Open Text Vendor Invoice Management: Administration Guide

Open Text® Vendor Invoice Management
Administration Guide
This guide describes the technical and functional aspects of

administrating Open Text Vendor Invoice Management 5.2.
VIM050200-AGD-EN
Open Text® Vendor Invoice Management
Administration Guide
VIM050200-AGD-EN
Rev.: 16. Jul 2009
This documentation has been created for software version 5.2.
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Table of Contents
1 Introduction .................................................................................7
1.1 About Vendor Invoice Management......................................................... 7
1.2 About the document ................................................................................. 9
1.2.1 Target readership..................................................................................... 9
1.2.2 Related documents .................................................................................. 9
1.2.3 Conventions ............................................................................................. 9
1.3 Contact information ................................................................................ 11
2 Understanding VIM....................................................................13
2.1 Delivery model ....................................................................................... 13
2.2 Workflow scheme................................................................................... 14
2.3 Process swimlanes ................................................................................ 14
Part 1 Administering VIM 17
3 Administration tools .................................................................19

3.1 VIM Installation Check program............................................................. 19
3.2 VIM Customizing IMG ............................................................................ 21
4 VIM workflow batch jobs ..........................................................23

5 Roles...........................................................................................25
5.1 Maintaining the FAIL_SAFE user key .................................................... 25
6 Maintaining Chart of Authority.................................................27

7 Setting up substitutes for workflow processes .....................29
7.1 Setting up a substitute for the SAP inbox .............................................. 29
7.2 Setting up a substitute for the IAP process............................................ 33
8 Determining the workflow status of an invoice ......................39

8.1 Displaying the workflow status using Unified Dashboard ...................... 39
8.2 Displaying the workflow status using VIM Analytics .............................. 42
9 Monitoring VIM workflows........................................................45

10 Solving a role error in a workflow............................................51
10.1 Determining a role error in a workflow ................................................... 51
VIM050200-AGD-EN Open Text Vendor Invoice Management iii

Table of Contents
10.2 Restarting workflow after fixing a role error ........................................... 54
11 Reassigning work items belonging to another user..............57

11.1 Retrieving open SAP work items of a specific user ............................... 57
11.2 Reassigning open SAP work items to a different user........................... 60
11.3 Reassigning Invoice Approval items to a different user......................... 63
12 Releasing invoice lock for Invoice Approval..........................67

13 Administering workflows .........................................................69
13.1 Monitoring alerts..................................................................................... 69
13.1.1 Setting up central alert monitoring ......................................................... 70
13.1.2 Registering a CCMS agent .................................................................... 70
13.1.3 Monitoring using CCMS templates ........................................................ 70
13.2 Monitoring activity .................................................................................. 74
13.3 Analyzing system performance.............................................................. 75
13.4 Using logs and traces ............................................................................ 75
13.5 Using Solution Manager Diagnostics ..................................................... 76
13.6 Configuring VIM ..................................................................................... 76
13.7 Backup ................................................................................................... 76
13.8 Data archiving ........................................................................................ 76
13.9 System availability.................................................................................. 76
13.10 Adaptive computing ............................................................................... 76
13.11 Restart mechanism ................................................................................ 77
13.12 Linking events for VIM workflows........................................................... 77
13.13 Frequently used SAP workflow administration transactions.................. 79
13.14 Analyzing work items ............................................................................. 82
13.15 Frequently used SAP workflow tables ................................................... 83
14 Using the SAP early watch service .........................................85

14.1 Creating a role for VIM configuration display......................................... 85
15 Using VIM Notifications ............................................................95

15.1 Starting VIM Notifications....................................................................... 95
15.2 Working with the selection screen ......................................................... 95
15.3 Working with the VIM Notifications List.................................................. 98
15.3.1 Application tool bar ................................................................................ 98
15.3.2 ALV grid control...................................................................................... 99
15.3.3 ALV grid (data view)............................................................................. 100
15.4 Configuring VIM Notifications............................................................... 101
15.4.1 Configuring notification and e-mail options.......................................... 101
15.4.2 Configuring the notification e-mail body............................................... 103
15.4.3 Excluding notification users ................................................................. 105
15.4.4 Configuring user preferences............................................................... 106
iv Open Text Vendor Invoice Management VIM050200-AGD-EN

Table of Contents
16 System landscape setup ........................................................110

16.1 Overview .............................................................................................. 110
17 Central Reporting ....................................................................117

17.1 Running the Aggregation Report for the CUST_PREFL group ........... 121
17.2 Creating variants of the Aggregation Report for each group ............... 123
17.3 Maintaining reporting tables................................................................. 123
17.4 Scheduling batch jobs for the Aggregation Report .............................. 127
18 Downloading data from SAP for ICC integration..................130

18.1 Downloading the vendor database from SAP...................................... 130
18.2 Downloading PO data from SAP.......................................................... 132
18.3 Common topics of the download programs ......................................... 134
18.3.1 Downloading in background................................................................. 135
18.4 Function Modules and RFCs ............................................................... 135
19 ICC Dispatcher.........................................................................137
19.1 Overview .............................................................................................. 137
19.2 Batch Programs ................................................................................... 139
19.3 Admin Tool ........................................................................................... 142
20 EDI Support Administration ...................................................145

20.1 Overview .............................................................................................. 145
20.2 Administration Steps ............................................................................ 145
21 Reading System Log................................................................151

21.1 Creating System Logs.......................................................................... 151
21.1.1 Log Point .............................................................................................. 152
21.1.2 Object & Sub-Object ............................................................................ 154
21.1.3 Log classification.................................................................................. 154
21.2 Displaying Log...................................................................................... 155
21.2.1 Displaying in report .............................................................................. 155
22.1.1 Getting the system log in program ....................................................... 157
22 Approval Portal Administration and Troubleshooting ..........159

22.1 Administration ...................................................................................... 161
22.1.1 Configuring Approval Portal ................................................................. 161
22.1.2 Changing Log Level ............................................................................. 163
22.1.3 Monitoring Concept and Performance Management ........................... 165
22.1.4 Management of backup and restore .................................................... 171
22.1.5 Maintenance of periodic tasks ............................................................. 171
22.1.6 Technical configuration data ................................................................ 171
22.1.7 High availability and load balancing concept ....................................... 171
22.1.8 Restart and Monitoring of asynchronous interfaces concept............... 171
22.1.9 Starting and stopping Approval Portal ................................................. 171
22.2 Troubleshooting ................................................................................... 171
VIM050200-AGD-EN Administration Guide v

Table of Contents
23 Year End/Month End Procedure for Parked Document ........173

23.1 Introduction .......................................................................................... 173
23.2 Non-PO based FI Document................................................................ 174
23.3 PO based Parked Invoices (LIV invoices) ........................................... 177
23.4 Testing tips........................................................................................... 180
23.5 Year End Processing Audit Report ...................................................... 181
24 ICC Configuration Data ............................................................182
GLS Glossary 184
IDX Index 191
vi Open Text Vendor Invoice Management VIM050200-AGD-EN

Chapter 1
Introduction
1.1 About Vendor Invoice Management

VIM is an abbreviation for SAP Invoice Management by Open Text
• 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 and Workflow
• VIM integrates with standard SAP functions: Invoice Verification, Financial
Processing, etc
VIM050200-AGD-EN Open Text Vendor Invoice Management 7

Chapter 1 Introduction
VIM consists of the following components:
Figure 1-1: VIM components
Document Processing
• Capture invoice metadata
• Handle suspected duplicate invoices.
• Collaborate with others.
Invoice Approval
• List invoices to be approved.
• Approve and code the invoices.
Exception Handling (Invoice Exception)
• Handle the exceptions that arise after a SAP invoice is created.
VIM Analytics
• Overlook the invoices in progress in a unified dashboard.
Approval Portal
• Java based Approval Portal infrastructure running on SAP Web Application
Server.
• Similar to Invoice Approval but with Web interface.
8 Open Text Vendor Invoice Management VIM050200-AGD-EN

1.2 About the document
ICC (Invoice Capture Center)

• Automate the capture of paper invoices by using OCR to extract invoice data.
1.2 About the document

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

You can find the product documentation as follows:
• The product ISO image comprises the complete product CD-ROM in one *.iso
file. The product ISO image is available in the Open Text Knowledge Center:
Select the product family page and then click the Downloads link.
• The documentation of all products and all supported versions is available in the
Open Text Knowledge Center. See the Release Notes for details and links. In the
Knowledge Center, select the product family page, and then click the
Documentation link. In case, the required product belongs to the Livelink ECM
– Enterprise Server family, click the Livelink Module Documentation link and
select the product from the list.
Note: You can find the latest information on manuals and online help files for
each product in the corresponding Release Notes. This includes the
identification codes of the current documentation.
For VIM, the product ISO image is available here:
https://knowledge.opentext.com/knowledge/llisapi.dll?func=ll&objId=14583402
You find the documentation for VIM here:
https://knowledge.opentext.com/knowledge/llisapi.dll?func=ll&objId=10151494
1.2.3 Conventions
Read the following conventions before you use this documentation.
Typography In general, this documentation uses the following typographical conventions:
• New terms
This format is used to introduce new terms, emphasize particular terms,
concepts, long product names, and to refer to other documentation.
VIM050200-AGD-EN Administration Guide 9

• User interface
This format is used for elements of the graphical user interface (GUI), such as
buttons, names of icons, menu items, names of dialog boxes, and fields.
• Filename, command, sample data
This format is used for file names, paths, URLs, and commands in the command
line. It is also used for example data, text to be entered in text boxes, and other
literals.
Note: If a guide provides command line examples, these examples may
contain special or hidden characters in the PDF version of the guide (for
technical reasons). To copy commands to your application or command
line, use the HTML version of the guide.
• Key names
Key names appear in ALL CAPS, for example:
Press CTRL+V.
• <Variable name>
The brackets < > are used to denote a variable or placeholder. Enter the correct
value for your situation, for example: Replace <server_name> with the name of
the relevant server, for example serv01.
• Hyperlink and Weblink (http://www.opentext.com)
These formats are used for hyperlinks. In all document formats, these are active
references to other locations in the documentation (hyperlink) and on the
Internet (Weblink), providing further information on the same subject or a
related subject. Click the link to move to the respective target page. (Note: The
hyperlink above points to itself and will therefore produce no result).
Tip: Tips offer extra information that may make your work more efficient or
show alternative ways of performing a task.
Note: Notes provide additional useful information that help you avoid prob-
lems and clear up misunderstandings.
Important
Important information is identified in this way. If this information is
ignored, major problems may be encountered.
Caution
Cautions contain very important information that, if ignored, may cause
irreversible problems. Read this information carefully and follow all
instructions!

1.3 Contact information
Cross- The documentation uses different types of cross-references:

references
• Internal cross-references
Clicking on the colored part of a cross-reference takes you directly to the target of
the reference. This applies to cross-references in the index and in the table of
contents.
• External cross-references in PDF documents
In PDF documents, external cross-references are references to other manuals. For
technical reasons, these external cross-references often do not refer to specific
chapters but to an entire manual.
Tip: Tips offer information that make your work more efficient or show
alternative ways of performing a task.
Note: Notes provide information that help you avoid problems.
Important
If this important information is ignored, major problems may be
encountered.
Caution
Cautions contain very important information that, if ignored, may cause
irreversible problems. Read this information carefully and follow all
instructions!
1.3 Contact information

Open Text Online is a single point of access for the product information provided by
Open Text. Depending on your role, you have access to different scopes of
information (see below for details).
You can access Open Text Online via the Internet at http://online.opentext.com/ or
the support sites at http://support.opentext.com/.
The following information and support sources can be accessed through Open Text
Online:
Knowledge Center
Open Text's corporate extranet and primary site for technical support. It is the
official source for:
• Open Text products and modules.
• Documentation for all Open Text products.
• Open Text Developer Network (OTDN): developer documentation and
programming samples for Open Text products.

• Patches for Open Text products.

The following role-specific information is available:
Partners
• Information on the Open Text Partner Program.
• Programs and support for registered partners.
Business Users
• Tips, help files, and further information from Open Text staff and other users
in one of the Open Text online communities
Administrators/developers
• Downloads and patches
• Documentation
• Product information
• Discussions
• Product previews
Feedback on If you have any comments, questions, or suggestions to improve our
documentation documentation, contact us by e-mail at documentation@opentext.com.

Chapter 2
Understanding VIM
2.1 Delivery model

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

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

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

Business blue print sessions result in a set of finalized swimlane diagrams
representing the to-be process. Figure 2-2 on page 16 is an example of such a process
swimlane that is delivered with the VIM Baseline Configuration. A swimlane
diagram comprises the following main items:

2.3 Process swimlanes
Process Description
The description in the headline represents the process scenario.
Roles
Each lane represents a business role, a unique grouping of people required to
collaborate to complete the process.
Dashboard
The dashboard is the user interface for the actors in the process. The dashboard
type identifies the VIM component that is used to realize a specific functionality.
The following dashboard types are available:
DP dashboard
The DP dashboard represents a process as implemented in the Document
Processing component of VIM.
See Section "Working with the DP Dashboard" in Open Text 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 "Working with the PO Parked Invoice Dashboard" in Open Text
Vendor Invoice Management - User Guide (VIM-UGD) and Section 5.3
"Working with the Non-PO Invoice Dashboard" in Open Text 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 5.2.2 "Working with the PO Invoice Dashboard (Line Level)" in
Open Text 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 5.2.3 "Working with the PO Invoice Dashboard (Header WF)" in
Open Text Vendor Invoice Management - User Guide (VIM-UGD).
Options
Various options are available to the actors during the processing of invoices.
These are represented as individual items next to the dashboard block.

Chapter 2 Understanding VIM
Figure 2-2: Swimlane example

Part 1
Administering VIM
Chapter 3
Administration tools
VIM provides the following tools that serve for administration purposes:
• “VIM Installation Check program” on page 19
• “VIM Customizing IMG” on page 21
3.1 VIM Installation Check program

The VIM Installation Check program enables you to check if the installation has
been completed successfully.
Note: You may need relevant security authorization to execute some of the
transactions.
To check the installation:

1. Execute the /OPT/VIM_1CX19 transaction.
Alternatively, click Open Text Livelink VIM Menu > SAP menu > Installation
> Install Check Program.
The OpenText VIM Product Installation Check page is displayed.

Chapter 3 Administration tools
The icon indicates successful installation; the icon indicates that further
activity is required.
2. Click on the icon to view further information.
If required, click on the icon to complete the respective activity with an SAP
transaction.
Tip: With a standard installation, every item should be marked with an

icon.

3.2 VIM Customizing IMG
3.2 VIM Customizing IMG

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

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

Chapter 4 VIM workflow batch jobs
Invoice document
invoice document that you want to clear
Fiscal Year
fiscal year of the document that you want to clear
Program: /ORS/000007_LOCK_CLEANUP
Description: Releases invoice locks as set by Web approval workflow.
Suggested minimum frequency: Every 30 min.
Parameters: None
Program: /OPT/VIM_R1A_REMINDER
Description: Sends out VIM reminder emails for overdue items.
Parameters: Select Background Mode
Table /OPT/T852 defines the number of grace days.
Program: RSWWERRE
Description: Restarts work items that are in error status. This job reduces
workflow administration.
Suggested minimum frequency: As defined by the workflow configuration
Parameters: None
Program: /OPT/VIM_TRIGGER_HEADER_WF
Description: Triggers the LIV Header Level Workflow.
Suggested minimum frequency: Twice a day or more often, depending on the
requirements
Parameters: None
Program: /OPT/VR_A_AGGREGATION
Description: Runs the Aggregation Report for specific groups to update
reporting tables for Central Reporting.. See “Scheduling batch jobs for the
Aggregation Report” for details.
Suggested minimum frequency: Depending on specific groups and

requirements
Parameters: Use variants for specific groups.

Chapter 5
Roles
The VIM role concept is comprehensively described in Section 5 "Roles" in Open Text
Vendor Invoice Management - Configuration Guide (VIM-CGD) that covers the
following topic:
• Defining roles
• Defining role templates
• Assigning templates to roles
• Maintaining role determination settings
5.1 Maintaining the FAIL_SAFE user key

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

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

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

Chapter 6
Maintaining Chart of Authority
The maintenance of the Chart of Authority is comprehensively described in Section
10.5 "Maintaining Chart of Authority" in Open Text Vendor Invoice Management -
Configuration Guide (VIM-CGD).

Chapter 7
Setting up substitutes for workflow processes
Substitutes can be set up for the SAP inbox and for the Invoice Approval (IAP)
process.
7.1 Setting up a substitute for the SAP inbox

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

Chapter 7 Setting up substitutes for workflow processes
3. In the Personal Substitutes screen, mark the name and click the Create
substitute button at the bottom of the screen.

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

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

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

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

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

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

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

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

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

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

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

8. Click to save the changes.

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

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

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

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

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

Parked invoice process details
Click the icon for comments.
8.2 Displaying the workflow status using VIM

Analytics
For a comprehensive description of VIM Analytics, see Section 9 "Using VIM
Analytics" in Open Text Vendor Invoice Management - User Guide (VIM-UGD).
To display the workflow status using VIM Analytics:

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

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

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

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

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

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

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

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

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

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

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

Chapter 10
Solving a role error in a workflow
In some situations, a workflow results in an error because the agent resolution fails.
SAP cannot determine a valid user ID for a workflow role. This kind of error is
called a role error. This chapter describes the following tasks:
• “Determining a role error in a workflow” on page 51
• “Restarting workflow after fixing a role error” on page 54
10.1 Determining a role error in a workflow

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

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

Chapter 10 Solving a role error in a workflow
Type
F (for Workflow, also subworkflow)
Status
ERROR
Task
Click the multiple selection button to enter all workflows:
• WS00275269
• WS00275260
• WS00275254
• WS00275252
• WS00275264
• WS00275266
Date created
Enter date range.
Time created
Enter time range.
All VIM workflows with status Error that have been started during the specified
period are displayed on the Work item selection page.
4. To display details of a workflow instance, double-click the respective line.

In the Workflow log screen, click the button in the application tool bar to
display a list with technical details.

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

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

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

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

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

10.2 Restarting workflow after fixing a role error

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

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

Chapter 11
Reassigning work items belonging to another user
Open Text recommends all workflow users setting up a substitute, see “Setting up
substitutes for workflow processes” on page 29. If a work item owner is on vacation
or leaves the company, the substitute can “adopt” the work items owned by the
substituted user. However, situations might occur when a user has not set up a
substitute and the work items needs immediate attention. As a VIM workflow
administrator, you can reassign such work items to one or more other user(s).
This chapter covers:
• “Retrieving open SAP work items of a specific user” on page 57
• “Reassigning open SAP work items to a different user” on page 60
• “Reassigning Invoice Approval items to a different user” on page 63
11.1 Retrieving open SAP work items of a specific

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

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

Chapter 11 Reassigning work items belonging to another user

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

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

With the work item IDs, you can assign the work items to a different user, see
“Reassigning open SAP work items to a different user” on page 60.
11.2 Reassigning open SAP work items to a different

user
Once you have identified the work item IDs, you can reassign them through the
SAP standard transaction Execute work items without agent check.
Note: If the reassignment is permanent due to an organizational change,
ensure the role maintenance setups are completed before reassigning the work
item. See Section 5.4 "Maintaining role determination settings" in Open Text
Vendor Invoice Management - Configuration Guide (VIM-CGD).
To reassign a work item to a different user:

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

11.2 Reassigning open SAP work items to a different user
2. Enter the work item ID retrieved in “Retrieving open SAP work items of a
specific user” on page 57 and click to execute.
Before you can reassign, you must be an owner of the work item.
3. To own the work item, select it and click the Without check button in the
application tool bar.
This action leads you into either the VIM Dashboard or the DP Dashboard.

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

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

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

1. Execute the /ORS/UMREASSIGNED transaction.
Alternatively, click Open Text Livelink VIM Menu > SAP menu > WF
Administration > Reassignment Utility.
2. Enter the company code, the document number, and the fiscal year for the
invoice you want to reassign and click to execute.
The system retrieves the current approver for this invoice and the rest of the
invoices waiting for his or her approval.
3. In the Invoice Approval - Usermap Maintenance Utility screen, click Usermap
Id > <SAP user ID> > Invoice List, to display the list of invoices for the current
approver.

4. To show the details of the invoice, click the document number in the navigation
panel on the left-hand side.
5. Click the Reassign button in the application tool bar.

11.3 Reassigning Invoice Approval items to a different user
6. Enter the new owner of the invoice.

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

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

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

Test Only
Select this check box and click to display invoices that are currently
locked.

Chapter 12 Releasing invoice lock for Invoice Approval
Tip: If you leave the Invoice Type and Invoice Key fields empty, all
currently locked invoices are displayed.
3. To release the lock, click .
A confirmation message is displayed.

Chapter 13
Administering workflows
This chapter covers general activities for checking the system status of VIM:
• “Monitoring alerts” on page 69
• “Monitoring activity” on page 74
• “Analyzing system performance” on page 75
• “Using logs and traces” on page 75
• “Using Solution Manager Diagnostics” on page 76
• “Configuring VIM” on page 76
• “Backup” on page 76
• “Data archiving” on page 76
• “System availability” on page 76
• “Adaptive computing” on page 76
• “Restart mechanism” on page 77
• “Linking events for VIM workflows” on page 77
• “Frequently used SAP workflow administration transactions” on page 79
• “Analyzing work items” on page 82
• “Frequently used SAP workflow tables” on page 83
13.1 Monitoring alerts

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

Chapter 13 Administering workflows
• You can use all the SAP standard logs and other infrastructure like the SM13 and
SM21 transactions for monitoring.
The following sections describe how to use the SAP Standard CCMS functionality
for alert monitoring.
13.1.1 Setting up central alert monitoring

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

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

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

Data Archiv- Monitored data archiving sessions

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

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

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

Processing.

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

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

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

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

VIM uses the SAP Workflow Engine to realize the process setup of the business
processes. You can effectively use the workflow runtime and administration tools to
monitor the activity and resources as the business processes are proceeding. For

13.3 Analyzing system performance
activity monitoring purposes, see “Frequently used SAP workflow administration

transactions” on page 79.
13.3 Analyzing system performance

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

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

VIM uses the SAP Workflow Engine to realize the process setup of the business
processes. Hence, you can activate and use traces to check specific sets of activities
as a part of problem analysis.
SAP workflow logs are written for every activity of the process and therefore are
always available.

In addition to the standard system logs, you can use the SM21 transaction to check
system activities. See “Frequently used SAP workflow administration transactions”
on page 79 for transactions you can use for activity logging and traces.
VIM application also writes log to standard system log infrastructure. Please refer
to chapter -Reading system log section for more detail.
13.5 Using Solution Manager Diagnostics

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

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

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

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

VIM as an ABAP based component is running on SAP ERP system. Therefore, any
adaptive computing technologies are supported. Users log on to VIM using the

13.11 Restart mechanism
SAPGUI logon screen which supports virtual IP addresses and hostnames. There is
no separate starting mechanism because the process is controlled by the underlying
SAP settings in ArchiveLink and workflow as well as in the VIM configuration.
13.11 Restart mechanism

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

SAP events are trigger point for VIM workflows. For example, when a logistic
invoice is posted, SAP generates the event POSTED from the business object BUS2081.
The event is linked to trigger the VIM workflow solution for blocked invoices if the
invoice is blocked.
The following event linkages can be turned on or off to enable or disable VIM
workflows:
Table 13-1: Event linkages for VIM workflows
Object type Event Receiver function module Usage com-

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

(VAN)
— —

Object type Event Receiver function module Usage com-

ments
Receiver type Check function module
FIPP POSTED /OPT/VIM_RPT_RECEIVER_FM VAN
— —
BUS2081 DELETED /OPT/VIM_RPT_PO_INV_RECEIVER VAN
— —
BUS2081 POSTED /OPT/VIM_RPT_PO_INV_RECEIVER VAN
— —
BUS2081 RELEASED /OPT/VIM_RPT_PO_INV_RECEIVER VAN
— —
BUS2081 CANCELLED /OPT/VIM_RPT_PO_INV_RECEIVER VAN
— —
To enable and disable VIM workflows:

1. To open the Event Type Linkages screen, execute the SWE2 transaction.
2. Find one of the event linkage entries shown in Table 13-1 and double-click the
entry.

13.13 Frequently used SAP workflow administration transactions
3. To enable the workflow, select the Type linkage active check box.
To disable the workflow, clear the check box.
4. Save your changes with a transport and move this transport to subsequent
systems.
Note: For parked invoice solution, you might also want to activate or
deactivate BAdI and BTE, see Section 6.4 "Invoice processing plug-ins" in Open
Text Vendor Invoice Management - Configuration Guide (VIM-CGD).
13.13 Frequently used SAP workflow administration

transactions
There are a couple of SAP workflow administration transactions that you can use to
administer VIM workflows:
SWIA: Execute work items without agent check
To reassign open SAP work items to a different user, execute the SWIA
transaction. See the description in “Reassigning open SAP work items to a
different user” on page 60.
SWI1: Selection Report for Work Items
To display all work items (workflow template, dialog task, wait step,
background task) based on a custom selection, execute the SWI1 transaction. See
the description in “Monitoring VIM workflows” on page 45.

SWE2: Event Type Linkages

To display or change event type linkages for VIM workflows, execute the SWE2
transaction. See the description in “Linking events for VIM workflows” on
page 77.
SWEL: Display Event Trace
To display lists of events published during a specific duration:

1. Execute the SWEL transaction.
2. Select the Creation date and Creation time range.
To execute, click the button.

13.13 Frequently used SAP workflow administration transactions
3. Select a line item and click the button to display details.

Amongst others, the Receiver function module and the status of the action is
displayed.
13.14 Analyzing work items

To access the work item analysis reports, select the menu option Tools > Business
Workflow > Development > Reporting > Work Item Analysis.
You can also access the reports directly by their transaction codes:
SWI2_FREQ: Work Items Per Task
Analyze work items grouped by date, agent and task.
SWI2_DURA: Work Items By Processing Duration
Analyze work items by duration of their execution.
SWI2_DEAD: Work Items With Monitored Deadlines
Analyze work items by preset deadline.
Note: This is not applicable for VIM process work items.
SWI5: Workload Analysis
Retrieve open work items belonging to a specific user. See “Retrieving open SAP
work items of a specific user” on page 57.
The following list shows all dialog standard tasks that can be used for SAP standard
reports:
TS00275278
DP Document Dashboard
TS00275267
PO Blocked Invoice Dashboard (Header WF)
TS00275265
PO Blocked Invoice Dashboard (Line Level)
TS00275262
PO Parked Invoice Dashboard
TS00275260
Non PO Parked Invoice Dashboard
TS00275253
Invoice awaiting web approval
Note: The web approval work items are always assigned to WF-BATCH
because the actual action is performed by the user on the web approval
page.
For a list of workflow templates for the VIM process, see “Monitoring VIM
workflows” on page 45.

13.15 Frequently used SAP workflow tables
13.15 Frequently used SAP workflow tables

The following list shows SAP workflow tables that are frequently used for VIM:
SWWWIHEAD
Work item header table for all types of work items
SWW_CONT
Container contents for work item (non-object referenced)
SWW_CONTOB
Container contents for work item (objects only)
SWIVOBJECT
Join SWW_CONTOB with SWWWIHEAD
SWELOG
Event log table
SWWORGTASK
Agent assignment of work item. The agent assignment information for a particu-
lar work item is deleted once the work item is completed.

Chapter 14
Using the SAP early watch service
The SAP early watch service checks and analyzes in order to optimize the
performance of SAP solutions. Since VIM resides inside the SAP ERP system, VIM
follows standard early watch practices. Client dependent configuration data of VIM
is not visible in the early watch client and the early watch client is normally locked
against any configuration changes.
However, you can create a role to view the VIM configuration with “display only”
authorization.
14.1 Creating a role for VIM configuration display

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

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

Chapter 14 Using the SAP early watch service
4. In the Copy menus panel, click the From area menu button.

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

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

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

If prompted, save the role.

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

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

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

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

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

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

Chapter 15
Using VIM Notifications
The VIM Notifications program (called VIM Reminder in earlier versions) addresses
the following requirements:
• Find out all workflow work items for each current agent
• Collect related information for each work item in a list
• Determine the due date for each work item using an SAP standard or
customized Function Module
• Display the work item list for all current agents.
• Send an e-mail or an SAP note to one or more selected current agents, to remind
them of due work items.
Note: The VIM Notifications functionality currently does not support the
“Additional Role” and the “Notify Substitute” features.
This chapter covers the following topics:
• “Starting VIM Notifications” on page 95
• “Working with the selection screen” on page 95
• “Working with the VIM Notifications List” on page 98
• “Configuring VIM Notifications” on page 101
15.1 Starting VIM Notifications

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

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

1. Execute the /n/OPT/REMINDER transaction.

Chapter 15 Using VIM Notifications
The VIM Notifications selection screen is displayed.
The selection screen allows you to enter search criteria and process options. The
selection screen is divided into the following panels:
• Invoice Information
• Document Process
• Workitem Date Range
• Process Options
2. Enter search criteria, using the following parameters:
Tip: Where applicable, use for multiple selection and for search
help.
Invoice Information panel
• Company Code
• Document Number
• Fiscal Year

15.2 Working with the selection screen
• Line Item
Document Process panel
Enter search criteria for Document Processing (DP) information:
• Document ID: the number that was generated for the document during
the DP process
Workitem Date Range panel
Enter search criteria for work item information:
• Workitem Creation Date
3. Select processing options, using the following parameters:
Process Options panel
There are two parts in this panel:
Scenario
Select the corresponding check box(es) to include work items of the
following types:
• Document Processing WFs
• PO Block Invoices - Head
• PO Block Invoices – Line
• PO Parked Invoices WFs
• NPO Parked Invoices WFs
• Approval PO Invoice
• Approval Non PO Invoice
Mode
Select one of the process modes:
Test
The program generates a list of eligible work items for notification.
The program does not send the notifications. Users can select the
work items to send the notification.
Background
The program sends the notification to users and displays the work
items.
4. Once you finished entering the search criteria and selecting the process options,
click in the application tool bar to display the VIM Notifications List with
the search results.

15.3 Working with the VIM Notifications List
The VIM Notifications List comprises the following sections:

• “Application tool bar” on page 98
• “ALV grid control” on page 99
• “ALV grid (data view)” on page 100
15.3.1 Application tool bar

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

15.3 Working with the VIM Notifications List
15.3.2 ALV grid control

The ABAP list viewer (ALV) is a standard SAP tool to show table data inside SAP.
The functions listed in this section also apply to other lists in ALV mode. The
following function buttons are available:
Details: Select a line in the list and click this button to display details for the
selected line.
Sort: Select a report column in the list and click one of these buttons to sort
it in either ascending or descending order.
Find: Click this button to open the Find dialog that allows you to search the
list for any keyword.
Filter: Select a report column in the list and click this button. The Filter
criteria dialog is displayed, allowing you to restrict the criteria in the
selected column without having to rerun the report with new search criteria.
Tip: Use for multiple selection.
Layout: Click this button to select a saved layout. To change, save or man-
age layouts of the list, click the icon next to the Layout button.

15.3.3 ALV grid (data view)

The ALV grid is the actual list of work items that match the search criteria. In the
ALV grid, the following report columns are available:
Notes:
• Some of the column headers might be abbreviated. Expand the column to
see the full text.
• The columns might not be displayed or might not be in the following
sequence. You can add or remove columns, or change the sequence by
using the Layout function, see “ALV grid control” on page 99.
Column Description
Current Agent Current agent who owns items
Process Type Type of the document (DP, PO document, Non PO document…), see the
list in “Scenario” on page 97.
Sub Process Sub Process Type for each process type, for example Approval Required
Type for Non PO Invoice Approval process type
Company
Code
Document SAP document number
Number
Fiscal year
Document ID DP document ID
Vendor Vendor number
Name 1 Vendor name
Total Amount
Doc Currency
Inbox Days Number of days the work item lies in the inbox
Before Due Days before the due date of the work item
Due Date Due date of the work item
First name First name of the current agent
Last name Last name of the current agent
Responsible Role that is responsible for the work item
Party
Receiver ID E-mail address of the current agent
ID Work item ID

15.4 Configuring VIM Notifications

Configuring the VIM Notifications program comprises the following actions:
• “Configuring notification and e-mail options” on page 101
• “Configuring the notification e-mail body” on page 103
• “Excluding notification users” on page 105
• “Configuring user preferences” on page 106
15.4.1 Configuring notification and e-mail options

You can configure several options for VIM Notifications and the corresponding e-
mails.
To configure notification and e-mail options:

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

Configure the notification, using the following parameters:

Notification Scenario
Select the notification scenario. Possible values:
• Document Processing
• PO Parked Invoices
• PO Blocked Invoices - Line Level
• PO Blocked Invoices - Header Level
• Non PO Parked Invoices
• Non PO Invoice Approvals
• PO Invoice Approvals
Sub Scenario
Select the notification sub scenario. Possible values depend on the selected
notification scenario.
Example:
Notification sub scenarios for the Non PO Parked Invoices notification
scenario:
• Approval Required
• Vendor Maintenance
• Vendor Audit Required
• Tax Audit Required
• All Scenarios
Role
Select the role for the notification. All users assigned to this role will receive
the notification.

Notify Substitutes
This feature is not supported at the moment.
Additional Role
This feature is not supported at the moment.
Inbox Days
Days Before Payment Due
Use these fields to decide if the reminder will be sent. The system calculates
the work item creating date plus the inbox days or the days before payment
is due. If the result is less or equal today's date, then a reminder will be sent.
Email Type
Select the notification type. At the moment, only Internet Email is
available.
Notification Text
Select the SAP text name to be used for the notification e-mail body.
Email Address Determination Function Module
Select the function module that determines the e-mail address for the
notification. The interface for this function module is same as for the
/OPT/VIM_NOTIF_EMAIL_ADDRESS function module.
If you select a different function model in this field, VIM Notifications will
run this function module first. If the function module can not find a valid e-
mail address, VIM Notifications will run the default function module
/OPT/VIM_NOTIF_EMAIL_ADDRESS.
4. To save your changes, click .
15.4.2 Configuring the notification e-mail body

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

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

2. Configure the notification e-mail body, using the following parameters:

Field name
You find the field names in structure /OPT/VIM_S1_REMINDER_DISPLAY.
Each field name represents a field in the VIM Notifications report.
Note: You cannot change this parameter in the Mail Configuration
screen.
Language
VIM supports the following languages:
• German (DE)
• English (EN)
• Spanish (ES)
• French (FR)
Note: You cannot change this parameter in the Mail Configuration
screen.
Position
Specify the sequence of the fields in the e-mail body.
Field Length
Specify the length of the field.
Text
Enter the title for each field in the respective language.

15.4.3 Excluding notification users

Based on the specification in table /opt/t853, VIM Notifications will exclude users
from the user list when sending e-mails.
The following ways of excluding users are available:
• excluding named users
• disabling and enabling the exclude status for oneself
To exclude named users:

1. Execute the /OPT/VIM_8CX51 transaction.
2. To exclude another user, click the New entries button in the application tool
bar.

3. Specify the user to be excluded, using the following parameters:

User Type
Select SAP User Id or Open Text User ID from the list.
User Id
Enter the user ID to be excluded, corresponding to the selected user type.
Disable Notification
Mark this field with X to disable VIM Notifications e-mails.
Single Notification
Mark this field with X to have VIM Notifications e-mails sent only once per
work item instead of multiple times during the notification period.
Language Pref
Select the preferred language of the e-mails. VIM supports the following
languages:
• German (DE)
• English (EN)
• Spanish (ES)
• French (FR)
To disable and enable the exclude status for oneself:

Follow the description in “Configuring user preferences” on page 106.
15.4.4 Configuring user preferences

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

To configure user preferences:

1. Execute the /OPT/VIM_8AX50 transaction.
2. Configure notification preferences, using the following parameters:

Disable Notification
Select this check box if you want to receive no VIM Notifications e-mails
regarding the SAP inbox or Web Approval.
Clear the check box to receive VIM Notifications e-mails.
Single Notification (One Time Reminder)
Select this check box if you want to receive only one VIM Notifications e-
mail for a SAP inbox or Web Approval work item.
Clear the check box to receive VIM Notifications e-mails more than once,
regarding the same work item.
User Language
Select your preferred language. VIM supports the following languages:
• German (DE)
• English (EN)
• Spanish (ES)
• French (FR)
3. Click to save your settings.

VIM050200-IGD-EN Installation Guide 109

Chapter 16
System landscape setup
16.1 Overview
Here all the systems involved (with whom interaction can happen including the own system)
should be maintained. All the systems are defined as Logical Systems and then only can be used
in the System Landscape Directory (Refer section Defining Logical Systems and Assign Client to
Logical System Section 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

SLD is supposed to be maintained manually in all the SAP systems involved.
Configuration layout: One central System and multiple satellite systems

Architecture diagram.
110 Open Text Vendor Invoice Management VIM050200-IGD-EN

16.1 Overview

TO MAINTAIN MULTIPLE BACK ENDS:

1. System Landscape Directory
Execute transaction /OPT/VIM_SLD to go System landscape Directory or follow the menu

path in /OPT/SPRO transaction as LiveLink VIM – ConfigurationÆDocument Processing –
>General ConfigurationÆMulti backend ScenariosÆSystem Landscape Directory ÆSystem
Landscape Directory


Terminology:
Own System: The system where the activity is being done or SLD is being maintained.

While maintaining System Landscape Directory, following information( as seen is the
screen shot below) are important

Description: Description for the system
System Type: Proper System Type depending on what king of system is that
RFC for System Comm.: RFC destination for communicating to the system. This RFC des-
tination is recommended to be used with system or communication users and not dialog
users. Should be ‘NONE’ if it’s the own system itself where the SLD is being maintained
RFC for Dialog Comm.: RFC destination for communicating via active dialog screen .Its
recommended to use trusted RFC destination in such a case. ( Refer to help.sap.com for
how to set up trusted connections between SAP systems) . Should be blank if it’s the own
system itself where the SLD is being maintained
Classification: Classification is important to be provided as to if the corresponding system

is a “Central, or “Satellite” (in multiple system landscape scenario) or “Single System
Landscape” ( in single system landscape scenario)
Central System: If system is classified as “Satellite” then the corresponding Central system
should be provided
Status: the status of the system

16.1 Overview
2. SLD in Multi backend scenario

In multiple backend scenario, one SAP system is termed as “Central “system and rest child
SAP systems are considered as “Satellite”.
1. In the Central System, all logical systems should be defined for all systems involved
(SAP or non SAP). Make sure Logical Systems name is unique in the entire land-
scape.
2. Assign Client to Logical System IMG Activity is relevant only for the own system.
It’s normally always assigned so cross check if the current system is not yet assigned
to the client.
3. The System landscape Directory should be maintained in Central System as de-
scribed in the section above for each of the systems involved.
Once setting up of SLD is done in the Central System, login to respective child systems (Sat-
ellite Systems) and do the following:
1. Define Logical System for the Central System (name should be same as its there in
Central System).
2. Assign Client to the Logical System IMG activity should be carried out to assign cli-
ent to own system (if it’s not already assigned).
3. The System landscape Directory should be maintained in Satellite system as de-
scribed in the section A above for Central System and own system . For Own system
RFC destination for System Communication should be set as ‘NONE’ and RFC des-
tination for Dialog should be set as blank. For the Central System assign proper RFC
destination and you may skip RFC for Dialog communication and maintain only
RFC for system communication.
3. SLD in Single System Scenario

In single system scenario, it is also recommended to maintain SLD with following basic in-
formation
1. Define Logical System for the own system if its not already defined
2. Assign Client to Logical System IMG Activity is relevant only for the own system
.(Its normally always assigned so cross check if the current system is not yet as-
signed to the client)
3. Maintain System landscape directory by giving proper System Type , RFC Destina-
tion for System Communication as ‘NONE’ and RFC destination for dialog as blank
and System classification as “Single System landscape”
MAINTAIN MAPPING ID

To maintain Mapping ID, execute transaction /OPT/VIM_MAPV to go Mapping ID Set up
or follow the menu path in /OPT/SPRO transaction as LiveLink VIM – Configura-
tionÆDocument Processing –>General Configuration ÆMaintain Mapping ID

Mapping ID Detail screen

Ext Field Mapping FM: Custom function module can be placed here to perform map-
ping if simple one to one mapping doesn’t suffice.
The interface of the function module that can be supplied should be compatible with the
interface of function module /OPT/DO_MAPPING
Field Mapping Overview screen
A Mapping ID can be created to logically group a mapping set for a particular channel


16.1 Overview
A Mapping ID is tied to a channel so that proper mapping is executed out for an incom-
ing invoice for that channel.
External Field Name: Name of the field supplied as supplied by External System such as OCR,
etc (it’s case sensitive)
Field Type: There are 2 levels of information that can be supplied as far as indexing data is con-
cerned. The header level indexing data should have field type “Header”. Similarly live level in-
dexing data should have field type “Item”.
Document Field Name: Name of the indexing field name on SAP IM side. The Header Level
SAP fields come from structure /OPT/VIM_1RHEAD .The Item Level SAP fields come from
structure /OPT/VIM_1RITEM_DATA
Function Name of the Conversion: For a particular field a Conversion Function Module can be
supplied if there is any necessity to convert the format of the data coming from external system.
Any function module that is being supplied here whether SAP standard or a custom one should
be compatible with the interface of function module CONVERSION_EXIT_ALPHA_INPUT.
MAINTAIN CHANNELS
To maintain channels, execute transaction /OPT/VIM_CHNL to go Channel Set up or follow
the menu path in /OPT/SPRO transaction as LiveLink VIM – ConfigurationÆDocument
Processing –>General Configuration ÆMaintain Channels

A Channel is a unique identifier of the source of an incoming invoice to SAP IM system
across the landscape. It drives System Determination Procedure in multiple system land-
scape and drives the set of mapping to be executed
Please maintain the following parameters:
Channel Type: Supported channel types are OCR, EDI, FAX, EDI, etc.
Description: the channel description can be maintained and this is language dependent
Sys Det. ID: System Determination ID can be linked to a particular channel. Default Com-
pany Code Look up system determination can be used in a multiple system scenario if no
system determination Id is linked here.
Mapping ID: Similarly to Sys. Det. ID, a mapping Set (mapping ID) can also be linked up to
channel. (Refer to section mapping below)

16.1 Overview
Chapter 17
Central Reporting
Central Reporting infrastructure provides reporting across the landscape in a multi backend sce-
nario. In single system scenario also it provided useful reporting. It provides several reports that
enable you to measure certain properties of VIM documents and their work items, in order to op-
timize working with VIM. In particular, the following reports are provided:
• Productivity Report
• Exception Analysis Report
• Aging Report
See the User Guide for detailed information about the reports.
There are some considerations to be taken for Central Reporting infrastructure:
1) Setting Up landscape directory (transaction code /OPT/VIM_SLD) – Make sure of the fol-
lowing are maintained
Multiple system landscape

a) Central System – All satellite systems with proper RFCs and classifications are main-
tained. The own logical system for Central system itself is set up with classification
“Central” with RFC destination for system communication as ‘NONE’.
b) Satellite System– Has Central System logical system name maintained with proper RFC
and classification. The own logical system for Satellite system itself is set up with classi-
fication “Satellite” with RFC destination for System Communication as ‘NONE’.
Note: Collection Report is always run in all systems involved and aggregation report runs
only in the central system.
Single system landscape

a) Make sure the concerned system is set up with no RFC destination and the classification
is either blank or ‘Single system landscape’.
Note: Collection Report and aggregation report both runs in the concerned system.
2) Setting Up backend systems for Report analytics (transaction /OPT/VIM_ABE).
Multiple system landscape

Central System – In the Central system maintain all satellite systems including own system
from which data is supposed to be pulled.

Single system landscape

Make sure only concerned current system is set up.
3) Activate Central Reporting Baseline via transaction /OPT/VIM_SYS_ACTIV. It is a one

time activity and should be carried out as a part of post installation activity after installation.
Note: This activation if done provides default mapping of role ids and exceptions id from
baseline. To use this activation Aggregation report should not be run with CUST_PREFL
group id .(See below)
4) Collection Report collects data from VIM transactional tables and SAP workflow tables and
populates the Source Data tables .The Source Data tables are later aggregated by Aggrega-
tion Report into Reporting Data tables. Schedule Collection Report
(/OPT/VR_COLLECTION_REPORT) with appropriate start date and time in all the systems
involved. It is recommended to run this report twice a day; however, depending on how
frequently data is needed it can be scheduled accordingly. Once this report is scheduled, it
will always run thereafter with delta mode.
5) Schedule User Master Report ((/OPT/VR_USER_MASTER_REPORT) time in all the sys-

tems involved .Its recommended to run this report twice a day , however , depending on
how frequently data is getting changed and how frequently its needed . This report should
always be scheduled to run only if there is any previous run of the collection report. The
reason is this report uses the information from the tables filled in by Collection Report. So
lets, say , if collection report never ran than running this report will not produce desired re-
sults .This report always runs in full update mode .
Following selection criteria should be given as shown below

6) Schedule User Master Report (/OPT/VR_TEXT_MASTER_REPORT) time in all the sys-
tems involved .Its recommended to run this report monthly, however, depending on how
frequently data is getting changed and how frequently it’s needed. This report always runs

16.1 Overview
in full update mode .This report provides texts needed for Exception Reasons that appears
in Central Audit Report.
Following selection criteria is recommended for running this report
7) Schedule Aggregation Report (/OPT/VR_A_AGGREGATION) with appropriate Group Ids

in the Central System only. In single system landscape, Central System is same as the cur-
rent system.
Please schedule Aggregate report as shown below with different Group Ids if landscape is
multi-backend scenario.
With Group ID – OTH_MASTER: Recommended to run once. Depending on how fre-

quently Parking Reasons, Process Type Definitions and Blocking Reasons are being
maintained the job can be scheduled accordingly.
With Group ID – OTH_DCHEAD: Recommended to run twice a day. Frequency can

vary depending on business needs. This Group id replicates the data from table
/OPT/VT_DOC_HEAD to central system. This table is useful for Central Audit Report
output.
With Group ID – OTH_VMHEAD: Recommended to run twice a day. Frequency can

vary depending on business needs. This Group id replicates the data from table
/OPT/VIM_1HEAD table to central system. This data replication is useful for system
wide duplicate check for an incoming invoice.
With Group ID – OTH_AGENT: Recommended to run twice a day. Frequency can vary
depending on business needs. This Group id replicates the data from table
/OPT/VT_WI_AGENT table to central system. This data replication is useful for current
agent display in Central audit Report.

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 gets master data and transaction data from their original
tables and saves the data in the Source Data Tables. See Open Text Vendor Invoice
Management - Configuration Guide (VIM-CGD) for details.
2. The Aggregation Report selects data from the Source Data Tables (in different
logical systems, if required), aggregates, transforms and saves the data in the
Reporting Data Tables of the current system.
3. The reports in Central Reporting are end user reports based on the content of
the Reporting Data Tables. For information about administration of Central Re-
porting, see the description in this chapter.
Administration To administer Central Reporting, you have to perform the following steps of
steps maintenance:
1. Maintaining logical systems, see section "Maintaining logical systems for the
Aggregation Report" in Open Text Vendor Invoice Management - Configuration
Guide (VIM-CGD).
2. Running the Aggregation Report for the CUST_PREFL group
3. Creating variants of the Aggregation Report for each group
4. Maintaining report tables
5. Scheduling batch jobs for the Aggregation Report
Groups Data in Source Data Tables changes during the use of VIM. Therefore, the
aggregation of data to the Reporting Data Tables must run regularly. Open Text
strongly recommends scheduling batch jobs for this purpose. For different tables,
the necessary frequency to update will differ considerably. For example, the SAP
Vendors Table will change much less frequently than the Workitem Agents Table.
For this reason, several default groups, comprising specific tables, are set up for the
aggregation:
CUST_PREFL
Comprises Roles and Exception Mapping. This group is used to prefill the cus-
tomizing tables for roles and exceptions (see “Maintaining reporting tables” be-
low) to ease customizing.
Important
Execute this group only once. Rerunning it will cancel all manual
changes made to the customizing after the first run.

17.1 Running the Aggregation Report for the CUST_PREFL group
TRANSACT
Comprises Document Header, Workitem, Workitem Activities, and Workitem
Agents. This group will have to be executed most frequently because its content
is changed most frequently.
MASTER
Comprises Company Codes, Vendors, and Document Types.
USER
Comprises Users and the assignment of users to organizational objects within
SAP Organizational Management.
17.1 Running the Aggregation Report for the

CUST_PREFL group
You can run the Aggregation Report for all groups, using the SA38 transaction and
program /OPT/VR_A_AGGREGATION. However, Open Text recommends scheduling
batch jobs for the TRANSACT, MASTER, and USER group.
If you don’t want to use default mapping from Open Text supplied baseline content,
Use the CUST_PREFL group and run the report only once Running the Aggregation
Report for the CUST_PREFL group prefills the customizing for roles and exception
and maintain data manually
However, if you have already activated Central Reporting Baseline via transaction
/OPT/VIM_SYS_ACTIV or yet to do then do not run aggregation report with
CUST_PREFL groupid. This is because Central Reporting Baseline via transaction
/OPT/VIM_SYS_ACTIV provides default mapping for role ids and exception ids
from baseline and those mapping gets erased if CUST_PREFL is used.
To run the Aggregation Report for the CUST_PREFL group:

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

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

17.2 Creating variants of the Aggregation Report for each group
17.2 Creating variants of the Aggregation Report for each

group
In order to schedule batch jobs for the Aggregation Report, you must create variants
of the Aggregation Report for the TRANSACT, MASTER, and USER group. The variants
are included in the batch job, later.
To create variants of the Aggregation Report for each group:

1. Invoke the Aggregation Report screen, see 17.1 Running the Aggregation
Report for the CUST_PREFL group.
2. Enter the Group ID and configure the report for this group, according to your
needs.
3. Click to save as variant.
4. In the ABAP: Save as Variant screen, enter Variant name and Description and
save.
5. Repeat the procedure for the other groups.
17.3 Maintaining reporting tables

Before you can use the reports in Central Reporting, some maintenance is required.
You have to perform the following tasks:
• Role Maintenance: Define the roles to be used in the reports.
• Exception Definition Maintenance: Define the exceptions to be reported.
• Role Mapping Maintenance: Map roles from all the logical systems that have
been maintained for usage in the Aggregation Report.
• Exception Mapping Maintenance: Map exceptions from all the logical systems
that have been maintained for usage in the Aggregation Report.
To maintain roles for Central Reporting:

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

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

Maintenance > Exception Definition and Mapping > Exception Definition
Maintenance.

17.3 Maintaining reporting tables
2. Maintain Exc. ID and Exception text.

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

Maintenance > Role Definition and Mapping > Role Mapping Maintenance.

The columns Logical system (back end system), Product Code, and
Responsible Party have been prefilled automatically.
2. Assign the Role ID (as defined in “To maintain roles for Central Reporting:” on
page 123) to each responsible party (role) for specific product code and logical
system.
To map exceptions for several back end systems:

Maintenance > Exception Definition and Mapping > Exception Mapping
Maintenance.

17.4 Scheduling batch jobs for the Aggregation Report
The columns Logical system (back end system), Exc. Type, and Exc.typeID
(Exception Type ID) have been prefilled automatically.
2. Assign the Exc. ID (as defined in “To maintain exceptions for Central
Reporting:” on page 124) to each Exception Type ID for specific exception type
and logical system.
17.4 Scheduling batch jobs for the Aggregation

Report
As data for the reports is more or less subject to changes, it is necessary to perform
the Aggregation Report regularly. Most suited for this purpose are batch jobs. After
you have created variants for the TRANSACT, MASTER, and USER groups (see 17.2
Creating variants of the Aggregation Report for each group), you can schedule
one batch job with several steps or a dedicated batch job for each variant. The
procedure below shows how to schedule a batch job for a single group.

Important
Do not create a batch job for the CUST_PREFL group. The Aggregation Report
for this group should run only once.
Regarding the order of the other groups for the batch job, the job for the TRANSACT
group should be scheduled last, after MASTER and USER jobs. You also have to
consider how often it is necessary to update the respective data and schedule the job
accordingly.
To schedule a batch job for the Aggregation Report:

1. Make sure you have created a variant for each group.
2. Execute the SM36 transaction.
3. In the Define Background Job screen, enter a job name.
4. Click Start condition.
5. Configure when the job should be executed:

• By Date/Time or

17.4 Scheduling batch jobs for the Aggregation Report
• After job
For Date/Time, click Period values and Restrictions to add date/time details.
6. Click to save.
7. Click the Step button.
8. In the ABAP program panel, enter the name /OPT/VR_A_AGGREGATION and the
variant you created before.
9. Click to save.
10. In the Define Background Job screen, click to save the job.

Chapter 18
Downloading data from SAP for ICC integration
The download programs are only relevant if Open Text Invoice Capture Center
(ICC) is integrated with your VIM installation. For detailed information on ICC, see
the Invoice Capture Center 3.0 Administrator's Guide, available in the Open Text
Knowledge Center: Newer document might be available.
https://knowledge.opentext.com/knowledge/llisapi.dll/open/15769343.
The download programs are used to provide data for look up tables used by ICC for
better recognition results. ICC uses the vendor look up table to determine the
vendor number and in turn supplies it back to SAP. The PO delivery look up table
helps ICC to achieve better recognition and extraction.
The following download programs are available:
• Downloading the vendor database from SAP
• Downloading PO numbers from SAP
Authorization To run the downloads, proper authorization is needed. The authorization check is
performed using the authorization object S_DATASET. Authorization for the activity
Write is necessary.
18.1 Downloading the vendor database from SAP

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

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

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

One selected bank account (default setting)
Select this option to read the first bank account in the vendor master data.
The choice can be altered by a user exit.
All bank accounts
Select this option to generate a line for each bank account in the vendor
master data.
Importance of bank accounts:
Bank account data is one of many criteria to identify a vendor. It is easier to
identify the vendor with two or more bank accounts. The recognition
software provides a vendor number to SAP. This does not depend on the
criteria by which the vendor is identified. It is possible that a bank account
is handed over to SAP, as can be seen in a check box in the line of the bank

account on the IC screen. In this case, the bank account was actually found
in the document.
Output to screen
This program runs in background and collects the Vendors Information. If this is running in
Central system, it collects the Vendor Information from all satellite systems using function
module /OPT/DOWNLOAD_LY_DATA and stores to Central System’s Staging table(along
with satellite system Logical System).
Table /OPT/VIM_STG_LIF contains the following information….
• Vendor number
• Company code
• Bank details
• Vendor Address
• VAT & Tax information
• Vendor email, IBAN, SWIFT code
• Timestamp( of record creation)
18.2 Downloading PO data from SAP

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

1. Run the /OPT/IR_DL_PO_TO_STG_TABLES program.

18.2 Downloading PO data from SAP
The Download order numbers and delivery notes to file selection screen is
displayed.
2. Enter the parameters for the download:
Vendors panel
Vendor
Enter the vendor number (range).
Search term
Enter the search term, given in the vendor master (SORTL).
Company code
Enter the company code (range).
Also Vendor with deletion flag
Select this check box to include vendors with deletion flag in the download.
Also Vendor with posting block
Select this check box to include vendors with posting block in the download.
Document selection – Order numbers panel

Purchase Orders from
Enter a date. Orders older than this date are not included in the download.
Sched. agreements from
Enter a date. Scheduling agreements older than this date are not included in
the download.

Document select – Delivery notes panel
POs with GR and without IR
Ignore the all items for which Invoice already received
Delivery notes from
Enter a date. Delivery notes older than this date are not included in the
download.
Note: Delivery notes can only be found, when order numbers and
scheduling agreements have been found before.
3. If this program is running in Central system, it collects the Purchase order in-
formation from Satellite systems by calling the Remote function module
/OPT/DOWNLOAD_PO_DATA.
4. To perform the download, click in the application tool bar.
Output to screen
The output to screen mentions an Order number table, giving a number of entries.
This table is built up and used internally but it is not transferred. If there are several
delivery notes for the same order, the number of entries in the Delivery note table
is higher.
18.3 Common topics of the download programs

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

18.4 Function Modules and RFCs
18.3.1 Downloading in background

You can schedule the download programs as background programs in the SAP job
definition. The job logs provide information about the status.
In the Job Overview screen, click the Spool button in the application tool bar to
display detailed results.
18.4 Function Modules and RFCs
1. Vendor Download (Remote) Function Module - /OPT/DOWNLOAD_LY_DATA
This function module will be used to download Vendor Information from the following sys-
tems
a) Central system collects the Vendor Information from Satellite systems
b) OCR gets Vendor Information from SAP
Input parameters:
LASTUPDATE --- > Last Update Timestamp
T_DL_QUERY --- > Internal table of Logical System & Company cod
Output parameters:
T_VENDOR --- > Internal table of Vendor Information
CURRENTUPDATE --- > Current Timestamp
Function module gets all the vendors which are loaded on or after the timestamp
LASTUPDATE and moves that data to T_VENDOR internal table.
Populate CURRENTUPDATE timestamp from current date and time.
2. Purchase Order download (Remote) Function Module - /OPT/DOWNLOAD_PO_DATA
This function module will be used to download Purchase Orders Information by the follow-
ing systems
c) Central system collects the Purchase orders Information from Satellite systems
d) OCR uses to get Purchase Orders Information from SAP
Input parameters:
LASTUPDATE --- > Last Update Timestamp
T_DL_QUERY --- > Internal table of Logical System & Company code
Output parameters:

T_DL_POHEAD --- > Internal table of Purchase Order Header information
T_DL_POITEM --- > Internal table of Purchase Order Item information
CURRENTUPDATE --- > Current Timestamp

Function module gets all the Purchase Orders from tables /OPT/VIM_STG_POH and
/OPT/VIM_STG_POI, which are loaded on or after the timestamp LASTUPDATE and
moves that data to T_DL_POHEAD and T_DL_POITEM internal table.
Populate CURRENTUPDATE timestamp from current date and time.

19.1 Overview
Chapter 19
ICC Dispatcher
ICC Dispatcher is part of VIM and it takes the role of Integrating the OCR and VIM. OCR uses SAP
as backend to store and retrieve Invoice Image information through this Dispatcher.
19.1 Overview
Sequence
1. Enterprise Scan calls SAP through Early Archiving Scenario.

2. Enterprise Scan deposits the image to the archive server and creates a DP Document in SAP
using function module /OPT/VIM_IF_NEW_DOC_INSERT.
This function module will insert an entry to tables /OPT/VIM_1HEAD &
/OPT/VIM_HD_DP with new DP Document number, Archive date & time, Document ID,
Archive document type, Content repository ID.

3. ICC-Extraction engine calls API(B) via a scheduled batch job on ICC side -
/OPT/VIM_IF_GET_NEW_DOC_LIST 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 ICC extraction engine.
• Updates the DP Document status to “Sent to OCR”
4. ICC– Extraction engine picks documents from step 3 and imports the corresponding images
from LEA (archive server).
5. ICC- Extraction engine Export module calls API(D)
OPT/VIM_IF_VIM_OCR_DATA_UPDATE
• Updates the status and OCR data appropriately. This API exports the data to SAP
after completion of extraction phase. Table /OPT/VIM_1EXT_H will be updated
with Extracted data.
• DP Document status updated with “Extraction Completed”
6. ICC- Extraction engine sends the results XML file of the exported data to the archive server
using the URL retrieved early from SAP at step 3.
• For each Exported Data to SAP corresponding Results are stored in XML file and ar-
chived back to archive server.
7. Periodic job (program /OPT/VIM_STATUS_EXTR) runs on SAP side and picks up the DP
Items with status “Sent to OCR” and checks the time elapsed and if it exceeds the configured
time, set the status back to “Scanned”. Maximum allowed time for Extraction will be main-
tained in table /OPT/VIM_RETRY using transaction code SM30. This table contains an en-
try with call point “EX” for extraction.
8. Periodic job (program /OPT/VIM_DP_TRIGGER) runs on SAP side and picks up DP items
with status “Extraction Completed” and runs business rules to check validation required or
not. If validation required, sets the status to “Ready for Validation”. If it is not required, it
will start DP Workflow. --- If Validation is required then System evaluates the agents for the
VALIDATOR role and updates the SAP tables.
9. ICC-Validation engine calls API(G) - /OPT/VIM_IF _GET_VAL_DOC_LIST and gets list of
documents for validation.
• Gets all the documents in "Ready for Validation" Status
• For each DP Document, it gets the secure URL for Image and XML documents which
will be used by ICC Validation Client.
• Function module “SCMS_DOC_URL_READ” will return the URL by taking Archiving
ID and Archiving Doc ID as input.
10. ICC–Validation engine picks documents (both image and XML) for each validation docu-
ment and sends the results XML file to the archive server using the URL retrieved from SAP
at step 9.
11. ICC-Validation engine calls API(I) - /OPT/VIM_IF_VIM _VIM_OCR_DATA_UPDATE
• Updates the status and OCR data appropriately. This API exports the data to SAP after
completion of validation phase. Table /OPT/VIM_1EXT_H will be updated with Vali-
dation data.
• DP Document status updated with “Validation Completed”.
12. Periodic job (program /OPT/VIM_STATUS_VALD) runs on SAP side and picks up DP
items with status “Sent for validation” and after elapsed time sets the status to “Ready for
Validation”.

19.2 Batch Programs
• Maximum allowed time for Validation will be maintained in table /OPT/VIM_RETRY

using transaction code SM30. This table contains an entry with call point “VA” for vali-
dation.
13. Periodic job (program /OPT/VIM_DP_TRIGGER) runs on SAP side and picks up DP items
with status “Validation Completed” and starts the DP Workflow.
19.2 Batch Programs
Batch program /OPT/VIM_STATUS_EXTR
This program runs in background and reads all the DP Documents with status “Sent to
OCR” and checks the elapsed time crossed the allowed time limit. Maximum allowed
time for Extraction will be maintained in table /OPT/VIM_RETRY.
This table can be maintained using transaction code SM30. Call point “EX” represents
EXTRACTION. We can also maintain the maximum number of retries allowed.
If a particular DP Document is waiting in Extraction queue for more than allowed time,
batch job sets that DP Document status to “Scanned”.
Otherwise ignores that DP Document.
Selection screen for this program is

Batch program /OPT/VIM_STATUS_VALD
This program runs in background and reads all the DP Documents with status “Sent to
Validation” and checks the elapsed time crossed the allowed time limit. Validation maxi-
mum allowed time will be maintained in table /OPT/VIM_RETRY.
This table can be maintained using transaction code SM30. Call point “VA” represents
VALIDATION. We can also maintain the maximum number of retries allowed.
If a particular DP Document is waiting in Validation queue for more than allowed time,
batch job sets that DP Document status to “Ready for Validation”.
Otherwise ignores that DP Document.
Selection screen for this program is

19.2 Batch Programs
Batch program /OPT/VIM_DP_TRIGGER
This program runs in background and sends the DP Documents to workflow based on the
validation conditions. For Extraction Completed Documents, it checks whether validation
required and if required sends to Validation framework otherwise triggers the workflow.
For Validation Completed Documents, it triggers the workflow.
Selection Screen for this program is
Following steps will define whole process of this program
i. Retrieves all DP Documents with Status “Extraction Completed” and for each DP
Document
a) Maps the extracted data to VIM table fields and updates the
/OPT/VIM_1HEAD and /OPT/VIM_1ITEM tables. ICC field mapping will be
maintained using transaction code /N/OPT/VIM_MAPV.
b) Checks whether Validation required using function module

/OPT/VIM_RUN_VALIDATION_RULES. Validation framework will be used
to configure the Validation rules. This can be maintained using transaction code
/N/OPT/VIM_ICC_VAL.
c) If Validation required it populates the Validation agents using function module

/OPT/W_RETRIEVE_USERS and updates the table /OPT/VIM_VAL_AGT. Vali-
dators maintained at Archive Doc type level using “Simple Mode Role mainte-
nance ” transaction code /OPT/CP_9CX4.
d) If Validation not required it triggers workflow using function module

/OPT/VIM_START_DOC_PROCESS_ICC and workflow will take care of the
all further steps.

ii. Retrieve all DP Documents with status “Validation Completed” and for each DP Docu-
ment
a) Maps the extracted data to VIM table fields and updates the
/OPT/VIM_1HEAD and /OPT/VIM_1ITEM tables. ICC field mapping will be
maintained using transaction code /N/OPT/VIM_MAPV.
b) Trigger DP Workflow using function module

/OPT/VIM_START_DOC_PROCESS_ICC and workflow will take care of all
further steps.
19.3 Admin Tool
Admin Tool is a common platform to monitor and control the status of the DP Documents.
Transaction code to run this is /N/OPT/VIM_7AX8 and we can take following actions in
admin tool.
Selection Screen:
DP document number: the DP document number
Archive Doctype: the Archive Document Type
Document Type: the type of document
Status: the status of document

19.3 Admin Tool
Also include Workflow DP docs: also in the current workflow DP documents in the se-
lection
Also include Obsolete DP docs: also include the obsolete DO documents in the selection
Result Screen
• Discard Image button sets the selected DP Document status to “Obso-

lete”. DP Documents with “Obsolete” could not be considered for further processing.
• Change Status button sets the selected the DP Documents to required

status. It shows a popup with possible list of Statuses and Admin can select some status and
set to that status.

• DP Trigger button invokes the DP Trigger program, which will sets the DP
Document status to either “Ready for Validation” or Triggers the workflow.
• Reset Count button sets the Extraction & Validation retries counts to zero.
• Image button will display the Archived Image of the selected DP Document.
• Appln Log (Application Log) button will display the System log of the se-
lected DP Document.
o Status Log button will display the Status log of the DP Document.
o Vald Agents (Validation Agents) button will display the Validation

Agents of a particular DP Document.

20.1 Overview
Chapter 20
EDI Support Administration
VIM is capable of handling IDocs and all Invoices received through IDocs will be processed by EDI
Support process of VIM. We receive Invoices in IDocs and map IDoc data to VIM fields and trigger
workflow to go through Approval process.
20.1 Overview
VIM DP
Raw EDI DATA Idocs in SAP Workflow starts
Steps to process Idoc Overview

1. Receive IDoc and map data to Intermediate fields.
2. Map Intermediate fields to Workflow (Index) fields.
3. Trigger workflow.
Whole process can be tested using transaction code SE19, where we supply the IDoc and process-
ing function module.
20.1 Administration Steps

Steps to process an IDoc.
1. Execute transaction WE19 and supply IDoc Base type.

2. Enter IDoc detail information

3. Click on “Inbound Function module” button

4. It will shows the popup, there enter the processing function module and click on
Continue.

5. It will create a new IDoc by copying the existing Idoc.

6. Check the status of IDoc using transaction code WE02
Execute the transaction code WE02 and enter IDoc number into “IDoc Number” field
and click on Execute .

7. It will show the IDoc with Status. For successfully processed IDocs it will show the
Status “53”.


Steps to Identifying the DP Document number from IDoc

1. Execute transaction SE16 and enter table name “/OPT/VIM_1HEAD”

2. Enter IDoc number in EDI_DOCNUM field of the selection screen and click on Execute


3. It will display the IDoc number

4. DP Document full information can be viewed using transaction
/OPT/VIM_ANALYTICS
5. Transaction code WE02 also useful as an Admin transaction to check the status of the
IDocs. By supplying the Date & IDoc type we can check how many IDocs received by
the systems and their status.

21.1 Creating System Logs
Chapter 21
Reading System Log
This section details the creating and displaying of VIM application log.
Notes:
• Some of the functionalities describe here are standard SAP functionalities,
please consult SAP Help for more detail.
System Log is used to store the status information of each task of the ICC Dispatcher and EDI
Integration. All applications in ICC Dispatcher will create system log and which can be used to
check the status of each DP Document.
Transaction code SLG1 is used to view the System Log.
Function module /OPT/VIM_APPLICATION_LOG is used store the System Log.

INPUT parameters
a) OBJECT ID: Object Id is the currently processing document number
e.g.: DP Document number, IDOC number, Work Item, Financial Docu‐
ment number
b) LOG_POINT: a unique identifier of the calling application or application area,

using this value we can identify the message generating area.
c) MESSAGE: Messages internal table, which needs to stored.
21.1.1 Log Point

Log point is a unique identifier for application or application area, which helps in
finding the message generating area. Log point determines the program and screen
from where the error is generated. Since System will be maintained using Object &
SubObject, Log Point also determines them. This is maintained in maintenance view
/OPT/IT_LOG_PNTV.

In case Log level is not maintained at Log Point level, it will be maintained at Object
& Subobject level using transaction code /OPT/IT_LOG_CFGV.

21.1.2 Object * Sub-Object
Object & SubObject can be maintained using the transaction code SLGO.
21.1.3 Log classification
Messages will be classified as follows

a) Very Important messages – all error message
b) Important messages – all error & warning message
c) Less Important messages – message of all types

21.2 Displaying Log
21.2 Displaying Log

21.2.1 Displaying in report
Transaction code SLG1 will be used to view the messages. Object, Sub-object and External
ID need to be supplied to view the messages.
DP Document number or IDoc number will be supplied in External ID field to view mes-
sages.
We can restrict at date & time range to display the messages generated in particular period.
We can also select the required Log class, it displays the required messages of selected type.

And report

21.2 Displaying Log
And report
22.1.1 Getting the system log in program
Function module “APPL_LOG_DISPLAY” can be used to display the application log.

Input the following parameters minimum….
OBJECT
SUBOBJECT
EXTERNAL_NUMBER
DATE_FROM
SUPPRESS_SELECTION_DIALOG as ‘X’

21.2 Displaying Log
Chapter 22
Approval Portal Administration and

Troubleshooting
This section details the administration and troubleshooting of the Open Text
Approval Portal product. Approval Portal application is designed to work within
SAP Web Application Server (WAS) 7.0 or SAP Netweaver Portal (NWP) 7.0. The
application can be deployed as a standalone application residing on WAS only or as
an application inside NWP using AppIntegrator iView. All the components should
be installed in a coordinated manner. This section gives a high level overview of
these components and installation procedures.
Notes:
• The Approval Portal component is an optional component.
• If you are not using the Approval Portal component, you can skip this part.
• Please refer to Installation Guide for architecture diagrams

22.1 Administration Tasks
The administrator will need to access the Administration page to perform various admini-
stration activities for Approval Portal. For WAS authentication, please navigate to
http://$WAS$:$WASPORT$/vimportal/admin. For Portal authentication, please navigate
to the Administrator iView created before.

All the configurations done are saved into configuration.xml file located in <Install‐
Dir>/invoiceCfg.
22.1.1 Configuring Approval Portal
SAP Connection page allows the administrator to configure which SAP system the
Approval Portal should connect to. This version allows multiple SAP backend
connections.
Add Connection button allows you to add a new SAP connection.

Edit Connection button allows you to edit a SAP connection.
Delete Connection button allows you to delete a SAP connection.
Refresh All Connections button allows you to refresh the connection after you made the
changes. Without Refresh after you changed the connection, the application will
continue to use existing connections.
The Up Arrow button allows you to move the connection priority up.
The Down Arrow button allows you to move the connection priority down.
Note: The first connection will be used to be the default connection. This default

Glossary
connection determines the Invoice List’s User Preference. Please see User Guide for
more detail.
Once you are in the edit mode or add mode, the following is available. Please enter the
relevant information.
SAP SID: Unique identifier for this SAP Logical System. This will appear on the end
user screen next to Logical System to help the user identify which system the invoice is
coming from.
UserName: the CPIC user’s user name that will beused to connnect to SAP.
Password: the CPIC user passport that will beused to connnect to SAP.
Client the client number of the SAP system that it is connecting to.
If you are using Application Host instead of Message host, please provide the
followings:
System number: the system number of the SAP system that it is connecting to.
Application host application host IP or DNS of the SAP system that it is connecting to.
If you are using Message host instead of Application host, please provide the followings:
MsHost: The Message host IP or DNS of the SAP system that it is connecting to.
R/3 name: The R/3 name of the SAP system that it is connecting to.
Logon Group: The logon group the SAP system that it is connecting to.
System number: the system number of the SAP system that it is connecting to.
Actions that you can perform:

Save button allows you to save the SAP connections. If the connection is invalid, you
will not be able to save.
Test button allows you to test the SAP connection.s If the connection failed, it will return
the failed message to you.
Configuration
This section contains configuration parameters for the application.
Image Display Type: Please specify how the Archive Server was configured. URL or
JPEG(TIF). Most of the systems are configured to use URL.

Glossary

Search Help Maximum No. of Hits: This specify the default maximum no of hits to be
returned from SAP for the Search Help in the line level such as G/L Account. This is
default to 100.

Save button: click to save the configuration

Administration
Administration section allows you to peform Administration task on the application. It also tells
you the Version and the Build Date of the application.
Reinitialize Application button allows you to reinitialize the application. This is necessary after
you done the changes in the configuration or if you change the language resource files(Please sse
Changing Lanauge Resource section for more detail).
Changing Language Resource

All the texts on the end user screens are changeable for all the languages. If there is a need to change
the text to suit the needs, please follow these steps.
Step 1: Navigate to the <InstallDir>/invoiceCfg and open up the properties file that you want to
edit. For example: Lang_EN.properties
Step 2: Find the text that you want to change and change it and save it. Perform the reinitialize
application as outline earlier.
If you need additional help please contact Open Text Support.
22.1.2 Changing Log Level
Approval Portal provides default log for troubleshooting. You can set the log level to suit your
need or to help identify issues you are experiencing. Mainly Info and Error are used in the ap‐
plication; the default level is Info.

Glossary
To change the log level

Log in to Visual Admin
Navigate to Instance ÆServerÆServicesÆLog Configurator.
On the right panel, select Runtimes‐>Categories tab, select the VIMIAP application under the
Applications tab. Now you can see a severity dropdown on the right hand side, select the Sever‐
ity level that you need, click on save and select “Apply to current node only” or Apply to all
“server nodes” that fits your needs.
Please also consult SAP Web Application Server Administration guide for more detail.

Info is used to log the initial Servlet loading information and when an RFC is called.
Error is used to log in the exception blocks.

Logs are created under \applications\com\opentext\vim\portal in log directory in the WAS. Ex‐
ample:
E:\usr\sap\T38\JC01\j2ee\cluster\server0\log\applications\com\opentext\vim\portal. The
name of the log will be VimlapLog<Logindex>.log. These logs will contain all application’s
INFO log level. Up to 10 files will be created and will be reused.
If Debug or All is set for the Severity, the additional RFC logs will also be created under
VimIapTrace<Logindex>.trc. These logs include the import, export parameters and the RFC the
application is calling. These logs are useful to troubleshoot any error when connecting and re‐
trieving data from SAP ERP. Please make sure to turn the level back to Info or Error in the Pro‐
duction environment.

Glossary
22.1.3 Monitoring Concept and Performance Management

Approval Portal provides default monitor capability using GRMG. Standard Introscope Instru‐
mentation is implemented for performance measuring. We are monitoring application start and
shutdown, Invoice List display, and all SAP JCO communicating classes and methods.

Visual Administrator Configuration for GRMG:
Please also consult SAP Help for more detail. SAP Help can be found here:
http://help.sap.com/saphelp_nw70/helpdata/EN/f0/49fd3f0521c842e10000000a1550
b0/frameset.htm
Step1:
Login VA admin with Administrator user and password and navigate to
Sever->services->Monitoring -> GRMG Customizing
Click on sap.com/com.sap.engine.heartbeat component, you will be able to see
default GRMG Customizing scenario with default values on right side.

Glossary
Step 2:
The default scenstarturl for scenario should be
“http://<WAS>:<WASPORT>/GRMGHeartBeat/EntryPoint”
For example:
“http://OPWAST38.optura.local:50100/GRMGHeartBeat/EntryPoint”
Step 3 :
First component we have to configure is HTTP
Property name = url
Property value = http ://< WAS> :< WASHOSTt> /vimportal/GRMGServlet
For example: http://opwast38:50100/vimportal/GRMGServlet

Glossary
Step 4:
Second component we have to configure is for Java Connector (Jco). In here, we also
need to monitor the JCO connection from Approval Portal to SAP.
While configuring single JCo component, name should be given as JCo1. If Multiple
SAP backends need to be configured then the index suffix to JCo should be
incremented like JCo2, JCo3.
In application we are reading the list of components with component name from
scenario. As JCo component can be repeated multiple times we are adding index
number to identify specific component.

Glossary
The JCo component properties names should be given in the following way, which
we have used same in application for GRMGServlet . This is the same information
that was entered in the SAP Connection of Administration page.
The following parameters are for Application Host :
a) propname = client & propvalue= : the Client.
b) propname = username & propvalue= :the CPIC user id.
c) propname = password & propvalue= :the CPIC user password
d) propname = language & propvalue= :the language
e) propname = apphost & propvalue= :the application host
f) propname = sysnumber & propvalue= the system number
For example:
a) propname = client & propvalue= 800
b) propname = username & propvalue= otapportal
c) propname = password & propvalue= xxxxxx
d) propname = language & propvalue= EN
e) propname = apphost & propvalue= 10.2.192.49

Glossary
f) propname = sysnumber & propvalue= 00
The following parameters are for Message Host :

a) propname = client & propvalue= : the Client.
b) propname = username & propvalue= :the CPIC user id.
c) propname = password & propvalue= :the CPIC user password
d) propname = language & propvalue= :the language
e) propname = mhost & propvalue= :the message host
f) propname = r3name & propvalue= the R/3 name
g) propname = group & propvalue= the group:
For example:
a) propname = client & propvalue= 800
b) propname = username & propvalue= otapportal
c) propname = password & propvalue= xxxxxx
d) propname = language & propvalue= EN
e) propname = mhost & propvalue= 10.2.192.49
f) propname = r3name & propvalue= T38
g) propname = group & propvalue= 00

Glossary
Monitoring GRMG Scenario in SMD:
Please consult appropriate guide and SAP Help for more detail. Here are the links to SAP
Help:
http://help.sap.com/saphelp_nw70/helpdata/EN/34/60cdd0d3fdeb4cb8cbc4eac681f961/content.htm
http://help.sap.com/saphelp_nw70/helpdata/EN/cf/504a550ae6274495e2ce30d176f33b/content.htm


Glossary
22.1.4 Management of back up and restore

There is no database, so the only files located in <InstallDir> such as invoiceCfg needs to be back
up. There is a configuration.xml that stores the configuration data and also some language re‐
sources files (.properties file). Even without backup, these files can be re‐deployed from the de‐
livery and reconfigured in a short amount of time.
22.1.5 Management of periodic tasks

There are no periodic tasks needed.
212.1.6 Technical configuration data

There is no technical configuration data. All the configuration are done through Administration
page and is stored in configuration.xml

22.1.7 High availability and load balancing concept

Standard SAP Web Application Server high availability and load balancing is supported.
GRMG monitoring is implemented for high availability.

22.1.8 Restart and Monitoring of asynchronous interfaces concept

Standard SAP Web Application Server monitoring and Introscope instrumentation is imple‐
mented.

22.1.9 Starting and stopping Approval Portal

If there is a need to start or stop Approval Portal, it can be started and stopped from Visual Ad‐
ministrator. Standard starting and stopping application in Visual Administrator applies.
22.2 Troubleshooting
Issue #1: The user received exception message.
Symptom:
The end user receives “Exception: Please consult with your administrator” message.
Solution:

Glossary
Please review the logs and check for relevant information. Please send us the SAP WAS server
trace and the VIM trace.
Issue #2 Not able to update the configuration

Symptom:
You are not able to save the Configuration information to the configuration.xml file
Solution:
Please make sure the <installDir>/invoiceCfg folder has write permission.
Issue #3: Not able to update the configuration

Symptom:
You are not able to save the Configuration information to the configuration.xml file
Solution:
Please make sure the <installDir>/invoiceCfg folder has write permission.
Issue #4: The invoice image is not working

Symptom:
The user is not able to view image and the SAP side is configured correctly
Solution:
Make sure the Image Display Type in the Configuration section of Administration page is con-
figured correctly.
Issue #5: Some of the texts in other languages display in English only
Symptom:
Some of the texts in other languages display in English only when user selects other languages
Solution:
The language properties file for that language might not have the translation; this might be
due to the release date of the build. Please change accordingly or contact Open Text support
help to obtain the latest language properties files.

Glossary
Chapter 23
Year End/Month End Procedure for Parked

Document
23.1 Introduction
Note: This section is only relevant if you have activated the Parking
functionality of VIM.

Whenever the posting date of a parked document is changed such that the posting date falls into a
new fiscal year, there will be issues with the related workflow because of the change to the key of the
primary object associated with the workflows. This note describes the processes to be put in place so
that the documents that are carried over to the next fiscal year work seamlessly.
The processes mentioned in this document and patch needed to be followed when the fiscal year
ends. This does not necessarily be at the end of December 31st. This is dependant on the fiscal year
variants that are used.
The processing of the documents differs based on the type of document.
For Non‐PO invoices parked using F‐63, F‐43, FB60, FV60, MR01, MRHR, to change the post‐
ing manually, transaction FBV4 needs to be used
For Logistic invoices created using MIRO or MIR7, to change the posting manually, transac‐
tion MIR4 needs to be used in a change mode.
There are two sections in the document that explains the processing steps that need to taken for each
of the above two types of documents.

Note: Please note that during the processing of the reports/transactions in‐
cluded in this patch, normal processing of the parked documents cannot be un‐
dertaken. So, these transactions/reports have to run when no user is trying to cre‐
ate or process parked documents in the system.

Sufficient testing of the process has to be done in the Dev or testing systems to
make sure the parked invoices are following into the new fiscal year correctly.

Glossary
23.3 Non-PO based FI Documents
Symptoms
A document (Non‐PO based FI document) is parked in a particular fiscal year, but the processing
of the document is not completed in that year. It is carried over to next year and if the posting
date has to be changed using transaction FBV4 to post it in the new posting period. At this stage
the runtime workflow instances based on this parked document will be rendered unusable as the
object key of the parked document is changed now and also all the Opentext application tables
will be out of sync.
Reference SAP Notes
The following are some of the important OSS notes that pertain to the issues with standard SAP
system regarding parked document changes relating to fiscal year change

• 99775 ‐ FIPP: FBV4 bulk change of posting date/fiscal year
You can also search for other relevant notes on SAP market place in case of issues you find dur‐
ing testing of this process.
Cause and preconditions
The fiscal year of an accounting document that is calculated from the posting date of the
parked document is part of the object key that identifies a particular parked document object.
When the document is originally parked, the fiscal year is calculated from the posting date
specified (say year 2003). If this document is carried over to the next year (2004) and if at the
current time (2004) the posting date is changed using transaction FBV4 – the original parked
document object (with fiscal year 2003) is changed with the new fiscal year (2004) in the stan‐
dard SAP System. At this stage the workflows that are referencing to the original parked
document will have runtime errors because the original object with fiscal year 2003 as its object
key no longer exists.
Solution Details
This entire scenario can be prevented by having all the parked documents that are created in a
particular fiscal year be posted in the same year (possibly by keeping the posting period open
a little longer). If the business needs mandates that the parked documents have to be carried
over to the next year, please implement the solution described below.
If runtime instances of parked document workflows are present in the system created in a pre‐
vious fiscal year and they do not need to a change to the posting date before posting them,
nothing need to be done.

The steps detailed in the next few sections need to be followed only if the posting date has to

Glossary
be changed before posting them in the new fiscal year.
If custom extensions were implemented that store SAP parked document number, appropriate
code corrections have to be made to avoid inconsistencies.
Transaction Usage Notes:
Follow the following steps:
Step one: Execute the transaction /OPT/VIM_YEND_NPO
Step two: Execute /OPT/VIM_MEND_NPO
Transaction /OPT/VIM_YEND_NPO
The report can be run either in an online mode or can also be scheduled as a batch
job. The fiscal year variant needs to be specified for running this report. In the batch
mode, all the parked documents that confirm to the selection criteria will be proc‐
essed automatically with out user intervention.

The new posting date needs to be specified so that all the documents will have the
posting dates modified to the new date. Please make sure the posting period for the
new posting date is open.

You can run this transaction with certain filter if needed or in dialog mode you can
restrict the output set by using the various selection criteria available.

Glossary

Transaction /OPT/VIM_MEND_NPO
The report can be run either in an online mode or can also be scheduled as a batch
job. Related variant needs to be specified for running this report. In the batch mode,
all the parked documents that confirm to the selection criteria will be processed
automatically with out user intervention.
If posting date change leads to no fiscal year change then use month end report
You can run this transaction with certain filter if needed or in dialog mode you can
restrict the output set by using the various selection criteria available.


Glossary
23.3 PO based Parked Invoices(LIV invoices)
Symptoms
A document (Logistics Invoice Verification) is parked in a particular fiscal year, but the processing of
the document is not completed in that year. It is carried over to next year and if the posting date has
to be changed using transaction MIR4 to post it in the new posting period. At this stage the runtime
workflow instance based on this parked document will be rendered unusable as the object key of the
parked document is changed now and also all the Opentext application tables will be out of sync...
Reference SAP Notes
The following are some of the important OSS notes that pertain to the issues with standard SAP
system regarding parked document changes relating to fiscal year change

• 598018 ‐ MIR4: New Document number :Information is lost
• 554030 ‐ MIR4: Fiscal year / document type change
• 366965 ‐ MIR4: Changing posting date of parked documents

Glossary
• 137988 ‐ FIPP: not all original documents are reassigned

You can also search for other relevant notes on SAP market place in case of issues you find
during testing of this process.
Cause and preconditions
The fiscal year of an accounting document that is calculated from the posting date of the parked
document is part of the object key that identifies a particular parked document object. When the
document is originally parked, the fiscal year is calculated from the posting date specified (say year
2003). If this document is carried over to the next year (2004) and if at the current time (2004) the
posting date is changed using transaction MIR4 – the original parked document object (with fiscal
year 2003) is deleted from the system and a new object with the new fiscal year (2004) will be created
by the standard SAP System. Also, the user‐exit to collect the Parking reason will be triggered re‐
questing the user to enter Parking reason. At this stage the workflow that are referencing to the
original parked document will have runtime errors because the original object is deleted by SAP.
Solution Details
This entire scenario can be prevented by having all the parked documents that are created in a par‐
ticular fiscal year be posted in the same year (possibly by keeping the posting period open a little
longer). If the business needs mandates that the parked documents have to be carried over to the
next year, please implement the solution described below.
If runtime instances of parked document workflows are present in the system created in a previous
fiscal year and they do not need to a change to the posting date before posting them, nothing need to
be done.
The steps detailed in the next few sections need to be followed only if the posting date has to be
changed before posting them in the new fiscal year.
If custom extensions were implemented that store SAP parked document number, appropriate code
corrections have to be made to avoid inconsistencies.

Report Usage Notes:
Follow the following steps:
Step one: Execute the transaction /OPT/VIM_YEND_PO
Step two: Execute the transaction /OPT/VIM_MEND_PO

Transaction /OPT/VIM_YEND_PO
The report can be run either in an online mode or can also be scheduled as a batch job.
The fiscal year variant needs to be specified for running this report. In the batch mode,

Glossary
all the parked documents that confirm to the selection criteria will be processed auto‐
matically with out user intervention.

The new posting date needs to be specified so that all the documents will have the post‐
ing dates modified to the new date. Please make sure the posting period for the new
posting date is open.

Transaction /OPT/VIM_MEND_PO
The report can be run either in an online mode or can also be scheduled as a batch job. The
Related variant needs to be specified for running this report. In the batch mode, all the
parked documents that confirm to the selection criteria will be processed automatically with
out user intervention.
If posting date change leads to no fiscal year change then use month end report
You can run this transaction with certain filter if needed or in dialog mode you can restrict
the output set by using the various selection criteria available.

Glossary
23.4 Testing tips

It is highly recommended that you consider the following as you conduct your testing for these year
end activities:

• Simulate various scenarios
• Run the programs in the order mentioned
• Make sure the image links are transferred OK
• Make sure the logs and reports show the correct information
• Make sure the comments are showing up properly
• The programs can be run in dialog mode to investigate any errors that might be encountered
• Keep the log for the program executions so that you will have a record of what invoices
were changed in case something goes wrong.
Depending on what is implemented at your site, you would need to come up with a set of scenarios
to be tested.

The following is an example scenario that can be used for testing:
1. Start a Document processing WF (depending on OCR is implemented or not the step could
vary)
2. Create an Invoice using transaction FV60
3. Insert some comments during parking
4. Choose an approval parking reason and select the appropriate requestor
5. Check to see if the approver gets a workitem to approve in the web portal or SAPGUI de‐
pending on how it is configured
6. Run the year end transactions as appropriate
7. Go back to the approver’s inbox and execute the workitem. You should notice that the new
fiscal year and possibly new document number is there in the details. Make sure the
comments etc
8. Run VIM Analytics report and give the new document key and see if the result shows the
old document number in the details.
9. Make sure the image can be displayed properly from FBV3 or any invoice display transac‐
tions.
10. Check if the Opentext Dashboard (assessable from the Object Services menu from Invoice
display transaction shows the correct information for the new invoice key.

Glossary
23.5 Year End Processing Audit Report

If certain errors happen during the processing of the year for some reason, you can use the following
transaction to reprocess the errors so that all the data is consistently updated. You need to run this
only if the invoice posting date has changed but there was an error that occurs in updating various
tables etc.
Run the transaction /OPT/VIM_R_YEAREND_LOG
It can be used to check for list of all documents that were processed through year end process‐
ing.


Glossary
Chapter 24
ICC Configuration Data

Following RFCs are useful to obtain information that is relevant for ICC
configuration.
1RFC to store Configuration data into SAP - /OPT/VIM_IF_STORE_CONFIG_BLOB
This function module stores the ICC Configuration data into SAP. Application name is the
key for Configuration data and there will be different versions for Application. One version
of the Application will be active at a time.
Every-time ICC comes with new configuration data for any application, it stores with new
version number and latest version will be set as active version. Each application will have
more than one line of data.
Configuration data stores into table /OPT/VIM_ICC_CFG and versions information will be
stored into /OPT/VIM_CFG_VER. Both the tables can be maintained through table main-
tenance transaction code SM30.
Input Parameters:
T_CONFIG_DATA --- > Internal table for configuration data
Contains Application name, Application line number and Configuration data
T_DESCRIPTION --- > Internal table with Application description
Application name, Version (not used), Application Description.
2 RFC to get Configuration versions data from SAP - /OPT/VIM_IF_GET_ALL_LIST
This function module returns the all Active Applications information. This gets the Applica-
tion name, Version and description from table /OPT/VIM_CFG_VER.
Output Parameters:
T_CONFIG_LIST --- > Internal table for Configuration version data
Contains Application name, Version(active version) and description.
3. RFC to get Configuration data from SAP - /OPT/VIM_IF_GET_APPL_CONFIG
This function module returns the Configuration information of Input Application’s Active
version.
Input Parameters:

Glossary
T_APPL_QUERY --- > Internal table of Applications

Output Parameters:
T_CONFIG_DATA--- > Internal table for Configuration data
Contains Application name, Application line number, Configuration data
T_DESCRIPTION --- > Internal table for Configuration version data
Contains Application name, Version (active version) and description
It takes Application names as input, gets all active versions of those applications from table
/OPT/VIM_CFG_VER and stores this to T_DESCRIPTION internal table.
And gets the Configuration data from table /OPT/VIM_ICC_CFG of the above active appli-
cations and stores into internal table T_CONFIG_DATA.

Glossary
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
Open Text 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
setting up central alert monitoring 70
B
Backup 76
A BAdI 184
AAK 184 BTE 185
Activity monitoring 74
Adaptive computing 76
C
Administration
CCMS agent
activity monitoring 74
registering 70
adaptive computing 76
CCMS templates
alert monitoring 69
monitoring 70
backup 76
CD-ROM
CCMS templates 70
Product ISO image 9
data archiving 76
Central alert monitoring
event linkage for VIM workflows 77
setting up 70
logs 75
Chart of Authority 27
registering CCMS agent 70
COA 185
restart mechanism 77
Configuring VIM Notifications 101
SAP workflow administration
Conventions
transactions 79
Conventions in this documentation 9
SAP workflow tables 83
setting up central alert monitoring 70
Solution Manager Diagnostics 76 D
SWE2 transaction 79 Data archiving 76
SWEL transaction 79 Delivery model 13
SWI1 transaction 79 Download programs
SWIA transaction 79 downloading in background 135
system availability 76 downloading PO numbers 132
system performance analysis 75 downloading vendor database 130
traces 75 error messages 135
VIM configuration 76 ICC integration 109
work item analysis 82 DP 186
workflows 69
Administration tools 19 E
Installation Check program 19 Event linkage for VIM workflows 77
VIM Customizing IMG 21
Alert monitoring 69 F
CCMS templates 70 FAIL_SAFE user key 25
registering CCMS agent 70 Feedback 12

Index
FI 186 Roles 25
FAIL_SAFE user key 25
I
IAP 186 S
ICC 186 SAP early watch service 85
IE 186 SAP workflow administration
Installation Check program 19 transactions 79
Invoice SAP workflow tables 83
workflow status 39 Solution Manager Diagnostics 76
Invoice Approval Substitute
releasing invoice lock 67 for IAP process 33
Invoice lock for SAP inbox 29
releasing 67 Substitutes
ISO image for workflow processes 29
Product ISO image 9 SWE2 transaction 79
SWEL transaction 79
L SWI1 transaction 79
LIV 187 SWIA transaction 79
Logs 75 Swimlanes 14
System availability 76
M System performance analysis 75
MM 187
Monitoring T
workflows 45 Traces 75
Transaction
O SWE2 79
OCR 188 SWEL 79
Open Text Online 11 SWI1 79
SWIA 79
Typography 9
P
PIR 188
PO 188 U
Process swimlanes 14 Unified Dashboard
workflow status 39
R
Reassigning Invoice Approval items V
to a different user 63 VAN 189
Reassigning work items 57 VIM
retrieving work items of a specific user 57 delivery model 13
to a different user 60 VIM Analytics
Releasing invoice lock workflow status 42
for Invoice Approval 67 VIM configuration 76
Restart mechanism 77 VIM configuration display
Role error in a workflow 51 creating role for 85
determining 51 VIM Customizing IMG 21
restarting after fixing 54 VIM Notifications 95
Role for VIM configuration display 85 configuration 101
e-mail options 101

Index
excluding users 105

notification e-mail body 103
notification options 101
search results 98
selection screen 95
starting 95
user preferences 106
VIM Notifications List 98
W
Work item analysis 82
Work items of a specific user
retrieve 57
Work items of another user
reassigning 57
reassigning Invoice Approval items 63
reassigning to a different user 60
Workflow batch jobs 23
Workflow scheme 14
Workflow status
Unified Dashboard 39
VIM Analytics 42
Workflow status of an invoice 39
Workflows
administration 69
determining role error 51
monitoring 45
restarting after fixing role error 54
solving role error 51

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This guide describes the technical and functional aspects of

Copyright © by Open Text Corporation, Open Text Inc.

Part 1 Administering VIM 17

3 Administration tools .................................................................19

4 VIM workflow batch jobs ..........................................................23

6 Maintaining Chart of Authority.................................................27

8 Determining the workflow status of an invoice ......................39

9 Monitoring VIM workflows........................................................45

VIM050200-AGD-EN Open Text Vendor Invoice Management iii

10.2 Restarting workflow after fixing a role error ........................................... 54

11 Reassigning work items belonging to another user..............57

12 Releasing invoice lock for Invoice Approval..........................67

14 Using the SAP early watch service .........................................85

15 Using VIM Notifications ............................................................95

iv Open Text Vendor Invoice Management VIM050200-AGD-EN

16 System landscape setup ........................................................110

17 Central Reporting ....................................................................117

18 Downloading data from SAP for ICC integration..................130

20 EDI Support Administration ...................................................145

21 Reading System Log................................................................151

22 Approval Portal Administration and Troubleshooting ..........159

VIM050200-AGD-EN Administration Guide v

23 Year End/Month End Procedure for Parked Document ........173

24 ICC Configuration Data ............................................................182

GLS Glossary 184

IDX Index 191

vi Open Text Vendor Invoice Management VIM050200-AGD-EN

1.1 About Vendor Invoice Management

VIM050200-AGD-EN Open Text Vendor Invoice Management 7

VIM consists of the following components:

Figure 1-1: VIM components

8 Open Text Vendor Invoice Management VIM050200-AGD-EN

ICC (Invoice Capture Center)

1.2 About the document

1.2.2 Related documents

VIM050200-AGD-EN Administration Guide 9

10 Open Text Vendor Invoice Management VIM050200-AGD-EN

Cross- The documentation uses different types of cross-references:

1.3 Contact information

VIM050200-AGD-EN Administration Guide 11

• Patches for Open Text products.

12 Open Text Vendor Invoice Management VIM050200-AGD-EN

2.1 Delivery model

VIM050200-AGD-EN Open Text Vendor Invoice Management 13

2.2 Workflow scheme

Figure 2-1: Workflow scheme

Each VIM workflow process has the same basic steps:

2.3 Process swimlanes

14 Open Text Vendor Invoice Management VIM050200-AGD-EN

VIM050200-AGD-EN Administration Guide 15

Figure 2-2: Swimlane example

16 Open Text Vendor Invoice Management VIM050200-AGD-EN

3.1 VIM Installation Check program

To check the installation:

VIM050200-AGD-EN Open Text Vendor Invoice Management 19

Tip: With a standard installation, every item should be marked with an

20 Open Text Vendor Invoice Management VIM050200-AGD-EN

3.2 VIM Customizing IMG

VIM050200-AGD-EN Administration Guide 21

VIM050200-AGD-EN Open Text Vendor Invoice Management 23

Suggested minimum frequency: Depending on specific groups and

24 Open Text Vendor Invoice Management VIM050200-AGD-EN