Using Vendor Invoice Management (VIM) for SAP Solutions v7.5 SP1. ‘OpenText ECM Suite for SAP Solutions OPENTEXT Learning Services‘The stare decribed in thc Wedkboak i fumisced under a Kons agreamet or dicocae2yreemt (the agrest”) the eat Corporation or one oft aint: (Open Hat}. 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Using Vendor invoice Management (Vib) far SAP Solutions 7 5SP1.-Ficst Edition: kane 2015 Comment or suggestions about ti: maraal cantiesent to LearsingContent Devioentext.ccm. ‘Basedon OpenTeat Vendor noice Management (VIM) for SAP Solutions 75 SP. Developed by Open Text Leaving Content Development and Learning Services ‘CourseName: Using Vendor Invaice Mangement (VIM) for SAP Schianss Course Ruanber: 1.2101 Porttvumbe: — 1-2101-75%-00 i Using Vendor Invoice Management (VIM for SAP SolutionsWelcome ‘Vendor Invoice Management (VIM) 7.5 for SAP Solutions is acampanent of the OpenText ECM. Suite for SAP Solutions. This course sets forthan overview of the product, synopsis of core ‘functionality, and instructions tor basic navigation. This gives the user a basis for understanding how the product will integrate into their existing SAP landscape and Accounts Payable processes. Many of the features introduced by the latest release of VIM are discussed. On completion ofthis course, you should feel confident that you can successfully use Vendor Invoice Management 7.5 for SAP Solutions. ‘Thank youtfor participating in this course. Should you require ary further information, please contact us at OpenText Learning Services. Good luck, and enjoy your learning experience. OpenText Leaming Services Using Wendor Invoice Management (WIM) for SAP Solutions‘Management (VIM) for SAP SolutionsTable of Contents L ee oy 1 ‘Accounts Payable CNaNGN 2S ence ened ‘Whatiis Vendor Invoice Management for SAP Solutions by OpenText —___18 Process Overview ‘What Does VIM Look Like? 18 ‘What is New in VIM 7.5, Best Practices Summary. 2 VIMFlowand Terms Objectives VIM Terms VIMFlow ‘Two AP Scenariasusing VIM: 00 gy Personas Suma 3 — VIMDachboards. Objectives VIM Dashboards DP Dashboard lnwoice Exception Dashboards —— lnwoice Approval Dashboard Summary. 4. Reportingin VIM Objectives VIM Reporting ‘VIM Analytics (Notiffeations REPO enn er ‘Current Liability Report VIM License Report ) represent an element of syntax you must sulstitute with a specific value. This the represents lesson symbal where the student watches tractor. ‘This icon represents a lesson symbol where the student follows, along with the instructor. This icon represents alesson symbol where the students perfarm the exercise on their own. ‘This icon represents an optional or advanced lesson symbol where the students perform the exercise-on their awn. ‘Thisicon represents a nate that supplies additionalinfermation. ‘This. icon represents. tip that supplies additional shortcut Information. ‘This icon represents.a collection of Tricks, Tips, and Traps that is Used the end of a chanter. ‘This icon represents. a caution that supplies warning information. PN © Ss fi) Cl el el °F Using Wendor Invoice Management (WIM) for SAP Solutions ie‘Management (VIM) for SAP SolutionsOPENTEXT Using Vendor Invoice Management Learning Services (VIM) for SAP Solutions 7.5 SP1 Student Attendance Form “Training Date: Instructor: Location: ‘Student Name: Position: Management [1 Technical D Other 0 Implementation End User) Administrator 01 Industry: Fedieral Government (1 Legal O Other Government Manufacturing CD Education 0 Finaneialnsurance C] Integrator C1 ‘Other ‘Company: ‘Street Address: E-mail: Phare Number:martinez g@infonavit org.Chapter 1.VIM Overview 1 VIM Overview Objectives (On completion of this section, participants should be able to: Why VIM? Accounts Payable Challenges Describe the challenges a typical Accounts Payable department faces, Explainhow VIM is suited to solve these issues Describe VIM functionality ‘Understand newly introduced features in the VIM 7.5 release ‘Vendor Invoice Management for SAP Solutions provides a quality, functionally rich Accounts Payable application, which iseasy to deploy. Its functionality is geared towards medium to high volume invoicing. ‘scenarias and works in tandem with shared service centers. Next, we discuss the common Accounts Payable challenges, which drive the need fora VIMsalution, “Accounts Payable typically alabor intensive and time consuming set of processes. It invalves the ingestion of hundreds, up to tens af thousands, ‘of Invoices a month. The invoices are aften paper-based, or they are electronicand arrive alongside attachments that reflect the original paper-based layaut. These invoices are often the result af purchase ‘orders that also create their oven paper trail. Together, this multitude of paper, electronic images, and electronic transmiscion must pass through many gates in arder for the payment process toeceur. Therefore, each ‘document must pass thraugh many hands and might be copied or altered, '35 well as being stored multiple times during itsjourney. ‘This process is wrought with many opportunities for error. loss, and delay. ‘The typical process is described next Using Wendor Invoice Management (WIM) for SAP Solutions Page iiChapter 1. VIM Overview Figure 1-4: AP Business Pracess Flow ‘Wathen AP BusinessProcess Flow Without VIM cst ‘Anormal invoice to pay process might look like the following: 1. Themailroom or other recipient receives the incoming paper invoices and sends them to Accounts Payable (AVI. 2. A/P parksthe invoice in SAP.A parked invoice ordocumentis a temporary document. tis not included in the General Ledger A/P liability account but does displayin the Vendor account detail screen. Alternatively, A/P may send the invoice to the approver prior to parking. 3. A/Pinforms the originator of the purchase (by e-mail, inter-office ‘mail, phone call. sticky note, etc} to verify and approve the invoice. A/ P may also ser! a copy of the invaice to the originator. 4, The-riginator or aseparate appraver appraves or rejects the invoice andnotifies A/P of thedecision. The originator may keep a copy of the invoice. ~ lftheinvoice isrejected, A/P must process the parked document. ‘They.can delete it or request additional isfarmation from the vendor. If waiting for vendor information, A/P must track the parked document. — If theinvoice is approved, A/P makes any requested changes and posts the invoice. Various users may keep copies af invoicesand information requests throughout the pracess. Therefore; thereis a risk that people denot have the most up-to-date-copy of the invoice. Page 2 ‘Management (VIM) for SAP SolutionsChapter 1.VIM Overview Correspondence between the involved parties must be captured and ‘tracked manually. Thisis atypical process for manual invoice verification. Many departments may be involved. When the departments are in different cities, countries, and time zones, communication and accuracy become very challenging. Insummary, the following challenges are often seen inthis A/P process: © There isa large amount of manual activity for appravalsand ‘exception processing. ‘© Duplicate payments. and postings are misplaced and invoices get lost. © There isan unpredictable variation in workloads dueto cyclical ‘volume increases. ‘© Audit and compliance concerns arise due to contradictory ‘documentation, © There is low visibility of volume data. throughput statistics, and bottlenecks. © Lengthy cycle times are common, © Ahighly skilled workforce ends up performing low valued tasks Manual keying of invoice data and resolution efforts involve time- ‘consuming historical research, cammunication with the vendor, pracess documentation, requests for additional infor mation frommuuttiple parties, manual routing, and the labor-intensive process af monitoring and providingupdate reports on the status of unpaid invoices. AP staff resources can spend a large amount of time addressing these prablems, \while vendars and buyers experience a wide range of disincentives and disadvantages. There are different perspectives on how these challenges affect the organization: © Management's View High AVP cost per transaction ~ Aneed for better reports to improve the process = Regularly missed discounts Duplicate invoice processing occurs © Buyer's View Not their corejob ~ Resolvinginvoice issues is nota high priority = Not automated nor avalue-add process Using Wendor Invoice Management (WIM) for SAP Solutions Page 1-3Chapter 1. VIM Overview Whatis Vendor Invoice Management for SAP Solutions by ‘OpenText ‘Splity Transform — © Accounts Payables View ~ Takes too much time - manual, labor-lntensive = AVP blamed far late payments, lost invoices No time far reot-cause analysis to reduce problems — Storing massive amounts of paper is inefficient and costly © Approver’s View Manual approvals take too much time = Paper invoices arelast or misplaced Based on the challenges presented, the limited resources that companies ‘employ, and the need for streamlining inefficient processes when possible, OpenText Vendor Invaice Management for SAP Solutions (VIM) i alogical choice for AP departments that run SAP. ‘VIM makes it easy for cients taimplement the solution and transform their AP process to gain efficiencies, thereby improving supplier relationships. VIM isa prepackaged compasite application that acts.as.an add-on te the ‘SAP ERP system. Itcan be leveraged to simplify the pracesses in the lifecycle of purchase orders and invaices. ‘As an option for VIM, OpenText Invoice Capture Center for SAP. ‘Solutions (ICC) further extends its capabilities automating the capture of paper invoices. ICC uses optical character recognition (OCR) to extract Invoice data. The combination of ICC with VIM enables end-to-end ‘automatian of paper invaice processing. ‘The objectivesin a VIM implementation are tar invoices to be processed more efficiently, problem invoices ta be mare quickly brought to resolution, approvals to be expedited, and payments ta be on time. “This course focuses on the latest release of the OpenText VIM for SAP Solutions product, version 7.5 SP 1 Historically, VIM grew froma series ‘of acquisitions of companies including IXOS, Gptura, and Captaris. The product has naw matured to be developed and supported solely by OpenText. \VIM isa packaged business solution that is developed and testedin ‘coordination and partnership with SAP. [tis builtusing ABAP. SAP Netweaver Partal, and SAP Workflow technologies. VIMis a technical solution, but itis built on years of experience and best practices in the industry. Page 7 ‘Management (VIM) for SAP SolutionsChapter 1. VIM Overview Component Overview VIM is made upof components that divide the pracess as showmin the next figure: Figure 1-2: ‘Components afVIM ramen iM components Leh wk - cer option WH ctaraze cornpensnt Wh rvcice input [Z sae-acctan integration + Invoice Input = This reflects the options for introducing an invaiceinto the WIM system. This includes paper-based invoices which are scanned and invoices which arriveelectronically (EDI, AribaNetwork, SAP Idec, e-mailed invoiceimages, etc). OCR (Optical Character Recognition) with ICE (Invoice Capture Center) — This component automates the capture of paper invoices by using OCR twextract invoice data, = Document Processing = This component captures invoice metadata, handles suspected ‘duplicate invoices, and collaborates with the other campanents. ‘codes and approves the invoices. + Approval Portal = Thisisa Javabased Approval Portal infrastructure runningon SAP NetWeaver Application Server (lava stack). Itis similar to the Invoice Approval but has a Web interface. © Mobile Approval = This component allows the user te approveinvoices on amobille device, for example a Blackberry, an iPhone, or an iPad. Using Wendor Invoice Management (WIM) for SAP Solutions Page 1-5Chapter 1. VIM Overview Exception Handling (Invoice Exception) ~ This component allows far the handling of exceptions that arise beforethe SAP document iserested. ‘VIM Reporting / VIM Analytics ~ VIM Reortinguses various reports to-analyze the status of Trwoices inthe SAP system. = VIM Analytics everlooks the invaicesin progress ina unified dashboard. SAP CRMSSF Integration = This component integrates VIM with the SAP CRM SSF ‘component for the creation of Service Requests from VIM dashboards. It also provides VIM invaice information ina Vendor Factsheet inside the Accounting Interaction Center (AIC). SAP NetWeaver BI = This component integrates VIM with SAP NetWeaver Business Intelligence Contentin order to integrate, transform, and present relevant statistics from the SAP BI component. ‘AribaNetwork Integration — This component connects VIM with riba Network Integration for SAP Business Suite. Suppliers create invoices in the Ariba Network. The invoices are then sent te the SAP ERP'system of the buyer and the buyer processes all incoming invoices in VIM. Page TS ‘Management (VIM) for SAP SolutionsChapter 1. VIM Overview Process Overview When VIMis integrated inte the Scan te Payment process, itean be viewed inseveral stages. The following must be completed Image capture Keydatacapture ‘Validation of the data Creation of the SAP document Posting of the SAP document ie ceetesur Poctoke Figure 1-2: Process afScanto Payment Using VIM ‘pi Tee mime reg Cp Tsk Ac Save (AASS, LEAS BB ope et tomen copie cana oem ystems) (mage Capture Typically, companies will receive invoices via mail or via e-mail. tn bath ‘cases, the invoice image must be saved and SAP must be notified that an invoice has arrived. For ingesting the invoice, companies can use a ‘scanning device that then invokes EnterpriseScan software: It ‘subsequently calls SAP.Or, they might employ an SMTP interface that routes e-mail invoices from the e-mail server to the SAP-VIM application. In both casas, Archive Server is used to store the incoming invoice image. ‘This image is now available in the Archive Server and islinked to the new VIM Document Processing {DP} dacument. Key Data Capture Now'that the invoices are reflected in SAP, itis time toxtract the key data fields from the image. There is apre-defined job runningin SAP \which looks for the notification that an image has been archived and is ‘queued in SAP for processing. When.a new invoice is detected, the ICC server is invoked (if ICC is being used) and the OCR pracess begins. All fields which areidentified during extraction are saved with the Document Processing document that was crested inthe previous step. Using Wendor Invoice Management (WIM) for SAP Solutions PageChapter 1. VIM Overview Validationaf the ‘Creation ofthe SAP Peaking ofthe SAP What Does VIM Loolc Like? ‘Visi Dashboards Now, the dacument becomes ready for validation by the company personnel. At this stage, another jab has run which notifies the persons responsible for checking the invoice extraction (or for manual extraction in the case where OCR ts not employed). The document is opened by the ‘coder, the fields nthe invoice are either validated, corrected, or ‘complemented. ‘Once completed, the invoice issaved. If itis deemed to not be aduplicate invaice, then the business rules for invoices are applied to the data being submitted. fit passesall of these rules, an'SAP document iscreated and thenext step of the workflow is invoked, Now the Document Processing document and the respective SAP document are available for the levels of approval that are necessary this company. (this configurable). After approval, the SAP document is, then posted in SAP- For the user. VIM willinvolveusing the familiar SAP GUI or the SAP. Netweaver Portal. There will be several new screens ar transactions that theuser will invoke. In VIM, the main functionality is encapsulated in dashboards. The dashboards are: © Document Processing Dashboard (includes the indexing screen) The Document Processing Document Dashboard (DP Dashboard) is the user interface for the DP workflow. You canaccessthe DP Dashboard ‘from the SAP Business Workplace (SAP transaction code: SBWPI, ‘from the Integrated invoice Cackpit (SAP transaction code: /OPT/ ‘VIM IC}, and from the'VIM Workplace (SAP transaction code:/OPTY ‘VIM_WP). = VIM Invoice Exception Dashboard - The Invoice Exception ‘dashboards (IE dashboards) are the user interfaces for processing documents thraugh the Invoice Exception processes (IE processes). “Youcan access the IE dashboards fromthe SAP Business Workplace or the Integrated Invoice Cockpit; Page TS ‘Management (VIM) for SAP Solutionsratinezg| Chapter 1. VIM Overview | OpenText Unified Dashboard - OpenText provides standard and ‘unified dashboard for all invoices. Using Vendor Invoice Management (WIM) for SAP Solutions TeChapter 1. VIM Overview Figure 1-5: The OpenText Approval Portal [SAP Workflow ard Exception Hanae Vin anatyties ‘+ OpenText Approval Portal -The OpenText:Approval Portal (Approval Portal), released with VIM 7.0SP2, provides a redesigned interface ‘for approving invoices. The interface is designed to deliver the right amount of information to the approvers sa that they can make a quick ‘decision. To access the new Appraval Portal. the user can lg in directly or eavigate ta the Approval Portal from within the SAP Netweaver Portal ‘SAP Workflow can be visualized as the thread that connects allthe tasks. in the VIM portion of Scan to Payment. Warkflow uses a series of tasks that occur in the system, based on events. Thisis configured according to theneeds of the business and is accomplished behind the scenes. For the: VIM user, this manifests itself as notifications with corresponding work items which acrive when atask is to be completed. The VIM user will be able to view all work items in the VIM Workplace. This interface allows, theuser to view the Integrated Invaice Cockpit, along with alist ofall ‘work items they are involved with, in oneview. Lastly, VIM Analytics provides the user with clear data reports on DP ‘dacuments with exceptions as well as the Invoice Exception work items. It allows for the tracking of the documents routed through SAP Workflow by VIM. VIM Analytics presents the data report results in tabular farmat, via the familiar SAP List Viewer (ALV). Page 110 ‘Management (VIM) for SAP SolutionsWhat is Newin VIM 7s neta Integration ‘Supplier Sef Service Extended ECM Integration VIM Analytics on HANA, ‘Single Click Entry Chapter 1.VIM Overview With the latest release of VIM, OpenTexthas introduced several new key functionalities. These areintroduced next and expanded onin separate sections. ‘This integration is based on SAPsnew Ariba adapter. This allows the ‘customer to use the Ariba network without theuse of additianal middleware (such as SAP XI)_ This simplifies the process by reducing the umber of places where communication fallure might accur. This, functionality has been released as af WIM 7.0 SP3, ‘Aiso introduced with VIM 7.0SP3:this functianality alloves the supplier to Joginto.an portal, which gives them the status af an inwoice-and the status cf their payment This portal functionality can be hosted within the ‘customer's awn DMZ or could be hosted in the cloud (aff premise). ‘This functionality allows auser in VIM to see the context ofan invoiceina related Extended ECM workspace. Extended ECM isa powerful offering for our SAP customers, which expases the content rich portal tathe SAP user and the distinct SAP master data to the portal user. Thespecific integration with VIM was introduced with VIM 7.05P5. ‘The newly designed VIM Analytics is only currently offered with VIM 7.5. ‘SP!1 and later. This s thefirst true HANA development, done in ‘conjunction with SAP. This is offered to.optimize performancetor SAP HANA customers. Th new WAN alsa supports nan-HANA customers. ‘This allows acustomer who wants toskip the validation step.in the ICC lent to perform validation within the VIMIDP Dashboard. Ths is supported since VIM 7.0SP-5. |All of these newly introduced featureswill be expanded onin later chapters. They are listed here as a concise description of major functionality enhancements for the release of VIM7.5SP1_ Using Wendor Invoice Management (WIM) for SAP Solutions Page iiChapter 1. VIM Overview Best Practices Figure 1-42 eet Practices Automation and Compliance Stratesy ‘Along with the additional functionalityand integration eapabilities in VIM 7.5, comes the introduction of OpenText Best Practices. The mativation behind Best Practicesis both technical and functional. ‘Technical motivation - separation of datacheckingand data changing, Functional motivation - Improved support for business processes (Overall, this allows that some documents will be handled with a lat af ‘automation whilst ather documents will follow strong compliance rules ‘and rely on manual interaction. i a ten Best Practice concepts will be further explained in later chapters. Inthis chapter the challenges of an Accounts Payable department were presented, along with how Vendor Invoice Management is ableto meet those challenges. A breakdown of stages was shawn so that the student. ‘anfurther visualize haw VIM automates the complex series at ‘exchanges inthe Scan to Payment process, Newty intraduced functionality washighlighted. Page 42 ‘Management (VIM) for SAP SolutionsChapter 2. VIM Flow and Terms 2. VIM Flow and Terms Objectives (On completion of this section, participants should be able to: ‘Visualize how VIM integrates in two typical AP scenarios Define new terminology introduced with the VIM component © Recognize thedifferent stages af VIM pracessing © Explainhow a DP document becomes an SAP Fl dacument VIM Terms (Optical Character Recognition (OCR) Invoice Capture Center Archive mage (DP Document DPDocurnent Type Many new terms are introducedin this chapter. They are defined here. (OpenText product for scanning paper invoices into an electronic format forfurther processing. Mechanical or electronic translation of Images of handwritten, ‘typewritten or printed text (usually captured by a scanner) into machine- ‘editable text. Optional OCR component by OpenText. Networked server that enables storage, management and retrieval of archived invoices. ‘The invoice ast Isstared in the archive server. “Thisis the Intermediate document, which is created to temporarily hold all meta data about the invoice, prior to becoming an SAP document. Unique number toidentify a document that is archived and ready for DP processing through VIM. ‘This is a category in SAP that distinguishes the type of theincoming, invoice for further processing decisions. -g PO,Non PO,OCR, Non ocRI. ‘Also knawn as indexing fields, these are required to process the invaice. Using Wendor Invoice Management (WIM) for SAP Solutions Page FiChapter 2. VIM Flow and Terms VIM Flow ‘This chapter will break the Vendor Invoice Management process into ‘smaller pracescing blocks, that will be referred to as stages. These stages ‘were introduced inthe previous chapter. Stages reflect agraup af steps {thatare interrelated. We will break the VIM process dawn into the following five stages: ‘© First Stage: Image Capture In this stage the invoice arrives at the customer. A distinction is made here between paper invoices that are scanned in and invoices that arrive electronically, which is becoming more widely used. © Second Stage: Key Data Capture - This isan optional stage that willbe performed if the customer elects to use Optical Character Recognition technology. The assumed technology will be OpenText's Invoice Capture Center (ICC). However, the steps would be similar in nature if an alternative product were used. ‘© Third Stage: Validation of the data - inthis stage, the customer either ‘validates and corrects the fields that OCR recognized or they complete the population of invoice fields into SAP (manually or with single-click entry}. In efther case, the invoices then ready to be processed through VIM. ‘= Fourth Stage: Creationof the SAP Document (AP Workflow) -Inthis stage the DP Documents routed thraughout the departments to ‘fully qualify the invoice, apply the business rules, and toready it for approval ‘= Fifth Stage: Posting of the SAP Document (Invoice Approval) -Thisis the final stage for the inwoice. It has passed validations and is presented for approval. itis approved, it wil be sent tobe posted in SAP. Hereis where the DP document can becomean SAP dacument. Page 22 ‘Management (VIM) for SAP SolutionsNe Chapter 2. VIM Flow and Terms First Stage:lmageCapiure In thefirst stage, there are different options for ingesting the inveice into the VIM system. Thefirstisfor a paper invoice to be physically placed into ‘scanner and scanned with OpenText's EnterpriseScan. 22-8 ‘Scanner Seanning Station SAP /'VIM Enterprise Scan Figure 2-1: irs Stopes Scanning Archive Server Paper Invoice Archive server configuration First Stages Image Cankure When an invoice is scanned invvia.a physical scanner, thefollawing occurs: seanning 1. TheScan operator places the invoice into the scanner. 2. TheScan operator scans the invoice with the EnterpriseScan software (this could be on the scanner if it is a multi-functional device MED). 2. TheScanning software then executes the OAWD transaction inSAP accordingte the document type. 4. AVIM Document Processing document with an assigned numbers “created in SAP, the image isstoredin the Archive Server, and thetwo. are linked. Using Wendor Invoice Management (WIM) for SAP Solutions Page 23Chapter 2. VIM Flow and Terms Fist Stage:lmage Capture A different option for receiving invoices into.a customer systemis via ‘Eineices electronic ile transmission over the e-mail protocol. In this scenario, \vendors scan the invaice (or electronically generate it) to afile,and attach theinvoice toan e-mail. The e-mail issent on ta the customer. Figure 2-2: Einvoicesints VIM ‘Archive Server Archive server configuration When an einvoice arrives at acustomer, the allowing steps will ensue: 1. Thee-invoice arrives at a pre-defined e-mallinbax with theinvoice attached, For instance, thecustomer might create a group e-mail account called’Accounts Payable Invoices@customer.com, 2. Thee-mailis then automatically forwarded from that group account (according toa script) to the SAP server. 3. InSAP, ViMuwill send theimage ofthe invaice to the ArchiveServer andwark tems are then createdin the Integrated Invoice Cockptt. Page 2 ‘Management (VIM) for SAP SolutionsSecondStage:ey Data In this stage the goal is to populate the new DP Document, which i Capture working document ui Chapter 2. VIM Flow and Terms Insummary, the input isthe e-mail with the invoice attached and the outputs theDP Document in VIM, anew workflow item, and an archive file with an image ofthe invoice inked to theDP Document. [LA YIM 7D introduced the Incoming Document Framework. This framework allows for receiving and pre-processing af invoicesin ‘many formats. Itsupports scanning. e-mailed invoices, uploaded ices, and OT Archive Pipelines as potential sources for input. This allows-a customer touse their paper irvaices, pdf formatted ices, XML documents, and SAP IDocs. VIM 7.5 functionality for integrating with SAP's Ariba adapter Isenhanced to enable seamless integration with VIM. For image capture, this section only depicted the diagrams for scanning and e-invaicing. the SAP document gets created. In the DP dacument, all of the invoice fields must beaccurately represented and populated. There are two options for entering indexing data in the SAP ‘GUI once the image isloaded. They are: Manual Indexing - Here, the indexer looks at the scanned image in the Detail pane and manually keys the values inta the DP Document fields inthe Indexing pane. Single Click Entry - With Single-clickentry, the Indexer ean drag and drop values from the image in the Detail pane into the fields of the DP. Document in the indexing pane. Using Wendor Invoice Management (WIM) for SAP Solutions Page 25Chapter 2. VIM Flow and Terms Second Stage:KeyData To make this process less manually intensive, a company may optionally ‘Caplure-OCR_ employ OCR technology. OpenText offers a leading edge product to ‘accomplish this, called the Invoice Capture Center. Gl & ‘Archive Storage SAPIVIN Figure 2-2 Second Stage: “archive Server LOcRfor Key Data Capture Archive server canfiguration “ocurent || Called by Windows services in ICC 16C Sererdoes extraction SAP VIM facustomer chooses touse ICC, then the following processing steps ‘occur: 1. In'SAP, scheduled jobs change the status of the DP-document to “Ready for Extraction, making It ready tebe picked up by OCR. 2. The ICCserver uses windows services to pullpush invoice image ‘from the archive server. 3. TheICC server runs theextraction and saves the extracted fields, the DP document isnow inthesstatus Extraction Completed 4, Abatch job runs and picks upthis document, assigning ita new status ‘of Ready for Validation’ Insummary, the input tothis stage s the DP document (without any fields mapped) and alinked invoice image in the Archive Server. After OCR, there are updated invoice details {invoice fields) in the DP document and itis'Ready for Validation’. Page 2S ‘Management (VIM) for SAP SolutionsChapter 2. VIM Flow and Terms Second Stage:KeyData Based on.a low volume of incoming invoices or a desire to notemploy CCapture-Marwally OCR techniques, a company may choose to manually index all of their ledei6 invoices. Figure 2-4: Tachive Server KeyData " ‘Archive server configuration desing Updates to OP|| Docurrent Indexer populates key feds Hfacustomer chooses not to use OCR software, then the following, processing steps occur: 1. IMAP, scheduled jobs change tha status of the DP-doument, making ready to be picked up by the Indexer. 2. The ICCserver uses windows services to pull/push invoice image ‘from the archive server and write the datain SAP. 3. The Indexer retrieves the image and accesses it via the DP Dashboard. 4, The Indexer populates the fields into the Indexing screen manually or ‘via the new Single-click entry and saves them to the DP Document. Insummary, the input tothis stage s the DP document (without any fields mapped) and alinked invoice image in the Archive Server. After manual indexing, there are updated invoice details (invoice fields) in the DP document. Using Wendor Invoice Management (WIM) for SAP Solutions Page 27Chapter 2. VIM Flow and Terms ‘Third Stage: Validationof In this stage, if OCR is being used, then the fields that were automatically theData populated in the DP document are validated and completed. Ifthe ‘customers not using OCR, this is the stage where an Indexer will manually populate the fields inthe VIM DP Document from the archived Invoice image. =) el Archive Storage SAP [Updates to DF ecument ® Figure 2-5: “Tichive Server “Third Stage: Validation. ‘Aechive server configuration {Validation Weert _ Clent ®@ Irnage 106 Server does extracilon SAP WIN The following steps willtake place inthis stage; 1. InSAP, scheduled jobs change the status of theDP document, making it ready for validation. 2. ThelCC server uses windows services to pull/oush the invoice image ‘from thearchive server and read/writethe datain SAP. 3._ Inside of VIM referred to asthe Validation Station inthe above igure}, the indexer will open the DP dacument, view the -correspanding invoice image, review fields that OCR populated and ‘comect and complement field values. 4. "Theinvoice will then be submitted to the VIM DP Workflow. In summary, the input to this stage is the DP document with any OCR- populated fields and the associated archived invoice image. The outputs the DP Dacument and all fields mapped and validated by the customer {Referred to as the Indexer). Page 2-8 ‘Management (VIM) for SAP SolutionsChapter 2. VIM Flow and Terms FourthStage:Creationof In this stage, the invoice passes through the steps necessary for preparing theSAP Document itfor approval. is handled bry several individuals (roles), workflows, and all the exceptions must be resolved. BES ‘Archive Storage Figure 2-6 Techive Server o vane echibve server con figuration ‘Worklion Called by Windows services in ICC a @ —— ag = = ‘The following steps occur in this stage: 1. InVIM, the DP decument snow available ta be peacessed by the AP Processor, the Buyer, the Master Data Expert andall other rales required. 2. Each of the users that receive awork item via workflow wall reviow and correct exceptions. 3. Validations and corrections are repeated until the invoices ready for approval 4, The DP document is submitted for approval. In summary, the input to this process isa fully populated DP invoice dacument. The output isan SAP Document that has been put through all processes, passed all business rules, and has been viewed by all the required roles to be readied for approval. Using Wendor Invoice Management (WIM) for SAP Solutions Page 29Ne Chapter 2. VIM Flow and Terms Filth Stage:Postingatthe In this stage, the approval af the invoice is required. Customers may have ‘SAP Document a hierarchical approval approach, but there isa final approval necessary, \whichvultimately leads to the invoice being posted into SAP. That happens wince AES Archive Storage Figure 2-7: “Arehive Server Fh stage Archive server ennfigaration Approval ® ss Bz seer In this stage, the following will occur: 3. The Approver receives an e-mail generated in SAPwith a request for their approval. 4. TheApprover executes the workitem to approve ar reject theinvaice. 2. ‘Thedocument gets posted to SAP, if appraved, and becomes an SAP Fidocument (invoice) that isready tor payment. In summary, this process starts with afully qualified SAP documentand ‘ends with a posted SAP document (ora rejected DP document). Page 2-10 ‘Management (VIM) for SAP SolutionsChapter 2. VIM Flow and Terms TwoAP Scenarios —_Likesstandard SAP, Vi can be configured te suit the needs of the using VIM: individual customer. The process by which documents are Brought into the system, the scenaria by which they are categorized, the way they are ‘validated and ultimately approved are-all subject to customizing. In general, however, some typical steps are usually employed in a VIM implementation. For reference, two simple scenarics are described below. These are representative samples touse as a guidein our discussion about invaice processing. Processing aNonPO- The typical steps for processing a Nan PO-based invaice into SAP with based Invoice with OCR VIM are as follows: ‘and VIM © Thedocuments are sorted in the mailroom. © Thedocuments arescanned with a scanning device. © Thedocuments are-archived tean Archive Server. © OCRis performed onthe documents in order to capture metadata, ‘validate metadata, and release to SAP. © Aduplicate check is performed against the document. © Thevalidity ofthe tax code is checked. © Thevalidity ofthe vendoris checked. Coding of the accounting details is done. ‘Theinvoiceis approved, © Thedocument is postedin SAP. © Theinvoiceis paid, <\> psemem| ie Figure 2-8: a, oe £$ é Non PO sn a Process withOCR nd VIM 2 Using Wendor Invoice Management (WIM) for SAP Solutions Page 2-11Chapter 2. VIM Flow and Terms In the preceding figure the roles that are played in the Non PO-based invoice scenario are pictured. There's a user who monitars incoming, scanned invoices, called the Scan User. Then, the Indexer (sometimes referred taasthe Validator) completes thedata inthe invoice. This step is performed in SAP, but might also be performedin the OCR interface ‘OCRis used. The Duplicate Checker only gets involved ifthe system ‘dooms that this invoice has been previausly processed. fit gets past ‘these checks, but the taxinformatian invalid then it goes toa Tax Expert After the Tax Expert corrects theinvoice itis passed on tothe AP Processor. Thisisthe super user who adds any relevant accounting information, thereforethey should be familiar with the accounting master data. Lastly. the Requestor and Approver are notified to give approvals. ‘Once the approvalls) are made, the document is posted to SAP. Inreality, same of these roles might be played by the same person and the levelsof approval might be different. That can be handled by assigning ‘one person ta multiple roles in the SAP workflaw set up. Ths is typical and easily configurable. This figure shows them separately for clarity of ‘the separation of respons Page 242 ‘Management (VIM) for SAP SolutionsChapter 2. VIM Flow and Terms Procestinga PO-basede- In the typical processing scenario far a PO-based invoice, the following invoice withOCR ard VIM. steps will be executed: © Thee invoice arrives via a group e-mail account. © Thedocuments arearchived to.an Archive Server. © Thee Invoices are delivered via an interface and processed through 1CCinthe background. © OC Ris performed onthe documents in order to capture metadata, ‘validate metadata, and release to SAP. © Aduplicate check is pertarmed against the document. #ThePO reference can beused tofill Inmissing invoice data, ‘© Theinvaiceis approved in VIM. © Thedocument is postedin SAP. © Theinvoiceis paid. 2G, Figure 2-9: Provessing a PO-tased e- “voice with VIM Inthe preceding figure, the same rolesare presented a inthe previous stenarta, The oles Invoked in processing a PO-baced invloe are indeed thesame,yet some ofthe tasks, and therefore some ofthe VIM screens may diferForinstance.intheevent that some of the dats in the invoice ismissng,icean be obtained by referencing the PO in SAP. Tisis available inthe Index Data screen trom the DP dashboard Thereis also a step where any mismatch betweon the imoiceand the PO is addressed ‘Thtsscenario also ders in that an eInvoloes the input Mare, the sep for scanning the invoices omitted. Using Wendor Invoice Management (WIM) for SAP Solutions Page 2-15Chapter 2. VIM Flow and Terms Figure 2-105 Invoice Processing with Figure 2-14: ‘Alex Legion: Scan Operator Throughout this course, demonstrations and exercises will model the everyday tasks of Vendor Invaice Management users. In order tobetter iustrate the muttiple roles that are involvedin the VIM pracess, ‘OpenText has introduced personas, whom represent each VIM role. ‘Consider the allowing example of a generic invoice process with VIM. ener te 8 ompsre _ > ‘The roles introduced in this scenario follow, with an associated persona: ‘This role is responible for the creation af the electronicimage of the invoice. They might beusing a multi-functional device or adesktop fax machine and might also be using EnterpriseScan software. In this class, the Scanner will be Alex Legion. nt ‘Alex Legion ‘Sean dear Page 244 ‘Management (VIM) for SAP SolutionsIndenee Validator Figure 2-12: Katja Schurmane Ieee Duplicate Checker Figure 2-13: Thormas Friedemare Chapter 2. VIM Flow and Terms ‘Thisraleis responsible for the entry and validation of the metadata abaut _aninwoice. This includes data which might have acrivedin the DP ‘dacument via OCR and that which needs to be Input manually viathe SAP ‘GUI whether itbe via Single Click Entry or via manually keying. In this ‘lass, the Indexer/Validator will be Katja Schurmann, Katja Schurmann rs ty ee ‘The Duplicate Checker is responsible for handling any invoice which has been deemed by the VIM component as a potential duplicate. Criteria for this is defined in configuratian and the options aduplicate checker has are also decided on by the customer/client. This role then executes the appropriate tasks for suspected duplicate invoices. Examples would be to Confirm Not Duplicate and thus proceed with VIM processing orto. ‘Confirm Duplicate and terminate further processing on thisinvotce. in this class, the Duplicate Checker will be Thomas Friedman. ‘Thomas Friedmann Papen Seca | Using Wendor Invoice Management (WIM) for SAP Solutions Page 2-15Chapter 2. VIM Flow and Terms ‘APPracessor The AP Processor is considered the Super User of VIM. They will fulfil many tasks during the DP Processing and the Approval Processing. Some ‘of these tasks are coding of the invoice, resolving issues, and forwarding, parking or posting and invoice.For this class, the AP Processor willbe Sally Ride, Figure 2-14: Sally Rie: AP Processor Sally Ride pecountey Cope: Requester The Requester af an invoices the initiator. This role willserve.as the fist level appraver in invoice scenarios as well as the only appraver in PO based scenarios (as delivered bry VIM baseline configuration). For this, course, Barb Nicol will be the Requester. Figure 2-15: \Barb Nico Requester 7 Barb Nicol Commas Manager Page 246 ‘Management (VIM) for SAP SolutionsNe Chapter 2. VIM Flow and Terms Cater This role is responsible for making the appropriate cst abject assignments for an invoice. The Coder will receive the invoice after Ft has been indexed and it will move through the approval process ence the coding is complete. Marcy Miller tee Manager ‘Approve The Approver of an invoice might approveit after the Coder and Requester or after anather approver. There might be several approvers ‘used In this course. We Introduce ane-of them here: Georgia Orengo i Manor Instructor Demo: Scan to Payment, using Class Personas The instructor will now demo the frst AP scenario. This is a Sean to Pay process, invoking EnterpriseScan and VIM for inwoice processing. It will begin with an ievoice image scanned into Enterprise Scan. This ince will then be sent to VIM and be ready for validation. Theinstnuctor will lagor. .@s the Validator/indexer Persona and will enter theinelex data into VIM ‘manually, they will then submit the invoice and moveit through the VIM ‘Processing steps using the other Personas introduced. Using Wendor Invoice Management (WIM) for SAP Solutions Page 2-17Chapter 2. VIM Flow and Terms Summary Page 248 ‘This chapter described the processes that will be required ance VIM is inctalled, The five main stages will encompass the capture of theinvoice Image, the capture of key data, the validation of that data, the creation of ‘an 3AP document according to business rules, and the pesting af the invaice in'SAP. Two simplified scenarios were given to further visualize haw VIM automates the complex series of exchangesin the Scan to: Payment process. Lastly, someof the personas whom will be used in the: ‘course demonstrations and exercises were introduced. ‘Management (VIM) for SAP SolutionsNe Chapter 3. VIM Dashboards 3. WIM Dashboards Objectives (On completion of this section, participants should be able to: VIM Dashboards DP Dashboard “Access the various VIM Dashboards Identify the main functions of each of the dashboards Explain the beneffts of the VIM Indexing Screen, ‘Understand Single Click Entry In the previous chapter, we discussed the stages of VIM. Certain tasks ot the VIM process were broken into discrete stages Here, inthis chapter tthe various user interfaces for accomplishing these tasks will be introduced, Subsequent chapters and exercises will expand on the processes and use of these interfaces. ‘The Document Processing Dashboard (DP Dashboard) isthe user Interface for the DP workflow process. This includes the screen where the Invoice image is mapped tathe DP document. This scalled the Indexing screen. The DP Dashboard allows you to perform tasks, such as the following: © Sending documents back ta be re-seanned ‘© Simulating the business rules for the invoice ‘© Validating and indexing the invoice metadata ‘© Checking whether or not itis a duplicate invoice * Applyingthe business rules © Posting invoices for eventual payment Using Wendor Invoice Management (WIM) for SAP Solutions Page 3-4Chapter 3. VIM Dashboards [DP Dachbaard Panels The following figureshows the Menu Toolbar andthe Application Toolbar panels of the DP Dashboard. © Menu Toolbar-This is at the very topof the screen and provides: standard SAP functions and some general VIM actions that can be: performed an a decument. |» Application Toolbar - This provides general actions thatcan be performed on a document inthe DP workfiow, such as"Submit, which submits dacumentfor further processing. “The next figure show the Process Options and Data panes. '* Process:Options - This pane shows all the possible actions a user can perform on the document in the dashboard. Thisis sensitive to the role of the user who is executing this workitem, ‘© Data Pane - This provides several tabs which allow the user toenter ‘or view indexing data tor the DP Document. These tabs are: ~ BasieData ~ Une tems Accounting ~ Tax = Process [eq Te DP dashboard canbe configuredtoopenss in the Data Pane ac the initial tabfor this workiter. This is handled inthe OpenText VIM configuration and is configurable according to role. ‘custom tab might also be configured and can also beusedas theinitial dataentry tab. Page 2 ‘Management (VIM) for SAP Solutionsratinezg| Chapter 3. VIM Dashboards: ‘The last pane is the Detail Pane. There are three standard views which can bepresentedin this pane and a fourth optional ane, according to the user's choice. They are: 1. Image Displays the archived image-of the invoice 2. History - Displays the pracess and appravall workflow history ‘3. Comments - Displays the comments logged during the DP process andapprovals ‘4, Single Click Entry - Optional: Used for populating the entries of the image into the Data Pane,using Single Click Entry technology Using Vendor Invoice Management (WIM) for SAP Solutions Pare 3SChapter 3. VIM Dashboards In the following section, where the Indexing Screen is described it is _accumed that theuser will display the scanned imagein place inthe Detail Pane. (this is shaven in the nexttigure). FSi ae Page da ‘Management (VIM) for SAP SolutionsChapter 3. VIM Dashboards ‘The DP Dashboard can be accessed from the SAP Business Workplace, from the Integrated Invoice Cockpit, and from the VIM Workplace. la the ‘next figure. the DP Dashboard s shawn with onework item highlighted. ‘Double-clicking on this DP Document will launch the DP Dashboard for this item. ‘Yi Yloreplace — Personal View Figure 4 Qpenthe DP Dashboard fromthe Vind Workplace ThetndexingScreen Starting with version 7.0.0f VIM, the Indexing Screen within the DP ‘Dashboard has been completely redesigned. Itnow includes; + Morefields available in the indexing screen for reference from SAP. ‘transactions (FB&O/MIRO) ‘G/Laccounting lines added for PO documents (eg. for additional costs} Support tor CPD vendors. Support for subsequent postings In-place viewing of ascanned invaice Better support for manual matching, . sees Using Wendor Invoice Management (WIM) for SAP Solutions Page 55ratinezg| Chapter 3. VIM Dashboards ‘The new indexing Screen is madeup af several of the different panes. The first is the Process Options section. This fs listing af thedifferent actions ‘that can be takenon the dacument for the role that is logged in. SOreNTeT | rns ree [Below the Process Options the section for indexing of the data (The Data pane} Invoice fields are grouped by tab here. Page aS Using Vendor Invoice Management (VIM for SAP SolutionsChapter 3. VIM Dashboards ‘The lact section of the Indexing Screen is the Detail pane, which is used for in-place viewing of the archived invaiceimage. Motor Constructions id voice Na, HCI2HS5 Imoice Bate; 1008, Ship Ta RenitTo an terete Figure 3-7: oD ine Sadie 1 avs Tae as 08 Invoice mage in the Enel Inexing Seren ree arco rims gn Gectin PP [at a | ree ae |S | Oe Using Wendor Invoice Management (WIM) for SAP Solutions Page 37Chapter 3. VIM Dashbo: ‘Matching the OCR input With the Index Sereen's new matching functionality. a prapasal canbe ‘against SAPProposal ard made basedn PO history. rw Image (Matchingin the Indering ‘Screen Page dS ‘Management (VIM) for SAP SolutionsChapter 3. VIM Dashboards ‘Single Click Entry With VIM 7.5, OpenT ext also introduces the new functionality called ‘Single Click Entry. This allows the user ta populate the fields fromthe Detail Pane, into the Indexing Screen. Single Click Entry allows for: (+ SAP GUI integrated data capture in addition to the existing ICC ‘validation client ‘© Invplace access to the correspanding Single Click Entry-control (+ Easy field based capturing of header and line item indexing fields ‘The technical requirements for using Single Click Entry are: + Icc7sspL © VIM75SPi.or VIM 7.05P5 + Activated SAPGUI Seripting ‘+ Installed Single Clfck Entry ActiveX Control = SAP GUlfor Windows, Figure 3.9: ‘Single Click Entry inthe Detail Pane Benefits ofthe Indexing Some of the noted benefits-af the new indexing screen include: Sees" 4 Support tor additional invoice fields 2. Increaseduser acceptance 3. Increased throughput (matching, GL coding, supports additional ‘costs, subsequent postings,one time venders} 4. Underlying framework can be-extended by partners and customers (ABAP GO) 5. Lower implementation casts for screen extensions Using Wendor Invoice Management (WIM) for SAP Solutions Page 3-9Chapter 3. VIM Dashboards Invoice Exception Dashboards ‘The Invoice Exception dashboards (IE dashboards) are the user interfaces for pracessing dacuments through the Invoice Excention processes (IE processes). The IE dashboards can be accessed from the SAP Business ‘Workplace, the Integrated Invoice Cockpit, or the VIM Workplace. The VIM Werkplace will he covered in detail in a separate chapter. Here. we will discuss how to access the SAP Business Workplacein order to launch the exception processing dashboards. ‘The Integrated Invoice Cockpit is no langer being supported from a development standpaint. Going forward, customers should transition to the feature rich VIM Workplace. Inthiscaurse, we will not use the Integrated Invoice Cockpit for examples nor demos, even though itis still available or use in the current release. SAP Business Workplace The SAP Business Workplace can be used to launch exception processing Figure 3-10: ‘asks. In order to access the SAP workplace: 1. Type Transaction Code SWEP into the SAP command field, 2. PressEnter, 3. Alternatively, irom the SAP Easy Access Menu: © Press the icon that looks like a drop mail box with an arrow an top © Goto: Menu -> Business Workplace © Goto:Tools-> Business Workflow -> Development > Runtime Tools -> Business Workplace = wiosetcr useico vena + emo. + i Ustad Goan Page S40 ‘Management (VIM) for SAP SolutionsChapter 3. VIM Dashboards POParked Invoice When aPO invoiceis parked, the process triggered depends on the Dashboard chosen parking reason and the type of thedocument. ‘All individuals whase roles are involved in the process receive a Process: Dashboard for Parked Invaice - . Opening the work item displays the PO Invoice Dashboard (Line level) for the work item. The PO Invoice Dashboard (Line level) enables you to performall actions needed to address the particular exception. After all exceptions are resolved online level, the invaices at header level. ‘Atheader level, actions can be performed on the invoice as awhole such 2 Post, Park, or Cancel acer kt : se ears Fewest ee Hore Provess Options fora meee Parked PO-Invaicein the IE 2 rece Dashboard oes oar ee emcees Using Wendor Invoice Management (WIM) for SAP Solutions Page 3-11Chapter 3. VIM Dashboards Figure 3-12: ‘Allindividuale with roles that belong to this process receive awark itemin the SAP Business Workplace, called Header Lvl dashboard - Opening the work item displays the PO tnvoice Dashboard (Header WF) tor the workcitem. The PO Invoice Dashboard (Header WE) ‘enables all actions needed to address the particular exception. (Whenever a Non PO invaice gets parked for aspecificresson, the process triggered depends on the parking reason chosen atthe time of parking thedocument. ‘All individuals whose roles are part af the process receive a Process Dashboard for Parked Invaice - work item in the ‘SAP Business Workplace. Opening the work item displays the Non-PO Invoice Dashboard for the work item. The Non-PO Invoice Dashboard ‘enables all actions needed to address the particular exception. If invoice Approval is implemented and used, the Appraver history panel is displayed at the bottom of the Nor-PO Invoice Dashboard. The “Approver history panel shows thelog of allactions taken on an invoice. Page SZ ‘Management (VIM) for SAP SolutionsChapter 3. VIM Dashboards Invoice Approval This brings us tothe Invoice Approval Dashboard. An entire chapter is Dashboard devoted to the Approval interfaces, but here, an example of the newly ‘worked Approval Dashboard is shown. From VIM 75 SP2 forward, this interface should be used for approvals, For the older approval interface, VIM 7.0 documentation should be referenced. Figure 3-1: Invoice Approval intertaoe “VIM 753°2 ‘There are various dashbaards that are supplied with VIM for populating indexing data to an invoice, taking action an invoice exceptions, viewing ‘and editing invoices, and granting the final approval. These dashboards, \will be explored in greater detallinsubsequent chapters. Using Wendor Invoice Management (WIM) for SAP Solutions Page 3-15Chapter 3. VIM Dashboards Page S44 ‘Management (VIM) for SAP SolutionsChapter 4. Reporting in VIM 4. Reportingin VIM Objectives (On completion of this section, participants should be able to: © Identify thedlfferent venues for reporting Inside VIM ¢ Compare the different tools available for reporting © Runsomestandard VIM reports and analyze the output VIM Reporting VIM Analytics VIM reporting, ike many things in SAP, can be accomplished in different ‘areas of the system using different tools. The maintoalsand transactions for rendering reports willbe discussed in this chapter. (OpenText VIM Analytics (VAN) provides a company witha concise report ‘on their invoice documents and VIM-specificworkflow tasks. Itallows for the tracking of documents throughout the process, including thase which havebeen sidetracked due to exception processing and those which are in the approval stage. VAN reports are presented via the familiar SAP ALY List Viewer. [LA The VAN report hasbeen redesigned in VIM7.5 SPI. the okt VAN report sno longer supported OpenText introduced a new \VAN report for the following reasans: © Theold VAN report has severe performance issues when handling mass amounts of data. # Thenew VAN report uses the benefits of SAP's new in- ‘memory, colunn-based SAP HANA database, as well 5 supporting all other database systems. ‘Some of the questions that VIM Analytics will answer are: ‘© What types of processing problems do we see? ‘© Which is the most problematic vendor? © How long des ittake to approve an Invoice? © Hasthe cycletime improved over thelast year? © Where are the process bottlenecks? © Whois involved internally inresolving these problems? © Whats thestatus of aparticularinvoice? Using Wendor Invoice Management (WIM) for SAP Solutions Page aiBeneifizofiheNew VAN Along with the existing functionality, the new version of the VAN report, ‘will add the following benefits: + More detailed information for selectedinvalces: + Acompletely re-worked selection screen © The possibility to leverage SAPs HANA database Invoking the New VIM In order to invoke the new VIM Analytics, the JnfOPTVIM VA2 ‘Analytics transaction should be run.The main VIM selectionscreen will be presentedin this transaction. All VIM Analytics functions are controlled va this commonselection screen. The screen canbe personalized - as ‘eachuser candecide which selection fields should appear. The enhanced selection sereen naw allows the user ta.choase criteria from aver 80. different fields. rie __— Teta rm is Document Curency » | ee i= econ Is wars vee © Paint | 1 ecm ea % J - racianGra ® Figure: ns TT Enhanced IM Alyce ‘selection screen _ coca Toe cy so comnyoy al [a] Tage Syn — »-co ara Cc sec 7 @ sie soo Doe num cy —_] WiPee Tee Cimiaial thee Teas caer Pett to Ch te tc cen Omer San Page ‘Management (VIM) for SAP SolutionsChapter 4. Reporting in VIM ‘This main screen presents three mainsactions: The Application Too! Bar, the Solection Field Panel and the Report Option Panel. The functions of eachpanel are outlined below: ‘The Application Tool Bar offers the following actions: © Brecute = GetVariant ‘* Invoke Additional Selection CriteriaScreen “The Selection Field Panel allows for the following data sets tobe used as selection criteria + InvoiceData ‘Vendor Data Process Data ‘Accounting Data Due Dates ‘Work Item Data Document Dates Process Flaw User Extension ‘The Repart Options section, which appears at the battom af the selection ‘screen enables the user to edit the settings or his/her report: y Layout Figwee-z: Narimum Number af Records 200) VAN Report Options Reporting Gurrencr = Currency Transtaton Date ]e4.03.2616) Using Wendor Invoice Management (WIM) for SAP Solutions Page 4-3Chapter 4. Reporting in VIM Report Results Screen After youhave populated theselectian screen and ance you aren the: \VIM Analytics report results screen fatter execution via theSelection ‘Screen), VAN will provide data in two separate panes, the Result List and ‘the Detail Pane, listing of header level fields for each DP Document, including: — VIMDDP Document specificinformation — SAP Invoice related information - Fromthis ist, the user can open the Unified Dashboard for the ‘selected document or navigate to the Detail Pane. Page aa ‘Management (VIM) for SAP SolutionsChapter 4. Reporting in VIM [Ql Qvenfextdetiversone basic and one extended layout variant for the Result Listin the baseline configuration. The user candefine his/her own layout variant to add fields to the result list, to removerields from the result list,or to change the sorting of the result ‘+ The Detail Pane- the Detail Pane allows for viewing data specific to: ~ Workflow Processes -this shows all VIM related workflow tasks which have been completed for this DP Document and allows the user to navigate to the workflow lag. = Image- this shows the Archived image associated to the DP Document. ~ Line Items - this shows any lineitems specific ta the DP Bocument/inwoice. = History - this shows a summary of Processhistory and also ‘Approval history. ~ Comments - this isasummary of the comments that have been logged thus far during VIM processing. = Vendor Workspace This allows theuser to launch the Extended ECM far SAP Solutions worlespace for this item. Extended ECM allows theuser to access related OpenText Content Server items in the business workspace without leaving the SAP system. This Fequiresadditional setup and is nat pictured in the next diagram. Processes. igo 0 = 2 Feat Easier ata VAN Det Pane e | josroat wos fevoal Reese FO) IEERSERI a | ose errr, Aral eared MPO) REQUESTER Using Wendor Invoice Management (WIM) for SAP Solutions Page a5Chapter 4. Reporting in VIM [New Options with the VAM Report ‘Running on SAP HANA, Figure 4-6: What is SAP HANA (When utilizing the new WAN report, the following is now possible: ‘© Enhancement points are available ~ Toadd custom fieldsin the selectionscreen, = Toenhance data selection for additional custom fields (+ Configuration to define the behavior of the discount lighticon in the result listis provided SAP-S/4HANA is the new business suite and successor af SAP ERP for ‘loud and onpremises It comes with asimplified ERP data model, There ‘aretthree editions of S/4HANA: © On-Promice 4) Managed Private Cloud = PublicCloud ‘The User Interface for S/4HANA is SAP's Fiori responsive UX. Page 4 ‘Management (VIM) for SAP SolutionsChapter 4. Reporting in VIM [Enabling HANA. In order to enable the system to utilize HANA-specificviews, certain ‘configuration must be made. Within the WIM-specificIMG (transaction ‘code: /N/OPT/SRPP: Vendor Invoice Management > Cross Component ‘Configuration > VIM Analytics (New) > Maintain Customizing Profiles, in tthe Data Selection Pane, the HANA Views checkbox shauld be selected, as shownin thenext figure, [iq] Thissettngstypically done by a configuration consultant bts provided here to shaw that running therepartan a HANA. database requires additional customizing. Figure a7: Enabling the HANA specific VAN Views Using Wendor Invoice Management (WIM) for SAP Solutions Page 47Notifications Report NeoriaVIM75 ‘The VIM Notifications program (referredta asthe VIM Reminder Report in earlier versions) provides away to remind users about the invoices ‘waiting in their inbox to be processed. The program sends &-mail notifications for all averdue Invoices and for invoices that have spent particular number of days in the usee’s inbox. The number of days is configurable. B poo Sit Golo Sot te ea 6ee Cay CHoe Am Oe ‘ocaar Poca teamed 1 By ‘Hen utero Waa oan Data © | een rh Steamer Poco ast Peaches Hesse OBdoard ‘roeckrotces-Lre roped ince Gt Fale rm PorAgeordim. Bulwcie) SIRS opr Pail} ropefarediness “The reminder program naw pravides the possibility to inform the manager concerning overdue workitems. This can beuced to configure a ‘carbon copy ta the manager as well. The“Notification Counter” is used to ‘send the mail not with thefirst reminder mail but after the configured number of reminders have been sent ta auser. Therefore, oaly one invoice needs to be aver the limitin the list af invoices that the reminder collects. lnwokingthe Notification: ‘Use transaction code /n/OPT/REMINDER. Report Page ‘Management (VIM) for SAP SolutionsChapter 4. Reporting in VIM Current Liability ‘The VIM Analytics Current Liability Report is part af VIM Analyties. It Report offers areporton documents that are parked in the system. The purpose: ‘of the Current Liability Repart is ta provide the Accounts Payable department with accurate information about the current liabilities at any point intime. ‘As aprimary use, the Current Liability Report helps the Accounts Payable department todo the accruals at month or periad end. The Current Liability Report provides various views of the data, which address the different acerual procedures used by various companies. “The Current Liability Report considers parked invoice decuments {and ‘optionally credit memas) that are inparked status. Italsoconsiders DP dacuments that were created but have not been processed as SAP dacuments. Both PO invoices and Non PO invoices are supported. There _are various controls within the report, allowing for the calculation of sub totals, or download to Microsoft Excel. Iwoking the Current To start the Current Liability Report, run the /a/OPT/VAN_LIABILITY UabilityReport_ transaction. Alternatively. navigate to OpenText Vendor Invoice Management > SAP menu> Reports > /OPT/VAN. LIABILITY - Current Liability Report. Then, populate the relevant selection criteria inthe Selection Screen, shownin the next figure. Current Liability Report @@pen Text Corp. Figure 4-9: ‘Current Liabaity Report ‘Selection Sereen Using Wendor Invoice Management (WIM) for SAP Solutions Page aoChapter 4. Reporting in VIM Figure4-10 ‘Current Listy Report Results Sereen martinez g@infonavit org. Page 10 Using Vendor Invoice Management (VIM for SAP SolutionsChapter 4. Reporting in VIM VIM License Report The VIM License report is anewiy introduced report, which can be started in dialog with transaction /OPT/LIC. COUNT or in the background by defining ajob with report fopt/vira collect. numbers. © sem DE Gls Stent Ee @ "4H Ce CUR Coe OF OB fae = mee sine = Figuret-tte | stomesmane 7 Crewe meme License Report ‘eet es " a jm (Cece dies Meee jane a o a ‘et | on ‘eat ah eh sect EESALE ConilTSet Fk tvliind iN De ALE Sassoon epost Sonn LIAL Powny Bat Sl 2 Lots fate 5 3 In the Time Framesection, the customer defines the End datetar collection for theselection of documents. This date refersto thestart date of the VIMworkflow, which is the date when Extraction Completed has been reached by ICC. Itis pre populated with the current system date. Itcan be changed to a previous date. The number of months field will dictate the current month + n-1 of the previous months. Using Wendor Invoice Management (WIM) for SAP Solutions Page @-1iFit Width Chapter 4. Reporting in VIM Exercise: Using VIM Analytics Using VIM Analy ties 41. Navigate to transaction cade vOPT/VIM,VA2 by typing it into the command field. 2. Entera valid Company Cade (1000) and Fiscal Year (20115)to fimit the result set. Press the Execute icon ar puch the FS key. At the Results screen, investigate the Results List and the Detail Pane. Check each tabin the Detail Pane. wae Exercise: Other Reports in VIM ‘The Notifications Report (lormerty called the Reminder Report) 4. Navigate to transaction code nvOPT/REMINDER by typing.tinto the ‘commana file 2 Runthe report with diferent processing options To execute, use the FB key ‘or push the Execute icon. Notice the output differences based on processing options. The Liability Report 41. Navigate to transaction code rvOPT/VAN. LIABILITY by typingit into the command field. 2 Runthe report with different processing options. Te execute, use the F8 key ‘or push the Execute icon. 3. Notice the output differences based on processing options. Page #42 Using Vendor Invoice Management (VIM for SAP SolutionsChapter 4. Reporting in VIM Central Reporting —_Centralreporting is acollectionof data reports which runoff of aggregate data in the VIM system. Run time data is collected viacollection reports, stored in reporting tables, and then is used for these new reports. These can beused where thereare multiple backend systems, as well as single ‘system landscapes. SAP Easy Access OpenText Vendor Invoice —s (i Cecurnent Teet-\rts OR Gl Mn worepiace: P CDP Document © Gross D CMe Aeiniatsien P Gorweame Tools Figure-412: = Carepots P Ca Penoate Processing “Accessing Central Reports Drakes © iogrteaimotes Coord DP maverctace BM License Roper ® Current amis Report {B sumsioa Report ‘aging Report @ SunmaryRapont @ swott Report (2 Exception anapsis Repost Der Process Anais @ Progucraty Report [Alist of some of the Central reports with a description af functionality ‘and their respective transaction cades follows. Using Wendor Invoice Management (WIM) for SAP Solutions Page 4-15Chapter 4. Reporting in VIM ‘© Aging Report (accessed via transaction code /fOPT/VIM_AGING} Figure: ‘Aging Report Rests Reports on theaging of documents.and work items in the current system. Provides an averview of the processing times af erroneaus documents. Provides a snapshot of dacuments that have not been posted and are stillin process. Provides a snapshot af work items that are still in process. Allowes for filtering of the open documents and workitems based = document type Page @14 ‘Management (VIM) for SAP SolutionsChapter 4. Reporting in VIM '* Exception Analysis Report {accessed via transaction cade /a/OPT/ ‘VIM_EXCP4) = Reports.all workitems with exceptions, grouped by exception, ‘company code-or vendor. Business view + Finds and tracks exceptions with the highest impact on your business. ‘= Monitors how often exceptions occur. ‘= Finds companies er vendors who cause the highest number of exceptions. ‘+ Indicates the Invaice amount that i affected by work items withereptions. ~ Technical view ‘= Allows for grouping by exception, vendor or company code ‘Provides an overview of the processing times (average) and wait times laverage) per exception Provides asumof gross amounts related tothe work items ‘© Gives an analysis ofthe average number of touches per work: item with exceptions ‘= Allows for an analysis of the average number of referrals per workitem with exception = Gives acomparison of exceptions of afresly selectable period to acomparison period = Provides detailed list of work Items with exceptions (by double-click) Using Wendor Invoice Management (WIM) for SAP Solutions Page @-15Chapter 4. Reporting in VIM 1+ Key Process Analytics {accessed via transaction cade /n/OPT/ ‘VIM KPA), (ql Ones theuser has opened the report they must dick onthe Refresh icon or press the Return key in order to populate the results. = Shows the accumulated amounts ofall dacuments in the DP ‘workflow, in parked state and in posted state. ~ Report panels highlight the following aspects: Total Liability - provides an overview of the total lability. Processed / In Process Documents- provides anaverview af VIM invoices, processed and currently in process. (Channel Analysis - provides an overview of VIM invoices per channel, First Pass- provides an averview of first pass VIM invoices. ‘Top Exceptions by Count - providesan overview of the most ‘frequent exceptions during the VIM process. Top Vendors by Amount - rovides an overview of the vendors with the highest purchase amount, based on the gross amount of all VIM inwoices. a (Saisie a. ae BLASER. a) Page 446 ‘Management (VIM) for SAP SolutionsChapter 4. Reporting in VIM Audit Report (accessed via transaction cade /r/OPT/VIM_AUDIT) - ‘This report is considered as amaller VIM Analytics Report withthe ‘following features: Serves asa single point af accessin a multiple back end scenario. Lists documents from all systems, central and satellite. ‘The Central Audit Report considers only decuments that have a DP document purer. Productivity Report (accessed via transaction cade: /rVOPT/ ‘VIM PRODI) Provides an averviow of the processing times (tatal and average) and wait times (average) per userfrole. Provides a snapshot of reserved and in process items per user role. Enables the analysis of the average number of touches (per invaice) of users/rates. Enables the analysis af the average number of referrals (per inwoice) of users/rales. Allows theuser to display adetailed list of: + documents processed by asingleuser/role currently reserved items ofa singleuser/role © currently processed items of a single userfrole For the Central reports, some consideration must be taken tor the manner in which the reports are run. The following table will help distingui which scenario is best far each report run. ‘Scenario — | Description [rome] bsues Useresecite: the | OXorall | Depending on the datavwakianes of reportsindialog | reports the target tables there could be Retrieval Dialog Retricralia Background and displays the performance isu / lang runiies ‘cutout imeneditey | Reportsare | OKformeost | KPArepartdocsmotspport emcuted by reports | background! processing due to led femept the muiphes screens background jobs Key Process Depending on the pre-configureel and the user ‘Amalytics AL outputcolumre ofthe other displaysthe adput | Report | resorts aeemeoptimizationsfar the ft ater paint of [pre layout should be dane inorder ie ty ing the {oeicplay three property rama jb spool its jnbsspool oulput Using Wendor Invoice Management (WIM) for SAP Solutions Page @-17Chapter 4. Reporting in VIM KPI Dashboard Mow tonavigate to the KPI ‘The Key Performance Indicator Dashboard (KPI Dashboard} is atool for ‘managers that shows VIM related process data summarized in graphical charts. The KPI Dashboard was intraduced with VIM 6.0 SP3_ ‘The following KPls have been implemented with several filters: Number of processed invoices ‘© Amount of processed invoices ‘© Number of accurrences of exception classes © Exception ree rate ‘© Number of invoices processed with delay © Number of invoices approved with delay ‘Signinto the KPI Dashboard using 2 URL, provided by your administrator. ‘You can view the KPI Dashboard with Internet Exalorer 7:0 (ar higher).To ‘access the KP! Dashbaard, you must have an SAP user on the central reportingSAP ERP system. Youwill beset up to only see company code data that you are authorized to access. ‘The first KP! Dashboard version intreduced with VIM 6.0 SP3 has no functionality toshow VIM related data that has been created before the KP! Dashboard BC Set has been activated, Page 418 ‘Management (VIM) for SAP SolutionsChapter 4. Reporting in VIM To provide better overview, the KPI Dashboard Ul groupsdata thematically and displays data on three different screens. An example of ‘one of the graphs allows. allinwoieee per ehanis! Invsiees per Channel Fipure-4-16: PIDashboardGrank: Al” Invoices per Channel Depiay Category (RAEEPORAEHT=] Business Content for Withthe VIMBW content offering, OpenText delivers pre-configured SAPBW reporting and analysis scenarios for SAP NetWeaver BW that are based ‘on consistent metadata. The VIM BW content provides the relevant BW ‘objects from extraction to analysis, inan understandable, consistent model, The VIM BW content therefore provides you with an efficient-and ‘cost-effective way to implement SAP NetWeaver EW for VIM in your company. Defivereé EW Objects The followings alist of objects that are deliverad: InfoObjects DataSources DataStore Objects (D505) MultiProviders [eq Aistotthe detvered contont, corresponding tothe above objects Isprovided in the dacument OnenText Vendor Invoice Management for SAP Solutions 7-5 SP1 - Reference Guide. This, can be foundin the OpenText Knowledge Center. Using Wendor Invoice Management (WIM) for SAP Solutions Page @-19Chapter 4. Reporting in VIM ‘The VIM 7.0 BW content focuseson VIM related process data. The key figures that are available in the KPI Dachbaard (which veas introduced \with VIM 60SP3)are either directly avallable or can be calaulated in the VIM 7.5 BW content-also, ‘The delivered content will include extractors for the ERP-system {code to ‘extract transactional data), approximately 50 VIM specific Info Objects, ‘and four Infocubes (namely Invoices, Times, Exception Classes, and Invoice Exceptions). Although ready-made reportsare not delivered, these can be constructed in the eustomer'sfamiliar interface for reporting within their BW'system. [> The delivered Bl content willwork with SAP BW version 7.0 and 4 a3. ‘The data to be calculated in a BW report s referred to asa Key Figure. ‘The Key Figures which are set upto be produced with VIM BW Baseline Content are: © Number of processed invoices + Amount of processed invoicesin invoice currency andin favorite currency ‘© Flamount of processed invaices in document currency and in lacal currency * Number of excentions © Percentage of processed invoices with a certain exception class toll processed invoices, for instance an exception freerata; this means the Fate of “no real exceptions” to all pracesced invoices © Number of invoices processed witha delay or ontime '¢ Number of invoices approved with adelay or on time ‘© Total processing time indays from the start of the VIM process to the ‘end of the VIM process © Total approval timein days Page 420 ‘Management (VIM) for SAP SolutionsChapter 4. Reporting in VIM Figure-t7: ExampleBWVIMReport INI = I In review, VIM provides theend user with many tools toreview and analyze their invoice processing statistics. Depending on the customer's infrastructure and process pain points, the users themselves will datermine which reports they find most valuable. Using Wendor Invoice Management (WIM) for SAP Solutions Page @-24Chapter 4. Reporting in VIM Page 422 ‘Management (VIM) for SAP SolutionsChapter 5. Invoice Approvals in Vi 5. Invoice Approvals in VIM Objectives (On completion of this section, participants should be able to: © Code, Approve, and Reject invoices in the SAP GUI and via the portal © Explain how the Chart of Authority isused in VIM role resolution ‘© Distinguish between the Document Processing workflow and the Approval workflow Approving Invoices in Vendor Invoice Management Invoice Approval is2 VIM component that enables users to perform coding. approving and rejecting of invoices. It is designed specifically tor invoices to pass hierarchical approvals. Once a document moves through the DP workflow and the DP exception is triggered for an approval. the invoice enters the Approval workflow. The workfiaw stens willdepend en the customers specific processes and will be set during configuration. [A This chapter wil cover approval in the SAP GUL and SAP portal Mobile approval capability is covered in the next chapter, due ta some inherent differences in the underlying logic. Process Flawfor An invoice makesits way through the VIM system as a DP document. tis Invoice Approval —_first subjected to the Dacument Processing workflow tasks. Once’ ready for approval. it branches to the Invaice Approval workflow. Thisis simply different set of tasks that must be completed when approval is, required. Figure 5-1: [DP Workflow ta Approval Using Wendor Invoice Management (WIM) for SAP Solutions Page 5-4Chapter 5. Invoice Approvals in VIM ‘The Appraval workdiow is launched from the DP workflow. The coding information is entered and validated during the approval pracess. The DP ‘workflow sits in wait for the completion of the Approval workflow. After approval, it is possible to post the invoice to SAP or continue-to the next exception. This infrastructure will allow the user to re-submit DP invoice for approval that had previously been rejected. ‘These roles were introduced previously, but to reiterate how each role plays into the Invoice Approval peacess, they are covered again here. ‘This rale enters accounting data te allocate the casts. They are able to apprave coding only. not the invoice itself. ‘After the coder completes coding, this role appraves the invoiceand verifies that the accounting data was entered correctly. This iscritical as ‘subsequent approvers cannot change coding (There isa slightly different variation for single line item approvals (available since VIM 7.0), but this will be explained later). ‘This role approves the invoice and then the invoices passed onto the next approver until all approvals have been made. lf they rejectit, they must enter comments to explain the reason for rejection. Hfarequestor rejects an invoice, this role can resubmit the invoice for _appraval or may choose to park the invoice (by providing aparking reason code) Page 52 ‘Management (VIM) for SAP SolutionsChapter 5. Invoice Approvals in Vi |All of the stops described here are ar invoices, which have made it ‘through the Document Pracessing tasks in VIM and are now ready to be approved far payment. This is specific ta the SAP GUL (coting Coding is thetirst tack that must be completed for aNon PO invoice tabe ready for approval. During this tack, the Coder allacates the invoiceta a (G/L account and Cost center (or the correct Cost objects) it required. The required fields for coding are configurable according ta the customer's design. Codingiis validated in two steps. First, itis validated against SAP master data and applicationrules. Next, it is validated via the standard ‘SAP transaction FBVO. I the data is erroneous, itis nat saved and error messages are sent to the GUL Submitfor Coding and ‘Approval Reject Coder enters Figwes Cae Requestor assignmer reviews: ‘The Repro Process teoding) i | Approve: Returnto AP [Delegation During the coding process, there isan appor tunity for the Coder to say "I want someoneelseto enter the accounting information”. This is referred toas "Delegating”. Thename of theperson that should dethe coding must beentered and ance delegated, itis still the responsibility of the original ‘coder to apprave the invoice. (La) Delegation trom the invoice Approval screen is only availble the Simple scenario for invoice approval. Thisis not available the customer is using level-based approval (level based approval will be discussed more later in this chapter). Using Wendor Invoice Management (WIM) for SAP Solutions Page 5-3Chapter 5. Invoice Approwals in VIM Referral(Collaboration) During any of the steps of the appraval process, there is an option for the user to ask for help. This is done via the use of a push button that is available in each screen. By pressing this button, the current user is given "Referee ID” fietd ta populate the user they wish tosend the work item ‘to, It willthenbe rauted on via workflow. Ifthe requested Information| mandatory for the process to proceed, it canbe marked as such withthe ‘appropriate check bax. [eens pee eee eRe te Eaicc sts [LA When annprover ar coder refers the invoice for information to the referee, itis displayed as a workitem in his/her SAP inbox, Theyecan then pravide the required information as an attachment or comment. However, they do not have the authorization ta change or add coding lines or to approve or reject the invoice, ‘Averoval There may be several levels of approval built inte this process, In the-case \where coding has been completed, and the coder has completed the invoice, itshould then move to the Requestor. Ifthe Requestor appraves cof the coding, theywill then approwe the invoice and sendit onto thenext approval role, the Requestor does not agree with the Coder’s allocation, ten they willreturn the invoice t the Coder with comments. ‘Management (VIM) for SAP Solutions Page 5Chapter 5. Invoice Approvals in Vi Requestor eens FevitEs ifrequired Fige 5 Invoice Approval Process: annRE es icrarehies! Approvals [= | ‘Accessingthe Approval If an individual has one of the aforementioned roles assigned to them, ‘Work items they will be able to access their appraval work itemsin one af three ways: 1. Access the SAP Business Workplace. This is transaction cade SBWP. Fromthe Grouped According to Task folder, select Approve Invoice. Tan Soe ‘Businece Viockpsce of REGUESTERY Using Wendor Invoice Management (WIM) for SAP Solutions Page 55Chapter 5. Invoice Approwals in VIM 2. Accoss.the VIM Workplace. This is transaction code /OPT/VIM.WP- ‘Alternatively, navigate to OpenTaxt Vendor Invaice Management > SAP menu »Reports> WIM Workplace. VIM Workplace displays a list ‘of the user's work tems that meet selection criteria they have Figure Ste ‘Accessing Approval lems fraenthe VIM Workplace Access the Integrated Invoice Cackpit (I1C).All exceptions assigned to the respectiverale appear in the IIC. This is transactioncode —/OPT/ ‘VIM IC. Alternatively, navigate to OpenText Wendor Invoice Management > SAP menu » Reports > Integrated Invoice Cockpit. “Then, after expanding the tree structure execute the relevant work item. [[A_ Note: From vind 75 onwards, HC wil no longer be further developed nor officially supported. OpenText recommends maving work item access inte the VIM Workplace, which will, ‘continue to be fully supported. Page 5S ‘Management (VIM) for SAP Solutionsorm Chapter 5. Invoice Approvals in VIM ‘Once an appraval workitem has been launched fram any’af these three interfaces, the Approve Invoice Entry:screen will appear (as pictured in. the next figure). Now the rolespecificoptions.areavailable(e tf the role Is Coder, the accounting information can be added and the Invoice canbe appraved far coding to thenmovetathe Requestor's inbax). ee } Level Based Approval ‘Since VIM 7.0, there are some significant differences infunctionality for ‘approving invoices between the older and the latest versions. To distinguish these differences, the rest ofthis chapter is dedicated to functionalityin VIM 7.0 $P1 and onwards. For a further description of Simple Approvals, the user should consult the prior versions of the: (OpenText Vendar Invoice Management for SAP Solutions Cordiguration. guides. Using Vendor Invoice Management (WIM) for SAP Solutions eTChapter 5. Invoice Approvals in VIM Approvals in VIM 7.0 With'VIM 7.0, OpenText delivered a new evel based approval process. and Onward ‘The approval processing prior to version 7.0 is still accessible with the ‘simple approval configuration and implementations also run with this, ‘scenario. [A Ongoing. Cpentext will only support the level based approval |_#1 delivered with VIM 7.0. ‘The main objective of the level based appravalis, that each inwaicein a ‘companys processed in an appraval hierarchy, which is ascociated with different approval levels. When an invoice or invoice lines are approved ‘on one level by one or mare users, the system checks if an additional ‘approval level is necessary based on the limit assigned ta the approval level. ‘Approving Single Lines of VIM 7.0 introduced the line tem approval feature. Singlelines of an ‘animeice invoice may be coded or appraved. Permission te approvea line depends ‘on cost element combinations defined in the approval configuration (this is referred to.asthe NEW COA). Other lines ofthe invoice with other cost ‘element combinations will be approved during the approval process by theresponsibleusers. Line itemapproval works according to the following process: 1. Thefirst user in the process is the intial coder, whe enters the coding details. 2. Alleaders approve their relevant line items. 3. Theinvoice moves to the requester level. [A Mthe code isthe requester: After the corresponding requester #1 has coded and approved all lines, the invoice moves to thefirst approval level. ‘After all requesters have approved their corresponding lines, the invoice moves to further approval levels. The determination for the next _appraveris done via the NEW COA in this scenario, Page SS ‘Management (VIM) for SAP SolutionsChapter 5. Invoice Approvals in Vi COA (NEW) In the NEW COA paradigm, the addition ofthe field “level” allows for the approvers tobe assigned within a level, and within a cost object. For ‘example, for Company‘Code 2000, there might befour levels of approval, ‘eachcorresponding to.an increasing dollar amount. Then for each ‘appraver that exists inthat company code, they are assigned to their relevant cost center and the respective level. This is accomplished in twa ‘ables. An example of these two tablesis given below. Approval Level/Limit View Level | Bepense Type | Text Amount © . ‘Coder O00 0 leeio | 2000.00 “moa Levelt 15300000 ‘Approves COA View ‘Company | Level | User Object iD | Counter | Default | Cost Center ‘Code 2000 Requester? | a 2200 2000) Requester? | 4 2200 “20001 Requesters | a 2200 ‘2000 Aporoest | a 2200 2000 4 Aeprovers | 4 2200 2000 4 Aepremer2 | 2 x 22100 000 a Aepromra | 2 x 1200 The PO Invoice Approval process does not consider the COA wien determining the next approver. For PO invoices, Baseline implementation determines the requester of the PO asthe first {and only) approver. fl Using Wendor Invoice Management (WIM) for SAP Solutions Page 59Chapter 5. Invoice Approvals in VIM Level Based Approvals: Summary COAMGinienance © Theconceptof level isincluded along with the amount limits. © Approvers are assigned within levels and with their cost object. CoderRequestor * A Coder is assigned toa Requestor or the Requestor isin the Coder Processing role. '=TheCoder/Requestor process s checked against the COA cost object assignment for each line, Angprovat Processing © Approval flows based on approval levels. © Alllines are processed within one level in parallel (based onthe vexisting pack). ‘© Onceone level isfinished, the next levelis processed sequentially ‘© Approver is determined via: ~ Line-based approach ~ Header-based approach Amount Limit is checked: ~ Against the pack amount inline item based processing. Against the total amount within the (evel) header level flow and the highest pack option, Approving Invoices in the Portal “The steps described here are for invoices which have made it through the Document Processing tasksin VIM and are now ready to be approved for payment. This is specificto the SAP Portal. These same steps were iterated in the SAP GUL approval steps, but may differ slightly for the Portal. Itisimportant to note first that the settings in the portal are configurable bythe user. Therefore, the figures shown might not appear to match the ‘exact display.of your own portal appraval. Inarder te accomplish: personalizationin the portal, click the Personalize link in the portal header. [eq Once you have configured your settings, yournust svete and log out and log backin or click an refresh in the brewer for the changes ta be reflected. Page 510 ‘Management (VIM) for SAP SolutionsChapter 5. Invoice Approvals in Vi ‘OmucTKT™ | Vor Insice Management Darema Dactadtaniie — FENRT omarion [agin : Dubie Tinaziow: [uso Cap For~ ‘ecessinethe Approval_In order to access the Invoice Approval page via the portal: Login to the: ‘Work Hens Approval Portal, Alternatively, log into the SAP NetWeaver Portal and navigate to the Approval Portal page. “The Invoice Approval page comprises the following sections: ‘© Invoice Approval (inbox) © Processed Invoices Figure s-9: Portal noice Approval Inbox Using Wendor Invoice Management (WIM) for SAP Solutions Page 5-11Chapter 5. Invoice Approwals in VIM (Coding Coding is thefirst tack that must be completed for aNon PO Invoice tabe ready for approval. During this task, the Coder allocates the invoicetoa (G/L account and Cost center (or the correct Cost objects) if required. The required fields for coding are configurable according ta the customer's design. Codingiis validated in tw steps. First, itis validated against SAP master data and application rules. Next, it is validated via the standard ‘SAP transaction FBVO. If the data is erroneous, itis not saved and error ‘messages are sent tothe porta. Inorder fener accounting feformation ink iselicked on the left of the inbox. Belowis an excerpt af {he lms Procasingacrant nthe portal uhichehown te Coat ‘Assignmentsection. This Is where codingis done. Figure 5-10: ‘Costing inthe Partal el ae Referral(Colsbaration) During any of the steps of the approval process, there is an option for the ‘user to ask for help. This is done in the Invaice Pracessing page (the same ‘screen pictured in the previous image), in the Refer Invoice section, This is done via the use of a push button that is available in this section. By ‘choosing anavailable user (via the drop-down bax), and then clicking the Refer push button, the currentuser requests additional information from the chosenuser. The Wait for Referee Feedback check bonis available to mark at this point. nquire About invoice aeons Sent Yr 7. leanne anene Figure 5-11: Comet Referringan invoice a=) ‘Management (VIM) for SAP Solutions Page 542Chapter 5. Invoice Approvals in Vi [A Woitfor Referce Feedback check bor —" Select this check box tohhavethe approval work tem transferred from your Inbox to theinbax of the Referee. The work iter will remain inthe Referee's Inbox untilthe Referee refers the invoice back to you. ‘Alternatively, you canend the transfer of the work item, ‘manually. Incase yau approve or reject the invoice before the Referee feedback, the work item in the Referee'sinbox vil be automatically terminated. Forwarding. In this same interface, there's an opportunity for the Cader toforward {theinvoice to another user. In the Processing Invoice page, inthe Invoice History section, the user clicks the Forward push button. They then select ‘the user (to forward to) from the Forward To list. They.can then enter an ‘optional comment and dick Forward. Once forwarded, itisstillthe responsibility of the original coder to approve the invatce. | Forward neice oceans Ut fete 6 Figure 5-42, Fervanting antenoice Ge) ‘Averoval There may be several levels of approval built inte this process. Inthe case where coding has been completed, and the cader{s) have completed the: invoice, itshould then mavetta the Requester. If the Requester approves cof the coding theywill then approwe the invoice and sendit on to thenext approval role, the Requester does not agree with the Coder's allocation, tien they willreturn the invoice tothe Coder with comments. Using Wendor Invoice Management (WIM) for SAP Solutions Page 5-13Chapter 5. Invoice Approwals in VIM Figure 5-13: us Action Interface ‘Approvalin the portal can be handled from the Partal Approvaliinbox or from the Invoice Processing page. From the inbox, a user can choose multiple invoices at once by selecting the checkboxes on the leftand then ffckingthe Aoprave Selected mvoiges button, Fromthe nice Page, click the Continue or Approve push button to apprave fhelmecktean return tothe noe [F Depending on configuration, the approved voices forwarded tothe ned appro step theres anh pose or tracted tack to Acts Payor further processing Rejection Similarly, user can reject an invoieein the approval partal. The user can ‘lick Reject inthe Inbax or on the Processing Invoice page In the Inbox, several invoices canbe marked (by selecting their check boxes at the very left) and then the user canclick Reject Selected Invoices to perfarm abulk rejection. If configured, the user must then enter a reason for the rejection, and click Reject to reject the invoice and return to the Inbox. Page 544 ‘Management (VIM) for SAP SolutionsChapter 5. Invoice Approvals in Vi Line tem Approval. sAs discussed in the section on approval in the SAP-GULWIM 7.0 introduced the line item approval feature. Singlelines of an invoice canbe ‘coded and approved in the new portal as well. Permission to approve a line depends on the cost center of the line. Other lines of the invoice with ‘other cost centers will be approved during the appraval process by the respective responsible user. Inthe Cast Assignment area, the lines that the current user is permitted to approve are highlighted. The other lines appear dimmed andare not available. Motor constructions Ltd. (6054) EES ES (ees) Baccoaia Cammenek) CoGtREsIgamant —sunclmem= pecourang Data Figure 5-14: ‘seme | [AadRo | Line tems for Coding Approval ‘To enter accounting information for a Nan POinvoice: Enter the required accounting information. Click Add Rows to add adaitional coding ines. Click Clear Fields to remaveall coding data. Click the Delete this line icon next to a line to delete thelline. (Click the Search ican next to.a coding field to open the SearchHelp. ‘When the accounting information has beenentered, click Approve to send the invoice to the next process step. eee [iq] Tessvetheworkitem andretum to the Inbox cick Save. Taretumnta the Inbox without saving, click Back. Using Wendor Invoice Management (WIM) for SAP Solutions Page 5-15Chapter 5. Invoice Approvals in VIM Exercises Display the vaiues in the New COA table 4. Access the COA maintenance using transaction code /OPT/ VIM APPR COA. Alternatively run the rvOPT/VIM transaction and navigate to Openext Verdior Invoice Management > SAP menu > Roles > Level Based Agaeoval Flow -> Level Based Approval ~Chart of Authoeity Maintenance. 2. Thetransaction opens indisplay made by default. Second, click on all four tabs to start to understand the way level based ‘approvals are configured. ‘Approve on Invoicein the SAP-GUI (Optional) Logon ta the SAP GUil as Barb Nichols or Gergia Orengo. From transaction code SBWP {SAP Ibo), exeaute.an approval work tem. ‘Access the Apprave Invoice Entry screen. Click Approve. Ifthe Approve Confirmation Screen requires comments, type them in. (lick Continue. Return tothe SAP Business Waorkolace to confirm the tasks no fonger vain for approval NPR ABBE \Viba 7.0 SP introduced more robust approval functionality. Approvals: ‘can now bedone ona line itembasis. This is accomplished with the now ‘concepts of levels, packs, and a new COA framework. The user ‘experience far appraving invoiceshas ben greatly enhanced in bath the ‘SAP GUI and the portal Page 546 ‘Management (VIM) for SAP SolutionsNe Chapter 5. Invoice Approvals in Vi ? Tips, Tricks, and Traps Invoice Approvals have been enhanced to'support the approval of posted dacuments The prerequisite for this functionality isa document initially processed within the DP Workflow. With Posted Approval pracessing, itis now passible to post aNNPO or PO Invoice with anindividual blocking reason and to approve the document with the approval workfiowafter document creation. With the final approval of the posted document, the individual payment block will be removed. Detailstor affecting this configuration can be found in the Configuration Guide of VIM 7.0 SP Sand later. Using Wendor Invoice Management (WIM) for SAP Solutions Page 5-17Page 54a ‘Management (VIM) for SAP SolutionsChapter 6. Invoice Exception Processing 6. Invoice Exception Processing Objectives (On completion of this section, participants should be able to: Explain the baseline exception handling for invoices in'VIM Distinguish between the Parking and Non Parking Scenarios [Identify the differences between the PO and the Non PO based invaice processes Recognize theroles required for processing inthe VIM scenarios Invoice Exception Handling in VIM In this chapter, we will describe the different functional aspects of processing invoices in VIM. The product splits the way it handles an invoice, depending on whether it encounters an exception during DP processing or after it has become atrue SAP dacument. Non-Parking Vs. Parking Scenarios Non-Parking Scenario. The DP process (aon-parking scenario} is applied whenaninvoice Parking Scenario. ‘originates fromICC, IDac, e-mail or any other incoming channel. All business rules are checked against the data of the invoice. the inveice is ‘correct, itis pasted in background, In between, the approval workflows triggered if the process types ‘Approval Required (NPO) or Approval Required (PO) are configured for ‘the givencdocument type. Until the document is posted, the DP docurnent is visible only in'VIM, ‘The parking process is triggered when aninvoice is parked using the SAP ‘transaction FV60 (Nar-PO inwaices) or MIRZ/MIRQ (PO invoices). The ‘VIM user must enter a parking reason, The parked document can be processed in VIM instead of the DP indexing document. The parked document is visible nat only in VIM, but also in SAP. Itcan beseen or ‘edited using SAP transactions. Using Wendor Invoice Management (WIM) for SAP Solutions Page 6-4Chapter 6. Invoice Exception Processing Based on the parking reason, the work item is then sent to the pre- ‘configured initial actor. Every actor can perform certain process options. ‘These options are pre-defined for every parking reason, for example refer invoice or post invoice. When the document is pasted, the process ends. Below isa summary of the transactions and associated data for each of the scenarios. KeyData/ | ParkingPO | Parking Noe-PO | Now-Parking PO | Nor-Parking Nor-PO Scenarios Parking MAIRZIMIRO PVG ° . esesaetion Initial Actor | Parking Reason | Parking Reasan—* . forParking | Cade Cade (determines ba vim woouzrs2s0 | wso0zvs27a -wsooays26 | ws00a/S200 Worksow: Temphite Onsne | naa re mR Posting ‘ransaetion BDCIDs | 318 ai 1.200 a0 provided for posting Background | POSTPARKEDI POSTPARKEDIN tuto Pest ‘Auto Post configuredt Posting VOICE ot = VOICE af Object configuredinthe | inthe Dacurnert Type igner Object ype? Type/OPHFIPP Document Type optmaaon “Aspecial parking scenario is the approval scenario. tfthe parking reason is ‘Approval Required, the approval workflow is triggered. nthe Approval Page 2 ‘Management (VIM) for SAP SolutionsReview of SAPAP Terms Parked voice Document Figure 6-12 ‘SAP Parked Document Chapter 6. Invoice Exception Processing Horeis a brief review at SAP terminology for the purpases of further discussion. ‘Aparked documents temporary, changeable document that does nat ‘update the General Ledger Accounts Payable lability account or offsetting G/Laccounts. However, the amounts are included in the ine item display in the associated vendor account detail. EeBie DapnyParned Decuria Kees 2 eosie] ‘Avany time, the Accounting Department canuse the VIM liabilities (VAN) report to datermine the potential A/P liability. parked dacument can ‘span months. Thats, it may becreated inadifferent month than the one inwhich tis eventually pastedin as long as the months danot cross fiscal years. This isdue to SAP constraints. WIM provides ayear end program to ‘lose outstanding parked documents and move them to the new fiscal ‘year. Best practices recommend that ll parked documents be resolved before year end close: Ifa parked doourent is not needed, it canbe deleted. Thiseffectively remaves the document from theSAP database. Using Wendor Invoice Management (WIM) for SAP Solutions Page 6-3Chapter 6. Invoice Exception Processing Ported|moice Document After adocument is pasted, itis nat possible to change any fields except Figure 6-2: ‘SAP Posted Document Figure 6-2: ‘2WayMiatch free form text fields. This is standard SAP. If adocument was posted in ‘error or contains incorrect information, it must be canceled {PO invoice) ‘or reversed (non-PO invoice) to negate the affect. This cancellation or reversal creates a new document that contains the apposite postings fromthe original invoice. S 2) Jn O88 CHmobao @in Display Document: Data Entry {ara ev reer cover Ler Foci ata) 28 Pete 2 Teivecd TT ators J Yi Te ae EE (| cml |S court esouten | mat) [i] tC In SAP Invoice Processing. the PO Invoice Process Flowisoften described ‘asa Three Way Match. The simple goal of the Three Way Matchis fr the Purchase Order (PO) to match the Goods Receipt (GR) and then to also match withthe Invoice Receipt (Invaice). Bie andiorecacipariod Pionero Maintenance inieaco eer ESE) Ey) Cobeleeiaa 1 Organization and starring (WwerksIo\ Ouyanaational unit Fmpieorg Page @ ‘Management (VIM) for SAP SolutionsChapter 6. Invoice Exception Processing ‘The logical sequence of such a precessis as allows: 1. Thebuyer creates the-purchase order (PO) from scratch or by conver ing an optienal purchase requisition (PR intoa PO. APO has no financial impact. If Commitmentsare being used, the financial data is includedin commitment reports. 2. When goods are received, Inventory Management (receiving) pasts the goods receipt (GR) against the PO. 3. When the receiver posts the GR, thesystem automaticaly adopts the ‘values (ine items and quantities} fram the PO: The receiver verifies the quantity received and changes the quantityin theGR if necessary. 4. The GR financial decument increases the inventory, expense or fixed asset account and credits the GR/IR clearing account ta accrue the ‘vendor liability. The related Materials (MM) document increases the inventory quantity. 5. Accounts Payable posts the vendor invoice receipt (IR) through logistics invoice verification in Materials Management. ‘6. When A/P posts the IR the system automatically adopts the valves (ine items and quantities) from the GR. The prices, payment terms, and other data from the PO also default into the IRM the IR quantity is greater than the GR, AVP can past the invoice document butt wil be blocked from payment until the quantity ditterence is resolved (this is an example of a quantity block). lf the invoice price is greater than the PO price and outsice the pre-set price tolerance, AJP can post the imoice document but the document wil be blacked from paymentuntil the price discrepancy isresolved {this anexample of a Price block). 7. The AVP financial document creditsthe vendor and debits the GR/R account to clear the vendor liability (accrual). The GR/IR account willl thenhaveabalance of zero for this PO 8. Bath theGR activity and theIR activity are tracked through the PO by individual Using Wendor Invoice Management (WIM) for SAP Solutions Page 65Chapter 6. Invoice Exception Processing ‘The PO lnmoiceProcess Here we describe a typical PO Invoice Process with VIM, but without ‘with VIM butwithout OCR OCR. In each of these steps. there are potential issues which might arise ‘These are referred to.as exceptions in VIM. They can accur in the actual processing of the invoice decument (Document Processing) ar during the ‘creation and pasting of the SAP invoice document (Invoice Processing). “The below ist calls out all potential excentions inboth pracessing phases. Organization and staffing (workflow) Create Page oS Using Vendor Invoice Management (VIM for SAP Solutionsinter 6. Invoice Exception Processing. Document Processing There are several steps involved in Document Pracessing. For each step, (Nor-Parking) Exceptions the potential exceptions are called out: 1. Thedocument is seanned © Rescan required 2. Manual entry (manual indexing of all fields into the DP Dashboard © Invalid POrumber © wali Vendor number Invalid unit of measure (UOM) © lewd currency 3. Abackground checks done to decide if the documents a duplicate ‘or not © Suspected duplicate invoice Using Vendor Invoice Management (WIM) for SAP Solutions Pare 67Chapter 6. Invoice Exception Processing Invoice Processing (Parking The rest of thesteps involved in pasting the invoice happen during. ‘er Blocking) Baceptions Invoice Processing. The potential exceptions are called out for these steps as well: 1. Abackground checks done to apply the SAP business rules @ Unable to auto-park ‘Approval required Wendor audit Vendor maintenance ender mismatch Serviceentry required Currency mismatch Unit of measure mismatch Freight oninvoice ‘Thereare additional potential exceptions, tis denendson configuration 2. Theinvoiceis manually posted © Unable to auto-post ‘© Invoice blocked for payment due to: ~ Pricediserepancy Quantity discrepancy ‘The PO invoice Process Ifthe PO Invoice Process includes the option of Optical Character ‘with VIM, using OCR Recognition for scanned invoices, then thereis the potential for ather ‘exceptions that must be handled by VIM. webt Fes Processin voice wring OCR reel metadata Page oo ‘Management (VIM) for SAP SolutionsChapter 6. Invoice Exception Processing Additional Document The additional exceptions that might aceur when using OCR are called Processing (Non Parking) out by step: 1. OCROption © Failure of OCR applications 2. OCRentry ofailfields into the DP Document © Invalid Data Format Implementation Ifa company is implementing VIM with manual indexing, the following Considerations considerations should be made for the PO-based invoice: © Line tems arenotindexed unless OCR is used. © Thelndexer enters invoice metadata from theliwvoice image ‘© Required fields are configurable based on DP document type. ‘© Various validations must be executed to ensure valid and required datais captured, Search helpis possible in this SAP screen. © Rotescan be configured so that differentusersindex different document types. © Themetadata stored in OpenText tables is later used to pre-populate the related SAP transaction. Ifinstead, the company's implementing OCR with PO-based invoicing, ‘the Following challenges should be met early: © How todetermine the PO number, © How to Determine the POlline ites. ~ Vendors mustinclude ling item number or logic must be used ta = Asingle line POs easier to recognize and auto post than a multiple line PO. © Taxrecognition must include: ~ Amount = Taxeode ~ Tax jurisdiction code based on zipcode © How todistinguish acredit mema = Theword"Credit” must be searched for. ~ Harioussignappearsnear avalue, itisa suspected credit Using Wendor Invoice Management (WIM) for SAP Solutions Page 69Chapter 6. Invoice Exception Processing ‘Sienplified Swim Lane for PO-Baaed invoice Process Figure 6-7: ‘Swim Lane for BO Invoice In the case of either manual indexing or OCR, there ic the consideration for duplicate checking. For a PO inweice, the DP document shauld be checked before the SAP document iscreated. Thismight involve checking the metadata such as PO number, Invoice date, Gross amount, Vendor reference number, and Vendor number. f any af these validations ail the invoice is referred ta the Duplicate Checker role. This individual will datermine if the invoice is truly a duplicate or not and the subsequent ‘workflows determined thraugh custem configuration. the invoice passes VIM duplicate checking, it will still be subject to the SAP duplicate ‘check logiclater in the process. ‘As mentioned in the previous chapter, there will be astage of an Implementation project where swim lane workshops-can be conducted. ‘These workshops or design sessions will everage OpenText pravided ‘swim lanes. To reiterate the new rales and the exchanges during the process, the below figure calls outa simple PO based invoice process. a oe * teeter j —— ‘Ontheleft hand sideare the roles that are involved. From top to battom, there isthe Buyer that creates the PO, the AP Pracessor, who will ‘eventually post the Invoice, the Indexer who receives the image and centersthe key data into the WIM DP Doaument, and the Scan Operator who scans the image into the system. Page 6-10 ‘Management (VIM) for SAP SolutionsNon PO Invoice Figure 6-8: [Non PO invoice Process Chapter 6. Invoice Exception Processing In this illustration, it starts to become evident that there are many potential routes that any one invoice might take. Forexample, once the image is scanned, itis forwarded tothe Indexer. The Indexer might not be ‘able tofillin all dataffields and might refer the invoice an to another role for advice or they might forward it to AP for approval. The AP Pracessor might past the invoice, ar they might refer it back to the Indexer ar an to ‘the Buyer for some required action. The Buyer can then change the PO or ‘create-a new PO.and refer it back ta the AP Pracessor. Ths ia simple ‘example, and yet the permutations of possible invoice paths grows ‘quickly. In the Non PO Invoice process flow, an order's not initiated viaa Purchase Order, yet once the invoice is received, many of the same steps mustbe executed. This section will reiterate the stens that are the same 2a the PO process, and highlight the stens that are distinct ta Non PO Invaice processing. cue Savotect | eaywscentn Eounen Fam 1082) aera nx roue Eat oro PEHOE) ra (S0-WE EERE epee Diprew ]memmiee | Le ‘The logical sequence of steps in this process is: 4. A Requester arders goods or services without a Purchase Order. 2. When the material is received, no goods receipt is enteredin the system, 3. Typically, invoice approval is required by the Requester and possibly other management to ensure goods or services were received. 4, Accounts Payable posts the vendor invoice through Financial ‘Accounting. Using Wendor Invoice Management (WIM) for SAP Solutions Page 6-11Chapter 6. Invoice Exception Processing ‘TheNonPO imaice AAs with the PO invoice process, exceptions may occur throughout the Process with VIM Non PO invaice process. Pca ie Dre eric] ere TCC With OCR Cee ies Breet Pe meiy occ Document Processing The exceptions that can occur for the Non PO Invoice Process, during the (Non-Parkirel Excentiors Document Processing stepsare: 11. Validate OCR metadata’ Manually enter index in the dashboard © lrwalid data vendor © Invalid currency © lrwalid requestor ID 2. Background Check for Duplicate © Suspected duplicate invoice EY invoi igure 6-105 Non 86 Invoice Processing Crt} Cea Page O42 ‘Management (VIM) for SAP SolutionsChapter 6. Invoice Exception Processing Invoice Processing The exceptions that can occur for the Non PO Invoice Process, during the (Parking) Exceptions Invoice Processing steps are: 1. Background process: Apply business rules ¢ Unable to auto park ‘Approval required Vendor maintenance required Wendor audit required Taxauditrequired Non PO Credit Memo Additional exceptions might occur depending on configuration ‘Simplified SwimLanefor The below figure calls out a simple Non PC based invoice process. "Non PO Based Invoice Process jp EES rarest ‘Swimane for Nan PO: Iedener ean (On the left hand sideare the roles that are invalved. From bottom ta top there isthe Scanner who brings the invaice image into the system, the Indexer who receives the image and enters the key data into the VIM DP- Document, the AP Processar who will eventually postthe Invoice, and the individual responsible for vendor maintenance. Using Wendor Invoice Management (WIM) for SAP Solutions Page 6-13Chapter 6. Invoice Exception Processing In this lustration itis again evident that there are many potential routes ‘that any one invoice might take. For example, once the images scanned, itistorwarded to the Indexer. The Indexer might nat be able to fillinall data fields and might refer the Invoice onto another role for advice or they might forwardit toAPfor approval. The AP Processor might post the invoice, or they might refer it hack to the Indexer ar an to Vendor Maintenance for some required action (eg. creation of a new vende) ‘Once the new vendor is created the invoice canbe referred back to the AP Processor. This isasimple example, and yet the permutations of Possible invoice paths graws quickly. Whether a customer chooses OCR or manual indexing, there are some lessons learned that are beneficial to take into consideration before ‘commencing the project. Aswith exceptions, there are some differences between PO and Non PO scenarios, so this section will be categorized accordingly. Hfacompany is implementing OCR with their Nan PO-based invaice processing, itis prudent to communicate in advance to the vendars the importance of data accuracy. Itisalso recommended that the logic for determining company code be designed in advance. Lastly, itis agood idea to predetermine how the Requestor will be extracted from the invoice as the Requestor is used to initiate the approval process. It might bedeterminedfrom auser e-mail address or fram auser ID, bathaf which should come from theinvoice. fa.company is implementing VIM with manual indexing, thought should be given to how acompany will ingest and code the many invoices they receive. Considerations chauld be made for haw best to organize the Indexers, whether or not to set upa shared services location, and where ‘the scanning wil take place. Often, the new role of Indexer is misconstrued as.a coding’ role. But inessence, this isa“data entry” role. “The user must only be able toread the inwoice and type the datainto the correct fields inSAP. Even though the scanning snot GCR-enabled, due to some logic in the way invoices are categorized in VIM, the index screen may be pre-populated with Company Code, Document Type, and Data Entry Date. In the case of either manual indexing or OCR, there is the consideration for duplicate checking. For a Non PO invoice, the DPdocument should be ‘checked before the SAP document is created. This could be accomplished by comparing the index data ofthe invaice to inprocess documents in the ‘SAP and OpenText tables. If any of these comparisons match, the invoice is referred to the Duplicate Checker role. This individual will determine it the invoice is truly aduplicate or not and the subsequent workflow is, determined through custom configuration. If the invoice passes VIM. duplicate checking, it wll stil be subject to the SAP duplicate check logic later in the process Page @-14 ‘Management (VIM) for SAP SolutionsChapter 6. Invoice Exception Processing Exception Resolution The Exception Resolution Workflow provides ahighly flexible, yot simple invim step process: 1. Determine routing and actions: Thisstep starts when the Invoice is blocked or parked. Using custom table entries, the workdlow ‘determines the correct user whois to take action on the item. A period of waiting can beset upin certain situations. Agood example is ‘when an invoice is received before the goods receipt is pasted, This step will end once awork itemnis created by workflow in the inbox of the next agent. 2. Present-the processing aptions: In this stop, the Process Selection Screenicdisplayed when the agent executes the new work item in their inbox. Ibis a custom diatog developed by OpenTextto present all the information needed to handle an invoice exception including: ‘© Line item information for the invoice, the purchase order, and the ‘goods receipt © Options to display the full invaice, PO. and receipt © Available actions for the user © Alogor history of previous activity 3. User action: This step allows for several actions, ¢ Referral is used to gather relevant information from another department. Far example, anitem with a quantity block may be referred te Receiving to verify the accuracy of the goods. ‘© Actionis the SAP transaction that may be executed to resolve a blocked or parked invoice item. Examples of actions include: Change PO, Change Goods Receipt, and Cancel lnwoice. © Finally, Authorization is used when one department authorizes another department to take an action. For example, purchasing, can authorize AP to short payan invoice. After an action or authorized action occurs, the invoice is checked to see:ifthe ‘exception has been resolved if so, the workflow ends. fan ‘exception stillexists, the process continues until the exceptions resolved. Using Wendor Invoice Management (WIM) for SAP Solutions Page 6-15Chapter 6. Invoice Exception Processing Figure s-12: \Biception Resolution! vim Baseline Exception Handling, Block or Park invoice = | / For each invoice exception, the following aredetermined: + Who should take action? © What actions are possible? ‘© When should the action accur? In order to promote rapid installations, which save the customer costly resources, OpenT ext provides pre-configured exception handling processes “out-of-the-box”. Thisis referred to as the Basaline Exception Honing. This is a set of rules that are built inte the system to standardize business processes for the simplification of invoice resolution. This development worksin collaboration with’ SAP functionality which means ‘dear audit trails, adherence ta business rules, and shorter resolution time. ‘The baseline functionality requires limited configuration at installation time. This canbe accomplished using the Baseline Wizard. Alldefault ‘exceptions will be installed, unless individual exceptions are turned off as required. Role resolution can also be configured via a selection from pre defined options. Page @-46 ‘Management (VIM) for SAP SolutionsChapter 6. Invoice Exception Processing RexsonCades Baseline handling is accomplished via Reason Codes. Reason Cades determine the pracess flow and control. They will be used for ‘determination of the responsible parties and which actions are available ‘to thase individuals. The options fall inta three categories, as illustrated in ‘the previous figure. They are Authorization, Action, and Referral. ‘© Authorization - Gives AP permission to dosomething to the invoice, such as deletion er short pay. Action allows a user tomakea change or ta launch an SAP transaction, © Referral - Sends awork item toanather role. [A Mutipte reason cos maybe vaidfor the same document Each "reason must be resolved before A/P can post the document: An ception will only display when the user has autherization to the underlying SAP transaction. Baseline handling canbe used tor both PO andNon PO Invoice processes. In order to clarify reason codes, some examples are provided. 1. Parked Non PO invoice exception reasons: ¢ Non PO Invoice Appravall © Vendor Audit Required Vendor Maintenance Required © Tax Audit Required 2. Document Processing for a Non-PO invoice exception reasons: Invalid Vendor lwalie Currency Invalid Requester ID Suspected Duplicate Unable to determine Company Coste Non-PO Credit Meme Processing Non-PO Expense Type © Pre-approved 3. Blocked PO invoice exception reasons: © Price Discrepancy © Quantity Discrepancy © DateDiserepancy Using Wendor Invoice Management (WIM) for SAP Solutions Page 6-17Chapter 6. Invoice Exception Processing Exception Handling Parked PO invoice exception reasons: POlinvoice Approval Vendor Audit Required ‘Vendor Maintenance Requir VendorMismatch Service Entry Required Currency mismatch UOM Mismatch Freight oninvaice Tax Audit Required Document Processing for a PO invoice exception reasons: Invalid PO Number Invalid Vendor Number Invalid’ UOM Invalid Currency Suspected Duplicate PO not released or incomplete Unable to match PO lines ‘As indicated during the section on swim lane workshops, new roles are introduced into the AP process when implementing VIM. Additionally, ‘enabling OCR requires additional roles. Exception handling rales are ascribed here. ‘This role avms theingestion of the inbound invoices. They are trained in (OCR technology and handle the logistics of incoming invoices. “This role awns the data validation from the scanned Invoice image to the DP-documentinside VIM. ‘This role checks whether ornot asuspected duplicate invoice is valid. ‘This anexisting role, but one that might attain adltional responsibilities inside the VIM tol ‘This could be an existing role that would end up receiving an automated ‘workflow request if a valid vendor had nat been created in SAP master information is missingon an invaice or isinvalid, thistle will um for adding tax data. ‘This role can be played by any other given role. The request to this role ‘would be for additional detail surrounding the invoice. Page oa ‘Management (VIM) for SAP SolutionsChapter 6. Invoice Exception Processing NonPO-specficroles Originator or requestor « Thisis a rate that most likely already exists. This is the individual that initiated the purchase, Coder -This is the accounting expert that will fil infields sa that an invoice is properly accounted for. ‘Approver- These are the roles that an organization decides are ‘authorized to approve the paying af Invoices (could be ane or mare based on invoice amount and ather criteria). PO-specificrales Buyer (PO)- This role is most likely existing and might own the approval ofthe PO. Requisitioner or Requestor - This role ic most likely existing and ic the ‘originator of the PO. Receiver [PO)- This rale handles the receipt af goods against the PO. Summary VIM introduces anew path forthe processing of invoices. This path isa seriesof connected task, that wil be fulfilled by both existing and new rolesin the organization, iis critical to map these new processes aut in ‘swim lane workshops so that the solution can be fully envisioned and planned for successfully. Using Wendor Invoice Management (WIM) for SAP Solutions Page 6-19Chapter 6. Invoice Exception Processing Test Your Knowledge L Consider the advantages and disadvantage of OCR List the main benefits you can see of using OCR in conjunction with VIM List the:challenges that it might present far the department where you are implementing VIM. Pick one simple process (PO based invoice or Non PO based invoice). Leverage the appropriate swirn lane diagram in the Appendix and start to take note of where the process ‘might need customization for your business process. Alternatively, think of ways that your business process might be altered to mareclocly fit the pracessdescribedin the-swim lane diagram. Page @-20 ‘Management (VIM) for SAP SolutionsChapter 7. CRM & SRM Integration with VIM 7. CRM&SRM Integration with VIM Objectives (On completion of this section, participants should be able to: Explain how SRM and VIM functionality integrate Draw high level swim lanes for the main PCQexception scenarios Explain the objective in integrating SAP's CRM with VIM Describe how the Shared Service Frameworks utilized in the integration of CRM. Realize the benefits of integrating VIM with CRM Customer Relationship Management and Invoice Management Integration Concepts Many customers that choose to implement Vendor Invoice Management, mightalso have installed SAP's Customer Relationship Management (CRM) component. CRM allows a business to solve customer prabloms more quickly, with amyriad of data.at the custamer service representative's fingertips. It makes sense that invoicing details are the perfect fit for incorporatinginta CRM. ‘As part of SAP's Business Suite 2010 (ERP 6.0 EhPS and CRM 7.0 EhP4), ‘SAP delivers the Shared Service Framework (SSF). SSF contains a rich set ‘of tools to improve and automate Shared Service Center operations. ‘Technically, SSF is based on the SAP Customer Interaction Center, ‘case of the VIM integration, this isthe Accounting interaction Center (AIC) The Interaction Center is part of SSF. CRM provides software for ticket systems, for example, in the Accounts Payabledepartment. the ‘SSF integrates the leading CRM system with the backend ERP systems, ‘ourcase - Vendor Invoice Management. Shared Service Center agents continue to workentirely in their AIC, with access to the backend ERP ‘syste dataof which they are responsible. The AIC provides the means to ‘support communication with employees, suppliers and customers. “AService Request (SR) is an abject in SSF (CRM based) that isthe main vehicle for all interactions in CRM. An SRis afarmwithvhistory and a number of Fact Sheets. ‘AFact Sheet slike a report that provides the SSF user with a snapshot of information related to business entities (a vendor in the case of VIM). Using Wendor Invoice Management (WIM) for SAP Solutions Page 7ANe Chapter 7. CRM & SRM Integration with VIM ViMand CRM SSF Integration Scenarios Use Cases Starting with version 60, VIMis ableto integrate with SSF. ViMleverages theframewark and provides integration scenarios a customer can leverage withinthe Accounting Interaction Center. The fallawing are examples: ‘© Theintegration allows searching and finding invoicesin VIM fram AIC. © ViMusers in the ERP backend system canopen service requests from ‘VIM workitems and exceptions. © Specific exceptions can be configured to automatically create a service request in CRM/AIC. \VIM supports the following scenarios for the SSF integration: 1. Manual creation of Service Request (SR) 2. Automated creation af anSR {VIM Exception) 3. Content Provision: Feeding vendor fact sheets © Fromthe AICMenu, the user can call VIM Analytics. © Fromthe AIC Menu, the user can call VIM Analytics with an option "Link to Service Request". © Froma Service Request, the user can display details of a VIM object. © AIC- VIM integration: Support for VIM multi-backend systems. © AIC-Vendar Fact Sheet: Allows for WIM specific sub frames. © Auser can manually create a SR froma VIM workitem via button, © Service Requests canbe viewed fram VIM Analytics. © Open Service Requests canbe viewed from a VIM workitem. © DP workflows can beset up to trigger the automated creation of a Service Request (based on Process Types) © Data from VIM can be pre-populatedin a Service Request. Page 72 ‘Management (VIM) for SAP SolutionsChapter 7. CRM & SRM Integration wt vim Displaying Invoices of |The $5F allawss the user to display theinwoices ofa specific wendor inside Specific Vendor —_of the CRM Interaction Center. This functionality is possible by launching inside AIC ‘VIM Analytics from the AIC. ‘Once inside the AIC, the Vendar ID should be placed in the Account ID fiald. Then, once the Search Account buttons clicked, theuser wall confirm the Vendor value. Figure 7-1: Customer interaction Center: Searching for Invoices for Specific Vendor ‘The user is then presented with the Navigation Panel, where they can ‘chonse VIM JAnalytics Account ID from theleft. The next figure gives an illustration of the VIM Analytics Selection Screen embedded inthe AIC. From here, theuser canuse the reportasifin the SAP GUI. igure 7-2: ‘VIM Analytics Inide the "AIC Using Wendor Invoice Management (WIM) for SAP Solutions Page 7-3Chapter 7. CRM & SRM Displaying VIM From within the AIC, inside ofa Service Request, related VIM Invoicesean Invoices Insidea be dlsplayed. The Business Contest link can be clicked and then the Service Request ‘OpeniText DP Document can be launched. Figure 7-2: (Displaying VIM ineaices ‘roma Service Request Croatinga Service _Anyof the VIM Dachboardsallow for the manual creation af a Service Request Manually Request. Thouser can follow those steps: 1. Click the Create Service Request button. © fan SRexists for the invoice, the View Service Requests dialog bax opens. Click Create New. © Hfno SRexistsfor theinvoice, the Manage Service Requests dialog bax opens. Click Yes. 2. Provide username, password, and business role when prompted todo sa. Page 74 ‘Management (VIM) for SAP SolutionsChapter 7. CRM & SRM Integration wt vim 4. The CRM browser will open in the AIC Service Request: Newscraen (asdepicted in the next figure). Filin the required fields. Linking VIMInvoices From within the AIC. inside of a Service Request, theuser can link specific toaServiceRequest VIM invoices. To dothis: 1. Openthe Service Request. 2. Inthe Navigation pane on the left, click the VIM Analytics SRQ link. 3. AVIMAnalyticslisting appears with all DP invoices. Marieor highlight ‘the relevant invoices. 4, Click theLink to'SR button. Benefits What are the benefits of enabling integration between Vendor Invoice ‘Management and Customer Relationship Management? ‘+ Promotes automation in a Shared Services enviranment. ‘© Reduces costs of operating. ‘+ Enhances efficiencies between Customer Serviceand Accaunts Payable. ‘= Reduces operational risk by praviding timely AP data te Customer Service representatives. Using Wendor Invoice Management (WIM) for SAP Solutions Page 75Chapter 7. CRM & SRM ‘SRM Integration with VIM ‘SAP Supplier Relationship Management {S2M) automates, simplifies. and accelerates pracure:to-pay processes for goads and services. In the SRM ‘tool, users create and apprave shopping carts and a purchase order is ‘then created fromthe shopping cartOnce the goods are received (Goods Receipt), this is viewed as an SRM Confirmation. There are two main ‘scenarias that are supported by VIM. They are: ‘© Classic The Goods Receipt might be posted in SRM arin theERP back end, The Purchase Order is created in ERP-only. (+ Extended Classic - The Goods Receipts posted in SRM, Purchase ‘Orders must be changed in SRM. The following figures show which “operations are performed in SRM and which are performed in ERP. Figure 7-5: SRM Operation:in the Extended Classic Scenario. Page 7S ‘Management (VIM) for SAP SolutionsChapter 7. CRM & SRM Integration with VIM In the provious figure, the Purchase Order gets replicated to theERP ‘system and the Confirmation (once goods are received from the supplier) triggers.:Goods Receipt in the ERP system. This isshawn in the next figure ‘Supplier . tnvaiee Mumba Tevratee Date ‘Order, Delivery note wet Fes os [ERP Operations inthe Net Amount Extended Classic Scenario Tax Rate. Iainourt Careney \VIM supports the following scenarios for SRM related purchase order |» Missing goods receipt (GR) for SRM related purchase orders: ‘+ Quantity discrepancy inan invoice for SRM related purchase orders ‘which requires confirmation in the SRM system, (* Pricediscrepancy in an invoice for SRM related purchase orders ‘which requires changes in the purchase order located in the SRM system Using Wendor Invoice Management (WIM) for SAP Solutions Page 77Ne Chapter 7. CRM & SRM Integration with VIM Exceptions PO quantity Block In this section, the typical VIM invoice exceptions for PO based invoices \willbe discussed. With the integration of VIM, the pracess by which these ‘exceptions will be resolved now invalves anvextra component - namely ‘SRM In the case where atleast aneline item of an invoice does nathave a matching goods receipt, the following sequence of events takes place: 1A goods receiptisfound tobe missing. © Ifitic SRM based, itis referred to the AP Pracessor by the workflow. © Hfitis not SRMbased, the IM workflow waits until the Goods Receipts posted and then it attempts to post the Invoice. 2. FortheSRMscenaria, the AP Processor then sends an e-mail tothe SRM Requisitioner. 3. Once the goods are received, an SRM Delivery Confirmation is generated and is then replicated to the ERP system, 4, Nowwhenthe VIM workflow checks for a Goods Receipt, itwill find it andattempt to past theinvaice. In the-situation where the quantity received does nat match the quantity. ordered via SRM, the following steps will ensue: ‘L_Aquantity discrepancy is detected. © Hfitis SRM based, an e-mail is sent to the SRM requisitioner af that line item and the blocking workflow takes effect and awaits a resolution. © Hfitis not SRM based, the blocking workflow takes effect and according to a configurable delay will check for resolution later. 2. thequantity is received {via a Goods Receipt}, the discrepancy will bbe resolved and the workflow will continue to post the invaice. 3. themissing quantity is not received, the AP Processor has the ‘allowing options (at lineitem level): ‘© Authorize APto cancel theinveice © Authorize AP to short pay the invoice ¢ Authorize APto cancel andire-enter as a Nan PO invoice Page 7S ‘Management (VIM) for SAP SolutionsChapter 7. CRM & SRM Integration with VIM POPriceBlock If there Is aprice discrepancy between the PO and the received invoice, and that discrepancy does not fall within a pre-determined tolerance range, then an invoice will be blacked for payment. The sequence of steps isasfollows: 1. Apricediscrepancy is detected that falls outside of the tolerance lit: ‘© Ifitis SRM based, an e-mail is sent tothe SRM Buyer fora PO ‘checkand the blocking workflow takes effect and waits for the ‘exception to becleared, © fitis not SRM based, the blocking workflow takes effect and waits (according to aconfigurable delay} for the exception to be eared. 2. Ifthetolerance is OK after the Geanup job from workflow checks the status again, then the invoice can be posted automatically, 3. Hf the tolerance is nat OK after the clean up job and after the SRM Buyer checks the PO, then theinvoice isreferred to the AP Processor. “The AP Processor has several options: © Authorize AP to cancel invoice © Authorize AP to pay asinvoiced ‘© Authorize AP to cancel and re-enter as a Non PO invoice Using Wendor Invoice Management (WIM) for SAP Solutions Page 79Chapter 7. CRM & SRM Integration with VIM Handling SRM ‘As suggested above, there are occasions when the AP Processor must Related Workltemsin make a decisionon an invoice. If itarrivesatthe AP Processor'sinbox and the DP or VIM they are still unsure how to move forward, they might want to reach out Dachboards to the SRMuser again. To doo, they have a couple of aptions within the VIM tool. They can initiate e-mails ta the SRM user fram the DP Dashboard or the VIM Dashboard. [DP Dashboard First, the user should access the SRM work item in the DP Dashboard. Figure 7-7: DP Dathboard far SRM Business Rules. ‘Once therecord is open, there Is an option in the Pracess Options section to send anexternal e-mail (Send email External). This will then be reflected in the Process Log section. \VIMDashboard Likewise. in the VIM Dashboard, the AP Processor hasthe option to send. ‘ane-mail to the SRMuser.Once the document is displayed inthe dashboard, the user should access the Pracess Options for AP Processor ‘section tn this screen, the button is called "Send Email to Ext Sy Page 7-40 ‘Management (VIM) for SAP SolutionsNe Chapter 7. CRM & SRM Integration with VIM Configurable Features Several of the parameters and options are configurable within the VIM Summary ‘and SRM integration scenario. Same examples are: © Esmail- With the OpenText configurable e-mail infrastructure, itis, possibile to. compose the e-rnaillbody and pass attributes of the document without programming, © URL- Its possible to configurethe actual URL that will be sent out to the SRM user. '* Delay time for quantity and price block It possible to configure the _dolay time for quantity and price black. After the delay the work item ‘will be routed to the designated agent. © SRM purchase order determination. © Esmailrecipient determination. [LA lnthecase of missing goods receipt, its pssibleto configure the ‘number of retry attempts that will be made to check for the (Goods Receipt before sendingiton to adesignated agent. ‘The integration of SRM and VIM far PO based invoices canbe beneficial to the customer. Communication between the SRM user and AP becomes automated and workflow handles the routing and resolution of all ‘exceptions. This integration allows for a lass error-proneand more ‘efficient Procure to Pay cycle. VIM and CRM integration is based onthe SAP SSF platform. Itallows for several key use cases, which make the job of the customer service representative more seamless and make information more readily available to the AP processor. Using Wendor Invoice Management (WIM) for SAP Solutions Page 7-11Chapter 7. CRM & SRM Integration with VIM Page 742 ‘Management (VIM) for SAP SolutionsAppendix A. Implementation Methodology ‘A. Implementation Methodology OpenText Methodology for VIM Figure Aa: Phases of VIM Project Initiation Key Roles ‘Typical of Information Technology software installations, the implementation of OpenText's Vendor Invoice Management should be unas apcoject. Although the eurrent-circumstances af each customer \will vary, there are common tasks and milestones that all projects will ‘need to complete and reach, Therefore, itis valuable todiscuss the best [Practices and vetted implementation methodology that OpenText ‘suggests be followed for a VIM project. SOLUTION IMPLEMENTATION Pee aS ‘Once a customer has purchased OpenText Vendor Invoice Management for SAP Solutions software anda project has been appraved forthe: ‘implementation ofthe software to move forward, thelogisticaland ‘organizational portionsof the project must be commenced. This will involve tasks suchas project team formation. definition of rales and responsibilities, creation of aproject plan, and socializingof the project to the appropriate business audience. This is aften accomplished with a Project Kick-off. ‘There are certain project rolesthat must be fulfilled ineach phase of the project. In this phase, the key roles willbe: ‘+ Project Manager This aftena co-owned role in VIM projects “There might be a project manager that is secured from the Openext Services consulting organization. This manager would be responsible ‘or owning the resolution af product issues, te provision of key VIM -consultants and personnel 2s well as required training, and the “commitment toa surcessful roll out. At the same time, the customer might pravide a PMfram their organization wha is responsible For “owning the resolution of process changes, the provision af key Using Wendor Invoice Management (WIM) for SAP Solutions Page aiAppendix A. Implementation Methodology business users and technical equipment, and the cammitment tean “under-budget, on-time delivery. These roles camplemant each other andallow the vendor and customer to work in synergy. (* Process Architect - This roles usually filled by the customer, but right be partially filled by OpenText as well. Ths individual will ‘faclitateswim lane workshops, spear head the discussions concerning process changes, obtain the approvals for such changes, and own the business process mapping from As-Is to To-Be. ‘= VIM Consultant Thisis arole that must be filled by a VIM software expert. This individual must understand nat only the process aspects ‘of VIM, but also the technical aspects. They should be able to Communicate the SAP process aspects of Accounts Payable and the ‘VIM impacts to the same. They will be required to configure the Product to function as the customer requires and to document the “configuration. They require SAP worktiow knowledge and must be able to communicate any development requirements toa cader. This role will be a liaison between Open Text consulting and praduct development, the customer, and project management. Se nar etd ato z Ceuta Figure 2: ‘The Initiation Phase Page Az ‘Management (VIM) for SAP SolutionsAppendix A. Implementation Methodalogy Technical Review Along.with the establishment of the key personnel, aVIM project has to: account for the multisystem landscape (Development, Quality ‘Assurance, and Production). Itshauld alsa-consider other aspects of the ‘technical landscape, including integrated commpanents (such as Business Intelligence or Custamer Relationship Management). Distributed system landscapes assume special consideration as well. Along with software release cycles, business process considerations {month end, year end, procurement cycles, merit and payroll must also not beinterrupted by an implementation. Although the new functionality af VIM would not affect ‘some of these processes, its still relevant to consider them dueto-system ‘outages, production downtime, and availability of key personnel for testing and validationafter aGo-Live. Bue tothe complex naturecof a customer's landscape and business process requirements, a detailed plan must be-put in place with the help (of members of management, the implementation team, key departmental personnel, and project sponsors. This brings us to the first phase of the project: The Blueprint Phase. Using Wendor Invoice Management (WIM) for SAP Solutions Page ASAppendix A. Implementation Methodology ‘The Blueprint Phase constitutes what is also often called theDesign Phase of a technology project. During this phase, the solution will be ‘mapped out, from bath a process perspective and a technical standpoint. ‘As-Isor existing processes are compiled and mapped to the To-Be or new ‘processes that will bein place after VIM isimplemented. The essence of these new processes will bedictatedin an artifact that is called the Functional Design Dacument (FDD). Thisis a document that is authored by business personnel who are familiar with the business processes; They ‘might own these processes or perform them onadaily basis. Either way, they are qualified dictate haw the business operates currently and how they will operate in the future. Thecreation of this document will require input from the technical VIM consultant and appraval from department ‘management.Once this specification is final, buy-in is required from all parties involved. This allaws for awalk through of the decisions that were ‘made during the Blueprint Phase. tt also allows for early socializing of the ‘goals for the implementation and can ald in setting expectations af those involved inthe next phases - Implementation, Testing, and Deployment. Pom LCO nn Reagan Ta ate ‘Alongside new processes, new roles and responsibilities will be implied for the department. In order to understandwho will fulfill each of these ‘responsibilities, i is recommended to conduct what isoften referred to as ‘Swim Lane workshaps. ‘The Blueprint Phase Figure Aa: ‘Glucprint Phase Page aa ‘Management (VIM) for SAP SolutionsAppendix A. Implementation Methodology ‘SwimLanes_/Aswim laneis.avisual representation of theralesinvolved in thebusiness process. It shows the exchanges that are made and the options that are available to each role. Md PCHinvaice Exception - Blocked Yor Payin ent i z Figure nt: ‘Sen Lane Diagram E Ereerpt 5 zg 5 Each role thatis listed on the left has its own horizontal swim lane. A.roke may be an individual role, suchas a buyer ar AP processor, or it maybe a background process that happens withaut human intervention. “The swim ane is the foundation af the baseline process dacurnentation. If ‘changes are being made to the baseline process to meet an individual ‘company’s needs, developers will use the related swim lane-to determine how the process works and exactly where the changes must be implemented in the pracess flow. Using Wendor Invoice Management (WIM) for SAP Solutions Page aSAppendix A. Implementation Methodology ‘Swim lanes eaver all the baseline processes and are included with VIM installation documentation. [4 The swim lanes provided for customersinstaling VIM are included in Appendix B of this user guide. “The workshops willuse these diagrams as.a baseline and can be used a5.an aid te hash out the following: = KeyGoals Understand current processes, address & resolve gaps, and agree 00 To-Be swimlanes © Scope ~ Document Processing Workflow (Includes invoice imaging = ocR/ice ~ Non PO invoices ~ Approvals — Parked Non-PO invoices ~ PO tnwoices ~ Blocked PO Invoices ~ Parked PO Invoices = Reporting ‘© Business Rules {example questions} — What roles (groups of users} are involved in the pracess? ~ How are role determinations made? — What options are valid {actions} far each role? What document types willour project use? ‘Once these questions are answered and the functional requirements are \written, a Scope Freezels suggested. This implies that any changes to ‘ered upon functionality, that occur during the next phases, must be ‘agreed upon by all parties and must gothrough a formal change approval. ‘This ensures that the project isnot sabotaged by late requirements or wich ists and pravides an extra incentive for good design. Essentially, this isasafeguard for the success of the project. Page we ‘Management (VIM) for SAP SolutionsAppendix A. Implementation Methodology ‘The development phase will primarily engage the VIM consultant and Project managers. Business personnel willbe integral forunittesting activities and the Process Architect might be called upon ta validate same design, butis otherwise disengaged from the project at this point. Per eu acid come) “Techical sign Document {IDO} ‘The key tasks that will need tobe completed are: ‘This portion of the Development Phase can also be executed during the Blueprint Phase. The reason for this being that installation in a sandibox or ‘development environment is not disruptive to the normal production transport path. Acustomer can generally choase a single dient inthe SAP Developmentsystem that is reserved for new installations. Thisallows for baseline measurements for: '* timerequired for installation. ‘+ resources needed far further installations (= required system dawn-time “Thisis also a good time for installation procedures to be drafted. “This isthe task where the VIM Consultant and the AP business process ‘expert perform the translation ofthe Functional Design Document into the technicalimplementation details. This is an iterative process whereby the VIM consultant explains how the system might achieve the desired “To-Be processes that are defined inthe FDD. The AP experts) evaluates ‘additional customizationsneed to be performed inorder tomest their needs. This will involve aback and forth exchange of ideas unittesting, ‘and ultimately, an artifact willbe produced. This document will describe haw the system should be configured, what custom function modules rmightbe necessary andhow they should be coded, and wha the ‘are of such processes. Once all parties buy inte this document, Its timefor the Construction Phase. Using Wendor Invoice Management (WIM) for SAP Solutions Page a7Appendix A. Implementation Methodology ‘Configuration and Ceding Thisis where the solution is actualized in thesystem All required rit Testing configuration, coding and building of extensions happens here. The TDD should be updated as design is changed, and the FDD should be consulted ‘or augmented for process related discrepancies. Astrict adherence to the ‘Scope Freeze should be tallowed here. During unit testing, the WIM consultant and the business process experts review and unit test functionality. Unit testing means that pieces of the functionality are tested individually. For instance, certain workflow tasks might be triggered to see ifthey route to thecorrectrole. Some categories of unit test scripts might be: © Verify theuser exit for vendar number validation isworking as designed, © Check that a PO-hased invoice allows for PO reference accurately, © Takein an e-mail based invoice and ensuretthe correct DP document Is created © Retrievea created dacumentfrom the archive. ensure It displays correctly. “Thisis all dane and dacumented prior te transport into the Quality ‘Assurance systernte verify and validate the solution prior to business users testing. Page AB ‘Management (VIM) for SAP SolutionsAppendix A. Implementation Methodology Integration Test Phase Once the system is handed over to the business for their testing. the Integration Test Phase has begun. During this phase, the super users of {the systemare essentially trained in hands-on sessions where they ‘become familiar with what the new screens and processes look like. [During this time they validate the system according totheir understanding of the business and the test scripts with which they have ‘been provided. This isa key phase for knowledge transfer between the VIM consultant and the business. This might also be the time whore more ‘detailed training is taken by some of the customer personnel or where ‘customer specific training is developed. Once all test scripts are passed, ‘thessystemhas been validated and is ready toga into the Production system. [TA Itisal eal this point to revisitall documentation and fencure itis accurate. This is helpful for new members that will Join the department and for future projects in-the department. Me ara eon arouic} Using Wendor Invoice Management (WIM) for SAP Solutions Page aoAppendix A. Implementation Methodology Launch Phase ‘Once integration testinghas been completed and all parties feel satisfied that the systemhas been sufficiently tested, then itis time for deployment of the product to the Production landscape. OpenText ‘Methodology refers to this phase as the Launch Phase. ee utara In this phase, the following major milestones will be met: Knowledge Transfer began in the last phase, but should be completed price toand during the Launch Phase. This wll depend onthe project plan ‘and the overall strategy. The customer’sfunctional and technical (personnel aswell as the Workflow Administrator should feel comfortable ‘they can support the solution ona day-to-day basis at this point. Here, the customer might choose ta procureformal OpenText client ‘training which c available for the project team (3-2104) and ‘Aciministrators (3-2102). They might also elect to have OpenText deliver 2 customized training course on-site This can merge the twa aforementioned classes or bea more targeted, workshop lke delivery. ‘OpenText Learning Services canbe engaged totailor training tothe ‘astomer’s needs. The goal would be that the customer has afew key experts who become trainers themselves. (Often referredta.s Trainthe ‘Trainer). Ultimately, the training of end users shauld be planned in advance and completed inthis tage. ‘This describes the actual transport of the new configuration and davelopmert to the client's Production environment. This requires the ‘SAP Basis team to perform the file moves and involves the rest of the ‘team for validation and sign-off once the maves have been completed. At this time, key communications will have been sent alerting the business, other users of the system, and key integration partners that the system will Go Live at this time. the system does not validate as expected. there isa pre-defined back out plan that should be executed and a ‘communication should be sent out re-aligning expectations. Page M10 ‘Management (VIM) for SAP SolutionsAppendix A. Implementation Methodology SGotiveSupport “Assuming that deployment goes as expected and that validations completed, there is an opportunity for the customer to secure Go-live support from the Qpen'ext cansultant. This provides fora camfort level ‘during this criticaltime. If there are issues, the OT consultant is est Positioned to try te reseive any issues and escalate for resolution it necessary. After Go Livesupport concludes a transition to OpenText Maintenance (OpenText Support} occurs. Summary .AVIM implementation is split into several phases. Each of these phases, Project Initiation, Blue Print, Development, Integration Testing, and Launch have their own key milestones and deliverables. OpenText methodology is the perfect road mapte help the customer navigate these phases with success. Using Wendor Invoice Management (WIM) for SAP Solutions Page ATLAppendix A. Implementation Methodology Page a2 ‘Management (VIM) for SAP Solutions