Vendor Invoice Management for SAP Solutions Administration 16.3 OpenText Suite for SAP Solutions opentext™ Professional Services Learning Services‘The stare desert tes Worsoak hamid unr alcenan agreement of nok cacoaunengrecment (se "Agpoems) ‘ach Open txt Carporston or ones aftates ‘Cpan Tex}, The stare may be usecor copied yn accordance wht ‘ma oe Agreamens. Ths rYormaton carga wl Woretook eth Yala ope of Opan Ta represen Wass ‘secrets of Open text apart tvs Workbook maybe Cpe reproduced, recor ahmed ay Oe By an manna vt the par vere conan ef Open Tt. ‘The Warmaton contained tis Wortcok majo change tua nace. te Weston pew n Bet prc ant ‘econ er, the elector form wil power fae ero of any moansedancy. Open Trl mate representa ‘Sorrates cancareng sich Inmates ore schware desered inv Ulorisnonk except ae expec et frm the ‘Deroerent \Copynget © 2099 Opn Tat. A ght meceved. ademas ned by Open Tet. OpenText Vendor Inecice Marsagernant for SAP Sluions Administration 16.5 -Firet Econ: March 2088 Comments or suggestion: soul Sie mantel can bent bo LeiningCanten:Daw opel com. [Based.on Opener! Vendor Invaice Mangernent far SAP Solutions 162.1 Developed by OnenText Leaming Caneel Development and Lesening Services Cours Nawne: Vendor Ivaine Management for SAP Sakiions Admitisraion Course Manber: 3:2102 Pathumber: 92102-16200 invaice Management fer SAP Solulions Adm‘Venclor invaize Management (VM) 16.for SAP-Solutions io a component of the OpanText ECM Suita ‘or SAP Solutions. VIM ls built on top af the SAP Solution and utilizes much ofits underlying ‘technology. For this course, tis essential tat you have a solid grasp of the caneepis that are found! in ‘the SAP technical space. Many of the features introduced by the latast release of WIM are coverod ‘rom a configuration standpoint. ‘The main objective ofthis course Isto teach the participant how ta install and configure the WIM Baseline system, with special emphasis on pointing out opportunites for customer enhancements, Participants will became familiar with accessing QpenText development and configuration tables for ‘VIM..On completion of this course, you should feel confident that you can successfully configure ‘Vendor invoice Management 16.3 far SAP Solutions, ‘Thank you for participating inthis course. Should you require any further information, please contact Us at OpanTaext Leaming Services. Good luck, and enjay your learning experience. OpenTaxt Leaming Services ‘Vendor Invoice Management for SAP Solullons Adminiairalion‘alce Managemenl far SAP Solulions AdminisiralionTable of Contents Objectives a OpenText Vendor Invaice Management for SAP Solutions 14 ‘Accounts Payable challenges 14 What is Vendor invoice Management ioc SAP Selutiona by Opantex!? 18 What does AP invoice pronessing look like with VIM? 16 1 1 VIM process overview Landscape ‘Business Center and VIM: Two products, one architecture ‘SAP ve OpenText reseller: ICC, Vib, and BC. ‘Summary 3. Installation and upgrade to VIM 46.3 SP4 4. SAP ArehiveLink Customizing for VIM. ‘Vendor Invoice Management for SAP Solullons Adminiairalion ¥‘alce Managemenl far SAP Solulions AdminisiralionText Conventions This workbook uses the fallawing conventions: alle Thallcs are used for Workshops and Exercises. Monospace ‘Monospaced text is used to represent sample code, Ininstruction steps, indicates the action to be taken. in text it Indicates emphasis ‘Angle brackets (<>}represent an element of syntax you must substitute with a specific value. This icon represents a lesson symbol where tha student watches tha Inetractor This Icon represents a lesson symbol where the student follows along withthe instructor. This icon represents a lesson symbol where the students perform the ‘exercise on their own. This icon represents an optional or advanced leason symbol where the students perlorm the exercise on their own This icon represents a note that supplies ditional information, This icon represents a tip that supplies additonal shortcut Information. This ican represents a ealloction of Tricks, Tips, and Traps that is Used the end of a chaptor. This icon represents a eaution that supplies warning information. PN © S 4 Ci bil ei) °F ‘Vendor Invoice Management for SAP Solullons Adminiairalion‘alce Managemenl far SAP Solulions Adminisiralionopentext® Profecsional Services Vendor Invoice Management for SAP Leamina Services, Solutions Administration 16.3 Student Attendance Form ‘raining Date: Instructor: ee Location: ‘Student Name: Position: Management Technical O Other O Implementation CI End UsorC)———Adminitrator C1 inciry: Federal Government [1 Legal O Oter Government OD Manufacturing Education C] Financialnsurance CI Integrator O Other O ‘Company: ‘Street Address: E-mait: Phone Number:Chapter 1. Vendor Invoice Ma 1. Vendor Invoice Management overview Objectives (On completion ofthis section, participants shauld be able tor Describe the challenges a typical Accounts Payable departmant faces Explain haw VIM is suited to solve these issues Describe the latest VIM fun« Compare Simple and Classie VIM modes OpenText Vendor Invoice Management for SAP Solutions \Vendor Invoice Management far SAP Solutions (VM) provides. quailty, funetionally rich Accounts Payable application, whichis easy to deplay. fts functionally is geared towards macium to high volume Invoicing scenarios ‘and works in tandem with shared service centers. Next, we discuss the: ‘common Accounts Payable challenges, which detve the need for a WIM solution, ‘Aecounts Payable Accounts Payable ls typically a laborintansive and time eonsuming set ot challenges processes. it involves the Ingestion of hundreds, up to tens of thousands, of Invoices a month. The invoices are often paper-based, or they are electronic and arrive slongeide attachmonts that reflect the original paper- ‘based layout. These invaloes are often the result of purchase orders that ‘also create their own paper trail. Together, this multiude of paper, electronic images, and electronic transmission must pass through many {gates in order farthe payment process to ocour. Tharofore, each dacumant ‘mst pace through many hands and might be copied ar altered, as-well a3 being stored muliple times during itz jourey. ‘This process ls wrought with many opportunities for error, loss, and tay. ‘The typical process is described next. ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 1‘Chapter 4. Vendor Invoice Management overview [Figure 141: AP business process flow without VIM [AP business procest_ As the figure Husiratos, a normal invoice ta pay pracess might look like the flow without VN following: 4. Themailroom or other recipient receives the Incoming paper invoices _and senda them to Accounts Payable (APP). 2. ANP parks the invoice in SAP. A parked invoice or document ‘emporary document. iis not included in the General Ledgoe A/P ‘iablity aecaunt but does display in tho Vendor account otal serean. Alternatively, AP may sand the invoice tothe approver prior to parking. 3._ANP informs the exiginator af the purchase (by o-mail,Intar-cffico mail, ‘phone cal, sticky note, otc) 0 veify and approve tha iwvoica. AVP may “aiso send & copy ofthe invoice a the originator. 4. "Thecorginator or a separate approver approves or rojacts the Invoice and notes AL of the docision. The oxginator may Keep a copy of the invoice. — the invoice ls rojocted, AIP must process the parked dacument. ‘They can delete or request adtional information fom the vendar. It wating foe vendor information, AVP must track the parked sdocumant. = ithe invoice ls approved, AIP makes any requested changes and posts tho invoice Various users may keep copies of invaices and information requests throughout the procass. Theretore, there isa risk that people da not have the most up-to-date copy of the invoice. Wendar invaice Management fer SAP Solullons AdministrationChallenge in traditions Recipt & Capture High coat ot Chapter 1. Vendor Invoice Management overview (Comespondence between the involved parties must be captured and ‘tacked manualy. This isa typical process for manual invoice verification, Many departments may be involved. When the departments are in differant tics, countries, and tima zones, communication and aceurary bocoma very challenging. In summary, he folowing challenges are cflen seen ina lyplcal AP process: ©) There ica large amount of manus acthly for approvals and exapion processing. Dupllats payments and postings re miaplaced and incios pal os There ian unpredictable werlation in workoade due to cydical ake increneas. «© Aud ad compliance concarms alse due to contradictory General ‘Configuration > Mutt Backend Scenarias. For both scenarios, the following set up is required: ‘© System Landscage Directory - In this step al the systems with whom a ‘connection has to be performed (including the syste lel) must be defined. This is shown in the installation chapter. Page 22 Vendar Invaice Manapemeni far SAP Solulions AdministrationChaplar 2 Landscape and Architecture ‘The following tasks are only raqurod for Muli System Landscapes: ‘¢ RFC Destinations In this stop, RFC destinations for each ofthe lagical ‘systema ls dined. ‘© Logical Systoms.- tn thie stop, tho logical systems in the ditibutod -systom are defn. ‘+ Assign client to lageal system. In this work step, a client is assigned to ‘each logical systom. ‘Aadiscussed in the previous section, there are different landscape options. ‘The landscape architecture should be defined and well documented prior to installation. Next, 2 more detailed view must be dacided an, according to which functionally the customer is employing. An axample af a possible architecture is shown next. re aa a” ‘Figure 2: Simple VIM landecape with Fiori ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 23Chapler 2. Landscape and Archileclure {In the previous figure the following components are iluetated: ‘© SAPSIMHANA server -This Is the SAP application server, which wil he ‘the base far the VIM and BC product Add-Ons. Business Canter add- ‘ons are required for VIM as described tstor in this chapter. (© Flor server -this wil be the bage far the Ul Adé-ons (© Gllents - Desktops, laptops, or motile devices which will access ‘functionality via & web browser (or via Inctallad client software However, the actual architecture gets more inicate a functionality, such 88, OCR extraction, scanning, and document management are introduced. ‘This results In a landscape that might look like the next figure. Page 24 Wendar invaice Management fer SAP Solullons AdministrationBusiness Center and ‘VIM: Two products, one architecture Chapler 2. Landscape and Architecture In his igure, the folowing ae introduced tothe landscape picture: © Document Pipeline - an OperiTaxt product used for queuing, manipulating, and managing documents prior to thew archival © Archive Cantor - an OpanText long torm storago solution (this ta required, bute not shawn inthe provious dlagram far simpleton purposes) Business Contar Capture -an OpenTaxt OCR solution, which has an Invoice Accelerator aption to be used with VIM. Omer OCR products can bo used as wall 4 Web\ioworBrava Viewor- Tho Brava Wiowor has boon Intexduced to ‘work wth VIM and other OpenText products. The WebViewe is:aisa si available as an add-on trom Opa Text. Enterprise Sean -an OpenTaxt solution for scanning, indexing, and converting files prior to-archival * SAP GUI- SAP cont sofware + OCR Validation - Openliext BCC cent software, far VIM the Invoice Accelerator exd-on ls Inrocced (covered in alata section). This ‘validation dent satware forthe chocking and comection of incoming invoveas. ECM (Extended ECM for SAP Solutions by Open Text} add-on this bs “an optional integration inorder 1 plug Extended ECM (Enterprise Content Management) Content ino the VIM process. This would include digital content such as docamants, comespondonce, contacts, ‘ote. which would be avallabe via the add Interfac. Scan client an install an the desktop for the resource reaponsible for ‘he scanning or quay assurance of incoming documents ‘Aa the provious architocture diagrams have shown, Business Center and Business Center Capture are twa products which are a part of Open Tex's ‘Suite for SAP Solutions. These two products, along with Vendor invoice Management and Invoice Capture Center are digital processing solutions \which can be used independendy or ix tandem. A eustomar ean ehaase to use one, nona, or bath. Howaver, in ardor to use VIM and ICC, samo components of BC:and BCC are required. For ViMt and ICE: installations, some components of BC:and BC rospoctively aro required. ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 25Chapler 2. Landscape and Archileclure ‘Although the purchase and use of these products is distinct, thelr tachnical Piease see the next fgure.ae an ilustration ofthe high ievel dlatinetion between these four products: ‘© Vendor invoice Managemant © Business Centar © Invoice Capture Center © Business Canter Capture Figure 2: Business Genter, VIM, IGG & BGC: Commercial products ws technical components In this gure, the top level represents the commercially available products. ‘The second ievel represents the functionalitios which are associated with ‘each product. The last level represents the technical components supporting this functioneity. It becomes obvious that to run the latest version af Vendor Invoice ‘Managament, a customer must employ soma of the tachnical components of the Business Center product. As.an examgle, upan installation, component OTECBAS Is required. This eamganent supports the BC Framework which ks used by VIM for Inbound Processing. It used even it the customer did nat purchase Business: Center. Page 26 Wendar invaice Management fer SAP Solullons AdministrationChapler 2. Landscape and Architecture: For amore dotalod break down of the VIM and ICC products, the next figure is provided. ‘Commercial products Group of companents Technical add-ons and companents, Figure 2-6: Detailed breakdown of commercial v= technical product components For a detailed break out of commercial ans! echnical components for ‘Business Center, plaase soe the nest figure. ‘Commercial product Group of components ‘Technical add-ons and components ‘BAP Solulfona Adminisiralion Page 2Chapler 2. Landscape and Archileclure SAP-vs OpenText —_In delineating how these products are developed and sold, there should also be clanty between the names ef the products when sold by either SAP (of OpenTaxt. Thia minimizes confusion when having discussions in support (or sales situations. The following table defines the product names used in the marketplace. ‘SAP hace product | OpenText product and version | When sold by SAP ERP ‘Open Fest Vendor invoice ‘SAP Irvine Management by OpenTixt Marsagement lor SAP Salone: 7s ERP OpenTat Invoice Capture Center | OCR Add-on for SAP Invoice Management by {or SAP Sct 18:3 ‘OpenTen! (16:3) ERP (Opens Husiness Canter or | SAB Digisl Content Prooasing by Open Tex, [SAP Solutions 16.3 4963) SAPSIHANA | OpenTaxt Vendor tnwaice SAP hwoice Management far SAP S!HANA by Marcagement for SAP-Soluors | OpenTex! (75.ar 16.3) (T5er 163) SAPSHHANA | OpenText Invoice Gaplure Cenier | OGR Add-on for SAP Invoice Managesnent by {or SAP Soldicns 16:3 ‘OpenTant! (18:3) SAPSHHANA | OpenTextfiuniness Genlerlor | SAP Digi Canien! Processing for SMHANAy ‘SAP Salubons 16.3 ‘OpentTen! (16:3) SAPSHHANA | Nol avaiable ‘SAP SMHANA Invoice Processing by OpeaText Cloud Invoice Capture Genter The recommendation from OpenText is to move to Invoice Capture Center version 16:3. ehauld also be nated that IC: is now a technical add-on to the Business Canter OCR product: Businass Center Capture. Akin to the Business Center foundation being required for the Vendor Invoice Management functionality. Business: Center Capture is now the foundation for the Invoice Capture Genter add-an. ‘Going forward, all new installations and upgrades shauld be using ICG 18.3, which is: © compatible with VIM 7.5 SP8* and VIM 16:3 ‘© supported for deployment in MS Azure and AWS Page 28 Vendar Invaice Manapemeni far SAP Solulions AdministrationChapler 2. Landscape and Architecture: ‘The next version of BCC and ICC wil be an Information Extraction Service, which wt: ‘© onabie publle cloud deployment ‘© orhance current machine learning offering [qq CC end united deployment wth BOC is eovered nme deta Ima later chapter. ‘This chapter reviewed potential VIM landscapes. It provided general uidelines forthe products used and the architecture of a Vil solution, ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 28CChaplor 2. Landecape and Archilaclure Page 270 ‘alce Managemenl far SAP Solulions AdminisiralionChapier 3. Installation and upgrade lo VIM 16.3 SP4 3. Installation and upgrade to VIM 16.3 SP1 Objectives (On completion ofthis section, participants shauld be able tor Find the required documentation for instalation of VIN 16.3 Identify the main procedural staps in installation PPerfoern the post installation and upgrade checks necessary for validalion of the system Locate upgrade specific information Pian and execute an upgrade of thelr existing landscape Installation procedures ‘Ata minim, the customer ahoud instal SPt for VIM 16.3. The VIM 46.3 SP roloase dolvors two posite seonatios for instkaion. Cansie A and dimple modes. This chapter and the rest ofthe course wil focus on inset ode Ploas soe th OpenTent Knowle Cente or spprepriate documentation for Simpl Mode nstalion In adtion to the care SAP S4/HANA components, VIM can extend it's funetion ality with additional companents. For the purposes af thia manual, ‘steps for instaling the folowing optianal components will not be covered: “Approval Portal Mobile Approval Portal KPI Dashboard Netweaver Gateway Supplier Self Service ‘Asiba Integration ‘Vendor invoice Management SAP NetWeaver Business Warehouse (ana Be) [Lj Fer dotted insictons onthe metalation of each ofthe compononts of VIM 16-2, please refer to the OpenText Knowledge Center document onttid Openext Vendor invoice Management {or SAP Solutions 16.3 SP1 installation Guido. pet ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 57Chapier 3. Installation and upgrade lo VIM 16.3 SP General guidelines ‘This course will devor an averviow cof the installation procass for VIM 16.3 ‘SP1. Itis not meant to be used as a comprehensive installation guide. [Q\ The Seana Vendor Invoice Management for SAP Solitons 46.3.1 Installation Guide can be found at: htpa/! knowledge. openteat.cor/knowledge/plrootivin vv 16030" ivim-igal docovw.xmi SAP component Pre-requisites ‘The basic installation of VIM requires that certain other pieces of sofware ae already in place. The most obvious of these is SAP. For VIM 16.2, the ‘earliest ralaasa of SAP that can be used is SAP SMHANA 1610 (S4CORE, 1101), The Support Package Manager in SAP (vraneaction SPAM) should be ‘un to ensure thatthe support pack level is at least 66. ‘SAP Nate 2339256 “SAP invoice Management by Qpen Text support tor ‘SAP products” should be checked to understand SAPIVIM product version compatibility. OSS notes are obtained via the SAP Marketplace. ‘Obtaining the software Customers can obtain the VM solution via a download via the OpenText Knowlodge Genter. Support Packages along with all of the mast racent ‘documentation should be retrieved trom the Open Text Knowledge Center. t ‘8 customer requires inatructone for a fix (hat fix) fora singe lesuo, this ‘shauld be remedied via OpenText support tickets. Page 32 Vendar Invaice Manapemeni far SAP Solulions AdministrationChapier 3. Installation and upgrade lo VIM 16.3 SP4 Workfow setup Vili also requires that the SAP Workflow engine Is configured to run ‘workflow tasks. This can be checked via the SWUS transaction. With this ‘ansaction, the rolavant tasks should be vorifad ae eamplote (denoted with the Groen Chock mark). Mast critically, it should be confirmed that REC destinations have bean configured. oO *€H @OO FH Automatic Workflow Customizing SB RF checcevert Linkages ~ ©) Contre RFC Desren = ER Syn Ninhits fr Woon Eat Ae Penn + cheat oes Task os Gort = @ Decora Geant Peery = Q tae tone res + @ Seheduie Background Job for Workow Deadline Mantong + @ Sehecie Background tb for Work Rar wth sone + Sched ladies Eaton + @ Schedule Badiground Job for Event Queue =) Schece bckr an cea et > 68 Det Enon > 3 car addena sates and eens > Cesty Tala as Goer > Xe asied ocnres Figure 2-4: Workflow set up confirmation (qq There might be some teks which have aed ndcating hoy ‘are nat configured completely, such as Edt Additonal Settings: ‘and Services’ and ‘Guided Procedures’. This io aecaptable. Enoure tho Configure RFC Destination ia configured (indicated by fa green check mark tothe left ofthe task). “ArchiveLink The ArchiveLink interface must also ke active in the SAP system tor ‘communication with the storage system to be enabled, ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 53Chapier 3. Installation and upgrade lo VIM 16.3 SP ‘Samer The SAP Add-on installation Toot (SAINT) wil be used for installation. SAINT requires PAT tlies (extension *.PAT), which are collections of transport files or packages. The product is archived inte SAPCAR¢ flea (extension * SAR). The different SAPCAR flies are oeated in.a DATA folder below the respective package folder, named according to package and SAP ralesse. File names must be in upper ease. Fle names with lower ease characters will nat accepted by tansaction cade SAINT nor SPAM. Installing the VIM SAP In orcer to instal the VIM Basis package (which wil in tum install the baste component \Vihi components), the following steps should be carried auton the BAP S/MHANA server: 1. Obiain al elavant SAR files for each VIM adkt-on component. You will also need all relovant Support Packages for these Inatallaion flles. For ‘example: — Component OTBCBAS has a SAR fle named GTECBAS INST_UPG_O700_O04 SAR. It also has a Support Package le named OTECBAS SP01_0700_004.SAR. You require both for each component. These can be extracted using the SAPCAR command line tool. There is alsa a required password that must be suppliad to SAINT whem VI is installed or upgraded. These are found in the installation guide. 2. Copy the respective SAPCAR files from the aforementioned site to the ‘target SAP Application Server. The fle should be placed in fusrisap ‘rans/EPS/ with the following command: = SAPCAR -xvé Staius mena lem. ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 57Chapier 3. Installation and upgrade lo VIM 16.3 SP 3. Under the SAP System Data section, lick on the Magnitying Giass icon. nae oxo az oot ‘oot ont cot cok cae cot ooo cot oma ooo 4. Under the column marked Component, there should be a row for (OTEXVIM. This add an should have Reloase number B1610_104 and Lewel B00. 5. The OTEXBAS component should ais be in the list. The Release: number should be 0700_004 with Level 0001 6. Chadk all campanants are listed, acearding to the installation guide. Postinstallation steps Tho following post inctaliation activities should be performed: (© Import the transport with Flee layouts this is necessary for the Fiori _apps to have the corroet perspectives ‘© Inctall he transport with layout variants - this provides the layouts for ‘the VIM Analytics report, itis dllent-apectic, so this transport shauld be imparted into all cients (© Activate the Business Configuration Sots - this loads the baseline ‘configuration int the configuration tables and should be activated in tho all clionts which use VIM functionality Page 58 Vendar Invaice Manapemeni far SAP Solulions AdministrationChapter 3. tion and upgrade to VIM 16.3 SP4 OBHER 4) 2-r (© Configure the workfiow dialog taskes - Configures the: General Task in ‘the PFTC transaction | |* Refresh the SAP workfiow runtime buffer- Must be done in order for \praper operation. Use transaction SWU_OBUF (© Configure the object services - this allows for the GOS (Generic Object Services} to be called from MIRO and F880. Maintain the SGOSATTR ‘able via transaction SM30 (© Maintain the number ranges - this Is used to define the numbering ‘range af oertain abjects- created in SAP by VIM (for example the DP” Dae ID ‘Vendor Invoice Management ‘BAP Solulfona Adminisiralion Page 58Chapier 3. Installation and upgrade lo VIM 16.3 SP °o OG shh PHHhfh Da’ Number Range Object /GPT/BOCED: Display Beevoitinng Gage ooamens | Figure 3.8 egte —teomeniemer Number Range ebjecttor ‘DP Dec 1 ‘+ Create a number range for each of the required abject, using ‘vansaction SNRO (each should have an intorval of 01" aa pictured In ‘he next igure): —_IPTGWEURI - CP Document — JOP TIDORID - Document Processing — _JORSISTACK- Invoice Appeoval —_IORSIUSRMP - invoice Approval Usermap — IOP TIREGID - incoming Dacument Handling (104) framework Tie ooo sen ie oO “«8 OBO SHR ENOE | Maintain Intervals; Document Number i Figure 3.9: Number Bangeinterral so, noth retnte sso te ‘Precoevuvoges Joanne : Vendar Invaice Manapemeni far SAP Solulions AdministrationChapier 3. Installation and upgrade lo VIM 16.3 SP4 ‘© Link the evants for VIN worktows - SAP ovents are trigger paints for ‘VIM worktiows, Far example, when a logistic invoice is posled, SAP" SiHANA generates the evant POSTED trom the business abject [BUS.2081. The avent ia inked to trigger the Wik workflow solution for blocked invoices i the invoice ts blocked, Evont linkages are nat activated automatically. You must add the event linkages manually. This is done via transaction SWE2. *¢ Maintain the SAPscrit form for appraval -this standard SAPScrigt form must be copied from client 000 to all clicnts and moctfiea accordingly ‘© Maintain the standard text - Standard Texts are used to build letters such as the Return to Vendor e-mail which gets set in the FETV process. This ls done via transaction SO10. Standard texts should be maintained ‘or this particular e-mail functionalty: — JOPTIVIM. SIGNATURE, RT - this is for the e-mail footor — JOPTIVIMRTV_EXAMPLE - this is forthe e-mail bady and! is provided ag an example. It should be renamed for te customer's usage fnha Da es | rousoe ih Figure 340: 7 a = fai nomiaeoces 2 Example ofthe Standard i Text For RTW process in $2 $7 stenting tour iaoinw wlth yor enternoe mmtoe of the } ‘transaction S010 © Set the background user parameters for Non PO invoice posting this ie ‘or setting a PID specific to user WF-BATCH. WF-BATCH is a user the system can ultlize whe performing tasks in the background, such 2 ‘workilow oriented tasks-or posting. © Inciall the transpor for extended VAT date support - this Is @ BADE implementation which should be activated if required. © Maintain the Business Transaction Events - A BTE has a predefined intertace and allows you to attach additional funesionality inthe form et _a service function module. Thera are two BTEs which should be called ‘for VIM. These should be configured via transaction 8F 42. © Configure the systom landscape - transaction /OPTIVIM_SLD wil allow ‘you to set up the aystem landseape directory. ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page S17Chapier 3. Installation and upgrade lo VIM 16.3 SP oO «Ss GOO Sn foot De [Change View "Gpentext: System Landscape Directory: Detals S terme BROOBE wpa yenmn —_—_eca) es Semtage mete — leeds ape ee Son ‘ae = Stiod Figure 3:11: System Landscape Directory in transaction IOPTIVIM_ SLD: Single System landscape ‘© Flor: Activating services - Two services must be activated for the Flor Task App: = OData Service “The Fiori Task App communicates with the ABAP backend using a dedicated QData service (VOTDUPSa3_DATA_SRV)Set up version 0003 af Data service Using the WFNDIMAINT_ SERVICE transaction. i i Eee eo eee cae spe Page 542 Vendar Invaice Manapemeni far SAP Solulions AdministrationChapter 3. tion and upgrade to VIM 16.3 SP4 — Ul Service - This must be activates for both VIM and BC. Both af these services are located via the SICF transaction in SAP. The Vil and BC Ut serviogs are shawn in the next figure waitin ‘ranaaction SiCF. Define Services | craeetaaisenee Sh TED i] emmataiaces EQ] F PMspen Montara ‘BAP Solulfona Adminisiralion Page S13, ‘Vendor Invoice ManagementChapier 3. Installation and upgrade lo VIM 16.3 SP (© Flor: Setup the Launchpad content - This is to eanfigure the Flas Launchpad 0 that the proper tles are avaliable forthe user. The _general launchpad configuration inatructions should be referenced from ‘the Businass Center Coriguration Guide (aoe section 6.1.1) Then, ‘wei the Flo Launchpad Designer, the tes for each place of VIM ‘functionality must he set up. An example for the Flos VIM Approval App ig shown in the next figure. The following values are used in the Parameters flld of the configuration. Each tie wil have its own respective parameters. — nodal: PS03_VIM_APR_INV = wobjfype: PS03_PRC_VIM_APR: ‘Customers should consider several factors when making a chaioe abaut which VIM solution they will upgrade to or implement next. Factors Include the customer's: Curent SAP landscape (version and database) and road map Current version of VIM Desired components or functionally within each VIM product version OCR strategy End of Maintanance targets for each product Resources and time frame available for the project Vendar Invaice Manapemeni far SAP Solulions AdministrationChapier 3. Installation and upgrade lo VIM 16.3 SP4 ‘This type of decision can not be dictated within the limits of a manual, horraver, severe places af information are given in order to aid the ‘custarnay in making such a decision. + SAP ERP’ + SHHANA1S11 + EOM April 2021 (lao extended) nome = SAP SANA 10,170,180 ven «eee “Red osote 27 WIP SUNACOU! «Sy Scored wit pete “el i 20 Ith pias go, he aun ven Vl wich rn ka encar ded be tary pba cnptiny as weno Tiveecning win canpecdawesie pence sar Pic | tes | econmenn | met ES os Se cemaTRS | wanes | winesem eas Ose Ta sosrevenieo | v7ss> san | ws eT once ‘ates coaeeven en | wars Snoe couumen | wre sist na Za eames 0 smpremee | vrs > | wae | Saba wae ore = 0 Spatnaee | rsseis | r7aaeo | evr aot i earemrenaer | wTERPe aecwenaer | wa7ser Sa a seemranciee. | vaTSaP eT ; recta ‘Vendor Invoice Management ‘BAP Solulfona Adminisiralion Page 515Chapier 3. Installation and upgrade lo VIM 16.3 SP SAP Product! ‘VIM Compatitilty | Recommended Vidi | Gomments Version Version SAPERPSuilean | VIM7SSP1 | 758P3 ‘See SAP pole 1855008 HANA SAP RIOA6e, SAP | Nol supported by ‘Versions af VIM 5.1.6 lo 7.0 should RiGA.7 Erlerprise, any VIMversion, follow upgrade paws which are SAP ECC SO whichis carrey sneppe eu csi Sar Die under mairtenace Noweve, 2 general path ioupgrade i ‘hrs isthe next ectie fo Ihese ssl: SAP SHANA Cloud | Nol cxrecly ‘dsb scion ie | Co-dereloped by SAP and Opera, supparied ‘nasistie: SAPS) his proguct can be puretiaced fram. MANA Clourtfor | SAP. awe na by pene ‘Atthough this course is focused on VIM version 16.3, we recognize that ‘many customers might stil be on the path to 7.5. For this reason, upgrade is segregated into two main upgrade scenarios. Upgradingte vit 7.5 Tho Gonerai guideline fo ta use VIM 7-5 for inatallations on SAP ERP 6.0. ‘and SAP SIHANA on Promise: Edtion 1511. n this scenario, the cusiomer {is choosing to stay on Vib 7.5 and therefore is panning to be on SAP ERP or SAP S4/HANA (but not lator than 1511). ViMt7.5.does not support SAP ‘SJGHANA 1708 and highor. Upgrading to VIM 16.3 A customer should use VIM 16.3 for installations on SAP S/4HANA 1610 ‘and higher in this scenario, the custamer is choosing to move to the latest version of SAP SA/HANA. VIM 16.3 does not support SAP ERP 6.0. and SAP S/MHANA on Premise Edition 1511 Upgrading CC The goneral guidaline for Invoice Capture Centar i 10 use the latost version of 16.3 for all Installauons. ICC 16.3 supports VIM 16.3 and WIM 7.5 (SP6 ‘and higher). CC component Use Business Center 16.3 forall versions of SAP ERP and SidHANA. ‘supported by any VIM version that le under maintenance. A SAP Ri 4 6c, SAP RUS Enterprise 47, SAP ECC.5.0 are nolonger Vendar Invaice Manapemeni far SAP Solulions AdministrationChapier 3. Installation and upgrade lo VIM 16.3 SP4 Upgrade The general recommendation trom OpenText is that eustomers should recommendations for out move to VIM 7.5 SP or VIM 16.3 SP1 at aminknum. The following chart ‘of maintenance VIM raprecenta the versions a customer might currently be an, the suggactod version’ Service Pack lavel, and possible patha for upgrading to 7.5. Those phe aro only gonoral dopcions of tow a stoma might rooch Certahipal love Open! Protsionel Srveces sha ba conc A to taller'a aratapy and approach for auch an upgrade. Plonos 2a the roopoctiv etalon atl comeoponng Uprate idee fr frther del on exchange porate and upgrade Beps Curves iM Recommended Start | Poland Pathe Carer Sortare tet Release sie cis >e0Em>75 52 was2 SP8 52275 VME2 SP 6nd G0:SP1 ae 52 sn0sp1o7s eros enc pepe nero ranger | ao waco SP e075 Thanet ue pga ect 70 war0 SP 7osTs Upgrading to VIM 7.5: VIMé 75 introduced new features, absolete functionalty, migration af Procesa Types, Logie Madules, and a new approval warkliow. These should bbe eanaidered whan deciding i the target VIM release lovel ia 7.5. Thoy include, Mow features © New baseline DP document types New VIM Analytics report which Is designed for HANA D8 as well Businoss nile frame work and Logkc modules Single click entry integration {relevant for ICC: customers) Line based approval Enhanced matching algorithm for backgraund posting scenarios Invoice references for eradit memos Business Center used for inbound processing Usa Fe Apps (pero I rove, ingle coring, PO © Enhanced integration between central and satelite systems with JAnaiytics and Workplace ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page ©Chapier 3. Installation and upgrade lo VIM 16.3 SP Obeolete functions Migration af Process: Logical Modules Now approval workslow With the release of VIM 7.5 SP2, there are some obsolete functions 10 conskder, Simple approvals - These are obsolete for Noe-PO approvals. However, ‘Yor PO-based processing, OpenText wil stl support the customer. However, this support for al/simple PO approvala will be phased out in uupenming SP relonses, © integrated Invoice Cockpit - The data trom the ICC-tables must be downloaded and maved into the Vib Workplace tables. © Cid indexing Screen -If the customer is moving ftom a.version pre-VIM 1.0.or has retained the ald indaxing screen, than these settings should bbe migrated. © Cid VIM Anaiytios Repariioptvim analytics) -An intial data land must ibe scheduled and new appropriate authorizations must ba assigned for ‘the Naw VIM Analytics report to the user base. © Old COA (Chart of Authority, which is used in the Approval functionality) ‘ables and procedures (a new COA was introduced with 7.0) © Od approval Workflows (naw approval workflow was introduced with 1.0, 8P42) Integrated invoice Cockpit (IC) -replaced by the WIM workplace (ld Web Ul of the Approval portal ‘VIM inbound process wil nat be supported i the long torr, ‘Aa some Process Types have bean migrated to Logical Modules, old Document Type Process Types must be vertied. The following checks can bedone: © Simple check: Firstly, compare your Process Type list against the VIM 75 Baseline Standard Document Types. Fits sill present in the standard, then it should work without changes. Otherwige, verify: = Ista Business Rule? If yes, this remains as.a Business Rule. Verify that itis enabled for the Document Type. = Doss it update the data? If yes, then it should be migrated to a Logical Module. ‘Some processing lagi, which was called directly betore, is now ‘encapsulsted in logical modules. An example of this isthe mapping logic for ‘adational ecsts. ‘Onee the COA (Chart of Authority) haa been migrated, the eustomer needs 1m continue processing the open workdlow tasks. Vendar Invaice Manapemeni far SAP Solulions AdministrationChapier 3. Installation and upgrade lo VIM 16.3 SP4 I they run ass, the behavior wil be unpredictable. The correct spproach is ‘a mags,racall and mass resubmit. The naw Workliow works with the now (COA The drawback to this is that approval stops have to be repeated, should move to VIM 7.5 SP2 (at a minimum) but to the mast reeant SP if A ‘The recommendation from OpenText i that customers who are upgrading posaibie. ‘Two differant ways in There are two separate approaches for upgrading VIM: center foupgrade VIM Tochnical upgrade = technical upgrade of Vib fe minimally invasive to the custamar's business conainuity — Tie might include usage ot the new index sereon and reports such ‘anew VIM analytics = Vib Workplace might be usad — VIM Process and logic willbe untouched (except the approval process flow) © Functional (Full) upgrade — Aull upgrade would include the technical upgrade and would ‘ombrace the functionality changes — This would incude usage of new features such as the Business Rule Framework anc Lagle Medules — Old custom Business Rules might be needed te be adapted — New process functions could be activated via a dedicated constant variable: VIM VERSION. SWITCH = 7.5 Upgrading to VIM 46.3 There are a couple of variations for upgrading VIM to version 16.3: © Upgrading from VIM 7.5 SPS {or Ister) an SAP SI4HANA, © Upgrading from any VIM version on SAP ERP: [a Mease consult Intalaton Gus verson 16.8.1, Chapter 6 for dotsled upgrade information, ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page ©Chapier 3. Installation and upgrade lo VIM 16.3 SP Help from OpenText Starting with VIM 7.8 $P2, OpenText delivers: ‘An Upgrade Guide Roports to populate data for the naw VAN roport and VIM Workplace so ‘that thay work with workflows started before the upgrade. Migration toats for: = ligration of document type and indexing serean settings — Migration of ald COA to new COA — Mass recall and resubmit of appreval workflows Pe ~~ > xz» approach Open Text Professional Services - Professional Senvices can be ‘employed fo ensure a successful upgrade, gamering the most value _and mast efficient upgrade experienca. The previous figure ouflines the ‘oliowing categories: = Analyze “Analysic of current VIM configuration ‘Sandbox tests ‘Workshop for process changes and new functions Proposals for process changes, ist of mandatory changes [ i Change or migration of business rules (logic modules) (Change screens, user exit, BTE's Process changes (back to QT standards) Impravemenis of currant process = Utllee = Documentation © End user tests and user training ‘© Upgrade production environment + Hyper care Proceed to prepare and perform the upgrade according to Section 7.4 of the Installation Guide. Page 520 Vendar Invaice Manapemeni far SAP Solulions AdministrationChapier 3. Installation and upgrade lo VIM 16.3 SP4 Installation troubleshoating and FAQ. ‘Some ofthe following questions might arise during a new instalation: (Does VIM consist of any standard SAP abjectsrepains ? © No 2. Does VIM consist of any Z abjects? © No 3. How da | check whether instalation fs consti? © Refer to the Veriton section inthis chapter. 4. What is he name space’? © SAP-acsigns name spaces for fs partners; by doing 0 the changes tw those objects are protected. 5. Gan [repair the OpenText objects? © itis not recommended to repair Open Text objects. Contact sunpori@apentest. com before making any tepais; Open Text might have already issued @ patch for the intended repair and the same functionally can be achieved by using appropriate user exits. 6. There is an error whan starting the warkow. © Mako sure the standard task ls defined as-a ganaral task. Exercise: Verifying the installation Check the Add-on installation 4. Navigate fo the System > Status menu from the SAP base monu. 2. Click on the Magniiying Glasses loan in the SAP Systom data section. 3. Venly the OTEXVIN add an is isted with the correct release number. Exercise: Obtaining the documentation Find the VIM 16.3.1 Installation Guide 4. Connect othe OpenToxt Knowledge Center. 2. Find and download the OpeniText Vendor Information Management 16.3.4 for SAP Selutions - Installation Guide. ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 527Chapler 5. VIM Role Framework Creating Role Temptste Role Template Fleide must anly be maintained for Fleld-based templates. Felis and Field Deiails Tempiste Fields: enumerate they kay fields used in role determination. Once the Flelde and their value seta are populated, the Field Dota should be ‘maintained. This distinguishes how each feid behaves aceonding to Product Code. For mare information an how to create the Flelds and Field Details, s0@ the VIM 16.3.4 Configuration Guide pat. ‘Step by step: ‘Once a template definition bs created, it can be assigned to muitiple: WIM Assigning Templates, roles. ‘to Roles 1. Type transaction code /OPTICP_9GX2 into the SAP command fled, ‘Nternatively, navigate to the VIN-specic Easy Access monu, expand ‘the Roles folder, and highlight Template Maintenance, OF tw Git Favates ems Stem 9 14 OOO SHH DHL. SAP Easy Access OpenText Vendor Invoice Management | Botrermeny ty Wk Ep create, Figure 5-7: ‘Template Maintenance menu path Page 58 Vendar Invaice Manapemeni far SAP Solulions AdministrationFigure 58: Chapler 5. VIM Role Framework 2. Double-click this-ontry. tae vee tomy tam hes Sent ° 4M GOO Fh HN HD DD ev, ‘Change View "Product Role Temolate Configuration": Overview escola! jen 8. CGlick.on New Entries. Toth Vew fit tito Secon tity Stem Heb i ol ee ooo She EHD ‘Vendor Invoice Management ‘BAP Solulfona Adminisiralion Page &Chapler 5. VIM Role Framework 4, Spacty the folowing fields: Product Coda Responsible party Template 1D ‘Active check box [A Mie Active chock ox no sald, thon ho Fo tmplto ‘assignment wil not be used by worktiow. This lows for multiple ‘assignments tobe in configuration, but for exactly one tobe picked Up by the system at any given time. ‘5. Save your entries Role Determination or Al this stage, the Roleshave been created {Le. AP Processor), the Resolution ‘Templates have been crated (Le ORGUNIT), the Template to Role _agsignment has been made (Le. the AP Processor rala in Praduct Code 005 will be determined by Org. Unit). The last remaining step is to establish which organizational unit for Product code 005 will be the AP Processors. This is Role Determination. ln this step, you define the runtime values that the eyster uses fo resolve roles for a given product cade. ‘These values are populated in the following manner: ‘Stop by sinp: Settingup 1. Type transaction code JOPTICP_ SCX info the command line. Role Determination "Alternatively navigate to the VIM Easy Access Menu and choose the ‘Simple Mode Rola Maintenance option, o ~€h GOO SHAK Df SAP Easy Access OpenText Vendor Invoice Management Kotermn te Vw Ca ceaters o Figura s-10: > RDP cent vue Meptor uncing the nen ce ‘Sinwohe Me "1G terpaneranesence i ‘Maintenance oe i 1 a Montane Uy i 1 fa Ste ie Marten ; foe test ky t Coderfhewover Opes Contguraion > Smee Appl Fw 2. Double-click this entry Page 58 Vendar Invaice Manapemeni far SAP Solulions AdministrationChapler 5. VIM Role Framework Ones Ge GTo eter mmm Heb o me GOO FH nD es Maintain Role / User Management - Template based Display | Charge text" | Vendor Invoice Management for SAF ‘Mineo pwovinen ~zafoemstion ‘Doc. type From Fo ee) oe HOHE with Logistse iiveles Figure 5-11: Role / User Management maintenance transaction 8. Ensure you are in Change mode and on the left pane, highlight the role ‘that you want fo assign values ta. ‘Vendor Invoice Management ‘BAP Solulfona Adminisiralion Page 58Chapler 5. VIM Role Framework 4, ntherright hand pane: — ithe tompiato typo ls Fild-based: * Maintain values for the fds displayox. — the tompiate type fs Function module-based: Now Fun. Modulo- Enter the custom funtion module for re determination. =the tampiste type Is Org. Uri, fil in the flowing fais: Now Agent Typo- Soloe! the agont type (US for user 1D, § for position ete). ‘+ New Agent Id- Depending on the agent type, select the agent Id {SAP user ID, posiion ote.) 5. Save your enties ‘Fal Safe and Default Key Within tho Usor Assignmant intaraco, inthe last diagram, tho fda for Fall ‘Safe and Default Key were introduced. These are explained furer hare: ‘+ Fail Safo- f Role Determination falls for this Role, the task la assigned ‘wthe-agontin the Fall Sato fet. ‘© Default Key - fa particular usar should always be the datault agant for “took, thon that agont shouldbe inthe Default Key aid In order to populate these felds, use transaction cade /NIOPTICP_ 90X10. [oe ee ore eee ee oem @oe Sehr Onn Display Fall Safe Role / User Management Bow /ounse 2 ane OPONYERT:| Vendor iwoice Management for SAP*Sol ner ex_aer rapa SOF SR turtles woes tm-t0 mye on 12 oo cea oper r9 oaphboas Figure 5-42: Fall Safe Role | User Management Vendar Invaice Manapemeni far SAP Solulions AdministrationChapler 5. VIM Role Framework Exercise: Identifying Template definitions In this exercise, for each ofthe sted VIM roles, you will identity the sctive OOSINFG. PROVIDER LOURECEWER identity template definitions 4. Enter transaction code /OPT!CP_OCX2 into the command flald. 2. Pross Enter 3. Find the listed Vil rofo, and endar the details into the above tabto. Exercise: Creating two new Roles ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 517Chapler 5. VIM Role Framework In this exercise you wil create twa new roles for product code 005: © ZFNDEXER © ZuzAPPROC Create two new rofes Enter transaction code (GPTIGP_9CXS into the command field, press Enter (Alternatively you could open the VIN Easy Access Morus, open the Roles folder, and choose Role Maintenance). 2. After ensuring you are in Change mode, cick an the New Entries button. 3. Far the two VIM roles, enter the Produet Cade, Rls, and Desexiption fields. 4. Save your entries. Exercise: Connect your New Roles to a Template definition B Connect your roles to. ono or mare template definitions 4. Retum to tha /OPTICP_90:X2 transaction cade main manu (Alternatively you could open the VIM Easy Access Menu, open the Roles folder, and choose Template Maintenance). 2. Highlight the Product Role Template Configurstion folder in tire heft hewid ane. 2. Glckan the New Enos button, 4. Populate the relevant fields for each af your new roles and your new template. Exercise: Connect the new Roles to Agents Center, or Organizational Unit 1. Enter transaction code /OPTICP_OCX4 in the command fleld,(Altematively you could apen the VIM Easy Access Menu, open the Roles folder, and choose Simple Mode Role Maintenance). Press Enter Highiight the Product Code with Active Tempfate on the deft hand pane. Double ack this fosor, Ensure you are in Change made. Populate Agent Type ancl Agent 1D (a suggestion would be to use Agent Type US and your SAP User 1D: User-). SB Connect your two Rojes/Template assignments to an SAP User, Work PRrape Page 592 Vendar Invaice Manapemeni far SAP Solulions AdministrationChapler 5. VIM Role Framework % Olek Save, 4. Repeat for the second Role. In this chapter, the concept of the VIM Role framework was introduced. The ‘concept of a role to define the users reapanaiblites in the aystem was, Intrackiced. Templates Tor assigning certain crea for role datermination ‘wore discussed, along with the eventual assignment of a tomplate to a rato, Laat, the assignment of values or agents to the Product Riale Template combination was covered. With these thes new concepts, the VIM Role ‘ramowork is fully defined. ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 545Chapler 5. VIM Role Framework ‘Test your knowledge 1. Which type of template can be-used in the following scenarios: ‘© The Requisitioner should be the value inthe fiid Requistioner within the PO in the line learn le. © There are twousers who handle all vendor maintenance for the erganization. They belong to the Master Data group. Each AP Processor should aun one Company Codes invales. Each Buyer should be assigned to handling invoices for a specific Plant. Vendar Invaice Manapemeni far SAP Solulions AdministrationChapter 6. Business Centar Inbound Configuration 6. Business Center Inbound Configuration ‘Objectives ‘On completion ofthis section, participants should be able ta: © Identiy the elements of Inbound Configuration © Monitor incoming dacuments in Inbound Processing © Customize aspects of Inbound Processing \VIM usas Business Center Inbound Configuration for incoming invoices. tis ‘designed to receive and pre-process documents in many formats. When Used with VIM, It supports scanning, OCR, e-mailed invalees, invoice: upload, and OT Archive Pipalines (batch Load, stand-alone scanning ‘without OAWD) as input. er) ‘Vendor Invoice Management ‘BAP Solulfona Adminisiralion Page &Chapler 6. Business Center Architecture Figure 6-2: BE Inbound Customizing Inbound Configuration Page 2 Inbound Configuration determines ar generates (e.g. manual indexing) all Index data from invoices. Indox data Is saved in 30-callod mapping ID's. From these tables the subsequent processes pick up the Index data Invoices can be paper, PDF, XML and IDOC formats. It ean be extended through customizing and addtional service modules for fecible support af all incoming fommats. This might include: for exampie, rendering of IDOCS ‘and XML fies of extracting data fram XLS and thar formats Inbound Confquration is a Business Genter component, an OpenText add- ‘onto SAP (used here for VIM). Invoice input coaurs through SAP channels such as IDoos, the non OCR interface, the global RFC interface, of the Open'Text OCR interface. Gnce into the system, the framework then hands the document off to the DP pre-processing steps in eed to determine how {should proceed through the VIM framework. 2a + AScenario Classification describes the business context 7 Ragisbalion Types detne the bound toush pow eras) incoming document registration), + Input Ghannels tinguish how the invoice document wil arrive > Dacumant Handla’s are used to route the decuanent ough the requited tasks for registration to VIM EEE | + Service Mogules are Ine technical impierentation of each task \With Inbound Configuration, customization dictates haw a document is imported or captured and then dispatched, inthe casa of VIM to a ‘subsequent workflow orto archiving. Inbound Configuration allows the user to configure scenario classification, ‘Scenario classification registers documents for further processing in| Business Center according to their business context, for example: Sales ‘Orders, Delivery Notes, or Invoices. The user can also configure haw the documents are pracessed coming from diferent channels. Each dacumont runs through defined process stops, which. are indicated by the inbound handler process. Each process stnp comprises several sarvice ‘modules, Vendar Invaice Manapemeni far SAP Solulions AdministrationChapter 6. Business Centar Inbound Configuration ‘These Service Modules which are integrated components of Business: (Center inbound offer spectic functionality. Registration Types Sales Orders ears reer ley Acchiving Inna Woe Incoming al rece | Indexing ‘Custom ee Idoe em Pate e VIM Ariba ene vind cc ‘Figure ¢-3: Inbound Configuration ‘Each document runs through defined workflow steps indicated by the Inbound Canfiguration process. Workflow stops consist of an ordered ‘umber of Service Kadulos. These Service Modules are integrated ‘components of the framework that offer the defined functionally. You ean ‘enhance the Serviee Madules by adding new en'ias in customizing. in ‘order to start customizing, the user should access the transaction code INJOTDUPFOO_IMG. This wil open up Business Center specific ‘configuration. Navigate to Inbound Configuration, whare the main ‘configuration items are located. Implementing Dacument Management wilh OpeaTex! eDOGS OM Page 63Chapler 6. Business Center & Display IMG o €E @O0 SHH ft Display IMG 3S Bl nm Esting Bc Sets Se BC Sets for Activity 5 Aether! ‘The following items can be configured from here: ‘© Channels uniquely identity the source of an incoming invice to the VINA systom across the landscape. This can be, for example, paper through scan, fax, email, or Doe. To configure a hrannel, you need the rogistration type. ‘© Sconario Classification ragistors documents for further processing in Business Center according to their business context. in other words, ‘gives a semantic description of the process which should accur for the incoming data (Le. Vendor Invoice Management should be triggered for incoming invaicos), Page oa Vendar Invaice Manapemeni far SAP Solulions AdministrationChapter 6. Business: Center Inbound Configuration ® Change View “Scenario Classification": Overview oO “mM GOO 6H END AD es | Change View "Scenario Classification": Overview S Newertes Gh So Rm — Geeaieatio Profle Desciptin: tok & Mb esses Boor] — “BrY_BePLWLY— Delak EDE ‘Brigge Decwsea Pousdation vu Figure 65: Scenario Giassification (© Registration Types define the scenario which is used to import documents. The import can happen, for example, by email, [Doc ar Document Pipeline. Depending on the regiatation ype, standard SAP ‘customizing is needed, for example, for Archivel ink or SMTP. '* Document Handlers route the incoming document through the inbound process. They must be customized to sequentially process the ‘document, based on the respective document status, This Is done vis, Service Modules. (© Service Maduies deine « speciic functionally (ia a module class) that ‘can be used by one or more Handlers. ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page OSChapler 6. Business Center bound Configuration Archiving Recognition Validation Linking Figure 6-6: inbound Canfiguration items configured for VIM ‘Next, we take @ laok at each of these more closely. ‘Channels Channel IDs are maintained in order that the source of 2 tneaming invoice can be identified. in the.case of multiple sysiom landscape scenarios it becomes critical ia maintain Channel ID a the ID is ted to the systern determination procedure. o “€8 O00 Hk HHFh 17 es Change Wiew "Channels": Overview S Nevins SOR RK Gand fea Tye [Desc a } pesan ‘susten 7 others = t-e nbre * | 7 Tplond / Pipeline ec Ey . j MN Sees + Cape er t i oe + mec Earp i asia + Cap ota } sasn_som fe + eral nar ' ve rai yon a +t rosatrmn ! om Rorly Acchiving = Samra + Hus inéoea i ‘seu BSE early archiving beng + Copa Carer i scum arly Archiving some 4 eu nang } Pages Wendar invaice Management fer SAP Solullons AdministrationChapter 6. Business: Center Inbound Configuration For ViM, as shown in the previous figure, the ICC channel Is used for those ‘documents which are coming in via OCR. This and the other channels are pro-dalivered. Custom Channels can be created as wel Document Handlers A Document Handler defines the process which Is used ta route documents through the incoming document process, and can therefore be inked to one (or more Channel IDs. Itdascribes 2 defined order of Service Modules. © Tathiview Bot Geto Sebetin tenes Stn He o “€8 GOO Sik PHA 7D ee Change View "Handler": Overview B New eneres EB ER) ! Figure -#: Delivered Document Handlers ‘Service Modules ‘AService Module ls essentially a grouping of logic that can be pertormed an an incoming document to achiove a certain desired output. Service Modules are grouped tagather via the Dacument Handler. Some examples af Sarvice Module functionally: © dats mapping ‘© data transformation © registration © archiving * validation ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page OFChapler 6. Business Center Registration Types: Figure 63: ‘QpenTaxt detivers predefined Service Modules for the VIM Capture Center Document Handler (PS03_CAPTU) as foligws.: === Dechine documents and TODAPFOT_CL_ MODULE, ARCHIVE Linking archived document ia | IOTDUPFOY_ CL MOOULE LINK Regis thedacument in Vid | JOTXIPSO3.GL_ViM MODULE REG gisee extrcaan JODUPFOI_CL_MOOULE. CC EXTRAC ‘Wail for extracion compieies! | JOTXIPFOL CL MOOULE CC WAIT egies validation / processing | (OTDUPSO3.GL_VIM MODULE GC. VAL (Craton) ‘Wail for vlidalion complied | (OTUPFO1 CL MOOULE. Oc WAIT Rogier raceseng (Extraction) afer validation JOTIPSD3_CL_VIM_MODULE_GC_ PRO Registrations are configured for each incoming decument scanatio. They te all the praviously Introduced clements together. The ecrresponding Channel, Documant Handler Module, Ciassifcation, and Document Types ‘must be assigned. For IOC input (and the ZVIM_ARCH Document Type), an example Registration is available for the Earty Archiving scanario, This ts shown in the next gure. o ~€ GOO Flt cc Yen ny De o we BAO DRE Deamerceme avin. pc ‘oar —s———— reap. ~~ Fox Op Pages Vendar Invaice Manapemeni far SAP Solulions AdministrationChapter 6. Business: Center Inbound Configuration Data Mapping Finally, he mapping of incoming data to VIM data must be done. Mapping fields an an incaming invoice to the target flelds in VIMis accomplished via the Mapping IDs. A Mapping iD le created to lagically group a mapping set fora particular channel. A Mapping ID is then ted to that Channel OF Tek vow Gao Sheen Ome Syste Hap o “€5 GOO hr ff Display View "Mapping Setup": Overview SERRE Figure 6-10: Mapping ID Each Mapping Dic unique aa the inbound fields are different, dapending an the medium. For examgle, for the ICC channel, the folowing typical flids ‘are captured and stored by ICC: CompanyCode Invoice Amount InvoicoCategary tvoiceDate InvoiceDeliveryDate ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 68Chapler 6. Business Center Inbound Configuration Via transaction cade In}OPTIVIM. MAPV, Mapping IDs ean be configured. eo sik QHOF IOs + Overview © seriou ~ «& Dist wow “Feld Mapping" SEER Figure 6-11 Field Mapping for the ICC Mapping 1D ‘The options for effectuating mapping via configuration are: (© Direct fold mapping ‘© A Function Module for extemal field mapping In the case where simple ‘ane to one mapping does not suffioe (use interface pattem (OPT DO_MAPPING) ‘© Automated Field Enhancement which is used ifa function modula ks ‘added to implement the enhanced flaid function e-invoicing scenario \With this framework, the concept of E-invoicing can be implemented with \Vihd In this scenario discussion, the assumpsion is that invoices are sent to the customer via e-mail. First, the VIM SAP system must be prepared for e- ‘mall input. ‘The tasks to check for this processing follow. ‘alce Managemenl far SAP Solulions Adminisiralion Page 70 VendorPreparing ema input ‘e-mail specific ‘configuration Initiating Workflow Chapter 6. Business: Center Inbound Configuration ‘© Configure the Profile Parameter (Transaction Code: RZ40) — Eat the instance Profile with Extended maintenanea = Set the SMTP port to 25, = Check if the SMTP service is active (Transaction Code: SMICM) ‘© Customize Service User (Transaction Cade: SU01) = Create 2 user with type Service and assign the profle $A SCON. ‘hia a for communication ‘© Assign the SAP Systam Cilent (Transaction Code: SICF) — Choose Vitual Hast SAPCONNECT — Enter the logon data af the ayater user = Add CL_SMTP_EXT_SAPCONNECT to Handler List ‘© Administer SAPconnact (Transaction cade: SCOT) — Chock i the mail host ie configured — Enter the Default Domain of tha SAP system chant = Define inbound Processing (Settings -> inbound Praceasing) invoicing requires some special considerations. ‘The start of the incoming document workfiow can be Wiggered by specific {information that is-oxdractod trom the incoming ¢-mall. For example, tha {ype of attached document that should initiate the incoming dacument workflow can be specifiod. Ifthe e-mall has other documents with diferent ‘mime types attached, these documents are handled aa simple attachments to the spactfic work item. In order to effectuate this, the function module (use defauit FM JOPTIC_IDH_CUSTOM MAIL HANDLER) would be populated in the parameter called IDH_MAIL_ATT_ HANDLER. This parameter is in tho Webiaw Constant Table (PTGWEUZ_CONST). ‘A.couple of options exist for monitoring the activity of e-mall based input. ‘The first is to View logging ¢-mall data via SAPconnect Inbound send requests (Transaction Code: SCOT), From the main menu, acess Utities - > Inbox Overview. The user can also view incarning e-mail data in the IDH table (OPT/CT_IDH MAIL. This table data is available as input for reporting lator. [Lj The standard product dons net support sending «-mals back to the sender ar forwarding messages to SAP Buainass Workplace. ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 17Chapler 6. Business Center ‘The Document Pipeline EDI configuration Incoming documents can be handled using the OpenText Document Pipaline. Document Pipaline processing must be linked te the defined funetion module of the Inbound Configuration inside SAP. A speciie RFC ‘mode must be set that matches the customizing entry on the remote Document Pipeline. “Adaltional infarmation-on the Document Pipeline can be foun in| the OpenText Businace Center for SAP Solutions configuration guide. ‘The Eiectronic Data interchange (EDI) scenario in VIM is based on the standard SAP document format Intermediate Document (1Doc}. IDocs allow iflerent application systems to be linked thrcugh @ message-based Intertace. The folowing list shaws some examples of the benefits customers ‘gamer from using Docs. (© Business documents are exchanged in a structured way in order to process them automatically + The various dagrecs of structural complexity as displayed by dierent application systems can be reduced to a structure which is. as simple.a5, possible, — Example: The structure of an SAP application document and the structure af the corresponding EDI message under the: UN! EDIFACT standard. © [Docs allow for extensive exception handling before the dats Is posted ‘to the application Incoming IDecs are often the means by which a customer utllzing SAP AP receives some of thei invoioes. This ean be integrated info the VIM Process. In order to receive invoices 28 IDocs and subsequently trigger VIM processing, the ALE configuration must be done along with configuration that ie specific to WIM. (a) Pease aoe the Opened Businoss Conor for SAP Saktons 16.3.1 Configuration Guide for detalled information on haw to configure the EDI Seanario. Page O12 Vendar Invaice Manapemeni far SAP Solulions AdministrationChapter 6. Business: Center Inbound Configuration Integration with the SAP Adapter for the Ariba Network Integration with Advantages of VIM? ‘Ariba Integration Integration Scenarios Pl Adapter Seenatio (50 ‘Ariba is an e-commerce solution, which allows the eustomer to collaborate \with their suppliers in an ekactronie network. For those customers who alreedy empioy the Ariba network, there is now a streamiined way to Integrate the Ariba: Network wh the Vendor Invoice Management Solution, \VIM can be integrated with the Aviba Network from the buyer perspective. In this scenic: ‘© Suppliers create invoices within the Aviba Network ‘* Invoices are sent to the SAP ERP system of the buyer ‘©The buyer processes all Incoming Invoices within VIM. Besides local invoice channels (e-mall, or sean, ar OCR}, the buyer Ie connected with the Ariba Network snd receives Invoices of his suppliers. fram this channel. \With the standard SAPIAriba integration, invoices are pasted or parked ‘automaticaly in the SAP System. If he customer integrated VIM, they have the opportunity to catch any invoice exceptions, handle them via the DP ‘worklow, and then to process them fo completion. ‘Ariba ean be integrated in different ways within the SAP Businoss: Sub. Inthe frst scenario, an integration with the SAP NetWeaver Process Integration (P!) in combination with the Aviba Pl adapter ls possible ln this ‘scenario, invoices arrive in [Doc format (INVOICO2) to the SAP system of the buyer. ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 615Chapler 6. Business Center ‘SAP Add-on Ariba In the second scenario, itis passible to connect Ariba with the naw SAP- Network Integration for sdd-on Aiba Network integration Yor SAP Business Suite, Technically, the ‘SAP Business Suile invoices aro sentin eXML format. via Ts & Figure 613: Th Aa Network inked wit VIM via the SAP Aon For this second scenario, OpenTaxt delivers a significant amount of baseline configuration for getting the customer started with this integration. Included in baseline configuration are the following: © Ariba Mapping ID ‘© Ariba Channel (© Supplier Network Processing Vendar Invaice Manapemeni far SAP Solulions AdministrationChapter 6. Business Centar Inbound Configuration ‘The Ariba Mapping ID is shown in the next figure. ° «Hh OOO Bik CHAS ADE 1 [icplay Wear "Fed Mappa": Gvervew L REE | (Shatin (emg ' To reenee | a ea | oe eons Sum 1 om ——=" 1 a — { a oem | on a ase om eo i ‘Next, the pre-delivered Channel for Aribe is shown. Tome view Gt Geto Seem Utes System Hee Oo) “€ GOO SHE HADDAD OF Change View "Channels": Overviews B NewEnbies Ob Sy ene Descrion ‘BP_Exe3 Upload / 0s ] i a ee Barly Archiving MIM Scaning + Cpe Corer doe ~ Tox Easy ad rail “Mal Cope Canter nr,_rom con Mal Morus icesen xr rata 1M = ad 20. Traeformstion ‘ono Barty Archiving 1 Seanmng + Maal ndeens ‘eenn_pce baety archiving 1 Seareng 4 Capture Cater een ze arly Archiving © Boney + Malden (Figure 6-15: Ariba Channet ‘Vendor Invoice Management ‘BAP Solulfona Adminisiralion Page @15,Chapler 6. Business Center Lasty, the Ariba Supplier Network Processing is shown. © OpenText Coniguration oO ~«€8 606 © CperTent Comguraton TS Riisting BC Sets Ga BC Sets fer tity Change bag Figure 6-16: (BW liveoe Management 7 me “Unomect Pocianng Cnn t “Supptior Network SE Gene nkgn Processing Penbo BG hocrtee BS tireattocne poe Hit f [A Bath scenarios slow fr the Inbound processing of the inves data and outhound update of the statue ofthe invoice to the Aiba Network. Additional detats for configuring ether of these ‘scanarios.can be found in the VIM for SAP Solutions Configuration Guide 16.3.1 Chapter 23. Exercise: Perform Inbound Configuration for your new ArchiveLink Document ‘Type In this exercise you wil use transaction InvotstpfO0_hmg to configure the Inbound scenario tolink to your Archivelink Document Type. aw Perform inbound configuration 4. Type Avlotxp00_img into: the command field in SAP. 2. Press Ener. 3. Navigate to Inbound Configuration -> Document Handler > Page 78 Vendar Invaice Manapemeni far SAP Solulions AdministrationChapter 6. Business: Center Inbound Configuration 6. Use the following vatues to create a table entry: # Document Type: 238 INV (your own) # Chonnet: OAD Module Handler: INDEXING Classification: S03. VIM NVC 7. Prose the Save ican In this chapter we introduced Business Center's Inbound Coriguration tool. ‘This tool Is used for configuring the system to handle incaming dacumants from inception through to the trigger af the VIM system processing. We Intraduced main configuration claments and also covered exceptional Inbound scenarios such as &-invoicing and Ariba invoicing. ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page @17Chapler 6. Business Center Inbound Configuration Page 18 ‘alce Managemenl far SAP Solulions AdminisiralionChapler 7. Document Processing 7. Document Processing ‘Objectives ‘On completion ofthis section, participants should be able ta: © Identity the main concepts of Document Processing configuration ¢tocognize edvancemenis n Document Prowssng Cod Bea Procite! ¢Peafom come sdvanced corigration ptone Document Processing Overview ‘Document Praceasing can be explained as.the pre-processing of all Incoming documents that are to go through VIM. tis an intermediate stop ‘slong the way a a paper ar electronic invoke becomes an SAP posted ‘document. This is a way for Invoices to be checked for eroncous or missing {data end duplicates prior to attempting to post the document in SAP. The Input to Document Processing is the paper based invoice, the output is an Figure 7-1: Document Processing inthe VIM ‘Vendor Invoice Management ‘BAP Solulfona Adminisiralion Page 7Chapier 7, Document Processing Customizing Document Processing ‘An overview of the steps involved in customizing the Document Procossing follows: 1. Icaniify and eontigure the various Document Types 2. Create relationships betwoen Dacument Types and respective ArchiveLink Document Types Make determinations about manual versus automated processing of Document Types Ieentify any logical modules required for each scenario Idanitfy he process types required for each sconario Identity and configure the indexing seroen folds Ieentity and configure all roles required within each scenario (or process type) 2, identity and configure the process options associated with each swim lane ©. Mandy and configure the business rules (process type determination) 10. Configure the Business Rules: Framework (BRF) 111, Configure global customization settings FL + aM - HR [SAP SaHANA arm pain vn (SAPIMI] neues ee oor ve. Viewer ‘# Figure 7.2: Document Processing Page 72 Vendar Invaice Manapemeni far SAP Solulions AdministrationChapler 7. Document Processing Main concepts ‘Some of the baste cancapts af Document Processing are newly inroduead. ‘A dotoled explanation of each follows. Product Codes Product Codes delineate the VIM system according ta the functionally. ‘Those codes, when seen in the technical namespace should clue the user cor developer in fo where the functionality lies or iis use. The fallowing product codes are typically referred to: 005 - DP Document Werkflow: © UX-MM Invoice Exception Workflow © IAP Involce Approval Werkilow Best practices for Beat Practices are used! to support automation and eamplianee and improve decument processing process control and consists of the following three features: © Logie Modules - newly introduced © Business Rules - changed inthis version © Aulo Post Determination -nowty available Each element of Bast Practices wil be further explained in this chapter. Document Types ‘Tho DP document type ia nat the same as the SAP document typo. The DP ‘document type controls how the seanned document ie analyzed for ‘exeaptions and routed for resolution. tt aise determines which SAP ‘ansaction wil be called for document ereation and the fieida available for Indexing. The persan daing the scanning must choose the dacument type ‘when sotting up the sean, Ifthe incorrect document type is ehosen, the Incomect SAP document type and worktiow wil be intlated. The document types will map to ether an SAP PO invoice, an SAP Non PO invoien, CCradit Memo, or a Froight Only Invaico. Documents types should be used as global templates for invoice processing; whergas more dataled configuration for processes and Sserecn layouts canbe done atthe invakce characteristic level. This wil be ‘lseussed later. ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 7SChapier 7, Document Processing ‘Step by step: Setting up As.a rai of ewilane workshops (dlzoussed in the chapter on ‘custom Document Types implementation Methodology), a project taam is ready to start the Document Praceasing configuration. The main building bhock for thi: configuration isthe Dacument Typo. in most cases, OponTaxt would recommend copying one global documont type as 2 template for & ‘customars own Documant Type. The folowing staps outine haw to do this: 1. Entor Transaction Code /OPTIVIM_ 1X1 in tho command fed. 2. Pros Enter 3. Alternatively, navigata to Vendor Invoice Management > Document Procassing Configuration > Document Type Configuration > Maintain Document Types. © OpenText Configuration oO ~€E G00 SHH Ph OpenText Configuration SFE] kistng oc sets © GABCScts For activity Changelog Where else us! ‘Saweture ES Vendor Invoke Managament BS Document Processrig Confgurston BL Generel Configuration + ES Caregory Specic Configuration =| ‘Goasment Type Configseton ‘Be Dozument Type Determination Procedure + BS @ Charactenstic Spectc Dorument Type Configuration * ‘Speafe Country Settngs * BS Logic Module Processing, BL Process Confguretion FB Contain ! Figure 7-3: Maintain Document Types men path 4, Execute the Maintain Document Types task, by double-clicking on the Execute leon, Page 74 Vendar Invaice Manapemeni far SAP Solulions AdministrationChapler 7. Document Processing Change View "Document Type DeiniionTOveniew °o "€H GOO Sik OHHH DD es ‘Change View "Document Type Definition": Overview BE newenmes 9 BB af Figure 7-4: Nan PO global template for Document Type ‘5. Highlight one of the existing Document Types (thie example will use the Non PO Processing VIN1E 3 (NPO_S4}Document Type) and press the Copy az icon (two paper documents side by side). ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 75Chapier 7, Document Processing 6. Rename the new Document Type with a Z of Y prefix. Populate the relevant feds for Baste Configuration: Description - A description of the new dacumant type: Number Range - Maintain the numbor range which affoets the Document Pracessing Document Type ID + Classifiar - Choose the classifiar from the drop-down lst. This represents special invoice types: such as dawn payments Document index Type - This tells the system the origin of the data ‘© Invoice Type - This distinguishes between 2 PO and Non PO invotee © Default Archive Doc. Type If there is 21:1 relation between the DP ‘document ype and an ArchiveLink document type, select the “ArchiveLing document ype defined in the SAP ArchiveLink process. Ifyou donot have a fixed relationship, you can leave the ‘eld empty and create a mapping relationship later or you can use a ‘dummy archive document type which is used for all nan assigned DP document types © SAP FDacType-- Enter a fixed document ype or function module Change View “Document Type Defintton: Details of Selected Set erent tae | penis i ert frauen come one te es = Grommet tree Te tomes > | sop ei smennaenr 10055) | Tatas 1b i 3208 Has horen Yo omer 3800 | Tetra Yeti nero 308 i Tsar Tsou ner 3508 Tathapae ratsoennewe 8 i Peseta rt owe Page? Vendar Invaice Manapemeni far SAP Solulions AdministrationChapler 7. Document Processing 77, Save your changes by pressing the Green check mark loon or by (pressing Enter. Sect objet tbe coped % ‘The ety tobe copied ha Asscrderk antes (sera) Figure 77: cone ey coy ey FT ves can conte ty vay al pendent ers, [Geet] eh te ony teh 8. Gllek the copy al bution. o “1€8 GOO FHKE EHAE DT OF Change View "Document Type Definition": Details of Selected Set | Bb DP mame Type 125,300 |oe PO Rosey Dest Inaba Gone Noo RO Bo er a a ‘hase ! Dearne ree 00% . eves Tage { ett Ace Do. Ty 209_Wv cemng nae SIP ICTS i Tah mopar fos Tansrin 1a ‘2am ore raneuvin_ 10% ab dhs Pore /sneuvan_ son vb 7 mE ‘Vendor Invoice Management ‘BAP Solulfona Adminisiralion Page 77Chapier 7, Document Processing 9. Click.on the Groen check mark. o €H G06 Hk LAAE AD OF ‘Change View "Document Type Definition”: Overview $2 hwetie BAORE RE ‘ucamene Type Defein ‘be Doane Type rao vost Figure 7.8: New custom Document Type i ‘Adaitional fields in The above steps create the framework for & custom Document Type. Document Type definition However, fo affect the Document Type further, additional configuration is. eaded. This Is explained next. Deeett Tore io ser tara os FO kee Bu mig Des ST T porte Fane om cute aa Gah Rene ~) eames nee Tee ne wg OR =] nee ero ime) Dek dee Dee Tee 500.00 Uae OO Urns SAP FLD yse noes ending Suan rain bri ¥T Fob saeertanbs: 152 pogo aveveat 4 3 1b2 socantanber Tae} hogan oun 74 Tab3 Earartinbe: Tae regan ron 907 Te smennines: 105 pogo Poveda 3 | rpssennnter 26 mogon oe socenranbe: ‘eoeseen Sc Lele comme Figure 7-10: Indexing Screen Configuration Page 7S Vendar Invaice Manapemeni far SAP Solulions AdministrationChapler 7. Document Processing Figure 7-11: Process Configuration section for a Dacument Type Populate the applicable flelds for Process Canfiguration: © Document Posting configuration group — Default Process Type - Select the Procass: Type to be used it no cther process type determined. An example where thi 1s used Is when a decument has no errors and should directly be created in SAP. © Rescan Data group — Rescan Rale-It the document data Is not legible ori it must be re-scanned, willbe routed as. work lem to this role. © Dialog Pasting Step Options group Posting Rale- Solect the role that is responsible for posting the ‘document (vi dialog), if background posting fas — Dioplay index Data- Soleet this check box to display the index document in 4 separate session while document posting so the User is able to reforance the index data, — Skip Dashboard- Salact this check bax to skip the dashboard step. ‘© Display Imago- Select this check box to display the archived image linked to the document in a separate session when the user processes the work iter. © Duplicate Check Data group — Duplicate Check Grp- Select the duplicate check group defined — Duplicate Check Role- Select the role that gets the work itm i the system identifies the document as a potential duplicate. ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 78Chapier 7, Document Processing ae 1S Teena ag TTT ioumeraee Den ge — 90 Toba ae irene ? oan ear ac sete orto nas | men cnr —— a ae —_ pe i en tn Pimepeteng omer = Figure 7-12: Tax and Line em configuration for Document Types . ‘ax Configuration — This ls a complex detarmination andthe nuances of thie configuration aro cowarod in dota in tho VIM 16.3 Configuration Guide. Please see the subsequent note for an explanation of the functionally asseciated with this configuration. When data flows to VIM from extemal systems like an OCR systam, the tax code may natbe supped. Hawaver, for auto tax ceaiculation, the tax code is importart. Therefore, Vil provides tax eode datormination rule that tries to datermine the tax cade ‘corresponding tothe supplied tax rate. Line ttem Configuration — Line tom data- Solact the check box i ine tar data is used thatnoeds to be managed for the document (far example PO Ines). Ignare items trom Ext System Select the check box to indicate that noline items shauld be taken into account. Thés maans line toms ‘are nat mapped and not transferred to VIM. This: could be used for NPO invoices where line items are nat relevant. PO Line Automation -See the Vendor Invoice Managemant far SAP Solutions 16.3 Configuration Guide for configuration steps. This, field is described in the subsequent note. Vendar Invaice Manapemeni far SAP Solulions AdministrationChapler 7. Document Processing [L4_¥ib providos feature m9 maintain PO tine determination. PO ine ‘umnbers are important for PO involves but when data ke captured ‘rom extemal systems lke OCR systems, the PO line number offen is nat supplied. The Maintain PO Line Daterminstion Procedures hnaip the system to determine the PO line numbers. Process Types ‘AProcess Type defines what is going to happen to the Invaice based on ‘some criteria. t could spell out apectic invoice handling, such asthe Process Type which parks the Non: PO invoice in the background. Orit ‘could dictate exception handling. For example, fa PQ ls nat released or is Incomplete, what does the system do with the invoice next? Essentially, Process Types dafine the proces flaw. Process Types will pecly the Roles that are invalved in the defined lnsluding the intial actor af the process (Le. who executes thie portion?) Process Types also define the user's options af this stage af the procoss (Le. Create a New PO) And lasily, Procoss Types define the background set up for the Batch Data Communication interface (BDC) that will be used in ereating the resultant SAP document. Process types correspond ane to one with swimlana diagrams. Each document lype requires at least ane Process: Type. But process types may be used in more than one dacument type Step by step: Seting wp In order to configure @ Process Type: ‘sustom Process TYPS 4 Type the transaction code: /OPT/SPRO into the SAP command field 2. Press Ener. 3. Nawse to Document Processing Configuration + Process Configuration Maintain Process Types (typing the transaction code MOPTIVIM 8CXt into the SAP command fel wil get he user to this tame spot) ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 711Chapler 7. Document Processing o| ~“€8 G00 SHK PHOT AA ey (OpenText Configuration : RS icing wcSets | SEBCSets tor acivty © Changelog «Where else used | Vendor Page ‘alce Managemenl far SAP Solulions AdminisiralionChapler 7. Document Processing & Chenge View “Process Type Definition": Overview | ° “«@ O00 hk ONAT AD es Change View “Process Type Definition"; Overview i SE ute BS ORE EH | do Soa sat Tp as (se rces coe | TTS pms hae 101 Sako Mabe PD) 103 ines O) 403 Smeal 04 aay 105 Saeed Cs 496 PO at ted ote 197 nate Les F) 108 Pee 2 meee) OR 409 ue tobanes 0 en 9) 11d Hera Cie edd rer res PO) 148 ber/eltone deen 0) 11a Mana a eed ar sr ad ns 5) 114 Meanie Gorse se 2) 11S Snob ow ee Op a8 aa8 1 z @ o x Figure 7-14; Maintain Process Types transaction ‘5. Onthe lat highlight the Procoss Type Definition foldor. 6. Ontherght, highight he Process Type tat i the elosest match for he process you are tying to create. 7. Press the Copy icon. ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 713Chapier 7, Document Processing eo «EH OOO SHK Change View "Process Type Definition": Details of Selected Set ; Pre. Type 200 rons Type 50 Ie Ieaalle 'AB_SROCESEOR Figure 7-15: Process Type definition 8. Populate the following fads: © Process Type (number): Three digit unique number use an 860 or ‘800 series number for custom Process Types, thks will distinguish them during an upgrade for regression testing purposes. Process Type: 4 description of the Process Type Initial Actor: The initial role that will reaive the work em: Intl Actor Function Module: The custom function module which determines the inital role finial actor ix left blank. © Is Excaption: This flald marks the process type as an exception (which assumes this isnot relevant for background dacument posting) © Charact. Check - This fled Is rolavant for characteristic speciic ‘configuration, far the following kinds of process types: = Process types that are specific to a single characteriatic or ‘mutiple characteristics — Process types thst need to be checked for specific invaice categories in spaciic characteristics aniy = Custom process types that need ta be exneuted onty for certain Invoice categories of a characteristic Vendar Invaice Manapemeni far SAP Solulions AdministrationChapler 7. Document Processing [LA The Character chock box tthe Vib sysiom to chock the characteristics configuration belore the chack defined in the process type Is executed an the invoice. Baseline configuration provides-the chack box as selected for the baseline process types that nead additional checks to be performed for the characteristic configuration. © Create SR- This indicates that the process type wil create 2 Service Request in Background (only for CRM SSF). (ql. Milton kis ae aval for Process Type defition Please rofar to the GpeniText Vendor invoice Management for SAP Solutions Configuration Guide vi6.3.4 in the Open Text Knowledge Centar for a compte list of fad descriptions. 0. Prasa the Copy toon in the application tool bar. o «hoo Change View "Process Type Definition": Details of Selected Set 1 ib ; roc Te Bree Tye This ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 715Chapler 7. Document Processing 10, Choose the eopy all button. o *}KA @OO SHH THOT AT ee | Change View "Process Type Definition": Details of Selected Set t QD i be 00 po i Process Type [User0 Foca Rer-PO Iwo (HPO) ‘intas fle AB_pRocesson | natant eg o Cha, Check a eae st o Figure 7-17: Confiem dependent entry copy ‘11. Pross the Graen check mark and then Save your entries. Page Vendor ‘alce Managemenl far SAP Solulions AdminisiralionChapler 7. Document Processing “Stop by step: Assigning 2 In order to use a Process Type in the configuration for Document Type ‘custom Process Type to processing, l'must be assigned to the Dacument Type. Fallow these steps ‘Document Type to assign your new Process Type to your Document Type. 1. Type the /OPTIVIM_1CX1 transaction cade into the command field, _Aternatively, navigain to Vendar Invoice Managemont -> Document Procassing Configuration > Document Type Configuration -> Maintain Document Types. [& OpenText Configuration Qo KE OOO SHH ET OpenText Configuration 3 Existing BCSets GABC Sets for activity © Change log Where else us ¢ ead: @ Mantan Doament Type Determination Precediae + BS @ Gharacterstic Speci Document Type Cankguration +S Swat Couty Secor i SEY Logctodae Processing ; »By proces configuration i Sion eee [Figure 7-18: Maintain Document Types menu patth 2. Execute this transaction. ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page Ti?Chapler 7. Document Processing 9 €S GOO Heke HHA AD es Change View "Document Type Definition"; Overview SS ome BROKER ‘Figure 719%: Document Type definition sereen 3, Inthe Document Type Definition Overview screen, select the relevant Decumant Type. 4, Click-on the Nagniying glass loon to dlaplay the deta, ‘5. Assign the newly created Process Type as the default Procass Type for ‘this Document Type. at Gatw Saense mace ans Se «Ho eee % meme OO Figure 7:20: Assigning a now Default Process Type to a Document Type Vendor Page ‘alce Managemenl far SAP Solulions AdminisiralionChapler 7. Document Processing 6. Enter the newly created Process Type into the fold Default Process Tyee. 7. Save your entries by pressing the Save loon Configuring Auto-Post In VIM 7-5 and later, there is the capability to dynamically determine determination whether or not a Document Type is autoposted. e “eM 600 Sn ONoL ID ey | ‘Gvange View "Decuria Process": Owen | % sae Te tt icp agitate SE * sooo coat eer fev z Iiboin/tmetta foaice ot =| Misi /imate rarer a eri elie ther iced - z @ Figure 721: Auto Post determination for ViM Document Types: Configuring Awto-post_ The criteria for determining whether ar nat a Decument should be suto- ‘determination posted allows for the use of fields, of dats, and of user input. ol 74 600 SHR OOS IT ‘OperText Configuration ! Raining Cael GREE Sets rently © Change log Wheres ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 7Chapier 7, Document Processing ‘The task Auto Posting Determination - Flas" has pre-configured values from Baseline and the option to include customer specific falda. This configuration indiostos which fields will be used ta detormine documents for ‘ute-posting. ‘The task Auto Posting Determination - Data’ does not have pre-configured valuas from Baseline, but does have the option to include customer specific ‘data. This configuration indicates which data wil be used to determine ‘documents for auto-posting. User Input - There is also the capability to allow the user, during indexing, to determine whether er not.a document should be Auto posted.~ ‘Tasnow oncons Clete Oetatzane Dey Coange % open Comerants obese Ci bes Coco |UD] meng company cade (10) ‘Deomert 72 Figure 7.23: Docume — swroyect Tee | 9c. Ts feos) SA Onjeer ey User determination for ocummot Sous (Created ‘Auto Posting rece Typ (ror mama Compuiy code OO) oe Hebe a (Proce moma Docarest Gestion tr] ene Te Rewer erat ty o Aedened On : denier Processing Logic Logic Modules are used to streamline document processing by providing 2 Modules. ‘mechanism for adding or subtracting from the data that is available, according to logiosl processing (code based clase methods). Vs. Legic In the past, this was accomplished by Business Rules. Yet now, there is a Modules. clear separation. Business Rules are for checking data. And Logic Modules ‘are for changing data, [La The Looic Module data enrichment is schoduod before the business rules run or atthe start of 8 process, but can be triggered to run at additonal times. Page 7-20 Vendar Invaice Manapemeni far SAP Solulions AdministrationChapler 7. Document Processing G_NEAD 006: Example A siraightiorward example of a Logic Madule Ie one delivered with baseline Logie Module which determines Vendor Name fram the valve in he fleld Vandar Number. Inthe figure that follows, several other examples af Lagic Modula funetionality are shown, Example ~ simple anvichment [Example = more complex enrichment: Exarnpl:= complex eericument retrieval of missing data retrieval with few conditions Retrieval with many conditions Vendor = 8080) | Vendor Vendor 000 Company Code = 100 —_—| Purchase Onder = SOOT: Partie Order Document Type= 90.75. | Company cote ‘company Code Payment ‘ers Grostamaunt = 20000 Grove Amount 35000 Logie Mole retrieves ‘Veron = t000) [Vendor 1000, Vendor = 4000 | Company Cote 1000 | Purchase Onder = @5000L245 Purchase Order» [ASDOORSA Document Type= 0.75 | CompanyCode = 4000 Gempary Cade = Payment Terms = [TTD ZAOH) | Gross ammourt = 20000 GroveAmount = 38000 Figure 7-24: Logic Module example use cases ‘Step by step: The main tasks for canfiguring Logie Modules are found under the VIM Customizing Logie _spaciic IMG, transaction code inOPTISPRO. Navigate to Document ‘Modules. Processing Configuration -> Dacumant Type Configuration -> Logic Module Processing. ol «eH 900 SH Enns ‘OpenText Configuration 3 ciangacses GeecSesterscwty §— Cunce bg Figure 7-25: > Gna Cenfraten | B [Defining Logie Motules +S Boamert Tye Casson im theims Ee ‘Vendor Invoice Management for SAP Solullons Adminiairalion Page 721Chapier 7, Document Processing ‘© Stop 1: Module Definition - This isthe frst ING task, called Logie Module Processing in the VIM IMG, Execute thts task io display existing Madiules orto ereate new ones. There are many pre-dalivered Modules. ‘Asinglo Module is further defined by a Clase Method. o *«

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