Vendor Invoice Management (VIM) for SAP Solutions Administration v7.5 SP1 ‘OpenText ECM Suite for SAP Solutions OPENTEXT Learning Services“Tea ofare decried i the Wertbaokic furnished under enran greater non datocare sprecmnt(ih “Agres) wth par ert Corporation or one i fates (Open Text") The caftwareay be wed copied! ay acordanee wah the {eons the Aecnent The intonation cortainedinthe Whoa the alable property ef Open ea and reposts We ‘setsot Ope ext ho par tes Wr ay be copied eroded, arsed or ward nay fxn by ay eas ‘Shautthe pane writen cateantat Opn Text “Tn infomation contain inthis oro cj to change wthaut notice thc Works prow in both pried an ‘decionic oem, the electronic loanval overnite event of sy lnuecsnn’y Open Ter makes eorepresetaton’ ce “sarrantic concerning sachinfernctsaer the saftnare deserts Wort eceptareapresly set frthin the escent ‘Copyrights 201Sby Opse Txt Coepocatian Opes strate or registred lamar of Ops Test SA er Opes SQ ULC Tha a of rae in haute fer trademars ester dears, pic ames Compa Name, bend nd sence names mensions heen ae Propentyof Open tat Sher ater rexpecthecnanare AN igheceecered. OperiText Vendor Invoice Management [VIM for SAP Salutions¥7'5 SP1 Fist Edition: kane 2015 Commentsor suggestions about thétmarual cn be sen to LesrningContentDevGopentet com. Baseddon OpenTeat Vendor lnwoice Mangement (VIM) for SAP Sokutions 75 SP1 Developed oy Open Text Learring Content Development and Learning Services Course amet Vendor Invoice Management (VIM) Fer SAPSplstions Administration Course Number: 3-2102 Partember: — 3-2102-75%-00 ii Vendor Inveice Management (VIM) for SAP Solutions AdministrationWelcome ‘Vendor Invaice Management (VIM) 7.5 for SAP Solutions is acomponent of the OpenText ECM Suite for SAP Solutions. VIM is built on top of the SAP'Solution and utilizes much of its undertying. technalogy. For this course, itis essential that you have a solid grasp of the concepts that are found Inthe SAP technical space. Many of the features introduced by the Iatest release of VIM are covered from a configuration standpoint. ‘The main objective of this course[s to teach the participant haw tainstall and configure the VIM Baseline system, with special emphasis on pointing out opportunities for customer enhancements. Participants will become tamiliar with accessing OpenTest development and configuration tables for VIM, On completion ofthis course, you should fee! confident that you can successfully configure Wendor Invoice Management 7.5 for SAP-Solutions. ‘Thank youtfor participating in this course. Should you require any further information, please contactus at Open Text Learning Services. Good luck, and enjoy your leaming experience. Opentext Learning Services \Vendar Invoice Management (VIM) for SAP Solutions AdministrationVendor Inveice Management (VIM) for SAP Solutions AdministrationTable of Contents 1 VIMOverview Objectives. Why VIM, ‘Accounts Payable Challenges ‘What is Vendor Invoice Management for SAP Salutions by OpenText Process Overview ‘What Does VIM Look Like? ‘What is New in VIM 75. 2 VIMFlowand Terms Objectives VIM Terms VIM Flow “Two AP Sc2narias USING VIM! eens PESOS enn nnn AA Summary AB 3. Installation and Upgradeto VIM 7.5SP1. Objectives Installation Procedures. General Guidelines. SAP Component. Pre-requisites for SAP ECC Component Inctalling the VIM SAP Component Verification Post-Installation Steps (Other VIM Component Installs. ‘The Approval Portal ‘Mobile Approval BW Content Archive Server ‘VIM CRM Component on the Shared Service Framework O14 ‘Optional KP! DashDO2 een FS Ariba integration COMPONENT anne 1S ‘SAPHANA ‘Vendor Self Service ‘Setting Up the Landscape — ‘Supported Languages — Upgrade. ‘Upgrade Recommendations — \Vendar Invoice Management (VIM) for SAP Solutions Administration v[Upgrade Considerations DD (Help fram Open TR enn ene FO ‘Upgrading SAP 8 Upgrading VIM at Exercise: Obtaining the Documentation. Su (OpenText VIM for SAP Solutions: The Components, Objectives OpenText VIM for SAP Solutions: Technical Overview ‘The SAP to ArchiveServer Relationship (QpenText Archive Server Archive Server Components. (Document Archiving and Viewing ‘The Three Stages of 3 Documents Life ‘The Document Archiving Process ‘The Process of Provisioning a Document ‘Administration Tools for the Archive Server System Architecture Considerations ‘Typical Landscape Multi Backend Scenario Exercise: Create-aLogical Archivewith a Media Pool (Optional) Sua SAP ArchiveLink for VIM Objectives Archivelinicfer VIM ‘SAP Elements Used in Archive ink SAP Tables in Deal ee eeene ener A SAP AArchiveLink Corfu aQiOM enn SS Building Blocks Basic Customizing Steps ———_ Archivelink Basic Customizing Archiving Scenarios (Eat ACEI ene Scenaria-dependent Customizing fot WOPK HOW sneer SLA ‘Workflow Document TYRES ween nnn AS ‘Set Up of a Workflow Document TYPE wenn 1B Presettings OAWD at Exercise: Customize an Archivelink Document Type for Workflow 5-32 Exercise: Link Additional SAP Object Types to Your Workflow Document Type 5-33 Vendor Inveice Management (VIM) for SAP Solutions AdministrationExercise: Test Your New ArchiveLink Document Type een SBA SUM eens SBA 6& — VIMRole Framework Objectives What isthe VIM Role Fra mew? eee 6 es | ‘Step by Step: Create @ROI@ ne Role Templates ‘Step by Step(Optionall:CreateaRole Template BS ‘Step by Step: Assigning TemplatestoRoles Role Determination or Resolution Exercise: Identifying Template Definitions Exercise: Creating TWoNEW RIES veeewnmem—— Exercise: Connect the New Roles ta Agents SUM Test Your Knowledge 7. Document Processing Objectives Document Processing Overview. a ‘Customizing Dacument Processing ‘Configuring Auto-Past Determination ———— Processing Logic Modules y=) 720 a Process Options — Exercise: Creating aDacument Typeand a Process Type. 731 “User Process OBUIONS ) represent an elementof syntax you must substitute witha specific value. Thisicon represents a lesson symbol where the student watches theinstructar. Thisicon represents a lesson symbol where the student follows: along with the instructor. ‘This icon represents a lesson symbol where the students perform the exercisean their own. ‘Thisicon represents an optional or advanced lesson symbol where the students perform the exercise an their own. Thisicon represents a nate that supplies additional information. ‘This ican represents a tip that supplies additional shortcut Information. ‘Thisicon represents a collection of Tricks, Tips, and Traps that ic Used the-end of a chapter. ‘Thisicon represents a caution that supplies warning information. PN 8 8 fi Gl el a °F \Vendar Invoice Management (VIM) for SAP Solutions Administration xVendor Inveice Management (VIM) for SAP Solutions AdministrationOPENTEXT Vendor Invoice Management (VIM) for Learning Services SAP Solutions Administration v7.5 SP1 Student Attendance Form Training Date: lestructor: Location: Student Name: sition: Management 11 Technical ‘Other Implementation 21 EndUserO) Administrator C1 ledustry: Federal Government [1 Legal ‘Other Government II Manufacturing O Education Financialfinsurance D1 Integrator D Other O Company: Street Address: Emait Phone Number:Jrarinezg@infanavit org.Chapter 4. VIM Overview 1 VIM Overview Objectives (On completion of this section, participants shauld be able ta: Why VIM? Accounts Payable Challenges Describe the challenges a typical Accounts Payable department faces Explain how VIM is suited to solve these issues Describe VIM functionality ‘Understand newly introduced features inthe VIM 7.Srelease ‘Vendor Invoice Management for SAP Solutions provides a quality, functionally rich Accounts Payable application, whichis easy todeploy. Its functionality is geared towards medium tobigh volume invoicing ‘scenarias and.warksin tandem with shared service centers. Next, we discuss the comman Accounts Pay able challenges, which drive the need fora VIM solution. “Accounts Payableis typically a labor intensive and time consuming set of processes. It invalves the ingestion af hundreds, up to tens of thousands, ‘of Invaices a month. The Invoices are often paper-based, or they are electronicand arrive alongside attachments that reflect the original paper-based layout. These invoices are often the result of purchase ‘orders that also create thelr own paper trail. Together, this multitude of paper, electronic images. and electronic transmission must pass through ‘many gates in arder for the payment process to occur. Therefore, each document must pass through many hands and might be copied or altered, ac wall as being stored multiple times during ts journey. ‘This process is wrought with many opportunities for errar, loss, and delay. ‘The typical process is described next. \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 2Chapter 1. VIM Overview Figure 1-1: AP Business Pracess Flow: ‘Without Vibe AP Business Process Flow Without VIM sat ‘Anormal invoice to pay pracess might loak lke the following: 4. The mailroomor other recipient receives theincoming paper invoices ‘and sends them to Accounts Payable (AYP). 2 AVP parks the invoice inSAP. A parked invoice ar document is a temporary document.tt is nat included in the General Ledger A/P liability account but daes display inthe Vendor account detail screen. Alternatively, A/P may send the invoice to-the approver prior to 3. AVP informs the originator of the purchase (by e-mail, inter-otfice ‘mail, phone-call, sticky note. etc) to verify and approve the inwaice. Af P may alsasend acopy of the invoice to the originator, 4, The originator or a separate approver appraves or rejects the invaice andnotifies A/P of the decision. Theoriginator may keepa capy of the lvoice. the invoice:is rejected, A/P-must process the parked document. ‘They can delete it or request additional information from the ‘vendor. If waiting for vender information, A/P must track the parked document. = Ifthe invoice is approved, A/P makes any requested changes and posts the invoice. \Warious users may keep copies of invoices and information requests ‘throughout the process. Therefore, there isa risk that peopledo nathave tthe most up-to-date copy of the inwaice. Page 12 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 4. VIM Overview Correspondence between the involved parties must be-captured and tracked manually. Thisis atypical pracess for manual invaice verification. Many departments may be invalved. When the departments are in different cities, countries, and time zones, communication and accuracy become very challenging. Insummary, the following challenges are often seen in this AVP process: ‘= Thereisalarge amount of manual activity for approvals and ‘exception processing. * Duplicate payments and postings are misplaced and invoices get lost. ‘= Thereisan unpredictable variation in workloads dueta.cyclical volume increases. © Audit and compliance concerns arise due to contradictory ‘documentation. # Thereislow visibility of volume data, throughput statistics, and bottlenecks. Lengthy cycle times arecommon. ‘Ahighly skilled warkforce ends up performing low valued tasks, Manual keying of invoice data and resolution effortsinvalve time- ‘consuming historical research, communication with the vender, process documentation, requests for additional information trom multiple parties, manual routing, andthe labor intensive pracess of manitaring and providing update reports on the status of unpaid invoices. AP staff resources can spend a large amount of time addressing these problems, ‘hile vendors and buyers experience awide rangeof disincentives and disadvantages. There are different perspectives an how these challenges affect the organization: © Management's View = High A/P cost per transaction ~ Angedtor better reports to imprave the process ~ Regularlymissed discounts Duplicate invoice processing eccurs © Buyer's View = Not their care jab — Resolving invoiceissues is not a high priority ~ Not automated nor avalue-add process \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 1-3Chapter 1. VIM Overview What is Vendor Invoice Management for SAP Solutions by ‘OpenText ‘Strmplity Tranefarm— © Accounts Payable's View = Takes too much time manual, labor-intensive — AVP blamed for late payments, lost invoices No time for rest-cause analysis to reduce problems = Storing massive amounts of paper is inefficient and costly = Approver's View Manual approvals take tao much time = Paper invoices arelost or misplaced Based on the challenges presented, the limited resources that companies ‘employ, and the need for streamlining inefficient processes when possible, OpenText Vendar Invoice Management far SAP Solutions (VIM is alogical choice for AP departments that runSAP_ ‘VIM makes it easy for cients to implement the solution and transfarm ‘their AP process to gain efficiencies, thereby improving supplier relationships. \VIM isa prepackaged composite application that acts as an add-on to the ‘SAP ERP system. I can be leveraged to simplify the processes in the lifecycle of purchase orders and invaices. ‘As anoption 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 ‘automation of paper invaice processing. ‘The objectivesin a VIM implementation are for invoices tobe processed more efficiently, problem invoices to be more quickly brought to resolution, approvals to be expedited, and payments tabe 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 from aseries ‘of acquisitions of companies including [XOS, Optura, and-Captaris. The product has now matured to be developed and supported solely by Opentext. VIM isa packaged business solution that is developed and tested in ‘coordination and partnership with SAP. ft is builtusing ABAP, SAP Netweaver Portal, and SAP Workflow technologies. VIM is a technical solution, but itis built on years of experience and best practices in the industry. Page 1-4 Vendor Inveice Management (VIM) for SAP Solutions Administration(Chapter 1. VIM Overview Component Overview VIM is made up of components that divide the process as shawn in the next figure: ei ct mee const a Wl vs cornponerts Lh i - cer cption Wh storage component Wh vce inp sap aca on tegration + Invoice Input This reflects the optionsfor introducing an invoice into the VIM system. This includes paper-based invoices which.arescanned and invoices which arrive electronically (EDI, Ariba Network, SAP doc, e-mailed invoice images, etc}. * QCR (Optical Character Recognition) with ICC (Invoice Capture Center) = This component automates the capture of paper invoices by using OCR taextract invoice data. invoice metadata, handles suspected duplicate invoices, and collaborates with the ather components. * Invoice Approval = Thiscamponent receives alist of invoices to be approved and. ‘codes and approves the invoices. = Approval Portal = Thisisa Java based Approval Portal infrastructure running onSAP NetWeaver Application Server (lava stack). tis similar to the Invoice Approval but hasa Web interface. = Mobile Approval = This component allows the user to approve invoices on a mobile: device, for example-a Blackberry, an iPhone, or aniPad_ \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 1-3Chapter 1. VIM Overview © Exception Handling (Invoice Exception) ~ This component allows for the-handling of exceptions that arise beforethe SAP documentis created = VIMReporting/ VIM Analytics - VIM Reporting uses various reports ta analyze the status of invoices in the SAP system. — VIM Analytics overlooks the invoices in progress in aunified ‘dashboard. = SAPCRMSSF Integration = This component integrates VIM with the SAP CRM SSF ‘component for the creation of Service Requests fram VIM ‘dashboards, also provides VIM invoice information in a Vendor Factsheet inside the Accounting Interaction Center (AIC). = SAP NetWeaver BI = This camponent integrates VIM with SAP NetWeaver Business. Intelligence Contentin order to integrate, transform, and present relevant statistics fromthe SAPBI component © Ariba Network Integration = This component connects VIM with Ariba Network Integration or SAP Business Suite. Suppliers create invoicesin the Ariba Network. The invoicesare then sent to the SAPERP systemof the buyer and the buyer processes all incoming invoices in VIM. Page 1-6 Vendor Inveice Management (VIM) for SAP Solutions Administration(Chapter 1. VIM Overview Process Overview When VIMis integrated into the Sean to Payment process, it canbe Viewed in several stages. The following must be completed: Imagecapture Key datacapture Validation of the data Creation of the SAP document Posting of the SAP document eeeee Creve StP poeta BEBE SE Sour sen enOpen Tet Arte Sse ASS ED BB fe erscn caine Ceo pacer) Figure 1-2: Process of Scan ta Payment Using Vind ImageCapture ‘Typically, companies will receive invoices via mail orvia e-mail Inboth ‘cases, the invoice image must be saved and SAP must be notified that an invoice has arrived. For ingesting the invoice, companies can usea ‘scanning device that then invokes EnterpriseScan softwear®. 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. Inboth cases, Archive Server isused tostore the incoming invoice image. ‘Thisiimage is now available in the Archive Server and istinked to the new Vit Document Processing (DP} document. Key DataCapture Now that the invoices are reflected in SAP, itis time to extract the key data fields from the image. There is a pre-defined job runningin SAP which looks for the natification that an image has been archived and is ‘queued in SAP for processing. When anew invaicels detected, the ICC server isinvoked ((FICC is being used) and the OCR process begins. All fields which are identified during extraction are saved withthe Document Processing document that was created In the previous step. \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 17Chapter 1. VIM Overview Validation af the Creation ofthe SAP Posting ofthe SAP Bocument What Does VIMLoole Like? ‘Vis Dashboards Now, the document becomes ready for validation by the company personnel, At this stage, another job has run which notifies the persons responsible for checking the invoice extraction {or for marwal extraction in the case where OCR isnot employed). The document is opened by the ‘cader, thefields in the invaice areeither validated, corrected, or ‘complemented. ‘Once completed, the invoice is saved. If itis deemed to notbe a duplicate Invoice, then the business rules for invoicesare applied ta the data being ‘submitted. IFit passes all of these rules, an SAP document is created and the nextstep of the workflow is invoked. Now the Document Processing document and the respective SAP documentare available for the levels of approval that are necessary this.company. (this is configurable). After approval, the SAP document is, then posted in SAP_ For the user. VIM willinvalve using the familiar SAP GUL or the SAP Netweaver Portal. There will beseveral new'screens or transactions that the user will invoke. In VIM, the main functionality is encapsulated in dashboards. The: dashboardsare: © Document Processing Dashboard (includes the indexing screen) The Document Processing Dacument Dashboard (DP Dashboard} is the user interfacefor theD Pwarkflow. You can access the DP Dashbaard from the SAP Business Workplace (SAP transaction cade: SBWP), ‘from the Integrated Invoice Cockpit (SAP transaction cade: /OPT/ \VIM_IIC), and from the VIM Workplace (SAP transaction code: /OPT/ VIM. WP}. © VIM Invoice Exception Dashboard - The Invoice Exception dashboards (IE dashboards) are the user interfaces for processing documents through the Invoice Exception processes (IE processes). ‘You can access the IE dashboards from the SAP Business Warkplace or the Integrated Invaice Cockpit: Page 1-8 Vendor Inveice Management (VIM) for SAP Solutions Administration(Chapter 1. VIM Overview |= Opentext Unified Dashboard - OpenText provides a standard and unified dashboard for allinvoices. \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 1?Chapter 1. VIM Overview Figure 1-5: “The Open Approval Portal ‘= OpenTaxt Appraval Portal- The Open'Text- Approval Portal (Approval Portal), released with VIM 7.03P2, provides a redesigned interface for appraving invoices. The Interface Is designed ta deliver the right amount of information to the appravers so that they canmake aquick decision. To access the new Approval Portal, the user canlog.in directly or navigate to the Approval Portal from within the SAP Netweaver Portal SAP Workiow and SAP Workflow canbe visualized as the thread that connects all the tasks Exception Handing in the VIM portion af Scan to Payment. Workflow uses a series of tasks Vin Analytics ‘that eccur in the system, based on events. This is configured according to tthe needs of the business and is accomplished behind the scenes. Farthe VIM user, this manifests itself as notifications with corresponding work items which acrive when a task isto be completed. The VIM user will be able to view all workitems in the VIM Workplace. This interface allows, the user to view the Integrated Invoice Cockpit, along with a list of all ‘work items they are irwolved with, in one view. Lastly, VIM Analytics pravides the user with clear data reports on DP documents with exceptions as wellas the Invoice Exception work items. It allows for the tracking af the documents routed through SAP Workflow by VIM. VIM Analytics presents the data report results in tabular format, via the familiar SAP List Viewer (ALV). Page 1-10 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 4. VIM Overview ‘With the latest release of VIM, OpenText has intraduced several new key functionalities. These are introduced next and expanded on in separate sections. ‘This integration is based on SAPs new Ariba adapter. This allows the ‘customer to use the Ariba network without the use of addtional middleware (suchas SAP XD. This simplifies the process by reducing the number of places where communication failure might occur. This, functionality has been released as.of VIM 7.0 SP3, ‘Supplier Seif Servier Also Introduced with VIM 7.053 this functionality allows the supplier to login to an portal, which gives them the-status of an invoice and the status ‘of their payment This portal functionality can be hasted withinthe ‘customer's awn DMZ or could be hosted in the-cloud (aff premise). [Extended COM Integration This functionality allows auser in VIM to see the context of an invoice ina related Extended ECM workspace. Extended ECMIs a powerful offering. foc our SAP customers, which exposes the content rich portal to the SAP user and the distinct SAP master data to the portal user. The specific integration with VIM was introduced with VIM7.0SPS, VIMAnalyticson HANA Thenewly designed VIM Analyticsis-only currently offered with VIM 7.5 ‘SP1Land later. Thisis the first true HANA development, dane in ‘conjunction with SAP. Thisis offered to optimize performance for SAP HANA customers. Th new VAN also supports non-HANA customers. Single Click Entry This allows a customer who wants to skip the validation step in the ICC client to perform validation within the VIM DP Dashboard, This is supported since VIM7.0 SP. Allof these newly Introduced features will be expanded on in later chapters. They are listed here as a concise descrintion of major functionality enhancements for the release of VIM 7.5 SP1_ \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 1-11Chapter 1. VIM Overview Figure 1-6: Best Practices Automation and Compliance Stratesy Summary ‘Along with the additional functionality and integration capabilitiesin VIM. 75, comes the introduction of OpenText Best Practices. The motivation behind Best Practices is bath technical and functional. ‘Technical mativation - separation af data checking and data changing, Functional motivation - Improved support for business processes. (Overall, this allows that some documents will be handled with lot of ‘automation whilst other documents will follow strang compliance rules ‘and rely on manual interaction. Best Practice concepts will be further explained in ater chapters. In this chapter the challenges of an Accounts Payable department were presented, along with how Vendor Invoice Management isable to meet those challenges. A breakdownof stages was shown sa that the student ‘can further visualizehow VIM automates the complex series of ‘exchanges in the Scan to Payment process. Newly introduced functionality was highlighted. Page 1-12 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 2. VIM Flow and Terms 2. VIM Flow and Terms Objectives (On completion of this section, participants shauld be able ta: © Visualizehow VIM integrates intwa typical AP scenarios Define new terminology introduced with the VIM component © Recognize thedifferent stages of VIM processing ‘© Explainhhow a DP document becomes an SAP Fidocument VIM Terms Optical Character Recognition (OCR) Invoice Capture Center Aechive Image ‘BP Document DPDecument Type Many new terms are introduced inthis chapter. They are defined here. (OpenText product for scanning paper invoices into anelectronic format focfurther processing. Mechanical or electronic translation of Images of handwritten, typewritten or printed text (usually captured by ascanner) into machine- editabletext. Optional OCR component by OpenText. Networked server that enables storage, management and retrieval of archived invoices. ‘Theinvoice ast isstared inthe archive server. ‘Thisiis the intermediate document, which is created to temporarily hold allmeta data about the invoice, priar to becoming an SAP document. Unique number to identify a document thats archived and ready for DP processing through VIM. ‘Thisis a category in SAP that distinguishes the type of the incoming invoice for further processing decisions.(e.g PO. Nan PO, OCR.Nan OCR). ‘Also known.as indexing fields, these are-required to process the invoice. \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 2-2Chapter 2. VIM Flow and Terms: VIM Flow ‘This chapter willlbreak the Vendor Invoice Management process into ‘smaller procescing blocks, that willbe referred to as stages. These stages \were introduced in the previous chapter. Stages reflect agroup of steps {thatare interrelated. Wewill break the VIM process dawninta the following five stages: ‘= First Stage: Image Capture -Inthis stage the irvaice 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 san optional stage that will be performed ifthe customer elects to use Optical Character Recognition technology. The assumed technology will be GpenText’s Invoice Capture Center (ICC). However, the steps would be similarin nature ifan alternative product were used. ‘© Third Stage: Validation of the data- In this 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 either case, the invoice is then ready to be processed through VIM, ‘© Fourth Stage: Creation of the SAP Document (AP Workflow) In this stage the DP Document is routed throughout the departments to fully qualify theinvoice, apply the business rules, and to ready it for approval ‘© Fifth Stage: Posting of the SAP Document (Invoice Approval] - Thisis thefinal stagefor the invoice. Ithas passed validations and Es presented for approval. IFitis approved, it will be sent to be posted in SAP. Here is where the DP document can become an SAP document. Page 2-2 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 2. VIM Flow and Terms Fist Stage: image Capture In the first stage, there are different options for ingesting theinvoiceinto the VIM system. Thefirstis for a paper invoiceto be physically placedinto, ‘scanner and scanned with OpenText's EnterpriseScan Sf ‘Scanner Scanning Station == SAP / VIM Enterprise Sean ‘OAWD. Figure 2-4: First Stage: Scanning Archive Server Paper invoice Archive server configuration First Stages image Capture When an invoice is scannedin via a physical scanner, the follawing occurs: scanning 4. The Sean operator places the invoiceiinte the scanner. ‘2. The Scan operator scans the invoice with the EnterpriseScan software (this could be on the scanner iff is a multi-functional device MED). The Scanning software then executes the OAWD transaction in SAP according ta the document type. 4, AVIM Document Processing document withan assigned number is ‘created in SAP, the image is stored in the Archive Server, and the two arelinked. \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 2-3Chapter 2. VIM Flow and Term: Fist Stage: image Capture A different option for receiving invoicesinto a customer systems via ‘Eimoices electronictile transmission over the e-mail protocol inthis scenario, \vendors scan the invaice (ar electronically generateit) taafile, and attach the invoice toan e-mail. The e-mails sent on to the customer. E-mail Server eee ®@ ® Archive Storage Figure 2-2: invoicesints VIM ‘Archive Server Archive server configuration ‘When an e-invoice arrives ata customer, the fallawing stens will ensue: 1. Thee invoice arrivesata predefined e-mail inbax withthe invoice attached. For instance, the customer might create a graupe-mail ‘account called ‘Accounts Payable Invoicesdcustamer.com. 2. The e-mailis then automatically forwarded from that group account (according toascript) to the SAP server. 2 InSAP, VIM will send theimage of theinvoice to the Archive Server andworkcitems are then created in thelntegrated Invoice Cockpit. Page 2-4 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 2. VIM Flow and Terms In.cummary, the input isthe e-mail with the invoice attached and the ‘output is the DP Dacument in VIM, a new workflow item, and anvarchive: file with animage of the invoice linked to the DP Document. [LA YIM 7 0introduced the incoming Document Framework. This framework allows for receiving and pre-processing of invoices in ‘many formats. It supports scanning. e-mailed invoices, uploaded invoices, and OT Archive Pipelines as potential sources forinput. This allows a customer to use their paper invoices, pdf formatted Invoices, XML documents, and SAP IDocs. InVIM 7.5 functionality for integrating with SAP's Ariba adaoter is enhanced to enable seamless integration with VIM. For image capture, this section only depicted the diagrams for scanning and e-invoicing. ‘Second'Stage:KeyData In this stage the goalis ta populate the new DP Document, which is like a ‘Capture working document until the SAP document gets created. Inthe DP document, all of theinvoice fields must be accurately represented and populated. There are two options for entering indexing datain the SAP ‘GUL once the imageis loaded. They are: = Manual Indexing- Here, the indexer looks at the scanned imagejin the Detail pane and manually keys the values into the DP Document fields inthe Indexing pane. = Single Click Entry - With Single-click entry, the indexer ean drag and ‘drop values from the imagen the Detail pane into thefields of the DP. Document in the Indexing pane. \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 2-3 Previous PChapter 2. VIM Flow and Term: Second Stage:KeyData_To make this process less manually intensive. acompany may optionally Copture-OCR employ OCR technology. OpenText offers a leading edge product to ‘accomplish this, called the Invoice Capture Center. Ge & ‘Archive Storage Figure 2-2: Secand Stage: ‘Archive Server Ocitfor Key Dats Capasre Archive server eantiguration Upceins f0 OF @ Called by Windows services in ICC ® Archive Image ICC Server does extraction eile acustomer chooses touse ICC, then the following processing steps ‘L._InSAP, scheduled jobs change the status ofthe DP document to ‘Ready for Extraction; makingitready tobe picked up by OCR, 2. The ICCserver uses windows services to pullipuch invaice image from thearchiveserver. 3. The ICCserver runs the extraction and saves the extracted fields, the DP document snow in the status Extraction Completed. 4. Abatchjob runs and picks up this document, assigningita new status of Ready for Validation. Incummary, theinput tothis stage isthe DP document (withaut any fields mapped) and alinked invoice image in the Archive Server. After OCR, ‘there are updated invoice details (invoice fields) inthe DP document and itis ‘Ready for Validation’. Page 2-6 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 2. VIM Flow and Terms Second'Stage:KeyData_Based on.a low volume of incoming invoices or adesire to notempioy Capiure-Marwally OCR techniques, a company may choose to manually index all of their tndesih6 invoices. ‘Archive Storage SAPIVIM Howe 2e ‘Rachive Server KeyDsta Capture: Manual Archive server configuration Ines Update 0 OF] 5, Document © Rechive mage ikea SAP IVIM populates key fields Hacustomer chooses nat to use OCR software, then the following processing steps occur: 4. InSAP, scheduled jobs change the statusof the DP document, making it ready to be picked up by the Indexer. 2. The ICC server uses windows services to pull/push Invoice Image from the archive server and write the data in SAP. 3. The Indexer retrieves theimage and accesses it via the DP Dashboard. 4. The Indexer populates the fields into the Indexing screen manually or via the new Single-clck entry and saves them to the DP Document. Incummary, theinput tothis stage isthe DP document (withaut any fields mapped) and alinked invoice image in the Jurchive Server. After manual indexing, there are undated invoice details invoice fields) inthe DP document. \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 2-7Chapter 2. VIM Flow and Term: “Third Stage: ValidationofIn this stage, if OCRtis being used, then thefields that were automatically Figure 2-5: “Third Stage: Validation. theData populated in theDP document are validated and completed. the ‘customer is nat using OCR, this is the stage where an Indexer will ‘manually populate the fields in the VIM DP Document from the archived Invoice image. SAPVIM [Updates to DF Document ® ‘achive Server El “Archive secver configuration salsaion (Called by Windows ae | servicesin icc eng 100 Server does extraction SAP VIM ‘Thefollowing steps will take place in this tage: |L_InSAP, scheduled jotss change the status of the DP document. making. it ready for validation. 2. The ICC server uses windows services ta pullipush theinvoiceimage from thearchiveserver and read/write the data in SAP. 3. Inside of VIM (referred to as the Validation Stationin the above figure) the indexer will open the DP document, view the corresponding irvaice image, review fields that OCR populated and correct and complement field values. 4. The inwoice will then be submitted ta the VIM DP Workflow. Insummary, theinput to thisstagetis the DP dacument with any OCR- populated fieiis and the associated archived invoice image. The output is the DP Document and alfields mapped and validated by the customer {Referred to as the Indexer). Page 2-8 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 2. VIM Flow and Terms Fourth Stage: Creation of In this stage, the invoice passes through the steps necessary far preparing theSAPDocument itfar approval. It is handled by several individuals (rales), workflows, and all the exceptions must be resolved. BES ‘Archive Storage Fier 2s Techive Sever Fourth Stage: VIMO “Archive server congquraion Called by Windows servioms in ICC submited for ‘approval — ® ss —— By 0 image AP Processor wren ‘The following steps occur in this stage: 1. InVIM, the DP dacument is now available to be processed by the AP Processor, the Buyer, the Master Data Expert and all other roles. required. 2. Each of the users that recelvea work item via workflow will review and correct exceptions. 3. Validations and corrections are repeated until the invoice is ready for approval 4, The DP document is submitted far approval. Insummary, the input to this process isa fully populated DP invoice document. The outputisan SAP Document that has been put through all processes, passed alll business rules, and has been viewed by all the required roles to bereadied for appraval. \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 2-7Chapter 2. VIM Flow and Terms: Fith stage: Posting ofthe In this stage, the approval af the invoices required. Customers may have ‘SAP Document ahierarchical approval approach, but there is afinal approval necessary, \whichultimately leads tothe invaice being pasted inte SAP. Thathappens. ‘Rechive Storage Prowse: “Archive Sarver rt stg mee —_ meena See ere ® Cad by Windows “SAP FI @) services in ICC Cocarent ® ss —— In this stage, the following will occur: 1. The Approver receives an e-mail generated in SAP with arequest for their approval. 1. The Appraver executes the workitem to apprave ar reject the invoice. “The document gets posted to SAP, if approved and becomes an SAP Fidocument (invoice) that is ready for payment. In summary, this process starts with a fully qualified SAPdocument and ‘end: with a posted SAP document (ar a rejected DP document). Page 2-10 Vendor Inveice Management (VIM) for SAP Solutions Administration‘Two AP Scenarios using VIM: ‘aNen PO based Invoice with OCR Figure 2-8: Non PC-based lnvaice ProcesswithOCRand VIM Chapter 2. VIM Flow and Terms Like standard SAP, VIM can be configured to sult the needs of the individual customer. The process by which documents re brought into the system, the scenario by which they are categorized, the way they are validated and ultimately approved are all subject to.custorizing. In general, hawever, ome typical steps are usually employed ina VIM implementation For reference, two simple scenarios aredescribed biciow. These are representative samples touse as a guide in our discussion abaut invoice processing. “The typical steps for processing a Non PO-based invoice inte SAP with, VIM are-as follows: ‘© The documents are sorted in the mail room. ‘The documentsare scanned with a scanning device. “The documents are archived to an Archive Server. CRIs performed on the dacumentsin order to capture metadata, validate metadata, and release to SAP. duplicate checks performed against the document ‘The validity of the tax code is checked. ‘The validity ofthe vendor is checked. Coding ofthe accounting detaisis done. ‘The involcels approved. ‘The document is posted in SAP. “The imvoicets pai \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 2-11Chapter 2. VIM Flow and Terms: In the preceding figure, the roles that are played inthe Non PO-based invoice scenarigare pictured. There is auser wito monitors incoming. scanned invoices, called the Scan User. Then, the Indexer (sometimes referredtoasthe Validator) completes the data in the invoice. Thisstep is performed in SAP. but might alsa be performed in the OCR interface if ‘OCRis used. The Duplicate Checker only gets involvedif the system ‘dooms that this invoice has been previously processed. Wit gets past ‘these checks, but the tax information is invalid then goes toa Tax Export. After the Tax Expertcorrects the invoiceitis passed on to the AP Processor. This isthe super user who adds any relevant accounting, information, thereforethey shouldbe familar with the accounting master data. Lastly the Requestor and Appraver are natified ta give approvals. ‘Once the approvals) are made, the document isposted to SAP. Inreality, some of these roles might be played by thesame person and the levels af approval might be different. That can be handled by assigning, ‘one-person to multiple roles in the SAP workflow set up. Thisis typical ‘and easily configurable. This figure shows them separately for clarity of the separation of responsibilities. Page 2-12 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 2. VIM Flow and Terms aPO-tasede Inthetypical processing scenario for a PO-based invoice, the following Invoice withOCR and VIM_ steps will be executed: Thee invoice arrives viaa graupe-mail account. © The documents arearchived to an Archive Server. © Thee-Invoices are delivered via an interface and processed through ICC inthe background. © OCRis performed on the documents in order to capture metadata, validate metadata, and release to SAP. ‘Auplicate check is performed against the document. ‘The PO reference canbe.used tofill In missing invoice data. ‘The invoices approvedin VIM, ‘The document is posted inSAP. ‘The invoiceis paid. Figure 2.9: Processing a PO-basede- Tovolce with VIM In the preceding figure, the same roles are presented as in the previous scenario, The roles involved in processing a PO-based invoice areindeed ‘the same, yet some of the tasks, and thereforesome of the VIM screens may differ. For instance, in the event that some of thedata in the invoice is missing, itcan be obtained by referencing the PO in SAP. This is ‘available in the Index Datasereen from the DP dashboard. There is also.a ‘step where any mismatch between the invaice and the PO is addressed, ‘This scenario also differs in that ane-invoiceis the input. Here, thestep foc scanning the invoice is omitted. \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 2-15Chapter 2. VIM Flow and Terms: Porsonas “Throughout this course, demonstrations and exercises will model the everyday tasks of Vendor Invoice Management users. In order to better illustrate the multiple roles that are involved inthe VIM process, ‘Opentfext has introduced personas, whom represent each VIM role. Consider the follawing example of a generic invaice process with VIM. cyeteee sera tere wuss — Figure 2-10: Invoice Prosessing with ‘The rotes introduced in this scenario follow, withan associated persona: scamer This,oleis responsible for the creation af the electronic image of the invoice. They might beusing a multi-functional device or a desktop fax machine and might alsa be using EnterpriseScan software. In this cass, the Scanner will be Alex Legion, igure2-13: ‘lex Legon:Scan Operator al ‘Alex Legion a oer Page 2-14 Vendor Inveice Management (VIM) for SAP Solutions AdministrationIndexer Validator igure 2-12: Katia Schurmane leeer Duplieste Checker Chapter 2. VIM Flow and Terms ‘Thisroleis responsible far the entry and validationof the metadataabout _aninvoiee. This includes data which might have acrivedin the DP ‘document via OCR and that wich needs to be input manually via the SAP. (GUI- whether itbe via Single Click Entry or viamanually keying, In this class, the Indexer/ Validator will be Katja Schurmann, Katja Schurmann ‘ame ue “The Duplicate Checker is respensible for handling any invoice which has. been deemed by the VIM componentasa potential duplicate. Criteria for this isdefined in configurationand the optionsa duplicate checker has are alsa decided on by the customer/client. This role then executes the ‘appropriate tasks for suspected duplicate invoices. Examples would be to. (Confirm Nat Duplicate and thus procead with WIM processing or to Confirm Duplicate and terminate further processing on this invoice. In ‘this class, the Duplicate Checker willbe Thomas Friedman, ‘Thomas Friedmann ean mca \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 2-15Chapter 2. VIM Flow and Terms: ‘npProcessor The AP Processor is considered the Super User af VIM. They will fufill ‘many tasks during the DP Processing and the Approval Processing. Same ‘of these tasks are coding of the invoice, resolving issues, and forwarding, parking or posting and invoice. For this class, the AP Processor will be Sally Ride. Figure 2-44 Sally Rider AP Processor Sally acco Exper Requester The Requester of an invoice is the initiator. This role will serve as the first level appraver in Invoice scenarios as well as te only approver in PO based scenarios (3s delivered by VIM baseline configuration). For this, ‘course, Barb Nicol will be the Requester. igure2-15: Barb Nien Requester Y Barb Nicol Comosion Manager Page 216 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 2. VIM Flow and Terms ‘Coder This role is responsible for making the appropriate cost object assignments for an invoice. The Coder will receive the invoice after ft has been indexed and itwill mave through the approval process once the: cading is complete, Marcy Miller ice teager ‘Approver The Approver of an invoice might approve it after the Cader and Requester or after another approver. There might be several appravers ‘used in this course. We introduce ane of them here: Figure 2-17: Georgia Orengo HP Aan Instructor Demo: can to Payment, using Class Personas 1. Theinstructar will now demo the first AP scenario, This isa Scan to Pay ‘process, invoking Enterprise Scan and VIM for invoice processing, twill begin with an invoice image scanned into Enterprise Scan. This invoice will then be sent to VIM and be ready for validation. The instructor will log on «the Validator/Indexer Personaand willenter the index data into VIM ‘manuolly they will then submit the imoice and move it through the VIM ‘processing steps using the ather Personas introduced. \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 2-17Chapter 2. VIM Flow and Terms: summary ‘This chapter described the processes that will be required once VIM is Installed. The five main stages will encompass the capture of the invaice image, the capture of key data, the validation of that data, the creation of ‘an SAP document according to business rules, and the posting of the invoice in SAP. Twosimplified scenarios were given to further visualize how VIM automates the complex series of exchangesin the Scan to Payment process. Lastly, some of the personas wham will beused in the ‘course demonstrations and exercises were introduced. Page 2-18 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 3. lastallatian and Upgrade to VIM 7.5 SP1 3. Installation and Upgrade to VIM 7.5SP1 Objectives (On completion of this section, participants shauld be able ta: ‘© Find therequired documentation for installation of VIM 7.5 and upgrade to SP1 ‘© Identify the main procedural steps in installation and upgrade © Perform the past installation and upgrade checks necessary for validationof the system. Installation Procedures ‘At aminimum, the customer should install SP2 tor VIM 7.5. This chapter ‘was written before the introduction of SP2. However, the same procedures stllapply Inaddition, where SPA is indicated, SP2 should be downloaded and installed. ‘The VIM 7.5 SP4 release delivers new functionality and in doing so, requires that more components be installed, For the purposes of this ‘manual, a high level series of steps willbe laid out for each component. ‘This manualwill caver the Vendor Invoice Management SAP ECC ‘campanent and will also intraduce procedures for the following eptional ‘campanents: © Approval Portal Mabile Approval Portal KPIDashboard \Venelor Invaice Management CRM SSF SAP HANA component Vendlor Self Service ‘Ariba integration ‘Vendor Invoice Management SAP NetWeaver Business Warehouse (vim Bw) [a Fercamolet instructions on theinstallaton of each ofthe ‘components of VIM 7-5, please refer tothe OpenText Knowledge Center document entitled OpenText Vendor Invoice Management for SAP Solutions 7.5 SPA Installation Guide-pdét \Vendar Invoice Management (VIM) for SAP Solutions Administration Page d-2Chapter 4. Installation and Upgrade to VIM 7.5 SP1 General Guidelines SAP Component “This course will deliver an overview of the installation process for VIM 75 ‘SP Itisnot meant to be used as.a comprehensive installation guide fa ‘The OpenText Vendor Invoice Management for SAP Solutions 7.5 Installation Guide can be found at https:// Mipcom nnebebboowninnerenoo ol Pre-requisitesfor SAP Thebasic installation of VIM requires that certain ather pieces of ECC Component software are already in place. The mast obviaus af these is SAP. For VIM 75, theearllest release of SAP that can be used is ECC 6.0. The Support Package Manager in SAP (transaction SPAM) should be run to ensure that the support pack level is atleast 35. VIM also requires that the following. ‘components beinstalled according to SAP BASIS release. ‘Option asiz | Level ‘Support Package ‘Release 1 700 0013 SAPKEZO013| 2 701 003 SAPEE70100 a 702 003 SAPIEB70200 a higher ‘VIM 75 is not supported for SAP versions R/3:4.6C through ERP'5.0. As ‘with any installation effort, the Release Nates should be checked for supported versions and compatibility matrices. Obtaining the Software Customers can obtain the VIM solution via adownload, Far SAP customers, the SAP Marketplace is the source. For QpenText customers, the OpenText Knowledge Center is the source. Support Packages along \with all of the mast recent documentation shauld beretrieved fram the ‘OpentText Knowledge Center. Ifa customer requires instructions for afi: hotfix) for a single isswe. this should beremedied via OpenText support tickets In the future, these might be delivered viathe familiar OSS notes correction system. Page 3-2 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 3. lastallatian and Upgrade to VIM 7.5 SP1 ‘ossNotes_Inorder to alleviate known issues prior toinstallation, the following OSS notes should be applied to the base SAP installation: = 2068615 - Check thisnotefor alist of available software components for SAP Invoice Management by OpenTaxt 7.5 = 822380- Thisnote addresses problems with integration on SAP NetWeaver 7.0s. = 1462364- This note fines aknown issue with the activation of a dependent structure and Its resultant run time abject. © 1390369-This nate adjusts the display of a certain ALV graphic. (OSS notes are obtained via the SAP Marketplace. ‘WoridlowSet up WIM also requires that the SAP Workflow engineis configured to run ‘workflow tasks. This can be checked viathe SWU3 transaction, With this transaction, the relevant tasks should be verified as complete (denoted \with the Green Check mark]. Most critically. it shouldbe confirmed that RFC destinations have been configured. | catcnrerte Wier Cpe cm BQ FS G cemtmitiiages ~@ Canegure RFS Desinaaon (Fb vectn Spon ae nse (9 Malwab fcbeFlaYerskn 1 Caen Deen Tart Geral Figure 3: 1 fmarar conastantemn nog Workllow'Set Up tecnunorrenti gy taensDesteas Confirmation *& scrase emia Ee vk me wh Sra (@ SchoslePadhgrura las bx Condy Evalskan 1 cones Cotgrau oe erEeetGutce 1 of Somebodies om 3 NabanDetnticn terme: ied eeoars [eq Tere miohi be some tasks which have aed X incioaing they are not configured completely, such a5 "Maintain Definition Envieonment’ and ‘Guided Procedures’. This is acceptable. Ensure the Configure RFC Destination is ‘configured (indicated by a green check mark to the right). \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 3-3Chapter 4. Installation and Upgrade to VIM 7.5 SP1 Acchivetink ‘SAINT ‘The Archivel inkinterface must also be active in the SAP system for communication with the storage system tale enabled. ‘The SAP Add-on Installation Too! (SAINT] will beused for installation. ‘SAINT requires PAT files (extension * PAT). which are collections of ‘transport files or packages. The product's archived into SAPCAR files (extension * SAR}. Thedifferent SAPCAR files are located in a DATA, folder below the respective package folder, named according to package ‘and SAPrelease. These can be extracted usingthe SAPCAR commandline ‘tool There is also.a required password that must be supplied to SAINT when VIM is installed or upgraded. The below table refiects the new passwords. “vine Package SAPECCAO VIM itll ‘JAFPDEECIA SSAPERP Upgrade AFIDEAZD VM Uperade AFSDESC3D Page 3-4 Vendor Inveice Management (VIM) for SAP Solutions Administration‘Chapter 3. Installation and Upprade to VIM 7.5 SP1 Installing the VIM ——_Inarder to install the VIM Basis package {which will inturn inctall the SAP Component basic VIM components), the follawing steps should be carried out: ‘L._ Copy the respective SAPCAR file from the aforementioned site to the target SAP Application Server. The file should be placed in usr/sap/ trans/EPS/ with the following command: @ SAPCAR -xvf. Figure 9-2: Inetallation Files on the ‘Application Server \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 3-3Chapter 3. Installation and Upgrade to VIM 7.5 SP1 2. Carry outthe import according to the documentation, utilizing SAP ‘Transaction SAINT. rac Someta a AE Se wes —<—<— Figure 3-2: “rancaction SAINT Install the atest VIM 7.5 support package, as advised by thereleace notes. Support Packages are downloaded from the Knowledge Center. Figure 3 festa SAUNT : inetalltion Process 7 a Page 3-6 Vendor Inveice Management (VIM) for SAP Solutions AdministrationVerification Figure 3-5: ‘OpeniTaxt Component ‘Chapter 3. Installation and Upprade to VIM 7.5 SP1 Inorder to verify that the system has the correct components and ‘sufficient support packages installed, the fallawing steps should be taken: 1. Navigate to the top menu of SAP. 2. Click the System-> Status menuitem. 3. Under the SAP System Datasection, click an the Magnifying Glass Ion, rane en SE Ba 4. Under the column marked Component, there should be arowfor OTEXVIM. This add on should have Release number 750 and Level 0001. 5. The OTEXBAS component should also bein thelist. The Release umber should be 1000 700with Level 002, \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 3-7Chapter 4. Installation and Upgrade to VIM 7.5 SP1 Post-nstallation _—_Therfollowing post installation activities are usually performed: Steps * Run the Installation check program Transaction /OPT/VIM_1CX19 and execute the actions which are indicated in red ealor. SAP Docc cease arcr ‘everieecr ee ey anc ata foame wenn Sal =a ‘© Activate BC Set /OTEXVIM/VIM75 BASELINE LEGACY in transaction SCPR20. Follaw this with activation of BC Set / OTEXVIM/VIM75. BASELINE NEWFOR75. Business Configuration Sete: Activation 8 COOEK SD ween essa a ems a aa BC sets are delivery mechanisms created by SAP for enabling customer to pre-configure asystem. Essentially this will transport values into acustamer's customizing tables. The VIM BC sets must be activatediin the configurationclient and then transported to the desired tast systems. Figure 3-7: BC Sets for 75 tratallation Page 58 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 3. lastallatian and Upgrade to VIM 7.5 SP1 “This EC set contains table content changes for the VIM baseline customizing. If using the standard baseline VIM customizing, activate the BC set without any concerns. In case the VIM baseline customizing has been changed, ensure the BC set will nat overwrite any customizing (Le. protect your customizations by saving them for re-application). BC sets should not be activated in test nor praduction systems. They shouldinstead be transported from adavelopment system through the ‘normal CTS landscape. [EA Expertihtode must be usedfor this BC set. See the Installation ‘Guide for moreiinfermation on the activation af BC sets. ‘© Maintain the Number Ranges via transaction SNRO for the following objects (each should have an interval af“01' as pictured in the next figure: — /PTGWEURI -CPDocument ~ fOPT/DOCID -Document Processing = FORSISTACK «Invoice Approval ~ /ORS/USRMP- Invoice Approval Usermap = fOPT/REGID- Incoming Document Handling (IDK) framework _ Maintain Intervals: Registration Nurnber j aa ae Figure 3-2: Fam rons: pn sans Br arbor Range 1 cxonouosomo ora asrmsenengzoe 0 0 Maintenance iTaTaTg \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 3-7Chapter 3. Installation and Upgrade to VIM 7.5 SP1 ‘= Encureall of the follawing VIM dialog tasks are general tasks, using transaction PFTC: ~ DP WF-00275278 = PO Parked 00275262 ~ PO Blocked Line level 00275265 = PO Blocked Header -00275267 ~ NPO Parked 00275260 ~WAP- 00275253 = Referee Workitem -0027528% Ficure 39: AB certs. fF) Blog. sigma & lid ‘Standond Tak Assgmet pare |p _sorerdorsacigeane Tae mea Gane Tsk os +B hetemeersaestes SOE] Gere Tak (= Refresh the workdlow runtime buffer, via transaction code SWU_OBUF. © futine butler Edt Goto System Heo @ ~)40 ©@@/3Nm Suan Figure 3-10: . {Barone ote Jamas Rereshing the Workflows “Tmo ‘oncs:30 ‘Runtime Butter | The flowing clyects were syrchrormed Page 3-10 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 3. lastallatian and Upgrade to VIM 7.5 SP1 © Configure SAPs Generic Object Services. | Chango View "S605: Attribute of Generic Services”: Detate F vee: BR aS Figure 3-14: Configuration of (cea SET WF START Service ieee ere) 7 + Generate the business objects (ifthere were any activation issues ‘during this process). Other VIM Component Installs ‘The Approval Portal Pre-requisitesforthe SAPNetweaver Application Server (ava Stack 7.O.r 7.3}is required for ‘ApprevalPortal_ the enabling of portal approval functionality “The Approval Portal can be deployed asa standalane application residing. ‘on the NetWeaver Application Server or as an application inside the NetWeaver Portal using an Appintogrator iView The Approval Portal requires the following, other than the Java application itself: © Web browser - Internet Explorer versions 70, 8.0, and 90.are supported. © Operating System - The Approval Portal can runan Windows, Unix and ather operating systems supported by SAP. There isna restriction ‘on Windows or Unix versions or patch levels. The VIM Approval Portal supportsall versions. = SSL: OpenText recommends implementing communication ower HTTPS. = CPICUser-Thisisauser that must be set upin the backend SAP system for communication with the portal \Vendar Invoice Management (VIM) for SAP Solutions Administration Page S11Chapter 4. Installation and Upgrade to VIM 7.5 SP1 Installing the Optional The following steps should be performed in order toiinstall the Approval Operifext:Appraval Portal Portal: Mobile Approval 2. Deploy the application specificfiles ta the server. OpenText recommendsthat these files be created and deployed to the folder usr/sap/*/SVS/global/opentext/invoiceCfg. This is the default location for placing the application configuration file f deployed to another location, you will have to manually add a startup parameter will have to be manually addedin the Config Tool to tell the application where to look for the configuration files. 2. Asahove, ifthe prescribed ile location is not used, then the JEE config tool must be inwoked manually. © Toapply thenew'start up parameter, the NetWeaver Application Server mustbe restarted, MobileApproval Pre. The Mobile Approval Portal runs.on Windows, Unix and ather operating. ‘requisites cyctoms supported by SAP. ‘© Operating System - The following table summarizes which operating, systems, devices, and browsers are fully supported. VIM 7.0 added the new Category column which signifies Performance, Usability/ ‘Accessibility and Document Viewing aspects, ranked fram A to C. A, Band C are rankings fram tap to battom on the mentioned aspects. ‘These ranks are provided based on testing.in the OpenText Mabilelab with actual devices and simulators. Mobile Operating System | Device er Catesary 05 (SLxorkigher) | Wad TiriGixer | A higher 105 (S-Lxorhigher) | hone SooriGixer | A higher BlackBer Wixor Higher) | BlackBerry | BlackBerrythigher | C tian 0 Andeoid(O:corhigher) | Mast Android | Chrome(Zi00r | B ences higher and Supported tomers WindowsPhone or | Amy Wirdows | inlarmsttxplarse | B ister Pranedevice | mabe versa (20 rhisher) Page 3-12 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 3. lastallatian and Upgrade to VIM 7.5 SP1 ‘= Web Viewer Integration - OpenText strongly recommends that the ‘Web Viewer be implemented to display images on the Mobile ‘Approval Portal. Web Viewer is installed an aweb server.Itgenerates HTML pages containing the document to be displayed and sends them to the browser. The Web Viewer canibe used by any leading application server configured apprapeiately: ‘© Authentication - The mobile approval portal uses domain ‘authentication. It can be accessed using WiFi or VPN on thesame network or on an external network. For security reasons andtor optimal performance, OpenText recammends that a VPN connection isused. There salsa the option to connect via a protected URL inthe DMZ: This should be configured bya portal and system administrator. Inatallingthe Motile Web Viewer version 10.2.0 with patch O04 (or higher) supports the ‘WebMiewer Mobile Approval Portal. In order to install: 4. Download the software rom the following location: http:/f knowledge.opentext.com/knowledge/cs.dlV/Operv 19642255. 2. Reference the appropriate instructions in section 3"Installing Web Viewer" in Opentext Imaging Web Viewer - Installation and Configuration Guide (CLWEBV-IGD), available in the Knowiedge Center: http. knowledge opentext.com/knowledgeics.dl/Open! 19644858, [Ql Qpentext recommends insaling Web Viewer an a NetWeaver 7.3instance where Mobile Approval Partal is notrunning oran a supported Tomcat version. This approach impraves the performance of viewing invaice images on mabile devices. Inetaltingthe Matile_ Installing the Mobile Approval Portal differs depending an the application ‘AppravalPortal server you use: Standalone SAP NetWeaver Application Server Java(NWAS) = SAP NetWeaver Portal Incither case, the Mobile Appraval Software componentis installed similarly to the Approval Portal, Please reference the section on the “Approval Portal in this manual and the VIM 7.0 Installation Guide for more detail, \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 3-15Chapter 4. Installation and Upgrade to VIM 7.5 SP1 BW Content Prerequisites for Intallation Installing SAP EW Content VIM CRM Component ‘onthe Shared Service Framework Intalling the Vin SSF.CRM ‘Thesupport pack level of the BW application server should be checked with transaction SPAM. The required levelis 39. C85 note 1794715 should be reviewed. And for thase installing on SAP BW NetWeaver version 7-3, nate 1636155 should be applied. ‘This component's to be installed on an SAP NetWeaver BW Application Server. Aswith the SAP ECC component, the BW companentis installed \with the SAINT tool. Itwill require a password, SAP Basis Component Password 700 FLICETIOFA, 0 FLFCBO7OFA, SAP BW70 and 7.3 are theonly versians that OpenText's pre-delivered content is compatiblewith. ‘Thefollowing steps will install the BW Component: 1. Copy the respective SAPCAR file from the afarementionedsite to the target BW Application Server. The lle should be placed in fusr/sapy trans/EPS/in with the following command: @ SAPCAR -xvf. Execute transaction cade SAINT. Click Start. CChoase the package for companent OTVIMEW. Carry out the import according to the documentation. vaaN VIM 7.5 isable to work with any archive that is compatible with SAP “ArchiveLink. fusing the OCR option or the Approval Portal, a content repositary, which supports the SAP Content Server HITP4.5 Interface, is required. SAP's CRM 7.0 EHP 1, support package manager level 38 is required for ‘Shared Service Framework based integration. ‘This component will also be installed using SAINT. The required password ig 216C596F6A Please see the Inctallation Guide for alisting of pre- requisites that are specific to the CRM system and complete instructions ‘on installing the VIM component. Page 3-14 Vendor Inveice Management (VIM) for SAP Solutions Administration(Optional KPI Dashboard ‘Ariba Integration ‘Component Prepare Inetatt Verity (BCSet Activation SAP HANA. Prepare Irotall Werity Chapter 3. lastallatian and Upgrade to VIM 7.5 SP1 ‘This component sinctalled with the VIM Bacis package. ‘Thenew VIM Ariba Integration Campanent isa separate install, Installation of the VIM Ariba Integration Component presuppasesthe following: © OSS Notes: 20686415, 1925235, and 2026351. © Ariba Network integration 1.Ofor SAP Business Suite Installing of the VIM Ariba Integration component will be similar ta ather installation activities: 1. Obtain the relevant SAPCAR file 2. Extractit to the SAP Application Server 3. Utilize the SAINT tool to load and install this component Inorder to verify that the installation was successful use the same method as inother component installs. Access the System.=->Status menu ‘and click on the Magnifying Glass. Search for the OTVIMARE component, ‘ensure itis Release number 750. Activate the following BC setsin the respective configuration cients. = OTVIMARB/700 CUSTOMIZING © /OTVIMARB/700 SP1_CUSTOMIZING ‘Thenew VIM Analytics (VAN) supports all database systems. However, it provides aversion that ishighly optimized for SAP® HANA database ‘systems. Development objects specific to SAP HANA are included the ‘Vendor Invoice Management SAP HANA.component. ‘The VIM SAP HANA component comprises several SAP HANA views. When installing the VIM SAP HANA component, these views can be automaticallyactivated. Installingof theSAP HANA component will be similar to other installation activities: 4. Obtain the relovant SAPCAR file ‘2. Extractit to the SAP Application Server Utilize the SAINT tool to load and install this component Inorder to verify that the installation was successful, use the same method as in other component installs. Access the System» Status menu ‘and click on the Magnifying Glass. Search for the OTVIMHNA, ‘component, ensure itis Release number 750. \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 3-15Chapter 3. Installation and Upgrade to VIM 7.5 SP1 Vendor Self Service There are a few ways to deploy and run the Supplier Self Service ‘pplication. For VIM 7-5, only option can beused. This is an on-premise: ‘solution. This installation is described in section 38 of the Vendor Invoice Management 7.5 Installation Guide and will not be expounded onhere. Figure 3-12: en st seve Setting Up the Different options are available for setting up the VIM landscape in SAP. tandseane Single System Landscapes In the Single System Landscape, one SAP instance is utilized Figure 3-13: Single System OperText adds cormpliant archiving te SAP data archiving Page 3-16 Vendor Inveice Management (VIM) for SAP Solutions Administration‘Chapter 3. Installation and Upprade to VIM 7.5 SP1 ‘ult System Landscapes There is also the option of using a central system along with multiple satellite systems. For both scenarios, the followingsetup is required: ‘= System Landscape Directory -In this step all the systems with whom a ‘comnection has ta be performed (including the system itself) must be defined. “The following tasks are only required for Multi System Landscapes: ‘= RFC Destinations In this step, RFC destinations for each of the lagical systems is defined. ‘* Logical Systems- In this step, the logical systems inthe distributed system are defined. ‘= Ascign client to logical system: In this work step, a client isassigned ‘to each logical system. | System Determination Procedures - Inamultiple system landscape ‘the system determination procedure ta determine inwhich system. ‘the SAP IM workflow should starts defined. Thiscan bedefined according to simple evaluation of eampary code, archive document ‘ype, or by mare complex means vina custom function module. || configuration for both scenarios can be done under transaction code / (OPT/SPRO. Navigate to Vendor Invoice Management -> Document Processing Configuration -> General Configuration -> Multi-Backend ‘Scenarios. Figure 3-14: ‘MultiSystem Landocape \Vendar Invoice Management (VIM) for SAP Solutions Administration Page S17Chapter 4. Installation and Upgrade to VIM 7.5 SP1 Supported Languages Fifteen|anguages, other than English, re supported in the newrelease of Upgrade VIM. They are: German Spanish Italian French, Portuguese: Dutch Japanese Russian Chinese Hungarian Romanian Czech Polish Turkish Slovakian ‘Customers should consider the End of Maintenance schedule for their WIM and ICC products as they make decisions. about their upgrade efforts. Product Version vim ao wecx0 vm 70 wcas via 75 a Deceniier 2015 | Thi date war moved ahead from December 2014 Decemter 2015 | Generaf recommendation: Avery: te the bstest ICC version Decemer 2017 Dacemier 2017 December 2019 Page 3-18 Vendor Invoice Management (VIM) SAP Solutions AdministrationUpgrade Recommendations Upgrade Obsolete Funesions Chapter 3. lastallatian and Upgrade to VIM 7.5 SP1 “The general recommendation from OpenText is that customers should move to VIM 7.5 SP2.This predicated bya customer being on version 5.1.6 or later. The following chart represents the versions a customer might currently be on, the suggested Service Pack level, and possible pati for upgrade: Please se the Installation Guide, Section 7.1 for further detail onexchange upgrades and upgrade steps. Current Recommended Potential Paths ‘Comments vim ‘Start Level Software Release Sie 516->405P1> 75 | Thiststhefirstwersion sally SAP 32 wims2see | 52575 ‘Vin 5.2 50 6 ane 0 52--605P1->75 | SPA arealnast inate so uperadee Sow isk ars stright a0 wimeosel | @0>75 “Thiveffortiea trae ‘parade project. 70 viM70sa | 70> 75 ‘With the release of VIM 7.5 $P2, there are some obsolete functions ta consider. ‘© Simple approvals - These are absolete for Nan-PO approvals. However, for PO-based processing, OpenText will still support the customer. Hawever, this suppart far oldisimple PO approvals will be phased out in upcoming SP releases. © Integrated invoice Cockpit - Thedata from the ICC tables must be ‘downloaded and maved into the VIM Werkplace tables. = New Indexing Screen - ifthe customer is moving from.aversion pre \VIM7.O or has retained the old indexing screen, then these settings should be migrated. © New VIM Analytics Report - An initial data load must bescheduled and new appropriate autharizations must be assigned to theuser base. \Vendar Invoice Management (VIM) for SAP Solutions Administration Page S19Chapter 4. Installation and Upgrade to VIM 7.5 SP1 ‘Migration of Process Types As some Process Typeshave been migrated to Logical Modules, old Document Type Process Types must be verified. The following checks can bedone: ‘= Simple check: Firstly. compare your Procee Typelist against the VIM 7.5 Baseline Standard Document Types. lit isstill present inthe standard, then itshould work without changes. Otherwise, verify — Ista Business Rule? If yes this remains as a Business Rule. Verity that it isenabled for the Document Type. = Does itupdate the data? yes, thenitshauld be migrated to a Logical Module. Logical Modules Some processing logic, which was called directly before, is now ‘encapsulated in logical modules. Anexample of thisis thee mappingllogic for additional casts. New Approval Workflow Once the COA has been migrated, the-customer needs to continue processing the open workflow tasks. Itthey runas-is, the behavior will be unpredictable. The correct approach Js amass recall and mass resubmit. The new Workflow works with the new COA The drawback to this is that appraval steps have tobe repeated, “The recommendation from OpenTextis that customers who are upgrading should move ta VIM 7.5 SP2. Helpfrom OpenText With VIM7.5$P2, OpenText will deliver: = An Upgrade Guide ‘= Reportsta populate data or the new:VAN report and VIM Workplace so that they work with workflaws started before the upgrade. ‘= Migration tools foe: = Migration of document type and indexing screen settings Migration of ald COA tonew COA Mass recall and resubmit of approval workflows Page 3-20 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 3. lastallatian and Upgrade to VIM 7.5 SP1 Upgrading SAP “These stopsare detailed in Section 7-1.of the Inctallation Guide. ln general, these are the steps to perform an SAP ERP or R/S upgrade with regards to VIM. The password provided earlier in this chapter will be required for this process. The prerequisites are: 4. Support Package Manager is at least at level 35. 2. The profile parameter transport/systemtype-is set to CUSTOMER to ensure there arenot object generation errors. 3. OSSnates 1082597 and 822380 have been applied. ‘The correct SAP Basis component has been installed, 5. Qneaf the following add-on components has been installed: © OTEXWIM 604 700 © OTEXVIM 603 640 © OTEXVIM 602.620 © OTEXVIM 601 46C * Proceed to prepare and perform the upgrade according to Section 6.2 of the Installation Guide. Upgrading VIM ‘These stepsare detailed in Section 7.4 of the Installation Guide. x ‘general, these are thasteps to perform the upgrade of VIM froman ‘earlierversiontoalater version. As withthe ERP upgrade, apassword will be required (this was supplied earlier in the chapter). The prerequisites are: 1. OSSnotes 1082597, 822980, and 1462364 have been applied. 2. Support Package Managers atleast at level 35. 3. Confirm the correct SAP Basis component has been installed according to the previous table. 4. The following add-on component must be installed: © OTEXVIM 520 700, GTEXVIM 604 700 or OTEXVIM 700 Proceed to prepare and perform the upgrade according to Section 7.4.of the Inctallation Guide. \Vendar Invoice Management (VIM) for SAP Solutions Administration Pape 3-21Chapter 4. Installation and Upgrade to VIM 7.5 SP1 ‘Troubleshooting/FAQ. ‘L._ Does VIM consist of any standard SAP objects/repairs? + No 2 Does VIM consist of any Z objects? + No 3. How do I check whether installations successful? © Refer to the Verification section in this chapter. 4, What isthe namespace? © SAP assignsname spaces for its partners; by doing so the changes tothese objects areprotected 5. Can repair the OpenText objects? © Itisnotrecommended to repair QpenText objects. Contact support@apentext.com before making any repairs; OpenText might have already issued a patch for the intended repair and the same functionality can be achieved by using appropriate user exits. 6, ‘Thereisan errorwhenstarting the workflow. ¢ Make sure the standard taskis defined as a general task. ‘Verifying the Installation (Check the Add-on Installation 4. Navigate to the System-»Statues menu from the SAP base menu. 2. Clickon the Magnifying Glasses icon in the SAP System datasectian, Verify the OTEXVIM add an ististed with the correct release number Exercise: Obtaining the Documentation B Find the VIM 7.5 Installation Guide 1. Connect to the OnenText Knowlerge Center 2. Find and download the OpenText Venclor Information Management 7.5 SPA for SAP Solutions: installation Guide. Page 3-22 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 3. lastallatian and Upgrade to VIM 7.5 SP1 “This chapter introduced thehigh level tasks associated with installing and ‘upgrading the VIM SAP system. It provided general guidelines along with aliink to the comprehensive installation guide that is pravided by Opentext. \Vendar Invoice Management (VIM) for SAP Solutions Administration Pane 3-25Chapter 3. Installation and Upgrade to VIM 7.5 SP1 Page 3-24 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 4. OpenText VIM far SAP Solutions: The Components 4. OpentText VIM for SAP Solutions: The Components Objectives (On completion of this section, participants shauld be able ta: ‘© Identify the main components of the VIM technical installation ¢ Explain the steps involved in archiving aVIM invoice ‘© Build a logical archive within Archive Server OpenText VIM for SAP Solutions: Technical Overview Figure 4-1: DDeskiop installations and esse Viewersin the VIM Landscape VIM is built upon the SAP-ERPsystom, but works in-concert with ather systems and pieces of software.as well We will build the total solution ‘throughout the chapters. This chapter will introduce the skeleton of the solution. The components we introduce here are: = User Desktopadd ons = Multiple viewers = OpenText Archive Server © SAP Systomwith FI, MM, and HR components, For theuser'smachine, there are generally two installations necessary for \VIM front-end functionality. These are the SAP GUI and the OpenText EnterpriseScan client. Far user access, theres also the Windaws viewer, the Javaviewer, and the Web viewer. “Chen Wrekaaten nn \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 4-2Chapter 4. OpenText VIM for SAP Solutions: The Components Figure 4-2: Operifext ad SAP Components for VIM. ‘The SAP to Archive Server Relationship ‘Theother components are where the bulk of the functionality les. These are the SAP ECC system and the OpenText Archive Server. This is represented in the next figure. It isinteresting ta note that what is referredtoas the Workflow engine comes with SAP, buts nat configured initially. “The'same holds true with the ArchiveLink interface. On the Archive Server itis also true that there is configuration necessary tocreate a logical archive. These wil be covered in ater sections aswil the VIM. specific configuration within SAP. Fi HR In this relationship, SAP Is considered the “Leading Application”. This implies that documents originate in the SAP system and are sent to be archived by the. Archive Server. The leading system handles the following: ‘= Controlaver how the documents areused (= Storage of thereference to thedocument for subsequent retrieval + The relationship of the document to a particular business abject ‘= Communication via an interface to send and receive documents Page 4- Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 4. OpenText VIM far SAP Solutions: The Components Opentext Archive Server Figure 4-2: Archive Server Features “The OpenText Archive Server is used for long term storage of documents, ‘ff of the main transactional systems a company icrunning. Archive ‘Server is used for optimizing performance on the transactional system, meeting legal compliance around retention and document lifecycle ‘management, ensuring the integrity of documents, pratecting against lass ‘ordamage, and increasing ready accessibility. Some of these are highlighted in the next figure. Features are grouped categorically. pure Cape Inde ce CreateSAP Poet SAP 7 — Document; Document yY EUTtt Poet eet ‘Storage technologies used by Archive Server include: CAS (Content Addressed Storage) storage systems SAN/NAS (Storage Area Network/Network Addressed Storage) storage systems (©) Hard disk partitionsor HSM (hierarchical storage management) ‘© Jukeboxes with optical media (Le. DVD, WORM (becoming an older technology) \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 4-3Chapter 4. OpenText VIM for SAP Solutions: The Components ‘Components Figure at: Arehiveserver Document Service Archive Server's architectures broken up modularly. Some of the functionality, such a5 monitoring or administration are carried outby the server. Other functionality is carried out by the Archive Server explicity. Below isan averview of these components. ‘Thisis the main component of the Archive Server. It buffers, stares and also provides documents tazand from the leading application. ‘This components often referred to.as STORM, it isa sub server which controlsread and write access to all storage devices and partitions. ‘This component pre processes.certain documents before they are stored. ‘There are three main types of documents that might be archivedte the ‘Archive Server. These are: ‘= Paperdecuments- these must bescanaed rst with the OpenText EnterpriseScan component. Image files are then transferred to the Archive Server by way of the Document Pipeline. ‘© Leading application documents -these are documents such as print lists or outgoing documents from SAP These aresent to Archive Server via the Archivel inkinterface ‘= Externally sourced dacuments- these are documents that might ‘come infrom extemal systems, that donot have a prescribed interface. In this case, they can be imported to the Archive Server via a batch input process. Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 4. OpenText VIM far SAP Solutions: The Components ‘wah Store Figure 4-5: = Document Archiving g==- , Process Dapley en Cnt sie ets Document retrievals carried out in the same manner regardless of haw the documents have entered the archive (as detailed above)-The retrieval ‘client component downloads the document from the Archive Server to ‘the user's workstation, then the document is displayed in a suitable viewing application (for most document formats, this isthe Imaging Windows Viewer), ‘The Three Stages of a The three stages of adocuments life are archival, writing, and retrieval Archivalof the Document Thisis the movement of the document fram its source to-either the disk buffer ora hard disk pool. Insomessituations, documents passthrough the Document Pipeline ta the Document Service. ‘Adocument is defined tobe archived when itis in the disk buffer, before it ic stored on optical media or buffered dick. While this canbe interpreted as a potential safety gap (data is less cafe in a hard ick based buffer than on optical disks), itisa mandatory precondition for ‘many archiving applications requiring access to documents immediately after their storage: The disk buffer provides this feature. Writingofthe Dacument Thisis the movement of the documentfrom the disk butfer to an optical medium or a buffered hard disk (= FS pool, available since Archive Server 296) Retrievalofthe Dacument Thisis the movement of the document from the storagelocation toa requesting dient. \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 4-3Chapter 4. OpenText VIM for SAP Solutions: The Components: ‘The Document (When the Archive Server receives a decument for archiving, it Fallows 3 ArchivingProcess —_fourstep prozess. 4. The document isstored asafile (or a sot of files) in the Document Pipeline directory. This does not, however, apply to all documents. Depending onthe leading application and theused storage scenario, a document may bypass the Document Pipeline and directly enter the Document Service where step 3 isperformed. 2. The Document Pipeline pre processes the decument: A sequence of document tools {alse called DacTools) accesses the document ane after the ather and performs various tasks. The exact sequence af stepsagain dependscan the type af document and the storage scenario. Examples of preprocessing actions include: © Extracting attributes from the document's contents ‘© Storing retrieved attributes in anindex database of theleading application ‘© Adding information (ie. a page indextor a print list) © Converting the document (i. collecting multiple scanned ‘document pages into a single multi-page image file) 3. After the Document Pipeline has finished its work — or when it has, been bypassed — the documents then handed over tathe Decument Service. Depending on the archive configuration, the documents stored in ane of two places: ‘+f the document shall later be weitten to-an optical medium, itis storedin a disk buffer. © Ifitshallbbe stored on ahard disk permanently, itisdirectly itten to the destination hard disk pool. 4, ‘The Document Service stores status information about therecelved ‘document in the storage database; this includes the newly allocated document ID and the chasen storage location Page 4- Vendor Inveice Management (VIM) for SAP Solutions Administration‘The Process of Provisioning a Administration Tools for the Archive Server Chapter 4. OpenText VIM far SAP Solutions: The Components ‘Since a document may be resident in-ene ar mere of several locations, 2 reasonable, well-defined order of precedence is obeyed for accessing the document: First, the storagedatabase is queried tacheck whether thedecument ic available eitherin a disk buffer or inrhard disk pool. neither case, itis taken from there and transmitted tothe client. 2. Ifthe document is not present ineither a disk buffer or alhard disk pool (HDSK or FS), it checks whether the document is present inthe cache. soit is taken from there and transmitted to the-client. 3. Onlyif thedocument cannot be taken from any hard disklocatian (cases 1 and 2) itisread from an optical medium; thisis the least attractive situation because thisis much slower than rambard disk. 4. Beforethedocument is actually transmitted to the client, it is copied to the cachesa that subsequent read requests can be fulfilled from there. Ac amatter of optimization for wery large documents (ike print lists), a document is cached in fragments of 64 KB size;only those parts of thedocument are read, cached, and transmitted that are actually requested by the client. Asthe user browses through the document in the Archive Windows Viewer, theelient automatically requests the desired parts from the server, step by step. 5. Iftheclient application requesting the document is not able toload the document fragment-wise, i.e. it insists on receiving the complete document immediately, then the cache will receive the whole document as well 6. Whenthe cache becomes full it flushes old documents as needed to ‘make room for nevily requested ones (FIFO or LRU mechanism; unlike for the disk buffer, there is no periodicjob needed for cache reorganization. Archive Server has multiple taoks far administration. The graphical ‘administration tools are focused an“everyday” server handling. Nevertheless, most system configuration tasks can be accomplished with ‘them as well. These toals are normally installed on the administrator's ‘awn computer, enabling him to administer the Archive Server remotely. “The web-based administration interface allows for web-based server accesstechniques. (Command line tools on the Archive Server grant theadministrator “deeper” access to the server than the graphical tools provide. This is normally reserved for special occasions like advanced troubleshooting or —for example — specific data migration tasks (thisis not covered in this course} \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 47Chapter 4. OpenText VIM for SAP Sol jon: The Components “Theadministration tools available to Archive Server Administrators are: (= Archive Server Administration via the OpenText Administration Client Archive Web Monitor ‘Timestamp Administration © Document Pipeline Info Page 4- Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 4. OpenText VIM far SAP Solutions: The Components Open Administration The OpenText Administration client allows administrators to configure ‘Glent_ Archive Server as well as a number of ather OpenText applications (eg. Runtime and Core Services, TDS, etc). This client runs an the MMC (Microsoft Management Console) and accesses key processes.on the ‘application server (eg, Tomcat or SAP NetWeaver) to configure each ot ‘these applications via their repository. Figure 4-7: Administration Clicnt \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 4-7Chapter 4. OpenText VIM for SAP Solutions: The Components “The Administration Client contains three panes in its interface: ‘The Tree View pane makes the applications (e.g Archive Server, RCS, etc) available for configuration via their nades and options. The Results pane is split and contains the options/containers available from the node selected in the tree view pane._Inthe bottom pane of the results pane are the options for the nade selected in the pane abave and any applicable ‘settings are shown here. Finally, the Actian pane displays what actions. ‘can be taken to configure the option selected inthe resultspaneaswellas, ‘general actions for the applicable application. Page 4-10 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 4. OpenText VIM far SAP Solutions: The Components Opentent archive Statistics, the Archive Server heath status, and threats maybe monitored Monitoring Web Client via the Archive Monitoring Web client. The default address for this client is httpy/:8080/archive/monitaring/secure/index.html, SOO AB mesma] errr 5 Bi Sees ° semen ea ‘Archive Monitoring 2: ° DocumentPipetine The document pipeline is achain of preprocessing steps executed an the documents that areto be archived. The entire set of actionsis arranged in number of different sequences (ar pipelines) each of which corresponds teacertain kind af archived document — far example, archiving aprint ‘The DocumentPipeline Infeis a graphical tool for monitaring and ‘manipulating the document pipeline. Each single pipeline is illustrated as named folder with an ordered list ofits pracessing steps. Acsociated \with each stepare two counters: “input”, which tells the number af documents waiting ta be processed by this step, and “Error”, which reveals how many documents have run into aprocessing error. ‘The DacumentPipeline Infelhelps to detect pracessing bottlenecks and ‘errors and allaws far manipulation of theoperation. Anadministrator can ‘gather logging information, temporarily stop execution, and may delete: stranded documents, \Vendar Invoice Management (VIM) for SAP Solutions AdministrationChapter 4. OpenText VIM for SAP Solutions: The Components Logical Archives Logical archives area part of Archive Server storage resources: (= Every storage medium isassigned uniquely toone logical archive: ‘= Every stored document resides in one specific lagical archive Logical archives are visible to the leading application which controls. distribution af documents to gical archives (ln the context of VIM, SAP is the leading system) Logical archives are used to handle dasses of documents differently (e g different retention periods and different requirements ar optimized retrieval) Logical archives. are characterized by a set of technical properties: 2 Media typetie hard disk) Writing schedule Caching behavior Document processing options Security settings ‘Archive Server administrators choose to use more than one logical archivefora number of reasons (both business and technical. . . . (© The business reasons for using multiple logical archives include: ~ Todifferentiate document retention periads according to ‘compliance requirements ~ Todifferentiate access authorizations (which are controlled by the leading application) ~ Toreflect organizational structure properties ike Independent ‘companies and company codes ‘= The technical reasons for using multiple logical archives include: ~ Tokeep documents of different leading applications separate ~ Todifferentiate storage and caching methods affecting fast accessibility and fault-tolerant availability as well as using different media types (ie. hard disk) ~ Todistinguish between the test and production contexts Page 4-12 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 4. OpenText VIM far SAP Solutions: The Components “The nner Structure af Each logical archive must be defined on both the leading application and Logie Archive the Archive Server with thesame name (‘Adis an examplein the figure below). This isthe foundation for the storage dynamics cantratled by the leading application and performed by the Archive Server. Leeding Application Figare-414: Logical Archive Structure ‘Creating aSingle le FS Creating and setting up an FS (single file} pool is different from an 1S ‘Media Pool pool: this is due to the differences in media writing techniques (190: one- ‘time, synchronous backup: XW! incremental, asynchronous backup). “These are the attributes: 4. The pool type must be" Single File (F5)” 2. HDwrite configuration dees notrefer to aminimum amount of data tobewritten. 3. Since thereis no need to wait far acertain amount of archived data te filla volume completely, HD writing.can be scheduled much more ‘often than 180 media writing. The shortest period thatcan be specified is every five minutes. 4. Like an ISO pool. Single File (F5) pool needs adisk buffer for collecting documents prior to writing them toopticaldisks. \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 4-15Chapter 4. OpenText VIM for SAP Sol “The Components: Setting Lopes Archive ‘The-setting of security parameters is executed inthe Properties menu af ‘Sceurity Parameters the Logical Archive inthe Security tab. Figure 4-12: Security Parameters far Logical Archive ‘Here, the fallowring three settings should be considered: (© Signature: This will indicate whether the archive should allow or deny unsigned document access. ~ Protection requires leading application to“sign’ access requests with Seckeys - Tobe specified separately for access types:read, create, update, delete ~ Commanly used settings: ‘= Read, create. update, delete [provides full protection against unauthorized access) + Delete all access (except deletion freely allowed ‘© SSL: This will indicate the level of security during communication. — Requires a customer-specific certificate on the Archive Server ~_Testeertifcate is preinstalled by OpenText ‘= Document Deletion: This indicates whether or notdocumentdeletion icallowed. ~The most common settings Allowed Page 4-14 Vendor Inveice Management (VIM) for SAP Solutions AdministrationChapter 4. OpenText VIM far SAP Solutions: The Components mt © tact ona ase ‘Archive Server interface From the OpenToxt ArchiveServer Administration ent, fhe} wil click on Original Archives to expand the Bist. 2. Thensihe) will choose ane ofthe defined archives and right-click tocispay the options for viewing ths logical archive. Opentext Imaging Scanning, ‘There are multiple products on the market for scanning dacuments into. file based server. Inthis course, we will explore the Open Text solution. ‘The OpenText scanning solution is called EnterpriseScan. This tool allows, foc single or mass document ingestion. Inthe below figure, the lefthand frame shows the index af each document and it's associated properties. ‘Therighthand frame will display the image of the documentin place. When EnterpriseScan isinstalled on the scanning machine, Itcan be used! todo the following: ‘= Configure scanning settings for document characteristics Scan original documents Encure quality of document images Index documents Archive electronic documents eeee \Vendar Invoice Management (VIM) for SAP Solutions Administration Page 4-15Chapter 4. OpenText VIM for SAP Solutions: The Components Retrioval ‘Once animage is scanned in and'stored inthe Archive Server, thereare several different Interfaces that can be used to retriewe and view the document. The possible retrieval dents are the Imaging Windows viewer, the Javaapplet viewer, and the Imaging Web viewer. System Architecture Considerations “Astandard VIM configuration starts with one Archive Server and one sstoragedevice connected to one or more SAP systems. An administration client, SAP retrieval clients, and scanning clients canbe added according, teacustomer’s needs. ‘Typical Landscape Figured 34 “Teical Architecture Multi Backend VIM canalsa be deployed using central resources, for example one of the Scenario following: ‘= Acentral invoice entry point, which includes scanning with Invoice ‘Capture Center (ICC) = Acentral archive to archive all incoming invoices ‘= A.central controlling point for management, which uses Central Reporting Page 4-16 Vendor Inveice Management (VIM) for SAP Solutions Administration