Using Vendor Invoice Management for SAP Solutions 16.3 OpenText Suite for SAP Solutions opentext™ Professional Services Learning Services‘The stare desert tes Worsoak hamid unr alcenan agreement of nok cacoaunengrecment (se "Agpoems) ‘ach Open txt Carporston or ones aftates ‘Cpan Tex}, The stare may be usecor copied yn accordance wht ‘ma oe Agreamens. Ths rYormaton carga wl Woretook eth Yala ope of Opan Ta represen Wass ‘secrets of Open text apart tvs Workbook maybe Cpe reproduced, recor ahmed ay Oe By an manna vt the par vere conan ef Open Tt. ‘The Warmaton contained tis Wortcok majo change tua nace. te Weston pew n Bet prc ant ‘econ er, the elector form wil power fae ero of any moansedancy. Open Trl mate representa ‘Sorrates cancareng sich Inmates ore schware desered inv Ulorisnonk except ae expec et frm the ‘Reroernent \Copynget © 2099 Opn Tat. A ght meceved. ademas ned by Open Tet. Using Vero Ineice Management for SAP Solon 18.3 - Fie Esiion: March 2010 F Using Vendor Invoice Management for SAP Solullons‘Vencior invaize Management (VIM) 16.for SAP-Solutions io a component of the OpanText ECM Suita ‘for SAP Solutions. VIM ls built an top athe SAP Accounts Payable processing. For this eaursa, itis ‘vary helpful if you have experience in the SAP Accounts Payable madule. The main objective ofthis course lato teach the participant haw to use the VIM Baseline eystom. VINA Basoline 1a dativared with Installation But ean be eorrigurad to meet customer-speese requirements. Participants wil become familis with accessing the user interfaces to process invoices through VIM 116.3. On compiation of the course, you should feel confident in undorsianding how AP processes are ‘enhanced by VIM. ‘Thank you for participating inthis course. Should you require any further information, please contact us at Opantext Leaming Services. Good luck, and enjay yourkeamning experience, OpenTaxt Leaming Servicos Using Vendar Invelce Managemenl lar SAP SolulionsUsing Vendor Invoice Management far SAP SolullonsTable of Contents Objectives oon OpenText Vendor Invaice Management for SAP Solutions ‘Accounts Payable challenges What s Vendor inwoloe Managemen ior SAP Salutons by Open? What does AP invoice protessing look lke with VIM? VIM process overview PO invoice (noGR) DP processing and the parking soanara — Review of SAP AP tors PO Invoice procass flow Using Vendar Invelce Managemenl lar SAP Solulions‘Non PO invoice process flow ‘Exception resolution in VIM ‘Approving invoicas in the SAP GUL ‘Approving invoicas in the Portal ‘Approving Invoices in Font Level based approval. ‘Approvals in VIM 7.0 and onward .. a Using Vendor Invoice Management far SAP SolullonsText Conventions This workbook uses the fallawing conventions: alle Thallcs are used for Workshops and Exercises. Monospace ‘Monospaced text is used to represent sample code, Ininstruction steps, indicates the action to be taken. in text it Indicates emphasis ‘Angle brackets (<>}represent an element of syntax you must substitute with a specific value. This icon represents a lesson symbol where tha student watches tha Inetractor This Icon represents a lesson symbol where the student follows along withthe instructor. This icon represents a lesson symbol where the students perform the ‘exercise on their own. This icon represents an optional or advanced leason symbol where the students perlorm the exercise on their own This icon represents a note that supplies ditional information, This icon represents a tip that supplies additonal shortcut Information. This ican represents a ealloction of Tricks, Tips, and Traps that is Used the end of a chaptor. This icon represents a eaution that supplies warning information. PN © S 4 Ci bil ei) °F Using Vendar Invelce Managemenl lar SAP SolulionsUsing Vendor Invoice Management far SAP Solullonsopentext® Profecsional Services Using Vendor Invoice Management for SAP Leamina Services, ‘Solutions 16.3 Student Attendance Form ‘raining Date: Instructor: ee Location: ‘Student Name: Position: Management Technical O Other O Implementation CI End UsorC)———Adminitrator C1 inciry: Federal Government [1 Legal O Oter Government OD Manufacturing Education C] Financialnsurance CI Integrator O Other O ‘Company: ‘Street Address: E-mait: Phone Number:Chapter 1. Vendor Invoice Ma 1. Vendor Invoice Management overview Objectives (On completion ofthis section, participants shauld be able tor Describe the challenges a typical Accounts Payable departmant faces Explain haw VIM is suited to solve these issues Describe the latest VIM fun« Compare Simple and Classie VIM modes OpenText Vendor Invoice Management for SAP Solutions \Vendor Invoice Management far SAP Solutions (VM) provides. quailty, funetionally rich Accounts Payable application, whichis easy to deplay. fts functionally is geared towards macium to high volume Invoicing scenarios ‘and works in tandem with shared service centers. Next, we discuss the: ‘common Accounts Payable challenges, which detve the need for a WIM solution, ‘Aecounts Payable Accounts Payable ls typically a laborintansive and time eonsuming set ot challenges processes. it involves the Ingestion of hundreds, up to tens of thousands, of Invoices a month. The invoices are often paper-based, or they are electronic and arrive slongeide attachmonts that reflect the original paper- ‘based layout. These invaloes are often the result of purchase orders that ‘also create their own paper trail. Together, this multiude of paper, electronic images, and electronic transmission must pass through many {gates in order farthe payment process to ocour. Tharofore, each dacumant ‘mst pace through many hands and might be copied ar altered, as-well a3 being stored muliple times during itz jourey. ‘This process ls wrought with many opportunities for error, loss, and tay. ‘The typical process is described next. Using Vendar Invelce Managemenl lar SAP Solulions Page 1‘Chapter 4. Vendor Invoice Management overview [Figure 141: AP business process flow without VIM [AP business procest_ As the figure Husiratos, a normal invoice ta pay pracess might look like the flow without VN following: 4. Themailroom or other recipient receives the Incoming paper invoices _and senda them to Accounts Payable (APP). 2. ANP parks the invoice in SAP. A parked invoice or document ‘emporary document. iis not included in the General Ledgoe A/P ‘iablity aecaunt but does display in tho Vendor account otal serean. Alternatively, AP may sand the invoice tothe approver prior to parking. 3._ANP informs the exiginator af the purchase (by o-mail,Intar-cffico mail, ‘phone cal, sticky note, otc) 0 veify and approve tha iwvoica. AVP may “aiso send & copy ofthe invoice a the originator. 4. "Thecorginator or a separate approver approves or rojacts the Invoice and notes AL of the docision. The oxginator may Keep a copy of the invoice. — the invoice ls rojocted, AIP must process the parked dacument. ‘They can delete or request adtional information fom the vendar. It wating foe vendor information, AVP must track the parked sdocumant. = ithe invoice ls approved, AIP makes any requested changes and posts tho invoice Various users may keep copies of invaices and information requests throughout the procass. Theretore, there isa risk that people da not have the most up-to-date copy of the invoice. Vendor Invoice Management far SAP SolullonsChallenge in traditions Recipt & Capture High coat ot Chapter 1. Vendor Invoice Management overview (Comespondence between the involved parties must be captured and ‘tacked manualy. This isa typical process for manual invoice verification, Many departments may be involved. When the departments are in differant tics, countries, and tima zones, communication and aceurary bocoma very challenging. In summary, he folowing challenges are cflen seen ina lyplcal AP process: ©) There ica large amount of manus acthly for approvals and exapion processing. Dupllats payments and postings re miaplaced and incios pal os There ian unpredictable werlation in workoade due to cydical ake increneas. «© Aud ad compliance concarms alse due to contradictory Business Workplace Go to: Tools -> Business Werkilow > Development > Runtime Tools > Business Workplace. nis sx Be Roy wows! Kine Sen o»s Goo PPh ee Busnes Werkplace of Sally Sat t | Fremecge fyrctiee }ardcomer aia § Ewen El ETE 2 hem Brewed xu Grouped according to task / Pvcaoe aca ! ate 9 msc acer ot : Powe: Saeed ecrcrato corre ' aged icra ice Seuzed wrod tot er *p omamenteo Desa Hesanes erm th Ee 9 PO Invoice Dashboard A PO based invoice thet ls posted can get blocked for various reasons, \{(Line tem and Meader primanly for price of quantly discrepancies. For each of the invoice ine Level) blocks, a workfiow is Piggered. The actual process depends on the block renson for the particular tem. ‘Aline lovel block means that an Invoice is blocked and it must be resolved at the ine lavel. An example of a line level block is Quantity Discrepancy. Line level block process options include Create PO, or Post Goods Receipt. Using Vendar Invelce Managemenl lar SAP Solulions Page 245Chapler 2. VIM User Interfaces Allindviguals with roles that participate in this process receive a work item inthe SAP Business Workptace, called Process Dashboard for Invoice - ‘. Opaning the work hem displays the PO involon Dashbeard (Line love for the work item. The PO invoice Dashboard (Line Jevel) enables you to perform all actons needed to address the particular ‘excaption. Afier all exceptions are resolved an line level, the invoice Is at bpeader loval ‘Allauthorizations forthe line am workfow willbe saved in the background ‘and when all ling tem differences are fied, the headar worktiow wil Be started. ‘At header level, actions canbe performed on the invoice as a whole such 38: Pay as invoiced, short pay (with credit note), cancel, cancel and restart ‘38 POY NPO based invoice. [a Begin a 16.3, Perked invoices ae no longer handled vi 8 ‘separate workflow and dashboard. This type of exception ks handled in the DP? workfiow and within the DP dashboard. ‘Allindhvidusie with rolas that belong to this process receive work arn in the SAP Business Workplace, called Header Lv dashboard ~M G00 Shr : Approve nice CopnpeCeOED Lo rs ‘opentext-| vencior Invoice Management forSAP* Solutions ce an ee EE corso, semeas _—_“womne = aa fs ‘won mAbs Sn Figure 2-45: Apprewal Dashboard in the GUL Page 278 Using Vendor Invoice Management far SAP SolullonsChapler 2. VIM User Interfaces Invoice Portal Approval Dashboard ‘An cltemtive approval Lille the Invaize Approval Portal Dashboard. An Conti chaptor is devoted to the Approval intoriaces, but here, an example ot the Invoice Approval Portal is shown. From VIM 7.5 SP2 forward, this Interface should be used for approvals. Far the older portal approval interface, VIM 7.0 documentation should be referenced. “Ome TEcr | Vendor invcce Management” a Motor constructions Li, (8767) ules! Cr tr es are eaten Fiori Apps x aime ‘Starting with version Viki 7.5 SP (Vib 7.0 SP7), ViM provides some VIM Flori Apps bult on the Business Center framework. They are: Approve Invoices Enler Cost Assignment Resolve Invoice Exceptions Confinn Quantity and Price: Using Vendar Invelce Managemenl lar SAP Solulions Page 247Chapler 2. VIM User Interfaces Example sereons from each of these Apps are shown next, Figure 2-17: Fiori: Approve Invoices App Page = Using Vendor Invoice Management far SAP SolullonsChapler 2. VIM User Inte srenderatcan a5oong0 [| Sthuticher hunch KS sresoyameee) 4500000 Figure 2-18: ior: Enter Cost Assignment App Using Vendar Invelce Managemenl lar SAP Solulions Page 21Chapler 2. VIM User Interfaces weoctemen manus $0010 GED. Ne Yk in ete ‘Figure 2.20: Fert: Confirm Quanity and Price App Page 220 Using Vendor Invoice Management far SAP SolullonsChapler 2. VIM User Interfaces ‘Thore are various dashboards that are supplied with VIM far populating indexing data te-an involve, taking action on invoice exceptions, viewing ‘and editing invoices, and granting the final approval. These dashboards wil be explored in greater detall in subsequent chapters. Using Vendar Invelce Managemenl lar SAP Solulions Page 221Chapter 2. VIM User Interfaces Page 222 Using Vendor Invoice Management far SAP SolullonsChapter 3. VIM Baseline scan: 3. VIM Baseline scenario flow Objectives (On completion ofthis section, participants shauld be able tor @ Viewalize how WIM in typical AP scenarios © Recagnize the different stages of VIM processing ¢ Explain haw a DP document becomes an SAP FUMM document ‘VIM flow: ‘This chapter will break the Vendar invoice Management process into ‘mali procacsing blocks, that wil he referred to aa stages. These stages ‘were introduced in the previous chapter. Stages raflact a group of steps that ‘re interelsted. We will break the VIM peacess down into the following five stages: First Stage: image Capture In this stage the invoice arrives at the customer. Second Stage: Key Data Capture - This stage can be performed in muitipie ways and te optional. — tthe customer elects to use Optical Character Recognition ‘technology, which is the example used in the folowing diagrams, the assumed technology will be OpenText's Business Canter Capture, using the Invoice Accelerator (known a 1CC-in formar ‘veraiona). Howaver, the slaps would be slmiar in nature fan alternative OCR product were used. — tthe customer is using idoce or xii incoming documents, the mapping is done within the Business Center Inbaund Configuration, hich also acts as a method for Kay Data Capture, Third Stage: Validation ef the data - In tha stage, the customer ean: = Valkiate and correct the flelda that OCR recognized within the BOC ‘Validation client (or another third party CCR validation client) = Correct the fields which were mapped by Inbound Configuration in the Indexing screen (in the ease a xl documents or kdoes) — Complete the population of invoice fields manuclly or with Singlo- click anny inthe Indexing serean {if the second stage was skigped) Fourth Stage: Creation af tha SAP Document (AP Warkfiow)- In this stage the DP Documant fs routed throughaut the departments ta fully qualify the invoice, apply the business rules, and to roady it tar ‘approval. Flth Stage: Posting af the SAP Decument (Invoice Approval) - This i ‘the final stage forthe invoice. It has passed validations and is presented ‘or approval. Its approved, it will be sent to be posted in SAP. Here ks \whare the DP dacument can become an SAP document. This can ba ‘done manually or performed in the background. Using Vendar Invelce Managemenl lar SAP Solulions Page 57Chapler 3. VIM Baceline sen: iret stage: image in the fist stage, there are different options for ingesting the Invaice into the ccapiure -scanning ViM system. The frst i for a paper voice to be physically placed into & ‘scanner and scanned with OpenTaxt's Enterprise Sean client. a — of First stage: Scanning Archive Center Firat stage: Image When an invoice is acanned in va a physical scanner, the following accu: ‘epture -seaneig 4 The Scan operator places the invoice iniothe scanner. 2. The Scan operator scans the invoice with the Enterprise Scan software (this could be on the scanner ifitis 2 mult}funciional device MFD), 3. There are two options for starting the arching process — The OAWD transaction in SAP can be used t inate the [ArchivoLnk scenario andthe scanning software is invoked to retrieve the image. = The Scan button from within the VIM or Business Caner Workplace can be uted within SAP. This s shown inthe naxt figure as part of the Document Processing Dashboard itroduced inthe previous chapter). oe are eo ~«= @00 NooY 1 ee \VIM Workplace -Perscnal View Tanorsmcsonrare Be noromatrane ysvecnwoncorw auccersgseteam [3yscon] Shearer opentext: | vendor invoice Management for SAP* Solutions Figure 2.2: The Sean button inthe Workplace: Page 32 Using Vendor Invoice Management far SAP SolullonsChapter 3. VIM Baseline scan: 4, The Business Center Inbound Configuration registers the document ad cranes a Region ID snd the mage ke stored in he Archive or. ‘5. AVIM Document Processing dacument with an assigned number is ‘reated in SAP, and is linked to the archive image as wel First stage: image A diferent option for receiving invoices into a customer system is via capture -e-invoices clectronicile transmission ever the e-mail proc. In this scenario, vendors can the invoice (or electronically generate i) to.a fle, and attach the invoice fo an e-mail. The e-mal i sent on to the customer @ SMTP interface ‘VIM & Business Center Foun 8: ® ® eirvoices into Vin i elmvelce archive Cental When an ¢-invoice srives.at a customer, the following steps will ensue: 1. Thee-involce artives at a pre-defined e-mail inbox with the invoice attached. For instance, the customer might create-a group e-mail account called ‘Accounts Payable_invoicesificustomer.com'- 2. Thee-mall is then automatically forwarded trom thal group account (according to a script) fo the SAP server. 8. Business Center for SAP will register the document, archive the attachment(s} (and aise the body f switched on), then index data will recognized or mapped. 4. Lastly, a work item is created in the VIM Workplace. Using Vendar Invelce Managemenl lar SAP Solulions Page 53Chapler 3. VIM Baceline sen: In summary, the input is the e-mail with the Invoice attached and the output tsthe DP Dacument in VIM, a new worktiow lem, and an archive fe with an Image ofthe invoice linked to the DP Document! [A YIM 16:3 unos the Business Cantor inbound Coniguraton or Incoming involoes. This tramawork silows for recalving and pre processing of invoices in many formats. I supports scanning, &- mailed invoices, uploaded invoices, and OT Archive Pipelines a3. Potential sources for input. This allows. customer to-use their paper invaioes, pf formatied inveiees, XML Invoice dacuments, ‘and SAP IDoes. ‘Sinco VIM 7.5, functionality for intograting with SAP's Ariba. ‘adaptor Is entiancod to enabla soamdess integration wit VIM. For image capture, this section only depicted the diagrams for scanning and e-invoicing. Second stage: Key data In this stage the goal is to populate the new incoming document, which is capture ikea working document until the SAP document gets created. In the DP document, ll ofthe invoice fies must be accurately represented and populated. There are twe options for entering indexing data in the SAP GUI ‘once the image is loaded. They are Automated and Manual Automated - Firstly, the index data wil he reeagnized fram the invoice. Next: these values will be saved in a mapping table. The customer decides if they will validate the recagnitian result "ate" with help of the ‘extemal BCC validation client or inside the SAP GUL with Single Click Entry (SCE). With Single-click entry, the indexer ean drag and deop ‘values trom the image in the Detail pane into the fields of the OP Bocument in the Indexing pane (within the GP Dashboard) [a Inilie classroom setup, the BOC (noice Accra) is ‘employed for the Automated key data capture scenario. Scenario documentation for using Single Ciick Enty can be found in tha ‘Open Text My Suppor Portal in the Open Text Vendor Invoke Management for SAP Solutions 16.3.4 - User Guide. © Manual indexing - Here, the indexer looks al the scanned image in the Detail pane snd manusily keys-the values intathe DP Document felds: in the indexing pana. Examples of both scenarios are further detalled next. Page D4 Using Vendor Invoice Management far SAP SolullonsChapter 3. VIM Baseline scan: ‘Automated key data To make the date entry process less manually intensive, a company may capture optionally emplay OCR technology. Open Text offers a laading edge product 1m accomplish tha, ealed the invoice Accelerator for Vik (known a ICC: in prior versions and now based an Business Capture Center) SAP VIM Figure 342 Archive Cer SAPVIM BCC extraction services (Dispatcher) BCC Server ita customer chooses to use ICCIBCE, then the following processing steps 4. In SAP, scheduled jobs change the stats ofthe DP document to ‘Ready for Extraction’, making itready tw be picked up by OCR. 2. The ICC sorver uses windaws sarvices to pulipush invoice Image fram ‘the archive server 3. The ICC sarver runs tho extraction and saves the extracted elds toa mapping table and as Zipped XML filo to the Archive Canter. The DP document i now inthe status. “Extraction Complotod. 4A. -Abateh job runs and picks up this document, then checks the customizing to see how the recognized values should validated. ln case ‘extaral validation ie suitchod on, assigns it a now status of Roady “or Vaiation’. In summary, the input to this stage Is the Inbound document (without any fields mapped) and a inked invoice image in the Archive Genter. After OCR, there are updated invoice details (Invoice felds) in the OP document and! it can be validated. Using Vendar Invelce Managemenl lar SAP Solulions Page 55Chapler 3. VIM Baceline sen: Manual key data capture Based on & low volume af incoming invoices ar a desire ta nat employ OCR twchniques, a company may choose to manually index ail of their Invoices. SAP ViMt Archive Ci Called ty Windows services va BCC Ho Bar expen SAP VIM fen” (Dispatcher) Ia customer chooses not to use OCR software, then the following ‘processing stepa cccur: {L. ImSAP, scheduled jobs change the status ofthe inbound document, making it ready to be picked up by the Indexer. 2. The indexer retrieves the image and accesses it via a dashboard. 8. The Indexer populates the flalds Into the Indexing Serecn manually and saves thom fo the incoming document. In summary, the input to this stage Ie the Inbound docurment (withaut any fields mapped) and a linked invoice image in the Archive Canter. After ‘manual indexing, thare are updated invaiee details (invoice fields} in the inbound document. Page D8 Using Vendor Invoice Management far SAP SolullonsChapter 3. VIM Baseline scan: ‘Third Stage: Validation of ‘In this stage, lf OCR le being used, then the fields that were automaticaly ‘thedata_popuisted in the DP* document are validated and completed. tthe customer Jenot uaing OCR, thie isthe stage where an indexer will manually populate the fleds in the VIM DP Decument fram the archived invoice image. carn indie Foun 9 vores, 9 Stared a, “Third Stage: Validation, — Bee Talation @ = LF) @ fi s sapvin SS (Dispatcher) ‘The following steps will take place in this stage: 1. ImSAP, scheduled jobs change ihe status of the DP document, making itready tor validation. 2. The BCC server uses windows services to pulllpush the Invoice Image ‘rom the Archive Centar and readiwerte the data in SAP. 3. Inside of VIN (referred to as the Validation Station in the above figure), ‘the Indexer wil open the DP document, view the corresponding invoice image, review flelds that OCR populated and comect and complement ‘ald values. 4. Theiinvoice wil then be submitted to the VIM DP Warkfow. In summary, the input to this stage is the DP document with any OCR- populated flllds and the associated archived Invoice image. The output is the DP Document and allields mapped and validated by the customer (Referred fo as the Indexer) Using Vendar Invelce Managemenl lar SAP Solulions Page 57Chapler 3. VIM Baceline sen: Fourth Stage: Creation of In this stage, the Invoice passes through the steps necessary for preparing ‘the SAP Documents itor approval. itis handled by several individuals (roles), workflows, and il the excaptions mrst be resolved. soccora L714 iow - Bee on ‘SAP VIM Fourth Stage: VIM DP OP Document Werkliow fee appro ge SAP VIM im com, (Dispatcher) ‘The following steps occur in this stage: 1. In VIM, the DP document Is now available to be processed by the AP Processor, the Buyer, the Mastar Data Expert and all other roles, required, 2. Each ofthe users that receive a work lem via workflaw wil review and correct exceptions. 8. Validations and comections are repeated untl the invoice Is ready for approval. 4. The DP document Is submitted for approval In summary, the input to this process is a fully populated DP invoice document. The eutput ie SAP Documents that have been put through i processes, passed all businoss rules, and have been viewed by ail tho Fequied rlos tm be readied for approval. Page 58 Using Vendor Invoice Management far SAP SolullonsChapter 3. VIM Baseline scan: Fin Stage: Posting of In this stage, the approval of the invoice is required. Customers may have a the SAP Document hierarchical appraval approach, but there is a final appraval necessary, which ultimately leads to the invoice hoing posted into SAP. That happens inthis stage. igure 4: SAP VIN Fit Siage: invoice 54 Fwy seproval Scenes er a sap vim st ort (cm prispatcher Sage prover Workstations In this stage, the following will oceur: 4. The Approver receives an e-mail generated in SAP with a request for ‘thelr approval 1. The Approver executes the work tem to approve or reject the invaica. 2. Thadocument gets posted to SAP: if approved, and becomes an SAP MM and FI dacument (invoice) that ls ready fer payment. In aummary, thie process starts with «Tully qualified SAP document and ‘ends with a posted SAP document (or a rejected DP document), Using Vendar Invelce Managemenl lar SAP Solulions Page 58Chapler 3. VIM Baceline sen: Four AP seenarios using WIM ‘Standard Non PO Uke standard SAP, VIM can be configured to sult the needs of the individual ‘customer. The process by which documents are brought into the system, the seenaria by which thay ara catogorized, the way thay are validated and Litimately approved are al subject to customizing. For this course, four typical scenarios are: described. These are representative Samples to use a8 a guide in our discussion about invoice: processing. These are-alsa delivered as baseline processes tothe ‘customer Standard Non PO process ‘Non PO park before approval process Standard PO process PO part: before anproval process Down Payments, ‘Tho typical etaps for processing a Nan PO-based involoe into SAP with VIM ‘re 28 follows: The documents arive as paper or electronically. The documents are scanned or ingested. The electronic image af the documant ia archived to Archive Centar (oF _another long term storage provider, Thelinbound process is started to generate the indexing data. The VIM-DP Wortdiow is started. ADP documents created. The DP document srives: aa a workitem ina user's inbox for validation, entry, and correction of the data, duplicate check is performed against the document. ‘Any Logical Modules wil be exeouted to enhance index data. Business Rules are chackad. The DP document is sent to the Requester for coding. Coding of the accounting details Is performed. The invoice is fully approved. Both coding and approval are only performed it necessary, but are typically for Non-PO invoice scenarios. ¢ The MMand the Fl documents.are posted in SAP. — Auto post - a background process does the posting — Manual post -an MM "hold" dacument is ereated which must than be finally posted by the user © Thelinvoice is teady for payment. Using Vendor Invoice Management far SAP SolullonsChapter 3. VIM Baseline scan: © fihere are any exceptions which preclude auto posting, tis given to ‘the “AP processor" role. ae 5 hs ‘Start Tox eeport ® é ~ “8 g. ‘aoprover ‘roma Sexmira yoearg Oupaten Marin Aegouning’ Requring Approveg Coeur ives“ OGR”—Wiidaion heck posted Figure 348: Non PO Processing Roles and actions in VIM Inthe preceding figure, the roles that are played in the Non PC-based lnvoice scenario are pictured. There fe @ user who monitors incoming ‘scanned invoices, called the Scan User. Then, the AP! Expert (sometimes referred to as the Validatar or the Indexer) completes the data in the Invoice. This step Is performed in SAP, but might also be performed in the OCR interface if OCR is used. [LA The Roles of Duplicate Checker and Tex Expert ae only ‘examples for Invoices which have missing oF incorrect index Information. They will nat appear in the process ifthe data is comrect. Hit gots past these checks, but the tax information is invalid, then it goes to ‘2 Tax Expert. After the Tax Expert carrects the invoice it is passed on to the [AP Processor. This Is the super user who adds any relevant accounting Information, therefore they should be familar with the accounting master data. Lasly, the Requestor and Approver are notified to give approval. ‘Once the pproval(s) are made, the document is posted io SAP- Using Vendar Invelce Managemenl lar SAP Solulions Page S17Chapler 3. VIM Baceline sen: Won PO park before In reality, some of these roles might be played by the same person and the levels of approval might be different. That can be handled by assigning one porate mulipla robs in tho SAP workfiow setup. This styl and ‘eaaly configurable. Tha igure ahows tham separately fr clay ofthe separation af responsibilities, ‘The typical stops for parking # Non PO-based invoice pelo ta approval in ‘SAP with VIM are follows: © Thedocumants arrive as paper or electronically. © Thedocumants are scanned of ingosted. © Thelectronic image ofthe documents archived to Archive Center (or another long term storage provider. Indexing is executed or is running. Tho Vibd Workiiow ie startod ADP documents created. The DP document srives asa work’tom in a user's inbox for valdalion, -entry, and correction of he data Businoss Rules are chacksd. © fa Paiking exception i encountered, two options are delivered: = creste:a parked document only = createa parkd document, if that isnot possible, craato a held or parked completly document « The:DP documenta in Procase Mode (changes to VIM data only are lowed). SAP ficids can only bo changed in MIROIMIFE In the SAP document ‘via the ViMt Workplace by choosing Display Document. Apply Rules (to run the Business Rules again). Coding of he accounting dotals is performed. Tho inode is lly approved. The document is posted in SAP: — Auto post = Manual post © TheiMAd document status in Mlfea can be changed. # Thenvaica is pad. Page 542 Using Vendor Invoice Management far SAP SolullonsChapter 3. VIM Baseline scan: ‘Standard PO-baeed In the typical processing scenario for a PO-based invoice, the following invoice steps wil be executed: ‘A Goods Receipt has been posted against the PO. The invoice arrives electronically ar-as paper. The invoice ls scanned or ingested. The electronic image af the documant is archived to Archive Centar (oF _another long term storage provider), The VIM Workfiow ls started. ADP documentis created. HFOGR te being used and validation Is required, the woek bem can be accessed in the BCC Validation ellant. © Ifthere ig an exception, the DP document arrives as a work itemin a users inbox for entry, and correction of the data (otherwise, the invoice ‘could be auto-posted here). The PO raference ean be used to fin missing invoice data, Businoss rules are executed. The documant ia ready for pasting fall exceptions have bean resalved. The invoice is posted in MIRO, MIRA, MIR, or with the related BAPI BAPL_INCOMINGINVOICE CREATE: = Manual Past = Auto Post © Theiinvalce is pald. Using Vendar Invelce Managemenl lar SAP Solulions Page 545Chapler 3. VIM Baceline sen: Sl AP Expert = rengound_inderiog We Aconuning! Requesing Document iicice “EES ttasth Prowaer “Eoang’ Mewertoe Passe Figure 3-10: Processing 2 PO-tased «-invoice with VIM In the preceding figure, the same roles are presented asin the previous ‘scenario. The roles involved in processing a PO-hased invoice are indeed the same, yet some of the tasks, and therefore some of the VIM screens ‘may dior. For instanco, in the event that some of tho data inthe invoieo is ‘micaing, l can be obiained by referencing the PO in SAP. This i availaie Inthe index Data screen from the DP dashboard. There s also a step where ‘any mismatch between the invoice and the PO'ls addressed. This scenario ‘aloo differs in that-an e- invoice lathe input. Hore, the step for seanning the tnvoioe ts omitied. Using Vendor Invoice Management far SAP SolullonsChapter 3. VIM Baseline scan: Parking 2 PO-tased in tho baseline parking processing scenario for:a PO-based invoice, tha Invoice following stops wal be exacuted: A Goods Receipt has been pasted against the PO. ¢ Thelivoice arrives electronically or a8 paper. © Theinvoiea ls scanned or ingosted. © Thecelectronic image af the documant ia archived ta Archive Centar (oF _another long term storage provider, The Vid Workflow le started. ADP documents creates. ttihare Ie.an excoption, the DP documant arrives aa a work item in user's inbox tor validation, entry, and comecton of the data (otherwise, ‘the invoice could be auto-posted here). The PO roference ean be used to fin missing invoice data, Business Rules are checked. lta Parking exception ts encountered, two options are delivered: — create a parked document only — create: parked document, i that is nat possible, create a held or parked completely document The DP document is in Procass: Mode (changes to VIM data only are allowed). © SAP fields can only be changed in MIRA in the SAP document vis the: ‘VIM Workplace by chosing Display Document. Business Rules are re-applie. © The document is posted in SAP. = Auto post = Manual post The MM document status in MIR can be changed, Thelinvoice is paid. ie. How Instructor Demo: Scan to Payment, Standard Non PO Process 4. Theinstructar will now deme the frst AP scenario. This is a Sean io Pay process, invoking EnterpriseScan and Vil for invoice peacessing. It wall bbogin with-2n invoice image scanned tato Enterprise Sean. This invalce will then be sent fo Vil and be ready for validation. The insiructor wail Jog an as the AP Processor and will enter the index data into VIA manually, they wall then subrait the Invoice and mave it througlh the Vidd (processing sleps using the other Personas introduced. Using Vendar Invelce Managemenl lar SAP Solulions Page 515Chapler 3. VIM Baceline sen: New processing features in VIM 16.3 Unified posting Parked and held documents Simplified baseline Summary ‘Thore are some VIM processing dtale which differ from previous versions due to changes inthe inteat release of SAP and VIM. Thay are-natad hare: \VIM 16.3 baseline configuration posts invoices using SAP transaction MIRO and the BAPIs for SAP object type BUS2081 (BAPIs for logistic invoices). ‘This is according to SAP’s recommendation for SAP S/AHANA. This I true for PO and Nan PO-based invoices. Non PO involcas were posted using transaction FEBO and finance BAPIs in previous VIM versions. Parked and held MIM documents can now be processed wan the VIM Document Processing ('DP") workfiow. Previously, there was @ separate ‘workflow which was required for parking decumonts. ‘Those new features resulied ina simplified baseline configuration with the following functionality: © Posting of al invoices via. MIRO and logistic BAPIs Processing of parked and held MM decuments within ViMM Document Processing (‘DP") workflow. © Simpltied baseline roles: The core roles are now AP Processor and AP Expert © Unified procass options: There Is consistant configuration across different roles. © Optimized processing: The sequence af logic modules: and business: rules has been reviewed and improved ‘This chaptar described the processes that wil be roquired once VIM Ie Installed. The five main stages wil encompass the capture ofthe invoice image, the capture of key data, the validation ofthat data, the creation af an ‘SAP document according to business rules, and the posting af the invoice in ‘SAP. Two simplified scenarios were given to further viualize how VIM ‘automatos the complex series of exchanges in the Sean to P: process. Lastly, some of the key changes to VIM baseline processing for version 16:3 were Introduced. Using Vendor Invoice Management far SAP SolullonsChapler 4. Invaice Exception processing 4. Invoice Exception processing ‘Objectives ‘On completion ofthis section, participants should be able ta: © Explain the haseline exception handling for blacked involoes in VIM Distinguish between the Parking and Non Parking Scenarios Identify the differences between the PO and the Nan PO based invoice processes Recognize the roles required for processing in the Wik scenarios Invoice handling in VIM {In this chapter, we wal deseribe the baseline exeapsion processing which is delivered wth VIM, od oo chan Figure 4-1: invoice Exception processing in VIM Using Vendar Invelce Managemenl lar SAP SolulionsChapler 4. Invoice Exception processing Baseline scenarios \Vihi dalivera default earfiguration (baseline) that can be used aa a template forthe customer's own processes. The avallabie sconarios aro: © Astandard VIM process for a Non PO invoices © Astandard VIM process far a PO invoioe with goods-recaipt-based purchase orders © Astandard VIM process for a PO invoice related to purchase orders ‘without goods ‘These scenarios are covered from an exception handling perspective next. Non PO invoice Invoice exeeptian handling for Non PO involees fs the parked invoice scenar, PO invoice with Invoice exception handling for PO invaicas (GR)s the pricsiquantity Goods Receipt discrepancy seanarios. PO Invoice (ne GR) Invoice exception handling for PO Invoices (na GR) Is the price discrepancy ‘scenarios. DP processing and the ‘The DP process begins when an invoice originates fram OCR, IDoc, e-mail parking scenario Cor any other incoming channel. All business rules are checked against the data of the invoice. i the invoice is correct, it is posted in background, In between, the approval workflow is triggered if he process types. Approval Required (NPO) oF Approval Required (PO) are configured forthe given ‘Rem >Roparts Vd Weekolaca bl Wortpiooa deploys at of te. ‘user's work ama that mest selection erteria they have enterod befor. peat? [Figure 58: Accessing Approval terms fram the Vi Workplace ‘Once an approval work item has been launched fram elther of these Intarfacos, the invoice Entry screen will appear (as pictured in tho next figure if using the SAP" GUN). Using Vendar Invelce Managemenl lar SAP Solulions Page 58\Chapler 5. Invoice approvals in VIM ‘Now the role speciic options are availabe (2.9 the rola is Coder, the ‘accounting information can be added and the invoice can be approved far ‘coding to then mave to the Requester’ inbox). 7 ipod KO ftw Seen Hw ° Hoey BA oe Soy dadiatioon Biawoviw Bde Acrne ‘Opentext-| vendor Invoice Management for'SAP*Salutions Ee se ‘ns ‘ara war ‘ak ses Tosa enamine ti aro cat sae To pn Te ined = oesttiew amma [ee i rede tne Pew an ct mn mac terror Gay ek, manawa pacoage aCe | Boao sore pu bese wast. Lone x0 ar satey Tae vwatIOn! a eat a0 0 (a) aaue Ta Base ~ 5.60 S680 10. Slee Tan. base + SHE 30 (AR Aatae te : Vendor Invoice Management far SAP SolullonsChapter 5. Invoice approvals in VIM Approving Inveices in The stops desorbed here are for invoices which have made It through the ‘the Portal Document Processing tasks in VIM and are now ready to be approved for payment. This section is spectic to periarming those ataps in the OpenToxt ‘Approval Portal. These samo stops ware iterated in the SAP GUUFIORI ‘approval siopa (shawn previously), but may differ sight for the portal Its important to note fest that the settings In the portal are: configurable by the user. Therefore, the figures shown might not appear to match the exact ‘splay of your own portal approval. In cedar to accomplish personalization ‘nthe portal lick the Personalize link in the portal header. ‘Once you have configured your settings, you must save them snd Jag out and log back in oF cick on refresh in the browse for the changes-to be ralocted. [reser | Vendorimcie Maneasnert a al Nel ee Using Vendar Invelce Managemenl lar SAP Solulions Page 517Chapler 5. Invoice approvals in VIM ‘Accessing the Appraval_In orcer to access the Invoice Approval page via the portal: Login ta the ‘workliems Approval Portal. Alternatively, jog into the SAP NetWeaver Portal and ‘navigate fo the Appraval Portal page ‘The Invoice Approval page comprises the following sections: (+ Invoice Approval (inbox) (+ Procassed Invoices i { Figure 5-11- invoice Approval inbox ‘Coding Coding isthe frst task that must he completed for a Non PO invaice to be ready for appraval. Buring this task, the Coder allocates the invoice to a GL ‘account and Cost center (oe the correct Cost objects) if required. Tha: ‘required fields tor coding are configurable according to the customer's. design. Coding is validated in lwo steps. First, lis validated against SAP ‘messages are Sent to the portal. In order to enter accounting informetion, the invoice link is clicked on the left af the inbax. Page 592 Using Vendor Invoice Management far SAP SolullonsChapter 5. Invoice approvals in VIM Bolow is an excerpt af the Invoice Processing screen in the portal which ‘shows the Cost Assignment section. This: is where coding is done, a] p aR Set aS ee] a | > LN! fen Yea [a Bena) ho a |) ao sins Iane eT Figure 5-12: Coding in the portat Inquiry (Collaboration) During any of the stops of the approval process, there a an aption for the ‘ser to ask for help. This iz done in the Invoice Processing page (the same ‘screen pictured in the previous image), in the Refer invoice section. This iz done via the use of a push bution that fa avaliable in this section. By ‘chaasing an avaliable usar (via the drop-dewn box), and then clicking the Refer push button, the curt user requests additional information fram the chosen user. The Wait for Feedback check bax is available to mark at this point. Inquire About invoice Motor constructions Lid Sond To: =P Wat for Feedback Figure 513: i Inquiring about an invoice Using Vendar Invelce Managemenl lar SAP Solulions Page 545Chapler 5. Invoice approvals in VIM [a Wet Feedback chor box: Select this check box to have the approval work item transferred {rom your inbox to the Inbox ofthe recipient. The work item will romain in the recipients inbox untl helshe velers the invoice back to you ‘Alternatively, you can end the transfer of the work tem, manually. In case you approve or roject the invoice belore the recipient's feedback, the work item in their inbox willbe automatically terminated. Forwarding in this samo interface, there is an opportunity forthe Coder to forward the Invoice to another user. in the Processing invoice page, in the Invoice History section, the user clicks the Forward push button. They then select the user (to forward to) from the Forward Ta list. They ean then enter an ‘optional comment and diick Forward. Once forwarded, ii sil the responsibilty ofthe original coder to approve the invoice. Forward Invoice Motor constructions Lt Forwand To: | 2 Add Comment Forwarding an invoice a (| “Approval There may be several lavels of approval built into this process. In the case where coding hes been completed, and the coder(s) have complated the Invoice, t shuld then move to the Requester. Ifthe Requester approves of the coding, they will then approve the invoice and send it an to the next approval role. If, he Requester does not agree with the Coders allocation, then thay wil retur the invoice to the Coder with comments. Using Vendor Invoice Management far SAP SolullonsChapter 5. Invoice approvals in VIM ‘Approval in the portal ean be handled from the Portal Approval inbox or ‘tom the Inveice Processing page. From the inbox, a user ean chooga ‘multiple invoices at onco by solaciing tho check béxes on the lat and than licking the Approve Scactod Invoices button. From tho Invoice Procossing Page, dick the Confinue or Approve push buttan to approve the invoice and ‘alum to the Inbox. ‘QPeETERT: | Ventoriisice Management Bulk Mode hy ie Tee eo a ee = aa = ereenonae me on neo one ea - — ee ~ bilreen res werent nt ~- “een a 10H Prien naa ‘Figure 5-15: Bulk Action interface [A Depending an configuration, the approved noice is forwarded to ‘the next approval step f there is any, i posted, or ls routed back to Accounts Payable for further processing. Rejection Similarly, 2 user can reject an invoice in the approval portal. The user can ‘Glick Reject in the Inbax of an the Procossing Invoice page. in the tnx, saveral Invoices can be marked (by selecting their check boxes atthe very Jef) and then the user ean click Reject Selected Invoices to perform a ulk rejection. If configured, the user must then enter a reason for the rejection, ‘and cick Reject to reject the invoice and return to the Inbox. Using Vendar Invelce Managemenl lar SAP Solulions Page 545Chapler 5. Invoice approvals in VIM Line item approval As discussed in the section on-appraval in the SAP GU, single lines of an Invoice can be coded and appraved in the portal as wall. Permission to ‘approve a line depends on the cast canter af the lino. Othar lines af tha Invoice with other cost centors wil be approved during the approval process by the respective responsible user. ln the Cost Assignment area, the ines that the current user ls permitted to approve are highlightad. The other lines ‘appear dined and are not availabe. Motor constructions Ltd. (6054) CS ee Ao Cia Gomis) |Get rind | Acme 2) econ ain (ae) arm) ickctin Gt econ “Sao! ‘DiC nm RT| RRR" Te om150—)] voce ton ET Cl Accant TE) nau pan Percentage DEG] ‘Goa Cenker Corp Cade I rT | | om! ‘To enter secounting information for a Nan PO invoice: Enter the required accounting information. Click Add Raws to add addtional coding ines. Click Clear Fields to remove all coding data, Click the Delate this line Icon next toa line to delete the line. Click the Search icon next to a cading fleld to open the Search Help. ‘When the accounting information has been entered, click Approve to send the involoe to the nex! process step. [ql TesHethework tam and rou to the inbox, ck Save. To rotum to the inbox withaut saving, lick Back. Page 578 Using Vendor Invoice Management far SAP SolullonsChapter 5. Invoice approvals in VIM ‘Agereving invotees in Tho lst pon for a usar Rondngspprovel bord a Ft App for the respective approval tasks, ‘Coding In Flor, the Enter Cost Assignment Tile (or Coding task) is separated from the Approval Tie (the next lavels of the Approval process). in order to launch Fir from the SAP GUI, navigate to the menu pictured below. GS Mew Eat Eavorkes Extras Sistem Helo 0 ram) «Fieee BhRiOn * Bp User Menu for: sTER ~ E] Bushes Center - Soliton Sales Order + DJ shes Center - Soliton Inorg HR Document E] busness Center - Soliton Remftance Advce ‘SAP Eary Aecers Mena + DJ snes canter Siton Order Canin : + EJ busness Canter Adrmieraten + Cy busiess Center - Sokiton Detrery Mote { + 5] vendor voce Management + J vendor invoice tanageran (Simple Mode) + EJ vendor invoice Management - Suopber Sef Sernce + 2} vendor anvoice Management - Suophir Accountant Penpectve > a Fes 4. Double-dick on the Fiori Launch Pad task. [aj The lon Launchpad can also be reached via Transaction Code UIIELP In order te launch a Flos Task App from either method, the user must have the appropriate SAP Roles associated with thelr SAP User ID. Using Vendar Invelce Managemenl lar SAP Solulions Page 547\Chapler 5. Invoice approvals in VIM 2. Here, the user would log on with their SAP credentias. This can also be configured for a Single Sign On scanario (880). elcteetaremminin| re > OB | O cotihae cor hens tptaltantishnetsetanitcut.waha2hahaheteabent Figure 5-18: Home page af Flor 8. Thouser then clicks an the Enter Cost Assignment tle o the Approval ‘ie (depending on where thay are in the process -this stap list assumes ‘they are ready to enter the coding, so they would click on Enter Coat Assignment). Using Vendor Invoice Management far SAP Solullons Page‘Figure 5-20: Fiori Enter Gost Assignment Task App interface “Approval. After the coder enters the cost assignment abjects and dicks: Confirm, the ‘work Iiem is routed tothe first approver. This user would find the item in thelr inbox. I they-are using Fiori, they would launch Flori as described above. Using Vendar Invelce Managemenl lar SAP Solulions Page 515\Chapler 5. Invoice approvals in VIM ‘The user would then lick on the Approval tie to launch the Flor! approval Interface. This is shown next. r EO BO cata wer epestpaamtamatinttjuptecs iene ye teaetteatnupcme | (Figure 5-22: Fiori Approval interface ‘The instructor will demo cost assignment and approval in Fiori 41. les, the instructor can log in to Fioe.28 APEXPERT and find an item in thelr Enter Cost Assignment app. 2. Secondly, the instructor ean lag in to Flori ax APPROCESSOR and find _an lier in their Approval app. Page 520 Vendor Invoice Management far SAP SolullonsChapter 5. Invoice approvals in VIM Level based approval Approvals in VIM 7.0 ‘and onward Approving single lines of ‘Since VIM 70, thore are some signiicat difforoncesin functionality for ‘approving involcos botwoon the oldor and the latest vorsians. Ta ditinguish ‘hese dforences, he rest of tha chapters dedicated to functionalty in VIM 7.0 SP1 and onwards, For a further description of Simple Approvals, the User should consult the price varions ofthe Open ext Vendor Invoice Management for SAP Solutions Configuration gules. With VIM 7.0, OpenText delivered a newlevel based approval process. The ‘approval processing prio lo version 7.0 ie stil accessible with the simple _spproval configuralion and implementations. siso run with this scenario. ‘Gngoing, OpenText will only support the level based agproval delivered with VIM 7.0. ‘The main objective of the level based approval le, that each invoice in a ‘company ie processed in an approval hierarchy, which ia associatod with lifierent approval levels. When an invoice or invoice lines are approved on ‘one evel by one or more users, the aystem checks if an additional appeaval Jevel is necessary based on the limit assigned to the approval level VIN 7.0 introduced the line item approval testure. Single lines of an invaice ‘may be coded or approved. Permission to approve a line depends on cost ‘element combinations defined in the approval candiguration (this ls referred tp 2s the NEW COA). Othar lines of the invoice with other cost element. combinations will be approved during the approval process by the responsible users. Line tem approval works according to the following process: 4. The first user in the process Is the initial eader, who entara the coding detaiis, 2._All coders approve thelr relevant line Hema, 3. The invoice maves to the requester level [Ae coder i tho roqueto: Ata the corresponding requostor has ‘coded and approved all ines, the Invoice moves:to the fist ‘approval level _Aftar all equesters have approved thelr comaeponding lines, the invoice ‘moves to further approval levels. The determination for the next approver iz done via the NEW COA in this scenario, Using Vendar Invelce Managemenl lar SAP Solulions Page 527Chapler 5. Invoice approvals in VIM COA (new) In the NEW COA paradigm, the adion ofthe fol “lver allows for tho approvers to be agsigned within a level, and within a cost abject. For ‘xampio, for Company Corse 2000, hore might bo four lowe of approval, ‘cach eontaspondng te an incoasing dolar amount. Then, far ch ‘approver that exists in that company code, they are assigned to their ‘relevant cost center and the respective level. This is accomplished in two tables. An example of these two tables is given below. Company | Level | Expense Type | Text ‘Amount Code 72000 c* Cader) 0.00 ‘2000 a . Level | 2000.00, ‘2000 1 tev | as.00000 Company | Level | User ObjectIO | Courter | tau | Cont Center we ~O(| Remesert | 1 22100 zo [0 | Request| a 2-200 zae [0 | Regents | a 22100 zoo ft | Approves 221m awe ft | Apes | a 21200 a0 ft | Approws2 | 2 x 22100 wo ft | Approwea | 2 x 21am ‘The PO lnvaice Approval process does not consider the COA ‘when determining the next approver. For PO invoicas, Baseline Implementation determines the requester of the PO a the first (and only) approver. Page 522 Using Vendor Invoice Management far SAP SolullonsChapter 5. Invoice approvals in VIM Level based approvals: Summary COA maintenance CodecRtequestor processing Exercises. © The-concept of level is included along withthe amount limits. © Approvers are assigned within levels and with thelr cost abject. © ACoder i assigned to a Requester or the Requester isin the Coder role © The CodenfRequester process is checked agains! the COA cost object assignment for each line. © Approval flow is based on approval lavals, © Alllines are processed within one levelin parallel (based on the existing peock). (Once ane level bs finished, the nex! level s processed sequentially. _Approver is determined vi = Une-based approach — Header based approach Amount Limit is checked: — Against the pack amount inline item based processing. — Against the total amount within the (level) header level flow and the highest pack option. Display the vaiues in the New COA table 1. Access the COA maintenance using transaction code /OPT/ VIM_APPR_COA. Allematively run the sk/OPT/VIM transacdion and navigate to Open Text Vendor lnvalce Managemard > SAP menu > Roles > Level Based Approval Flow > Level Based Appraval - Chart of Authority Maintenance. ‘The transaction opens in display made by default. 2. Second, click on ai four tabs fo startto understand the way love based approvals ace configured. Approve an invoice in the SAP GU (Optonal) Launeh the Vik Warkplace and find your wark item which was created ‘nthe Document Procassing chapter. 2. Execute this work tem, 3. Using the file “Sample Data.dec* an your workstation or fram your Lnsinuctor, complete the required teids. Using Vendar Invelce Managemenl lar SAP Solulions Page 523Chapler 5. Invoice approvals in VIM 4. Chock the business nules by pressing the Simulate Business Rules button, 5. lek Submit. 6. Use VIM Analytics to s20 which usar hee the war item in their inbox next. 7. Logon to the SAP GUI as that user. (Do not fog anyone else-off a8 there wil be other participants using this came user). 8. From transaction code SBWP(SAP Inbox), execute the approval work ‘om for your DP Dscuret aks note Wis shout be or you paren 9. Accessthe Approve Invoice Entry sereen. 10. Glick Approve. 111. ifthe Approve Confirmation Sersen squires: comments, type them in. 12 Olek Continue. 118, Retum fa the SAP Business Workplace fa contirm the task Is ma longer waiting for approval. 714, Retum fo VIM Analytics to find the next user in the approval chain. 18, Repeat steps 7-14 unt the tem is fly approved. 116, if the tem requires manual pasting, proceed by executing the work tem fram your user's inbax. Beginning with release 7.0 SP1.of VIN, robust level-based approval functionality became available. Approvals can. also done on a line itaen ‘basis. This ls accomplished with the new concepts af lavals, packs, and a ‘new COA framework. The user experience for approving invoices. 15 ‘enhanced in both the SAP GUI and the portal. The Flor approval interface (App) ls Introduced as a third option for the approval process. Page 524 Using Vendor Invoice Management far SAP SolullonsChapter 5. Invoice approvals in VIM Pe eet and taps '* Invoice Approvais have been enhanced to support the approval of posted documents, “The prerequisite for this functionality is a document initially processed within the DP \worklaw With Pasted Approval processing, ita now passitie to post a NPO ar PO Invoice with an individual blocking reason and to approve the document with the appraval \workdow after iecument creaton. With the final approval ofthe posted dacument, the Individual payment bhack will be removed. Details far affecting this configuration can be found in the Configuration Guide of VIM 7.0 SP and later Using Vendar Invelce Managemenl lar SAP Solulions Page 525Chapler 5. voice approvate in Vi Page 528 Using Vendor Invoice Management far SAP SolullonsChapler 6. Using Busines Cenler Capture: 6. Using Business Center Capture ‘Objectives ‘On completion ofthis section, participants should be able ta: © Explain the purpose and benefits of Business Canter Capture © Utlize the BCC Validation cliant ‘© Identity the various OCR methods used by Business Center Capture © Perform Machine Leaming on Sales Orders, Business Center Capture ‘As explained in previous chapters, Business Center Capture (BEC) Is 8 component of Open Text Business Center for SAP Solutions. [BCC provides for aufomatic extraction and manual validation of varlous types of business documents, for example Sales Orders or Delivery Notes. Extraction is dane via the technology of Optical Character Recognition (OCR). Peres ‘Figure &-1: BCGas the OCR cemponent for VIM. Using Vendar Invelce Managemenl lar SAP Solulions Page &Chapler 6. Using Business Center Caplure History Functionality (Open'Taxt has over 40 years of experionce in providing leading ecge OCR technology. Open Tex! has previously offered this technology with twa other products, Inveloe Capture Cantor (ICC) and OponText Capture Centar {OCC}. Both of those products have matured aver the yaors to be fora ‘umners in he OCR space. These products curendly suppor a muttude of ‘customers, seme of whom process mons af pages per year. (OpenTaxt’s OCR technology is patented and the full stack is owned! in ‘powse. This is an advantage to our customers. Wile ICC ls used strictly in ‘conjuntion with the Vendor Invoice Management solutian, OCC can be Used in.a mote generic fashion. OCC allaves for the capture of various document types. With the intreduesion of SAP Business Canter, OpenToxt leveraged ta OCR history and products and developed the Business Center Capture (CC). From a licensing perspective, this product Isa part of the Business Center license, From a functionality perspective, BCC was bull to perform similar tasks as Invoice Capture Center and OpenText Capture Center. Yet, BOC can ‘capture any type of business document. ‘The Recognition process begins after a document is ingested into the Business Center, via one of the Inbound Channels. Al this point, the system izes whether ar not the document should be fed into the OCR ‘solution for the Capiure process. This i determined according to configuration. Ia document ts sent to OCR, the Capture process then involves reading the document, automatically extracting data fields from the document, and then readying the data for user validation. Not anly does BOC leverage OpeniText's existing OGR product funetionality, also introduces three new mathods for automated leaming, Page 2 Using Vendor Invoice Management far SAP SolullonsChapler 6. Using Busines Cenler Capture: ‘Automated leaming, in conjunction with the traditenal recognition methods, ‘will ensure the customer obtains the highest OCR recognition rate possible. Foss Pad Fommis | Valdas Figure 6.2: Recognition, extraction and walidation ‘Validation ‘The Validation process bagins after the extraction process is completed. \Validation is the pracess by which the data la checked for piausiblity. Does ft match what a user would expect te see on the incoming dooument and ‘does ft pase Master Data rules and checks. {tis important to note that Validation might be by-passed altogether it ‘configuration ia st to auto post an object. Using Vendar Invelce Managemenl lar SAP Solulions Page 63Chapler 6. Using Business Center Caplure [BCC Validation Client If data validation is required and BCC-Is used for recognition, the-ouput of the Recognition process can be viewed in the BCC Validation Cilent. This Interface, Ifa document is configured for valkdation, ia accessed by the and sar. I alows for viewing and potential comection of the OCR data. Inthe provious igure, the BCC: Vitidation Cont ks shown. On the right hand side of the BCC Vealdation cen, the origina document lx displayed. Crain groupe of feds are highlighted, info what ara caliod Fold Zona. Difforont Field Zones are showe-in differant colors. This aids the User in quickly finding relevant data on the document. Page oa Vendor Invoice Management far SAP SolullonsChapler 6. Using Busines Cenler Capture: (On the lefthand side ofthe BCC Validation clont, the flea which must ‘eventually be populated are shown, along with any values that have been determined by the OCR recagnitian engine. In the example shown, the Vendiar tables have nat been populated forthe ‘drop down functionality within the BCC validation client. would be typleal ‘or this interface to be functional and for valid vondors to be available to the user. ‘The highest goal for recognition, would be that all fialds are: coerectly populated in the left hand pane. This oliminatos usor processing. However, {this level af recagnition takes time and effort. With the advent ofthe latest ‘OCR techniques, BCC Is equipped to help customers achiave very high recagnition rates and even to reach 190% recagnitien an certain Dacumant ‘Types over time. In the naxt figure a document, where 100% of the feiss, have baen recognized is depicted. Using Vendar Invelce Managemenl lar SAP Solulions Page &Chapler 6. Using Business Center Caplure Dispatch Figure 6: ‘Subeitting the BCC results to BC How it works, Figure 6-6: ‘The end of the Capture process would be the user's confimation that the ‘captured data Is complete and is ready ia move an to the Business Centar Inbound Configuration for further processing. The user indicates this by licking on the Submit bution. This ie haw the dacument data fe then ‘dlapatched to VIM for processing. { — Sueterniere te [At this point, he Business Centor Capture process has completed, ‘Adaptive Leaming is.a new user experience for those who have previousty Used Invoice Capture Center ar OpenTextt Capture Center. In BCG, ‘Adaptive Leaming isthe prefered method by which data is captured. ‘Adaptive Leaming, also called machine learning, leverages user input in ‘order to "teach seit” how to find elds on document. This means the usar ‘willbe involved in helping the system leam haw to recognize the correct dala, ‘The fist time 2 dacument passes through a BCC application which is using ‘Adaptive Leaming, BCC will not deliver out-o-the-bax reauits. Adaptive ‘teaming is Intsted by the end user capturing data in the Validation client. ‘The recognition results wil mature ongoing. a Listen Adapt Nu Learn Pages Using Vendor Invoice Management far SAP SolullonsPerformance Benefits: Continuous Self Chapler 6. Using Busines Cenler Capture: ‘Aftar several iterations where the user captures data, OCR will begin to liver the data flelde automatically. The confidence level ofthe resus will Increase per document. The new learning mathads adapt quickly to now Document Types and new countries: The confidence in the OCR resulta will (grow quickly with these new adaptive learning methods. ‘The Continuous. Salt Aaption methods wall: ‘© Reduce implementation effect through automatic adaptation (© Adapt to changes in business thraugh permanent feedback evaluation ‘© Provide excellent recognition rates through adsptalion to the eustomer “enwiroarnent ‘Aa. complement to the Business Center Accelerators, BCC has Solution ‘Accoloraiors for the same scenarios, They are: BCC invoices. BCC Deilvery Notes BCC Salos Ondars BCC Mailroom for HR BEC Onter Confirmation BCC Remittance Advice ‘The Business Capture Centar Sales Order Accelerator works in conjunction with the Business Centar Salea Order Avcolorator. Using Vendar Invelce Managemenl lar SAP Solulions Page OFChapler 6. Using Business Center Caplure Pages Using Vendor Invoice Management far SAP SolullonsChay 16. Using Business Center Caplure ‘The BCC Accelerator for Sales Order solution provides the folowing pre- ‘configures aks: (© Header Fists = PO Date — PO Number — Customer (Debitoy) ID, Display Name an Address — Ship To Address, — Sales Order Contact Name — Expected Dativary Date + POnems = Pastion No. = Quantity — voM — Material number = em text = em unit price = fem amount = hem currency — Complete line item text (not visible in Validation Cllent, for use for ‘enhanced data mapping in BC) falda are nermalized to an internal format and prepared to be handed over to Business Center. Using Vendar Invelce Managemenl lar SAP Solulions Page 68Chapler 6. Using Business Center Caplure Delvery Note The Business Capture Center Delivery Note Accelerator is used in ‘conjunction with the Delivery Note Aecalerator for Business Center. =—=ee = =. Figure 6-8: a ‘Sample Delivery Nate for a Capt <0 meme ‘The Accelerator provides the following flelds pre-cantigured for data extraction: (© Header Fields: — Vendor ID. Vendor name and Vendar Address are displayed = Dativery Address (Plant) = Delivery Note Number = Delivery Nate Date = PO number list Using Vendor Invoice Management far SAP SolullonsSummary Chapler 6. Using Business Center Capture © Dellvery Note tam Fields: = Pasition Number = Material Number = Quantiy = Unit of Measure — PO Number (printed in tine items) — tom Description = Complete tine tem text ‘These pre-configured fields are then normalizad to an intemal format and prepared to be handed aver Wo Business Center. ‘Tho Digital Mailroom for HR Solution Accelerator comprises ane application for document elasaification and a second application far data extraction, © Document Classification applicaton - this application determines one ‘field using an adaptive classification method to determine document dase. Posable dastas ore: — Employment Contract — +9Fom — Employment Application — Intamal Letter of Application = Resume © Date Extraction application - this application provides for extraction tor ‘the fllowing pre-defined feds on typical HR incoming document: — Fest Name = Last Name Employes ID = Document Date — Date of Binh ‘The Invoice Solution is an actual integration with the VIN solution and as, ‘uch ls dolivared with the typical VIMIICC. pre-configured fields. This ‘solution Is covered extonaivaly n the BCC Customizing chapter ct this ‘course, The documentation for the Involoe solution ks found an the ‘OpenTaxt Knowledge Center. In this chapter the Business Center Capture waa introduced. The user Interface and functionally of the BCC were shown. It also introduced content far the BCC Solution Accolaratoes which are available. Lastly, the partiopant was given an exercise where they could participate in erecting ‘an application which utiizes machine leaming on sales order documents. Using Vendar Invelce Managemenl lar SAP Solulions Page 17Chaplor 6. Using Businers Cenler Capluce Page O12 Using Vendor Invoice Management far SAP SolullonsA. VIM Terms Objectives Appendix A. VIM Terme (On completion ofthis (seetion/module), parScipants should be able to: © Define key VIM terminclogy ‘VIM terms: ‘Optical Character Invoice Capture Genter ustnees Center Captore jcc) “Archive image DP Document DP Document Type Mesodata Many ne tems are roduc when VIM Bec pa of. toners landscape. Although some have been previously iniroduced, they are comprehensively defined here: ‘OpenText product for ecanning paper invaices into an electronic format for further processing. Mechanical or electronic translation of images of handwrilten, typewritten or printed text (usually captured by a scanner) iio machine-cdlRable text. ‘The OCR component by OpenText used traditionally in VIM Implamentatons for involce reeagnition. ‘The newer OpenText OCR component, which supersedes ICC asa stand ‘alone component, and-allows for 1CC functionality. BCC: also ls setto. recagnize athor incoming documents (such aa Sales Orders, Delivery Notes etc). ‘OpenTaxt networked server that enables storage, management and relrioval of archived invotces, ‘The invoioe as it fe stored inthe archive sarver. ‘Thisis the intermediate document, which is created to temporarily hold all ‘meta data about the invoice, prior to becoming an SAP document. Unique number to identify a document that is archived and ready tor DP ‘processing through VIM. ‘This is a category in SAP that distinguishes the type ofthe incoming invakce for further processing decisions. (e.g. PO, Non PO, OCR, Non OCR). ‘Also known as indexing fields, these are: required to process the invoice. Using Vendar Invelce Managemenl lar SAP Solulions Page AiAppendix A. VIM Terms Page AD Using Vendor Invoice Management far SAP Solullons