*" VALUE(DOC_STATUS) TYPE /OPT/VIM_DP_STATUS1
*" TABLES
*" EXTDATA_HEAD STRUCTURE /OPT/VIM_1REXTDATA OPTIONAL
*" EXTDATA_ITEM STRUCTURE /OPT/VIM_1REXTDATA OPTIONAL
*" I_DOC_ITEMS STRUCTURE /OPT/VIM_1ITEM OPTIONAL
*" LOGDATA STRUCTURE /OPT/VIM_1LOG OPTIONAL
*" IMG_DOC_ID STRUCTURE /OPT/D_ARC_DOC_ST OPTIONAL
*" RETURN STRUCTURE BAPIRET2 OPTIONAL
*"------------------------------------------------------------------
Import parameters
When calling this function, provide the following information:
1. Archived image info:
ARCHIV_ID Char 2 Content Repository Identification
(constant)
ARC_DOC_ID Char 40 SAP ArchiveLink Document ID (re-
turned from Interface Remote Func-
tion 1)
AR_OBJECT Char 10 SAP Archive Document Type (con-
stant: /OPT/ICC, /OPT/POI6)
2. Channel info:
CHANNEL_ID Char 10 SAP Channel ID (Constant). Rec-
ommended to be supplied. It helps
in identifying the source of any
supplied invoice.
SYSTEM Char 10 Logical name of the SAP target sys-
tem
3. Invoice info captured from External Partner:


EXTDATA_HEAD Table Type Header info, for example Vendor
number, total amount, etc. Refer to
structure /OPT/VIM_1REXTDATA.
EXTDATA_ITEM Table Type Line item info, for example PO line,
Material, Quantity, etc. Refer to
structure /OPT/VIM_1REXTDATA.
Structure/OPT/VIM_1REXTDATA:
Field Name Data Type Size Comments

EXTFIELD Char 50 Field Name from External Partner
System
EXTVALUE Char 255 External Field Value
For each invoice field passed, the External Partner must specify field name
(EXTFIELD) and value (EXTVALUE).
4. Other optional parameters:
DOCTYPE Char 10 SAP IM Processing Document Type
I_DOC_HEADER Structure Structure of Indexing Document
Type Header /OPT/VIM_1HEAD
I_DOC_ITEMS Table Type Table of Indexing Document Item
/OPT/VIM_1ITEM
LOGDATA Table Type Table of Document Process Log data

/OPT/VIM_1LOG
Export parameters

error.
E_WF_ID Numeric 12 Work item ID of the triggered Document
Processing Workflow in SAP IM
DOC_STATUS Structure The Document Processing Number gen-
Type erated in SAP IM and its corresponding
status is passed in this parameter. Refer
to structure /OPT/VIM_DP_STATUS1.

Error handling

This function module allows 3rd party software to query the status of a document
that was submitted. The following is the interface of the function module:
FUNCTION /OPT/VIM_DOCUMENT_STATUS.
*"----------------------------------------------------------
*" IMPORTING
*" VALUE(CHANNEL_ID) TYPE /OPT/CHANNEL_ID OPTIONAL
*" VALUE(SYSTEM) TYPE LOGSYS OPTIONAL
*" EXPORTING
*" VALUE(RC) TYPE SY-SUBRC
*" TABLES
*" DOC_QUERY STRUCTURE /OPT/DOCID_ST
*" DOC_STATUS STRUCTURE TYPE /OPT/VIM_DP_STATUS1
*"----------------------------------------------------------
Import parameters
When calling this function, provide the following information:
1. Channel info:
CHANNEL_ID Char 10 SAP Channel ID (Constant). Rec-
ommended to be supplied. It helps
in identifying the source of any
supplied invoice.
SYSTEM Char 10 Logical name of the SAP target sys-
tem
2. Query Table parameter:

DOC_QUERY Table Type Table parameter of Document Proc-
essing Numbers /OPT/DOCID

Export parameters

error.
DOC_STATUS Table Type Table parameter of Document Processing
Number and its corresponding status.
Refer to structure /OPT/VIM_DP_STATUS1
Error handling

Chapter 21
Central Reporting Infrastructure
The Central Reporting infrastructure provides reporting across the landscape in
multiple backend systems. In single system scenarios, it also provides useful
reporting. It 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))
• Exception Analysis Report (see section 17 "Using the Exception Analysis 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))
• 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 section 18.6 "Scheduling the Collection Report" in
OpenText Vendor Invoice Management - Administration Guide (VIM-AGD) 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. See section 18.9 "Scheduling the
Aggregation Report" in OpenText Vendor Invoice Management - Administration
Guide (VIM-AGD).
3. The reports in Central Reporting are end user reports based on the content of
the Reporting Data Tables.

Chapter 21 Central Reporting Infrastructure
For the Central Reporting infrastructure, the following configuration is necessary:

Note: The steps mentioned here only show you an overview, see the
corresponding sections above for more details, where applicable.
• “Configuring the System Landscape Directory (SLD)” on page 508
• “Configuring Backend Systems for Report Analytics” on page 509
• “Activating Central Reporting Baseline” on page 509
For the administration tasks that are necessary for Central Reporting, see section 18
"Administering Central Reporting" in OpenText Vendor Invoice Management -
Administration Guide (VIM-AGD).
21.1 Configuring the System Landscape Directory

(SLD)
You can configure the System Landscape Directory (SLD) by executing the
/N/OPT/VIM_SLD transaction. See “Working with the System Landscape Directory
(SLD)” on page 427 for details.
Make sure the following is configured correctly:
Multiple backend system

1. Central system – All satellite systems are maintained with proper RFCs and
classifications. The own logical system for the Central system itself is configured
with classification Central and with RFC destination NONE for system
communication.
2. Satellite system – The Central System logical system name is maintained with
proper RFC and classification. The own logical system for the Satellite system
itself is configured with classification Satellite and with RFC destination NONE
for system communication.
Note: Collection Report, User Master Report, and Text Master Report always
run in all systems involved. The Aggregation Report runs only in the central
system.
Single system scenario

1. The concerned system is configured with no RFC destination and the
classification is either blank or Single system landscape.
Note: Collection Report, User Master Report, Text Master Report, and
Aggregation Report all run in the concerned system.

21.2 Configuring Backend Systems for Report Analytics
21.2 Configuring Backend Systems for Report

Analytics
You can configure backend systems for Report analytics by executing the
/N/OPT/VIM_ABE transaction. See section 18.1 "Maintaining Logical Systems for the
Aggregation Report" in OpenText Vendor Invoice Management - Administration Guide
(VIM-AGD) for details.
Make sure the following is configured correctly:
Multiple backend system

1. Central system – In the Central system, maintain all satellite systems including
own system from which data is supposed to be pulled.
Single system scenario

1. Make sure only the concerned current system is maintained.
21.3 Activating Central Reporting Baseline

Before activating the Central Reporting Baseline, make sure, you have configured
the System Landscape Directory (SLD), see “Configuring the System Landscape
Directory (SLD)” on page 508.
VIM Baseline delivers exception mapping and role mapping as part of the BC set
activation. To access these mappings, execute the /n/OPT/SPRO transaction and
follow LiveLink VIM - Configuration > Central Reporting > Report Table
Maintenance. The mappings have one key field Logical System that remains empty
as the logical system key is not supplied in the Baseline implementation.
If you want to configure custom user roles, add your settings before activating
Central Reporting Baseline. Maintain the roles manually in the Role Mapping
Maintenance without providing the logical system name as the key. For details, see
section 18.4 "Maintaining Reporting Tables" in OpenText Vendor Invoice Management
If you want to configure exceptions of your own, add your settings before activating
Central Reporting Baseline. Maintain exceptions in the Exception Mapping
Maintenance without providing the logical system name as the key. For details, see
section 18.4 "Maintaining Reporting Tables" in OpenText Vendor Invoice Management
To associate the mappings with the logical systems in the landscape, activate
Central Reporting Baseline by executing the /n/OPT/VIM_SYS_ACTIV transaction. It
is a one time activity on each system involved. Perform it as a part of post
installation activity. If you activate Central Reporting Baseline, it provides default
mapping of role IDs and exception IDs from Baseline.

Chapter 22
Individual Report Configuration
Some reports of the Central Reporting infrastructure require individual
configuration. This chapter provides the necessary configuration steps for these
reports.
22.1 Configuring the Integrated Invoice Cockpit

The Integrated Invoice Cockpit gathers and displays all VIM exceptions for a user in
one place. This applies within a single system landscape or a multiple backend
system. Executing an exception, directly from the Integrated Invoice Cockpit, starts
the respective dashboard. For details of how to use the Integrated Invoice Cockpit,
see section 2.2 "Integrated Invoice Cockpit" in OpenText Vendor Invoice Management
- User Guide (VIM-UGD)
For the Integrated Invoice Cockpit, the following configuration steps are necessary:
• “Configuring the System Landscape Directory (SLD)” on page 511
• “Configuring Layout Variants” on page 511
• “Configuring Authorization for Approval and Rejection” on page 515
• “Adding Customer Workflow Tasks” on page 515
• “Configuring Customer Specific Fields in the Detail View” on page 520
22.1.1 Configuring the System Landscape Directory (SLD)

The Integrated Invoice Cockpit provides work items in multiple backend systems
and in single system landscapes. Therefore, you must configure the System
Landscape Directory (SLD). See “Configuring the System Landscape Directory
(SLD)” on page 508.
Note: As long as you do not configure the SLD, an error message is displayed
when starting or refreshing the Integrated Invoice Cockpit.
22.1.2 Configuring Layout Variants

The Integrated Invoice Cockpit comprises the following node levels:
• Logical system
• Exception group
• Exception

Chapter 22 Individual Report Configuration
The Integrated Invoice Cockpit differentiates between global layouts that apply to
all users and user-specific layouts.
VIM baseline delivers default layout variants for all exceptions. These default layout
variants are independent of a logical system, to support any names of logical
systems on customer site.
If you want to use baseline default layout variants as a basis, you must copy these
default layout variants to your logical system.
In a next step, you can adjust the layout variants to your needs.
If you have adjusted layout variants to your needs on one logical system, you can
copy these custom layout variants to another logical system that is shown as a
satellite system within your current system.
Note: Copying layout variants does not support any copies to other systems. It
is always a copy within the same system but for different connected systems.
If you copy adjusted layout variants from a central system to a satellite system, the
layout variants will only affect the view in the central system. If you log in directly
to the satellite system, you still see the original layout.
To configure layout variants:

1. Execute the /n/OPT/VIM_IIC_ADM transaction.
Alternatively, follow LiveLink VIM - Configuration > Central Reporting >
Integrated Invoice Cockpit > Maintain Global Layouts.
2. Click Copy layouts in the ALV grid control.

3. Copy default layout variants from baseline to user-specific layouts. You can
copy layout variants for single nodes or for multiple nodes, including or
excluding subnodes.
Example:
Copy the default layout variants for the group of exceptions 4 (Posted PO
Invoices), including all subnodes, to the logical system T90CLNT090.
Copy Layout Variants From

Copy
Click Global Layouts.
Logical System
To copy default layout variants from baseline, leave this field empty.
Note: The default layout variants are delivered with an empty logical
system.
Group of Exceptions
Enter 4 for the Posted PO Invoices group.
Exception Types/Exception ID
Leave these fields empty.
Note: You could enter single exceptions here:

Enter an Exception Type, for example D for DP Process Type.

Depending on the Exception Type, enter a 3-digit Exception ID, for
example 102 for Invalid Vendor (PO).
Include Subnodes
Select this check box to copy all exceptions in the Posted PO Invoices
group.
Note: Selecting this check box only makes sense in combination with
Logical System or Group of Exceptions.
Copy Layout Variants To

Copy
Click User-specific Layouts.
Logical System
Enter T90CLNT090.
Report Options
Overwrite (if layout with same name is existing)
Select this check box.
Set as Default Layouts
Click to execute copying.
4. In the Maintain global layout variants for IIC screen, adjust the copied layout
variants to your needs.
For this purpose, open the copied layout variants and change them, using the
button (Select Layout) in the ALV grid control.
5. Save the variants as user-specific default layout variants.
6. Provide the adjusted layout variants as global default layout variants:
Example:
Copy the adjusted layout variants for the group of exceptions 4 (Posted PO
Invoices), including all subnodes, as global default layout variants to the
logical system T90CLNT090.
Click Copy layouts in the ALV grid control.
Copy Layout Variants From

Copy
Click User-specific Layouts.
Logical System
Enter T90CLNT090

Group of Exceptions
Enter 4 for the Posted PO Invoices group.
Exception Type/Exception ID
Leave these fields empty.
Include Subnodes
Select this check box to copy all exceptions in the Posted PO Invoices
group.
Copy Layout Variants To

Copy
Click Global Layouts.
Logical System
Enter T90CLNT090.
Report Options
Overwrite (if layout with same name is existing)
Set as Default Layouts
Click to execute copying.
Note: End users can change the global default layout variant to their personal
needs and save them as user-specific default layout variant.
22.1.3 Configuring Authorization for Approval and Rejection

For work items of type Approval, the Integrated Invoice Cockpit provides Approve
and Reject buttons in the ALV grid control. These buttons are only displayed, if the
user has the corresponding authorization. The authorization is maintained in the
Chart of Authority (COA). For details on the COA, see “Maintaining Chart of
Authority” on page 223.
In the Bulk Approval Category column of the User Details tab, select one of the
following attributes for the user:
• A-Approval
• R-Reject
• B-Approval and Reject
22.1.4 Adding Customer Workflow Tasks

You can add customer workflow tasks to the Integrated Invoice Cockpit. These
customer workflow tasks are displayed below a new level 2 folder within the tree
view of the Integrated Invoice Cockpit.

The following steps are required to add customer workflow tasks to the Integrated
Invoice Cockpit:
• “Maintaining Customer Workflow Tasks” on page 516
• “Determining Key Fields of Work Items” on page 516
• “Maintaining Object Related Information” on page 517
• “Optional: Maintaining Texts of Tree Nodes” on page 519
22.1.4.1 Maintaining Customer Workflow Tasks

Configuration > Central Reporting > Integrated Invoice Cockpit > Extensions to
Support Customer Workflow Tasks > Maintain Customer Workflow Tasks.
In the IIC: Workflow tasks view, enter all workflow tasks that you want to add to
the Integrated Invoice Cockpit.
22.1.4.2 Determining Key Fields of Work Items

For all new customer workflow tasks, you must provide the program logic to
determine key fields of the work items of the workflow tasks. These key fields, like
object type and object key, are needed to read object related data, for example the
data of a DP document.

To determine key fields of work items:

1. Copy function module /OPT/VIM_IIC_DETERMINE_OBJ_KEY to a Z* or Y*
function module (for example Z_IIC_DETERMINE_OBJKEY).
Important
Do not change the interface as any change will cause a system dump.
2. Delete the source code of the new function module. Add your own logic to the
new function module.
For more information about the importing and exporting parameters and how
to implement your own logic, see the function module documentation for
/OPT/VIM_IIC_DETERMINE_OBJ_KEY in the SAP system.
Configuration > Central Reporting > Integrated Invoice Cockpit > Extensions
to Support Customer Workflow Tasks > Maintain Function Module to
Determine Object Key.
4. Enter the name of your new function module in Constant Value.
22.1.4.3 Maintaining Object Related Information

If you want to display object specific data for the new customer workflow tasks, you
must provide the information how to get this object specific data. For every object
type that is provided in “Determining Key Fields of Work Items” on page 516, you
can implement a separate logic, that means a separate function module.
To maintain object related information:

1. Maintain function modules.

For DP documents, PO invoices and Non PO invoices, VIM provides function

modules that you can reuse. If the existing logic is not sufficient, you can copy
these function modules to customer specific function modules that you can
adjust to your needs:
Note: For more information how to implement your own logic, see the
function module documentation in the SAP system.
DP documents
For DP documents or line items of DP documents (object type: /OPT/V1001),
you can reuse function module /OPT/VIM_IIC_GET_DP_DATA. If the logic of
this function module is not sufficient, you must copy function module
/OPT/VIM_IIC_GET_DP_DATA to a Z* or Y* function module, for example
Z_IIC_GET_DP_DATA.
Important
Delete the source code of the new, copied function module. Add your own
logic to the new function module.
PO invoices
For PO invoices or line items of PO invoices (object types /OPT/B2081 and
/OPT/LIV), you can reuse function module
/OPT/VIM_IIC_GET_PO_INV_DATA. If the logic of this function module is not
sufficient, you must copy function module
/OPT/VIM_IIC_GET_PO_INV_DATA to a Z* or Y* function module, for exam-
ple Z_IIC_GET_PO_INV_DATA.
Important
Non PO invoices
For Non PO invoices or line items of Non PO invoices (object type
/OPT/FIPP), you can reuse function module
/OPT/VIM_IIC_GET_NPO_INV_DATA. If the logic of this function module is
not sufficient, you must copy function module
/OPT/VIM_IIC_GET_NPO_INV_DATA to a Z* or Y* function module, for exam-
ple Z_IIC_GET_NPO_INV_DATA.
Important

All other object types
For all other object types, you must copy function module
/OPT/VIM_IIC_GET_OBJECT_DATA to a Z* or a Y* function module, for ex-
ample Z_IIC_GET_OBJECT_DATA.
Important
to Support Customer Workflow Tasks > Maintain Function Modules to Read
Object Related Information.
3. Enter the Function Module for the corresponding Object Type.
22.1.4.4 Optional: Maintaining Texts of Tree Nodes

The customer workflow tasks are displayed below a new level 2 node (exception
group) within the tree view of the Integrated Invoice Cockpit. The exception group
is labeled Customer Processes. You can maintain the text for the tree node with the
customer workflow tasks.
To maintain texts of tree nodes:

to Support Customer Workflow Tasks > Maintain Texts of Tree Nodes.

2. In the Text field, enter the node text.

To enter the node text in other languages, click New Entries.
Note: You cannot change the node texts of other exception groups. Any
settings to exception groups other than Customer Processes are ignored.
22.1.5 Configuring Customer Specific Fields in the Detail View

The Integrated Invoice Cockpit displays a variety of technical and object related data
of a work item within the detail view (ALV grid). However, you can add additional
columns (customer specific fields) to the detail view.
The following steps are required to add fields to the detail view:
• “Defining Customer Specific Fields” on page 520
• “Updating Values of Customer Specific Fields” on page 521
Note: By default, customer specific fields are not included as visible columns
in any layout variant. This means that if a layout variant is active for a tree
node, the customer fields are not visible. The end user (for user-specific layout
variants) or you as the administrator (for global layout variants) must change
their layout variants (if required). Explicitly add the customer specific fields as
visible columns.
22.1.5.1 Defining Customer Specific Fields

You can use an append structure to add customer specific columns to the detail
view.
To define customer specific fields:

1. Execute the SE11 transaction.
2. Display structure /OPT/VIIC_OUT_WILIST_ST.
3. To create and maintain an append structure, for example
ZAOPTVIIC_OUT_WILIST_ST, click Goto > Append Structure in the menu bar.
4. Add all customer specific fields to the structure.

Note: The data element of the customer specific fields gives the field label,
for example the column heading.
5. Save the append structure and add it to a transport request.
22.1.5.2 Updating Values of Customer Specific Fields

For all customer specific fields you must provide the program logic to determine the
content of these fields.
To update values of customer specific fields:

1. Copy function module /OPT/VIM_IIC_UPDATE_CUSTFIELDS to a Z* or Y*
function module, for example Z_IIC_UPDATE_CUSTFIELDS.
Important
2. Delete the source code of the new, copied function module. Add your own logic
to the new function module.
For more information about the importing and exporting parameters and how
to implement the customer specific logic, see the function module
documentation of /OPT/VIM_IIC_UPDATE_CUSTFIELDS in the SAP system.
for Customer Specific Fields > Maintain Function Module to Update
Customer Specific Fields.
4. In Constant Value, enter the name of the new function module.

22.2 Configuring the Summary Report

VIM 5.2 SP4 introduces a new central report, the Summary Report. The Summary
Report replaces the summary section in the VIM Analytics header. The Summary
Report provides the summary of all documents processed through VIM.
Note: The Summary Report evaluates data from the offline reporting table
/opt/vt_doc_h, whereas the old VIM Analytics summary section was
compiled from the VIM online tables.
You can configure the report to assign individual document statuses to different
categories and groups.
At the highest level, the summary report distinguishes between invoices and credit
memos. All group IDs created during configuration are applicable to both invoices
and credit memos.
To configure the Summary Report:

1. Execute the /n/opt/spro transaction and follow LiveLink VIM -
Configuration > Central Reporting > Report Table Maintenance > Summary
Report Configuration > Summary Report Maintenance Configuration.
Groups are the highest level unit in the Summary Report. They have one or
more Category IDs assigned to them. In the Report output, groups appear as
headings. Baseline configuration provides the following group IDs:
In process
Invoices that are in VIM processes
Pre Processed
Invoices that are in OCR processing
Processed
Invoices that are posted

22.2 Configuring the Summary Report
Others
Invoices that have statuses, for example Obsolete, or Rescan completed
2. To configure the mapping of Category IDs and text, double-click Category
id/text Configuration in the Dialog Structure panel. Each category is assigned
to a group ID. Baseline configuration provides the following category IDs:
3. To configure the assignment of Category IDs and Status Codes, select a

Category line and double-click CategoryID/Status Configuration in the Dialog
Structure panel.
StatusCode
Enter the Status Code for the Category ID. You can assign multiple Status
Codes for each Category ID.
When the Summary Report is run, the program distinguishes the invoice
documents depending on the Status Code. Then, the program categorizes
and displays the Category (text) in the report, as a subsection of the Group.

If the Status Code of a Category is not found in the Summary Report, the
corresponding Category Text is not displayed in the report.
4. To configure the assignment of Category IDs and Group IDs, double-click
Category/Group ID configuration in the Dialog Structure panel.

Chapter 23
System Log
The system log is used to store the status information of each task of the ICC
Dispatcher and the EDI scenario. See the description in section 22 "Working with
the Application Log" in OpenText Vendor Invoice Management - Administration Guide
(VIM-AGD).

Chapter 24
Archiving Configuration
In the context of VIM, archiving only considers the VIM data tables of:
• DP invoices
• Reporting data from Central Reporting
For a list of tables you can archive data from and a short description of the archiving
process itself, see section 27 "Archiving VIM Information" in OpenText Vendor
Invoice Management - Administration Guide (VIM-AGD).
You should use archiving, if one of the following applies:
• The data size of the VIM tables has increased to an extent that reduces the
performance of the database.
• The old transaction data is not relevant anymore and not accessed regularly.
Notes:
• OpenText recommends archiving data of the VIM tables only, when the
data is not required in everyday tasks and it is not relevant from auditing
perspective.
• Once the data is archived, all reports and transactions will not be able to
show the data anymore. However, VIM Baseline provides programs to
reload the data into the database.
• There are no known dependencies on data archiving of standard SAP
objects like invoice documents, workflow logs, archive link entries, and so
on.
Regarding archiving, you can perform the following configuration.
• “Configuring Archiving of DP Documents” on page 527
• “Configuring Archiving of Central Reporting Information” on page 530
24.1 Configuring Archiving of DP Documents

With VIM 5.2 SP1, you have the archiving object /OPT/DOC in your system. Follow
the standard SAP archiving procedures for archiving DP documents.
To configure archiving of DP documents:

1. Use the standard SAP transaction FILE to create the logical file name. The
logical file name is needed in step 5.

Chapter 24 Archiving Configuration
2. To invoke the View Cluster Maintenance screen, execute the AOBJ transaction.
3. Select Archiving Object /OPT/DOC and click .
Important
Do not change the Structure Definition of the archiving object; see the
following screenshot. This would cause inconsistency between the
programs and the structure.

24.1 Configuring Archiving of DP Documents
4. Double-click Customizing Settings in the navigation panel.

5. Assign the logical file name created in step 1 to the archiving object in the
Logical File Name field.
6. Enter the customizing settings for the archiving object for Archive File Size and
Settings for Delete Program according to your requirements.
Note: The Baseline settings provided are for guidance only.
24.2 Configuring Archiving of Central Reporting

Information
With VIM 5.2 SP1, you have the archiving object /OPT/REP in your system. Follow
the standard SAP archiving procedures for archiving the reporting tables.
Note: You must first archive the DP documents and then archive the reporting
information of the DP documents. If you do not archive the DP documents
first, the data is populated back to the reporting tables again, when the
background jobs scheduled to collect data for the reporting tables are executed.
To configure archiving of Central Reporting information:

1. Use the standard SAP transaction FILE to create the logical file name, see step 5.
2. To invoke the View Cluster Maintenance screen, execute the AOBJ transaction.

24.2 Configuring Archiving of Central Reporting Information
3. Select Archiving Object /OPT/REP and click .
Important
Do not change the Structure Definition of the archiving object, see the
following screenshot. This will cause inconsistency between the
programs and the structure.

4. Double-click Customizing Settings in the navigation panel.

24.2 Configuring Archiving of Central Reporting Information
5. Assign the logical file name created in step 1 to the archiving object in the
Logical File Name field.
6. Enter the customizing settings for the archiving object for Archive File Size and
Settings for Delete Program according to your requirements.
Note: The Baseline settings provided are for guidance only.

Chapter 25
Supplier Relationship Management (SRM)
Integration
SAP Supplier Relationship Management (SRM) automates, simplifies, and
accelerates procure-to-pay processes for goods and services. For details on SRM, see
http://www.sap.com/solutions/business-suite/srm/index.epx.
VIM supports the following scenarios for SRM related purchase order invoices:
• Missing goods receipt (GR) for SRM related purchase orders (SRM scenario
“Classic” and “Extended Classic”)
• Quantity discrepancy in invoice for SRM related purchase orders which requires
confirmation in the SRM system (SRM scenario “Classic”)
• Price discrepancy in invoice for SRM related purchase orders which requires
changes in the purchase order located in the SRM system (SRM scenario
“Extended Classic”)
See “Use Cases” on page 535 for details.
Note: For details about the scenarios, see “Configuring SRM Purchase Orders”
on page 539.
This chapter describes the activities necessary for configuring the SRM integration.
25.1 Use Cases

The following swimlane diagrams show the scenarios for SRM related purchase
order invoices:

Chapter 25 Supplier Relationship Management (SRM) Integration
Figure 25-1: Goods Receipt Missing

25.1 Use Cases
Figure 25-2: PO Quantity Block

Figure 25-3: PO Price Block
25.2 Determining Purchase Order Types

First, you need to determine if a purchase order (PO) is an SRM related PO.
Therefore, you maintain the PO statuses that are related to SRM.
To determine purchase order types:

Configuration > PO Based Invoice Configuration > SRM Integration > SRM
PO Statuses.

25.3 Configuring SRM Purchase Orders
2. Check the values in table EKKO, field STATU, for SRM related purchase orders
and maintain the appropriate statuses in the Constant Value field, separated by
semicolons.
The function module /OPT/S_DETERMINE_SRM_PO_TYPE uses this constant value
to determine if a purchase order is an SRM related purchase order.
Z constant VIM 5.2 SP4 introduces the Z constant SRM_PO_CHECK for the product code LIX. This
SRM_PO_CHECK Z constant enables you to write custom logic to determine if a particular PO is an
SRM PO. You must write the custom logic in a custom function module. This
function module is called from the standard function
/OPT/S_DETERMINE_SRM_PO_TYPE. Your custom function module must have the
same interface as the standard function module /OPT/S_DETERMINE_SRM_PO_TYPE.

This section covers the configuration steps for the SRM integration, according to the
scenarios:
• “Missing Goods Receipt Scenario” on page 540
• “Quantity Discrepancy Scenario” on page 541
• “Price Discrepancy Scenario” on page 543
• “SRM Scenario Type” on page 546
To access the respective menu items for this section, execute the /N/OPT/SPRO
transaction and follow the menu path LiveLink VIM - Configuration > PO Based
Invoice Configuration > SRM Integration.

25.3.1 Missing Goods Receipt Scenario

If an SRM related invoice has a purchase order line item with activated GRIV flag
(Goods Receipt based Invoice Verification) and no goods receipt is posted, an email
will be sent to the SRM user (purchase order requester).
Process type VIM Baseline contains a new process type 162 for SRM. See “Configuring the
maintenance Process Type” on page 88 for details on maintaining the process type.
Verify that the following fields are maintained for the SRM process type:
• Workflow Type SRM System Integration
• Max Retry Counter
• Retry Time (Minutes)
• Mail Config ID
• Function Module for Receiver Email, for example
/OPT/S_GET_SRM_USER_EMAIL_ID
• Function Module to send email, for example /OPT/S_DP_EMAIL_NOTIFICATION

Program to rerun Schedule the program /OPT/CR_RERUN_RULES_JOB to clean up the work item
rules waiting after the number of retries exceeds or the time limit from last run exceeds.
This program publishes the events PSS_Completed and
ProcessCompletedExternally which will complete the wait step. The business
rules will be rerun. After the number of retries exceeds or the wait period completes,
the work item will be routed to the AP Processor.
Option to send VIM Baseline contains the option ID 2740 which will enable the AP Processor to
email send an email to the SRM user. You can configure the email text based on the mail
configuration ID maintained in the process option. See “Configuring the SRM Mail
Infrastructure” on page 546 for details on how to maintain the email text.
25.3.2 Quantity Discrepancy Scenario

An invoice based on an SRM purchase order might be blocked due to quantity
discrepancy. In this case, an email will be sent to the SRM user (purchase order
requester) and the workflow will be in delay status.
To configure the Quantity Block process type:

In this scenario, you need to maintain the DP process type for the Missing goods
receipt scenario; see “Missing Goods Receipt Scenario” on page 540. The SRM
process type will be used to determine attributes like the delay time and get the
receiver email ID.
1. In the VIM Customizing IMG, under SRM Integration (see “Configuring SRM
Purchase Orders” on page 539), open SRM Quantity Block process type
configuration.
2. Enter the SRM Quantity Block process type in the Constant Value field. The
OpenText Baseline value is 162.

The maximum number of days (delay time) will be based on the process type.
The delay time will be calculated as the Maximum Number of retry time
multiplied by the Maximum Retry time limit.
The Email Receiver function module to get the receivers is also derived from the
process type.
To configure the mail configuration ID:

Purchase Orders” on page 539), open SRM Quantity Block Mail config ID.
2. Enter the mail configuration ID in the Constant Value field and save your
settings. For details on the mail configuration ID, see “Configuring the SRM
Mail Infrastructure” on page 546.
To determine the initial actor:

You must determine the initial actor who will receive the work item after the wait
period completes.
Purchase Orders” on page 539), open SRM Quantity Block Proxy Role.

2. Enter the initial actor's role in the Constant Value field and save your settings.
25.3.3 Price Discrepancy Scenario

For the price discrepancy scenario, the following conditions must apply:
• The invoice is based on an SRM purchase order.
• The SRM scenario type is “Extended Classic”.
• The invoice has a price block.
If these conditions apply, an email will be sent to the SRM requester to change the
purchase order. The workflow will be in wait status for the specified time, based on
the configuration. After the time has lapsed or the block has been removed, the
work item will be completed.
In this scenario, you must perform the following configuration steps.
To configure the mail configuration ID:

The mail configuration ID is used for sending emails out. You can modify the actual
email content, see “Configuring the SRM Mail Infrastructure” on page 546.
Purchase Orders” on page 539), open SRM Price Block Mail config ID.

2. Enter the mail configuration ID in the Constant Value field and save your
settings. For details on the mail configuration ID, see “Configuring the SRM
Mail Infrastructure” on page 546.
To configure the email receiver function module:

Purchase Orders” on page 539), open SRM Price Block Email Func Module.
2. Enter /OPT/S_GET_SRM_USER_EMAIL_ID in the Constant Value field and save

your settings.
The constant value function module determines the SRM user email.
To determine the initial actor:

You must determine the initial actor who will receive the work item after the wait
period completes.

Purchase Orders” on page 539), open .
2. Enter the initial actor's role in the Constant Value field and save your settings.
To configure the wait period:

Once the workflow sends an email to the SRM user, the workflow will be in wait
status. You can configure the amount of time for the wait period.
Purchase Orders” on page 539), open SRM Price Block Delay days.
2. Enter the amount of time for the wait period (in days) in the Constant Value
field and save your settings.

25.3.4 SRM Scenario Type

The SRM scenario type determines which SRM scenario you use. Possible values are
“Extended Classic” or “Classic”.
Note: For the price discrepancy scenario, only the “Extended Classic” SRM
scenario is relevant.
To configure the SRM scenario type:

Purchase Orders” on page 539), open SRM Scenario type.
2. Enter EXTENDED_CLASSIC or CLASSIC in the Constant Value field and save your
settings.
25.4 Configuring the SRM Mail Infrastructure

The SRM mail infrastructure creates emails for the following SRM scenarios:
• Missing goods receipt scenario
• Quantity discrepancy scenario
• Price discrepancy scenario
Email body and email subject base on the business object type and object key.
The following screenshot shows the general format of the emails.

To configure the SRM mail infrastructure:

Purchase Orders” on page 539), follow Mail Setup > Mail Configuration.
2. To add a new entry, click New Entries in the application tool bar.

3. Define the mail configuration, using the following parameters:

Object type
Enter the VIM object type. The following values are possible:
/OPT/V1001
Object type for DP
/OPT/LIV
Object type for blocking
Text Block 1
Enter a text object for the email context header, like addressing and
description of the issue. For example, /OPT/VIM_DP_SRM_QTY_HEADER is a
text for the DP email header.
Note: You can maintain text objects using the SO10 transaction.
Text Block 2
Enter a text object for the URL Header; for example,
/OPT/VIM_DP_SRM_QTY_URL_HEAD.
Text Block 3
Enter a text object for the conclusion and/or the address of the email
generating location. For example, /OPT/VIM_DP_SRM_QTY_FOOTER is a text
for the email footer.
Include Image Attachment
Select this check box to attach the invoice image to the email.
URL Function Module
Enter the function module that will generate the URL for user reference. This
URL will contain the tracking information for the PO. For example, the
function module /OPT/CNOTIF_GET_URL_LIST populates the URL with the
following parameters:

Importing parameters
I_MAIL_CFG_ID
Mail configuration ID
I_OBJTYPE
Object type
I_OBJKEY
Object key
Exporting parameters
T_URL
Table of URLs
URL
Enter a URL that is used in the mail body, in case the URL generating
function module is not maintained.
Line Item Function Module
Enter the function module that will populate the line item information and
construct the table. For example, the function module
/OPT/CNOTIF_GET_LINE_ITEM_DATA will populate the line item information
with the following parameters:
Importing parameters
I_MAIL_CFG_ID
Mail configuration ID
I_OBJTYPE
Object type
I_OBJKEY
Object key
I_GROUP_BY
Group by (used as SRM PO Requester in baseline)
Exporting parameters
T_LINE
Table parameter, with PO line item information
4. To configure the mail fields which need to be populated in the email content,
double-click Mail field list and description in the Dialog Structure panel.

The list shows all object key fields that can be shown in the email. These fields
derive from the object type defined in step 3 on page 548.
5. Maintain the field description.
Note: You can maintain the field description in different languages.
Therefore, log in using a different language.
6. To configure the mail subject line, double-click Mail subject/Title in the Dialog
Structure panel.

Maintain the (language dependent) mail subject. The mail sending function
module will populate the appropriate subject if it is not set while invoking the
mail.
To maintain the archiving image file extensions:

You must enable the email sending program to send invoice images as attachments
with the correct file extension. Therefore, you maintain the attachment extensions
for each archive object type.
Purchase Orders” on page 539), follow Mail Setup > Maintain Archiving
Image file extensions.
2. Enter the file extension for the archive object type.

In the example, the Image File extension TIF is maintained for the archive
object type /OPT/ICC. For /OPT/ICC, invoice images will be archived and
attached to emails as *.TIF.

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
default invoice list 279
extended class 279
extended labels 278
GL header fields 281
A GL item fields 283
Access rights header field labels 283
Invoice Approval 204 Invoice Approval 275
Activating invoice list fields 280
BAdI 83 item field labels 284
BTEs 84 logical systems 276
Adding a function button to the ALV PO header fields 281
toolbar PO item fields 283
VIM Analytics 340 screen buttons 277
Additional customizing Approval Portal 287
approval on mobile device 285 Approver persona
Aggregation job Invoice Approval 219
KPI Dashboard 296 Approver role
Allowed company codes Invoice Approval 217
Non PO parking process 173 Archive Document Type
PO blocking process 151 ICC 399
PO parking process 123 Archive Document Type for XML
Allowed document types ICC 393
Non PO parking process 173 Archive Document Type: linking to
PO blocking process 151 Business Object
PO parking process 123 ICC 398
Allowed plants ArchiveLink document types
PO blocking process 151 configure 21
PO parking process 123 linking to SAP business objects 27
Amount classes Archiving configuration 527
KPI Dashboard 309 Central Reporting information 530
Application log DP documents 527
approval on mobile device 285 Archiving image file extensions
Approval flow for DP invoices SRM integration 551
Invoice Approval 201 Assigning clients to logical systems
Approval flow for parked invoices multiple backend system 424
Invoice Approval 201 Assigning templates to roles 35
Approval hierarchy Authorization for approval and rejection
Invoice Approval 203 Integrated Invoice Cockpit configuration
Approval level 515
Invoice Approval 203 Authorizations
Approval on mobile device KPI Dashboard 331
additional customizing 285 Auto coding
application log 285 determination data 270

Index
determination fields 269 tax code determination 380

posted approval 269 tax fields for the region 379
process type 272 Central Reporting 507
Automatic image display backend systems for Report analytics
DP Dashboard 53 509
Non PO parking process 190 System Landscape Directory 508
PO blocking process 169 Central Reporting Baseline 509
PO parking process 146 Central Reporting information
Automatic maintenance archiving configuration 530
Invoice Approval 218 Certify message
Autopost exit Invoice Approval 208
Non PO parking process 188 Changing status
PO parking process 144 notification 346
Changing work item text 350
B Channel ID maintenance
Backend systems for Report analytics ICC 410
Central Reporting 509 Channel IDs
BAdI KPI Dashboard 320
activating 83 Channels
BAdI validation for Non PO invoices multiple backend system 430
Invoice Approval 233 Chart of Authority
BDC ID Invoice Approval 223
defining 73 Coder role
BDC ID infrastructure 72 Invoice Approval 216
BDC IDs Coding validation
defining parameters 75 Invoice Approval 233
success messages 81 Collection job
transaction data 77 KPI Dashboard 294
Binding function exits Company code determination
PO blocking process 165 EDI configuration 495
PO parking process 141 Company code groups
Binding function module exits KPI Dashboard 304
Non PO parking process 185 Company code groups prerequisite
Blocking reasons KPI Dashboard 332
PO blocking process 155 Configuration
BTEs preparing 17
activating 84 Configuring
Bulk approval validation exit ArchiveLink document types 21
Invoice Approval 260 document types 44
Business Context links duplicate check 67
SSF integration 461 index screen options for document types
Business Object: linking to Archive 51
Document Type Non PO parking process 171
ICC 398 PO blocking process 149
PO parking process 121
C process type 88
Canada Configuring a parked document posting
country specific configuration 377 exit
ship-to-region 377 PO parking process 145

Index
Configuring an autopost exit document type 373

PO parking process 144 document type determination for no-
Configuring binding function exits baseline countries 357
PO parking process 141 India 374
Configuring global parameters introduction 353
Document Processing 115 invoice categories 357
PO parking process 135 process types 361
Configuring image display function process types configuration 371
PO parking process 146 screen fields 363
Configuring line item fields for external settings for document types 368
system Z constants 374
Document Processing 87 Creating
Configuring option order document types 46
PO parking process 139 SAP ArchiveLink document types 45
Configuring parking functionality Creating Channel ID
PO parking process 147 EDI configuration 494
Configuring parking reasons CRM integration 437
PO parking process 130 defining application areas for Service
Configuring post process (sub)workflow Request 484
PO parking process 143 logical system 438
Configuring post-dashboard method exit mapping initialization procedure to Service
PO parking process 143 Request creation points 483
Configuring pre-dashboard method exit service requests initialization procedure
PO parking process 142 481
Configuring process options Cross company coding
Document Processing 70 Invoice Approval 242
PO parking process 126 Cross company coding configuration
Configuring screen exits Invoice Approval 242
PO parking process 137 Custom approver class
Configuring the notification 343 Invoice Approval 248
Configuring transactions to create parked Custom buttons
invoices Invoice Approval 253
Non PO parking process 181 Custom fields
PO parking process 136 Invoice Approval 256
Constants Custom invoice class
KPI Dashboard 313 Invoice Approval 248
Content Repository ID Custom usermap class
ICC 388 Invoice Approval 250
Content Repository parameters Customer specific fields
ICC 389 Integrated Invoice Cockpit configuration
conventions 10 520
Country specific configuration 353 Customer Tax Determination 66
baseline content 355 Customer workflow tasks
Canada 377 Integrated Invoice Cockpit configuration
configuring Document Processing 367 515
copying screen and item configuration Customizing settings
366 KPI Dashboard 301
core infrastrucure 354
document creation 367

Index
D mapping external system data 86

Dashboard screen exits roles 70
header level 161 Document Processing process 41
line level 158 main concepts 41
Non PO parking process 182 main steps 43
PO blocking process 158 Document type determination rules engine
Default invoice list ICC integration 416
approval on mobile device 279 Document types
Default values ArchiveLink 21
frequently used in ICC integration 409 configuring 44
Defining configuring duplicate check 67
BDC ID 73 configuring index screen options 51
process options 93 creating 46
process type 89 creating SAP ArchiveLink document types
process type determination sequence 53 45
process types 49 defining process type determination
role templates 31 sequence 53
roles 29 defining sequence steps 55
sequence steps 55 determining PO invoices by vendor table
Defining application areas for Service 69
Request Document view and workflow view fields
CRM integration 484 VIM Analytics 336
Defining preprocess (sub)workflow DP Dashboard
PO parking process 140 automatic image display 53
Defining rollout criteria DP documents
PO blocking process 151 archiving configuration 527
PO parking process 123 DP process 41
Definitions main concepts 41
KPI Dashboard 291 main steps 43
Delegation Duplicate check
Invoice Approval 220 configuring 67
Determination Dynamic columns
posted approval 267 process configuration 113
Determination data
auto coding 270 E
posted approval 268 E-Invoicing 499
Determination fields Interface Remote Functions 500
auto coding 269 Early Archiving
posted approval 267 ICC 387
Determining PO invoices by vendor table EDI configuration 487
document types 69 company code determination 495
Document Processing creating Channel ID 494
configuring global parameters 115 external field mapping 492
configuring line item fields for external general settings 487
system data 87 global parameters 496
configuring process options 70 IDoc type 488
extending document data 85 inbound function module settings 487
indexing line matching from OCR results mapping 492
94 message type 488

Index
partner profile 491 PO parking process 135

process code 489
VIM field mapping 493 H
Electronic Data Interchange Header field labels
configuration 487 approval on mobile device 283
Email notification Header level dashboard binding exits
Invoice Approval 204 PO blocking process 166
Event linkage Header text for Web Dynpro download
posted approval 265 KPI Dashboard 319
Event linkages
Non PO parking process 174 I
PO blocking process 152 ICC
PO parking process 125 Archive Document Type 399
Exception classes Archive Document Type for XML 393
KPI Dashboard 310 Archive Document Type: linking to
Excluding receivers Business Object 398
notification 345 Business Object: linking to Archive
Expense type Document Type 398
Invoice Approval 203 channel ID maintenance 410
Extended class Content Repository ID 388
approval on mobile device 279 Content Repository parameters 389
Extended labels Early Archiving 387
approval on mobile device 278 presetting folder 390
Extending document data ICC Dispatcher 385
Document Processing 85 Extraction: maximum allowed time 404
External field mapping periodic jobs 420
EDI configuration 492 preprocess exit 415
Extraction: maximum allowed time Validation agents 413
ICC Dispatcher 404 Validation Determination ID 406
Validation framework 406
F Validation of DP documents with mapping
Frequently used default values error 411
ICC integration 409 Validation: maximum allowed time 404
workflow template 414
G ICC integration 385
General Ledger fields document type determination rules engine
Invoice Approval 209 416
General settings frequently used default values 409
EDI configuration 487 IDoc type
posted approval 261 EDI configuration 488
GL header fields Image display function
approval on mobile device 281 Non PO parking process 190
GL item fields PO blocking process 168
approval on mobile device 283 PO parking process 146
Global parameters Image display infrastructure
EDI configuration 496 Invoice Approval 244
Invoice Approval 245 Inbound function module settings
Non PO parking process 181 EDI configuration 487
PO blocking process 157

Index
Indexing line matching from OCR results multi level approval 201
Document Processing 94 optional coding 241
India override 220
country specific configuration 374 overview 196
screen fields 376 parking reason 198
vendor data download 376 people involved 196
Individual report configuration 511 posted approval 260
Integrated Invoice Cockpit configuration process basics 200
511 process end 196
Summary Report configuration 522 process trigger 196
Integrated Invoice Cockpit configuration process type 198
authorization for approval and rejection referral wait time 258
515 rejection reason 243
customer specific fields 520 resubmit for approval action codes 245
customer workflow tasks 515 roles 216
individual report configuration 511 search help for web screen fields 215
layout variants 511 standard validations 240
System Landscape Directory 511 substitution 220
Invoice Approval 195 supported currency 249
access rights 204 supported language 249
approval flow for DP invoices 201 swimlane 196
approval flow for parked invoices 201 tax calculation on net amount 259
approval hierarchy 203 trigger points 200
approval level 203 user map maintenance 218
approval on mobile device 275 user map object 218
approver persona 219 usermap data source 251
approver role 217 usermap modification 252
automatic maintenance 218 usermap web ID 252
BAdI validation for Non PO invoices 233 Invoice categories
bulk approval validation exit 260 country specific configuration 357
certify message 208 Invoice list fields
Chart of Authority 223 approval on mobile device 280
coder role 216 Item field labels
coding validation 233 approval on mobile device 284
configuration outline 197
configuring cross company coding 242 K
cross company coding 242 KPI Dashboard 289
custom approver class 248 aggregation job 296
custom buttons 253 amount classes 309
custom fields 256 authorizations 331
custom invoice class 248 channel IDs 320
custom usermap class 250 collection job 294
delegation 220 company code groups 304
email notification 204 company code groups prerequisite 332
expense type 203 constants 313
General Ledger fields 209 customizing settings 301
global parameters 245 definitions 291
image display infrastructure 244 exception classes 310
manual maintenance 218

Index
header text for Web Dynpro download Mapping

319 EDI configuration 492
naming 311 Mapping external system data
periodic jobs: collection and aggregation Document Processing 86
292 Mapping IDs
SAP NetWeaver Portal integration 326 multiple backend system 432
SAP Web Dynpro settings 320 Mapping initialization procedure to Service
secure connection 325 Request creation points
settings 312 CRM integration 483
supported languages 331 Message type
supported SAP versions 330 EDI configuration 488
supported web browser 330 Missing goods receipt scenario
technical and functional restrictions 330 SRM integration 540
time groups 305 Multi level approval
URL parameters 318 Invoice Approval 201
user interface 290 Multiple backend system 421
user parameter 319 assigning clients to logical systems 424
vendor groups 307 channels 430
logical systems 422
L Mapping IDs 432
Layout variants RFC destinations 425
Integrated Invoice Cockpit configuration SLD 427
511 system determination procedure 433
Linking SAP business objects to System Landscape Directory 427
ArchiveLink document types 27
Logical system N
CRM integration 438 Naming
Logical systems KPI Dashboard 311
approval on mobile device 276 New ITS service in the backend ERP
multiple backend system 422 system
SSF integration 438
M Non PO parking process
Mail infrastructure allowed company codes 173
SRM integration 546 allowed document types 173
Main concepts automatic image display 190
Non PO parking process 171 Autopost exit 188
PO blocking process 149 binding function module exits 185
PO parking process 121 configuring 171
Maintain logical system in OpenText configuring transactions to create parked
configuration tables invoices 181
SSF integration 479 dashboard screen exits 182
Maintaining event linkages 174
role template field details 34 global parameters 181
role template fields 33 image display function 190
role templates 31 main concepts 171
roles 29 parallel workflow exit 191
Maintaining role determination 37 parked document posting exit 189
Manual maintenance parking functionality 191
Invoice Approval 218 parking reasons 176

Index
post process (sub)workflow 187 Periodic jobs

post PSS method exit 187 ICC Dispatcher 420
pre PSS method exit 186 Periodic jobs: collection and aggregation
preprocess (sub)workflow 184 KPI Dashboard 292
re-enter options: populating screens 192 PO blocking process
rollout criteria 173 allowed company codes 151
user process options 179 allowed document types 151
Notification allowed plants 151
changing status 346 automatic image display 169
configuring 343 binding function exits 165
excluding receivers 345 blocking reasons 155
Notification infrastructure 343 configuring 149
dashboard screen exits 158
O defining rollout criteria 151
Obsolete reasons event linkages 152
process configuration 112 global parameters 157
OpenText Approval Portal 287 header level dashboard binding exits 166
OpenText linked objects in Service image display function 168
Request main concepts 149
SSF integration 461 option order 164
OpenText Online 11 post dashboard method exit 166
OpenText Vendor Factsheet BSP process options 153
component re-enter options: populating screens 169
SSF integration 467 send back functionality exit 167
Option order PO header fields
PO blocking process 164 approval on mobile device 281
PO parking process 139 PO item fields
Optional coding approval on mobile device 283
Invoice Approval 241 PO line determination 56
Override PO parking process
Invoice Approval 220 allowed company codes 123
allowed document types 123
P allowed plants 123
Parallel workflow exit automatic image display 146
Non PO parking process 191 configuring 121
Parked document posting exit configuring a parked document posting
Non PO parking process 189 exit 145
PO parking process 145 configuring an auto post exit 144
Parking functionality configuring binding function exits 141
Non PO parking process 191 configuring global parameters 135
PO parking process 147 configuring image display function 146
Parking reason configuring option order 139
Invoice Approval 198 configuring parking functionality 147
Parking reasons configuring parking reasons 130
configuring 130 configuring post process (sub)workflow
Non PO parking process 176 143
Partner profile configuring post-dashboard method exit
EDI configuration 491 143

Index
configuring pre-dashboard method exit Process code

142 EDI configuration 489
configuring process options 126 Process configuration
configuring screen exits 137 dynamic columns 113
configuring transactions to create parked obsolete reasons 112
invoices 136 rescan reasons 111
defining preprocess (sub)workflow 140 scan locations 112
defining process option 126 Process option
defining rollout criteria 123 defining 126
event linkages 125 Process options
main concepts 121 configuring 70
re-enter options: populating screens 147 PO blocking process 153
user process options 129, 154 Process type
Post dashboard method exit auto coding 272
PO blocking process 166 configuring 88
Post process (sub)workflow defining 89
Non PO parking process 187 defining process options 93
Post PSS method exit Process type determination sequence
Non PO parking process 187 defining 53
Post-dashboard method exit Process types
PO parking process 143 defining 49
Posted approval 260
auto coding 269 Q
determination 267 Quantity discrepancy scenario
determination data 268 SRM integration 541
determination fields 267
event linkage 265 R
Posted approval settings 261 Re-enter options: populating screens
Pre PSS method exit Non PO parking process 192
Non PO parking process 186 PO blocking process 169
Pre-dashboard method exit PO parking process 147
PO parking process 142 Referral wait time
Prefill business role settings for RFC Invoice Approval 258
SSF integration 480 Rejection reason
Preparing Invoice Approval 243
configuration 17 Rescan reasons
Preprocess (sub)workflow process configuration 111
Non PO parking process 184 Resubmit for approval action codes
Preprocess exit RFC destinations
ICC Dispatcher 415 multiple backend system 425
Presetting folder Role templates
ICC 390 defining 31
Price discrepancy scenario maintaining 31
SRM integration 543 maintaining field details 34
Process basics maintaining fields 33
Invoice Approval 200 Role test 346

Index
Roles 29 SRM
assign templates 35 use cases 535
defining 29 SRM integration 535
defining templates 31 archiving image file extensions 551
Invoice Approval 216 configuring SRM purchase orders 539
maintaining 29 determining purchase order types 538
maintaining determination 37 mail infrastructure 546
Roles in Document Processing 70 missing goods receipt scenario 540
Rollout criteria price discrepancy scenario 543
Non PO parking process 173 quantity discrepancy scenario 541
SRM scenario type 546
S SRM scenario type
SAP ArchiveLink document types SRM integration 546
creating 45 SSF integration 437
SAP business objects Business Context links 461
linking to ArchiveLink document types 27 maintain logical system in OpenText
SAP NetWeaver Portal integration configuration tables 479
KPI Dashboard 326 new ITS service in the backend ERP
SAP Tax Determination Logic 66 system 438
SAP Tax Determination Logic with OT Tax OpenText linked objects in Service
Table 64 Request 461
SAP Web Dynpro settings OpenText Vendor Factsheet BSP
KPI Dashboard 320 component 467
Scan locations prefill business role settings for RFC 480
process configuration 112 transaction launcher (account ID
Screen buttons confirmation) 455
approval on mobile device 277 transaction launcher (Service Request)
Screen exits 448
PO parking process 137 transaction launcher logical systems and
Screen fields URL 446
India 376 work center configuration 456
Search help for web screen fields SSF integration activities 437
Invoice Approval 215 Standard validations
Secure connection Invoice Approval 240
KPI Dashboard 325 Substitution
Selection screen: adding user items Invoice Approval 220
VIM Analytics 333 Success messages
Send back functionality exit BDC IDs 81
PO blocking process 167 Summary Report configuration
Sequence steps individual report configuration 522
defining 55 Supplier Relationship Management
Service requests initialization procedure use cases 535
CRM integration 481 Supplier Relationship Management (SRM)
Settings integration 535
KPI Dashboard 312 configuring SRM purchase orders 539
Ship-to-region determining purchase order types 538
Canada 377 Supported currency
SLD Invoice Approval 249
multiple backend system 427

Index
Supported language Transactions to create parked invoices

Invoice Approval 249 Non PO parking process 181
Supported languages PO parking process 136
KPI Dashboard 331 Trigger points
Supported SAP versions Invoice Approval 200
KPI Dashboard 330 typography 10
Supported web browser
KPI Dashboard 330 U
System determination procedure Understanding VIM 13
multiple backend system 433 URL parameters
System Landscape Directory KPI Dashboard 318
Central Reporting 508 User interface
Integrated Invoice Cockpit configuration KPI Dashboard 290
511 User map maintenance
multiple backend system 427 Invoice Approval 218
System log 525 User map object
Invoice Approval 218
T User parameter
Tax calculation on net amount KPI Dashboard 319
Invoice Approval 259 User process options 93
Tax code determination 60 Non PO parking process 179
Canada 380 PO parking process 129, 154
Tax code determination failures Usermap data source
possible reasons 64 Invoice Approval 251
Tax Determination using OpenText Tax Usermap modification
Table 65 Invoice Approval 252
Tax fields for the region Usermap web ID
Canada 379 Invoice Approval 252
Tax jurisdiction code determination 63
Technical and functional restrictions V
KPI Dashboard 330 Validation agents
Templates ICC Dispatcher 413
assign to roles 35 Validation Determination ID
maintaining field details 34 ICC Dispatcher 406
maintaining fields 33 Validation framework
Testing roles 346 ICC Dispatcher 406
Time groups Validation of DP documents with mapping
KPI Dashboard 305 error
Tools 343 ICC Dispatcher 411
Transaction data Validation: maximum allowed time
BDC IDs 77 ICC Dispatcher 404
Transaction launcher (account ID Vendor data download
confirmation) India 376
SSF integration 455 Vendor groups
Transaction launcher (Service Request) KPI Dashboard 307
SSF integration 448 VIM
Transaction launcher logical systems and understanding 13
URL
SSF integration 446

Index
VIM Analytics 333

adding a function button to the ALV toolbar
340
document view and workflow view fields
336
selection screen: adding user items 333
VIM field mapping
EDI configuration 493
VIM Reporting Module 333
W
Work center configuration
SSF integration 456
Work item text
changing 350
Workflow template
ICC Dispatcher 414
Z
Z constants
country specific configuration 374

VM05 OpenText Vendor Invoice Management 6 0 0 Configuration Guide English VIM060000 CGD en 4 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

VM05 OpenText Vendor Invoice Management 6 0 0 Configuration Guide English VIM060000 CGD en 4 PDF

Uploaded by

Copyright:

Available Formats

OpenText Vendor Invoice Management

The OpenText Vendor Invoice Management Configuration Guide

Copyright © by Open Text Corporation, Open Text Inc.

1 Understanding Vendor Invoice Management ........................ 13

3 ArchiveLink Document Type Configuration .......................... 21

5 Document Processing Process Configuration...................... 41

6 PO Parking Process Configuration ...................................... 121

VIM060000-CGD-EN-4 OpenText Vendor Invoice Management iii

6.2 Configuring Process Options ............................................................... 126

7 PO Blocking Process Configuration.....................................149

8 Non PO Parking Process Configuration...............................171

9 Invoice Approval ....................................................................195

10 Approval on a Mobile Device ................................................275

iv OpenText Vendor Invoice Management VIM060000-CGD-EN-4

11 OpenText Approval Portal .................................................... 287

13 VIM Reporting Module........................................................... 333

14 Tools ...................................................................................... 343

15 Country Specific Configuration............................................ 353

16 ICC Integration....................................................................... 385

17 Multiple Backend System ..................................................... 421

VIM060000-CGD-EN-4 Configuration Guide v

18 SSF Integration ......................................................................437

19 EDI Configuration ..................................................................487

21 Central Reporting Infrastructure...........................................507

22 Individual Report Configuration ...........................................511

23 System Log ............................................................................525

25 Supplier Relationship Management (SRM) Integration .......535

GLS Glossary 553

IDX Index 561

vi OpenText Vendor Invoice Management VIM060000-CGD-EN-4

i About Vendor Invoice Management

VIM060000-CGD-EN-4 OpenText Vendor Invoice Management vii

VIM consists of the following components:

Figure 1: VIM components

ICC (Invoice Capture Center)

viii OpenText Vendor Invoice Management VIM060000-CGD-EN-4

Exception Handling (Invoice Exception)

ii About This Document

ii.i Target Audience

VIM060000-CGD-EN-4 Configuration Guide ix

Note: Notes provide additional information about a task.

x OpenText Vendor Invoice Management VIM060000-CGD-EN-4

iii Contact Information

VIM060000-CGD-EN-4 Configuration Guide xi

VIM060000-CGD-EN-4 OpenText Vendor Invoice Management 13

See section 3 "Working with the DP Dashboard" in OpenText Vendor Invoice

14 OpenText Vendor Invoice Management VIM060000-CGD-EN-4

VIM060000-CGD-EN-4 Configuration Guide 15

VIM060000-CGD-EN-4 OpenText Vendor Invoice Management 17

20 OpenText Vendor Invoice Management VIM060000-CGD-EN-4

3.1 Configuring ArchiveLink Document Types

Non ICC Early Archiving scenarios:

ICC OCR based Early Archiving scenarios:

To configure ArchiveLink document types:

VIM060000-CGD-EN-4 OpenText Vendor Invoice Management 21

2. Click the Continue button.

22 OpenText Vendor Invoice Management VIM060000-CGD-EN-4

VIM060000-CGD-EN-4 Configuration Guide 23

24 OpenText Vendor Invoice Management VIM060000-CGD-EN-4

8. Enter the appropriate content repository ID in the Cont.Rep.ID field.

VIM060000-CGD-EN-4 Configuration Guide 25

10. Select Financial Accounting. Click the Continue button.

11. Enter appropriate ID and Name. Click the Continue button.